EVENT TICKETING AND RSVP MANAGEMENT SERVICES FOR THE 2026 WRC SAFARI RALLY – KCB VIP TENT

KCB GROUP TENDER TENDER JANUARY 2026

EVENT TICKETING AND RSVP MANAGEMENT SERVICES FOR THE 2026 WRC SAFARI RALLY – KCB VIP TENT

1. Background

KCB Group is a proud sponsor of the World Rally Championship (WRC) Safari Rally. As part of our engagement during the 2026 edition, KCB will host key stakeholders, customers, and partners in a KCB VIP Hospitality Tent across the 3-day event. To ensure seamless guest experience, KCB seeks to engage a qualified event ticketing and RSVP management company to handle all aspects of guest ticket issuance, confirmation, tracking, and verification for the KCB VIP Tent.

2. Scope of Work

The selected company will be responsible for providing an end-to-end ticketing and RSVP management solution, covering the following components:

1. a)Ticketing

• Design and issue digital tickets for guests attending the KCB VIP Tent.
• Support both: o Single-day tickets (Day 1, Day 2, Day 3), and o Season tickets (covering all 3 days).
• Ensure each ticket is unique, secure, and verifiable via QR code or unique ID.
• Enable ticket delivery via SMS, WhatsApp, and/or email, ensuring easy guest access.
• Support personalized ticketing (guest name, organization, invited by, etc.).
• Provide an option for printable and scannable e-tickets.
• Allow for KCB-branded ticket templates and communications (look and feel aligned to KCB brand guidelines).
• Ensure real-time ticket tracking – number issued, opened, and confirmed.
• Provide an option for ticketing that also includes access to car parking areas based on type of ticket.

1. b)RSVP Management

• Provide an RSVP management platform or portal where guests can confirm attendance.
• Allow automated reminders via SMS, WhatsApp, or email for unconfirmed guests.
• Provide a user-friendly, branded interface for the RSVP process.
• Enable real-time tracking of confirmations, declines, and pending responses.
• Generate daily attendance reports and cumulative summaries.
• Offer a guest management dashboard accessible to KCB’s event team with admin-level access controls.
• Support multi-user login for different KCB team members managing invites.
• Allow for data export and reporting in Excel or CSV formats.

1. c)Onsite Guest Management and Support

• Deploy a team for onsite verification and check-in at the KCB VIP Tent.
• Provide ticket scanning devices (mobile or handheld) for quick entry validation.
• Offer real-time attendance tracking and guest list reconciliation.
• Provide technical support and troubleshooting throughout the 3-day event.
• Ensure the system supports integration with access control systems if required.
• Provide guest service personnel or supervisors to support check-in flow and guest experience.

1. d)Reporting and Analytics

• Generate daily attendance and activity reports during the event.
• Provide post-event analytics, including total attendance, check-in times, and guest engagement.
• Deliver a comprehensive post-event report summarizing ticketing metrics, RSVP trends, and learnings.
• Include dashboard access for live visibility of guest flow and data. e. Data Protection and Security
• Ensure full compliance with the Kenya Data Protection Act (2019) and related privacy regulations.
• Implement data encryption and secure storage for all guest information.
• Ensure all guest data collected remains confidential and exclusive to KCB.
• Delete or transfer data securely upon event completion as per KCB’s data policies.

3. Deliverables

The vendor will be expected to provide:

• Fully functional digital ticketing and RSVP system customized for KCB.
• Secure ticket distribution via SMS, WhatsApp, and/or email.
• KCB-branded interface and communications.
• Guest management dashboard with real-time tracking and reporting.
• Onsite ticket verification, scanning devices, and support staff.
• Daily and post-event attendance analytics reports.
• Data protection compliance documentation and handover.

4. Vendor Qualification Requirements

Interested companies must demonstrate the following:

• Proven experience in event ticketing, RSVP management, or guest logistics for large-scale corporate, music festivals, concerts or sporting events.
• Demonstrable ability to issue digital tickets with SMS/WhatsApp integration.
• Availability of a secure, scalable, and branded platform capable of handling multiple ticket categories.
• Technical team for onsite support and real-time troubleshooting.
• Experience working with corporate brands, government agencies, or financial institutions.
• Capability to provide comprehensive reporting and data analytics.
• Compliance with Kenya’s Data Protection Act (2019) and KCB security best practices.
• Capacity to deliver within tight timelines and manage large guest volumes.

5. Proposal Submission Requirements

Bidders should submit:

1. i)Company Profile (with relevant experience and key references).
2. ii)Description of ticketing and RSVP solution, including screenshots or platform overview.

iii)   Technical capabilities (e.g., SMS/WhatsApp API integration, dashboard features, admin access).

1. iv)Proposed project plan and timelines.
2. v)Itemized financial quotation, broken down by deliverable or day.
3. vi)Contacts of at least two corporate clients for reference.

vii)  Data protection compliance statement and data handling approach.