Published Date: 18 December 2020
Tender Status: active
Tender Opening Date: 18 December 2020
Tender Closing Date: 21 January 2021
Award Date: n/a
Contract Start Date: n/a
Contract End Date: n/a
Contract is suitable for SMEs: Yes
Contract is suitable for VCSEs: No
Official Journal of the European Union (OJEU) Contract Type: Services
The University of Southampton NETSCC Team manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. The events range in size and duration from small, one day meetings to large meetings and conferences spanning multiple days. Alongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has appropriate and consistent presence and appearance at an agreed programme of events. In 2016 this included, for example, NHS Expo, NHS R&D Forum, Patient Information Forum (NICE 2016) and NHS Confederation.
NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for a supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.
In order to meet this requirement, the University is seeking a supplier for the provision of events management services for use by NETSCC, its partner institutions within the NIHR and the possibility of further usage if required from other departments within the University.
The successful supplier will be required to provide strategic event and project management services, which includes areas such as but not limited to:
o Assistance with sourcing and selection of venues, including visiting each venue prior to booking to confirm suitability (contract with the venue will be held with NETSCC). Please note that any venues that are sourced will have to be done so in line with the University of Southampton procurement guidelines.
o Social distancing requirements must be considered when venue planning and innovative ideas to allow delegates to social distance for each event due to the recent pandemic outbreak. Some events will be delivered virtually, attended in person by delegates or a hybrid approach. Tenderers will need to be flexible and adaptable as the situation continues to be evolving and changing and be up to date with Government advice.
o Liaison with speakers regarding production of meeting materials, audio-visual and accommodation requirements
o Co-ordination of the production and distribution of attendee booking system to include taking payment for conference attendance where necessary
o In consultation with NIHR centre leading on the event and DH create themes or visuals to represent the content of the event, utilising equipment already created or to maximise the value of new materials created
o Sub-contracting and management of design, audio visual, staging and technical support requirements to a suitable provider for the production of an event
o Liaison with relevant centres within the NIHR regarding general requirements
o Provision of point of contact for attendees prior to the event and staff to register delegates and manage events on the day
o Circulation of joining instructions, programmes and lo...
Contact name: Vicki Becheley
Address: Alpha House, Enterprise Rd, Chilworth
Southampton
SO16 7NS
United Kingdom
Telephone: +44 (0)23 8059 5689
Fax: n/a
Email: [email protected]
Price Range: £600,000 - £1,000,000
