Guide
Compulsory briefing sessions and site meetings
Many tenders, especially construction, maintenance, security and cleaning work, hold a briefing session or site meeting before the closing date. When the notice says it is compulsory, the bid document usually says that bidders who did not attend and sign the register will not be considered. It is one of the easiest ways to lose a bid before it is opened.
- Applies to
- All public tenders that announce a briefing session or site meeting.
- Last reviewed
The issued tender pack always takes precedence. Buyers customise the standard forms and add their own conditions, so complete the forms and follow the rules in the pack you received. This guide explains the official forms; it is general information, not legal advice.
What a briefing session is
At a briefing session (also called a clarification meeting, site inspection or site meeting) the buyer explains the scope, shows the site where relevant, and answers questions. The notice on eTenders shows whether there is a briefing, whether it is compulsory, and the date, time and venue. Some are held online.
Departments and public entities must publish amendments to advertised bids on the eTender Portal, which may include changes to the closing date and to bid conditions and specifications (PFMA SCM Instruction 9 of 2022/23). They may also publish clarification questions and answers there. Check the notice for amendments before you travel.
Compulsory or not
| Notice says | What it usually means |
|---|---|
| Compulsory | Attendance is a condition of the bid. The bid document normally says bidders who did not attend and sign the register will be disqualified or not evaluated. |
| Non-compulsory | Attendance helps but missing it does not disqualify you. Some buyers publish minutes or clarifications afterwards. |
No national rule makes every briefing compulsory or sets one standard for it: the bid document decides. Read its conditions for the exact rule, such as whether a representative may attend, whether you need a signed attendance certificate in your bid, and how late you may arrive.
On the day
- Arrive early. Some buyers close the register when the meeting starts or turn late arrivals away.
- Sign the attendance register clearly with the registered company name exactly as on your bid, your name, contact details and, if asked, your CSD number.
- If an attendance certificate is issued, have the buyer's official sign and stamp it, and put it in your bid pack.
- For an online session, join with a display name that includes the company name, and follow the buyer's instructions for recording attendance.
- Take notes and ask questions. Rely only on answers the buyer confirms in writing, such as minutes or an amendment on eTenders, not on what was said in the room.
Distance is part of the price
In large provinces such as the Northern Cape or the Eastern Cape, a compulsory site meeting can be hours away. Decide early whether the tender is worth the trip, and add travel to your costing if you will have to return.
How Lula Bid helps
- Shows the briefing date, venue and whether it is compulsory on the tender brief, taken from the official eTenders notice when the tender is listed there.
- On the Prepare package, reads the issued pack, lists attending a compulsory briefing or site meeting as a mandatory requirement, and adds a briefing attendance certificate to the returnables checklist when the pack asks for one.
You still check every answer and sign the forms yourself. See what each package includes
Official sources
- eTender Publication Portal: tender opportunities · National Treasury
- PFMA SCM Instruction 9 of 2022/23: Mandatory utilisation of the eTender Portal · National Treasury, Office of the Chief Procurement Officer
- SBD 1 Invitation to bid (Version 1 of 2023, Word) · National Treasury, Office of the Chief Procurement Officer
Last reviewed 10 October 2026 against these documents. Forms and instructions change; check the buyer's pack and National Treasury's site for later versions.