Event Management Consultant

Terms of Reference – Event Management Consultant

Minet Independence Marathon (3rd Edition 2026)

BACKGROUND

Minet Independence Marathon is a vibrant running event set against the historic and scenic backdrop of Thaba-Bosiu in Maseru. Taking place in October—during Lesotho’s Independence every year —this race invites runners of all levels to experience the spirit of independence on foot, with distances tailored for everyone—from elite athletes to fun-run families. Minet Lesotho intends to engage a qualified and experienced Event Management Consultant to plan, coordinate, and deliver a successful Minet Independence Marathon event in October 2026.

The 3rd edition of the marathon, which coincides with the 60th anniversary of Basotho’s Independence, is scheduled for the 3rd of October 2026. The marathon aims to promote wellness and brand visibility while ensuring a safe, professionally managed, and memorable experience for participants, spectators, sponsors, and partners.

PURPOSE OF THE APPOINTMENT

• To ensure professional, safe, internationally credible, and well-governed delivery of the Marathon
• To manage increased participant numbers and enhance participant experience and satisfaction
• To protect the Minet brand and maximize sponsorship value, brand visibility, and stakeholder engagement
• To achieve operational efficiency and cost-effectiveness
• To ensure compliance with all legal, safety, and regulatory requirements

SCOPE OF WORK (CORE RESPONSIBILITIES)

• Event planning & coordination (from concept to post-event wrap-up)
• Participant capacity planning & registration management
• Route planning, permits, and coordination with authorities
• Marketing and activations management
• Safety, medical services, security, and crowd control
• Supplier & vendor management (timing, water points, equipment, etc.)
• Volunteer and staff coordination
• Contingency and risk management planning
• Participant and public communications (including updates on registration, route information, safety notices, race-day instructions)
• Post-Event Activities (including event debrief, financial reconciliation (if applicable), reporting, lessons learned session)

GOVERNANCE & REPORTING

• The Event Management Consultant shall report to the HR Manager and/or the Minet Independence Marathon Project Manager within Minet Lesotho
• Progress reports shall be submitted weekly
• Regular coordination meetings shall be held as agreed
• Decision-making authority (what the Events Manager can approve vs what requires Minet sign-off) will be agreed upon
• Escalation procedures for risks or issues will be agreed upon

DELIVERABLES & MILESTONES

• Detailed project plan and timelines
• Risk, medical, and safety management plan
• Route maps and logistics plans
• Traffic and crowd management plan
• Branding and venue layout plans
• Participant capacity and registration controls
• On-the-day operational plan
• Post-event report including lessons learnt and recommendations

BRAND, REPUTATION & EXPERIENCE ALIGNMENT

• Alignment with Minet brand standards
• Quality of participant experience
• Sponsor visibility and experience
• Professionalism of on-site execution and communications

SUCCESS MEASURES

• Safe and incident-free event
• Smooth participant flow and logistics
• Positive participant and sponsor feedback
• Protection of Minet’s reputation
• Delivery within agreed timelines and budget
• Clear capacity planning with defined cut-off numbers and registration controls

TERM OF ENGAGEMENT & COMMERCIAL CONSIDERATIONS

• Duration of the appointment is from 1st April to 30th October 2026
• Key phases or milestones:
• -Planning and concept approval
• -Route approvals and permits
• -Vendor confirmation
• -Safety plan approval
• -Pre-event readiness check
• -Event delivery
• -Post-event report
• Payment structure linked to deliverables (to be agreed upon)

LESSONS LEARNT & CONTINUOUS IMPROVEMENT

• Requirement to incorporate lessons from previous editions
• Focus on scalability for future marathons
• This signals that the Marathon is a long-term flagship event, not a one-off.

CONFIDENTIALITY

All information provided by Minet Lesotho shall be treated as confidential and shall not be disclosed without prior written consent. The Event Management Consultant shall also ensure confidentiality of all participant data, sponsor information, and operational plans.

REQUIRED QUALIFICATIONS AND EXPERIENCE

The Event Management Consultant must demonstrate the following:

• Proven experience in organizing large-scale road races or marathons.
• Strong logistical and operational capacity.
• Experience working with public authorities and sponsors.
• Qualified personnel with relevant event management expertise.
• References from similar assignments.
• Adequate public liability insurance, with proof of coverage submitted as part of the proposal.
• Compliance with national athletics regulations and any requirements from relevant sporting bodies, ensuring the event meets recognised standards.

PROPOSAL SUBMISSION REQUIREMENT

Interested consultants shall submit:

Company profile and relevant experience. Technical proposal addressing the scope of work. Event methodology and work plan. Team composition and CVs of key personnel. Financial proposal with a detailed cost breakdown

Applications shall be submitted to independencerun@minet.co.ls on or before the 13th of March 2026. Proposals shall be opened on 16th March 2026 at, electronically. There will be no public opening.

Late submissions will be automatically rejected.

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