EVENTS PLANNING, DELIVERY AND RELATED SERVICES

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1 SCHEDULE OF REQUIREMENTS FOR REFERENCE NUMBER ATTACHMENT 2 1

2 1.0. CONTEXT 1.1. This Framework Agreement is set up by the Authority for Events Planning, Delivery & Related Services. It will allow Central Government departments, their Arms Length Bodies (ALBs) and the wider public sector who are Contracting Bodies, to utilise this Framework Agreement for events management services Government has events requirements which span a variety of markets (Financial, B2B, B2C, Health, etc), audiences (press, consumer, businesses, tourism, etc) and across various locations (ranging from regional and national to overseas and international events) Government s requirements cover a wide variety of events, including, but not limited to: Conferences (half day, one-day and multi-day conferences) Consultation events both public consultations and stakeholder attended consultations Workshops Exhibitions Staff engagement events Roundtable discussions Presentations Question Time style Q&A sessions 1.4. Through this framework the Supplier must provide events management services that meet the different requirements of individual Contracting Bodies. It is the intention of the Authority to closely manage compliance with the Framework Agreement during the Framework Period The Supplier must deliver Events Planning, Delivery & related services to the relevant Contracting Bodies. The Supplier must have the relevant expertise to manage all aspects of the requirements listed below; which will provide the basis for the creation and delivery of successful events. 2

3 2.0. LOT 1 EVENTS PLANNING, MANAGEMENT AND DELIVERY 2.1. The Supplier will provide (either directly or through supply chain management) strategic event planning and delivery services including, where required by the customer, overseas events Services covered by this lot may include, but are not limited to:- Asset management and storage Content and delegate pack design and production, including badge production Design and production of event content e.g. PowerPoint, videos and graphic animations Development of event websites with on-line registration and payment facilities Evaluation of events and demonstration of Return on Investment (ROI) Event photography Event production (technical services) Event, exhibition and conference design & production, including stage and stand design, build and installation Event media build services Facilitation & show calling Identification and acquisition of sponsors Identification and sourcing of event speakers Interpretation and translation services Management of paying events, including financial reconciliation Management of the production and supply of exhibition and conference graphics and display systems Post production video editing Project planning and management including budgetary management Provision of delegate acquisition and delegate management services Provision of on-site resource to manage and co-ordinate events Script writing Security provision Arrangement of specialist event insurance as required, for example: cancellation or abandonment and equipment cover insurance 3

4 Transcription services Venue sourcing, contracting and management 3.0. LOT 2 AUDIO VISUAL (AV) EQUIPMENT, SERVICES, DESIGN AND INTEGRATION 3.1. The Supplier will provide Audio Visual (AV) equipment, services, design and integration to meet the different requirements of individual customers, including but not limited to:- Design and installation of bespoke AV systems for events of varying sizes, including: o Microphone systems o Camera systems, including camera relay and filming o Speaker management systems o Interpretation & translation booths Event broadcasting provision and management Lighting production (and control) for media Provision of basic AV equipment Provision of laptops, tablet computers, touch screen style devices Management of AV systems for events of varying sizes, including: o Production planning and management o Video management (control and integration) o Live video streaming, webcasting and multi-site video-conferencing Projection systems Sound production (including control) Voting handsets 4

5 4.0. GENERAL REQUIREMENTS 4.1. The Supplier may be required to create mobilisation plans in preparation to respond urgently to high priority/high profile briefs following an unexpected event The Supplier will provide a full cost breakdown of all aspects of the products and services provided, to be made available to the Contracting Body prior to confirmation of the order The Supplier is required to deliver all of the required services including the provision of any necessary equipment required to fulfil the Call Off agreement The Authority currently has a number of sourcing arrangements covering some of the services to be provided under this framework. The Supplier will identify and use these sourcing arrangements where relevant The Supplier may be required to work with other Authority agencies and other nominated providers to ensure best value and results In providing all of the above the Supplier will:- Liaise with other contractors regarding the storage of master copies of assets on the Government Digital Asset Management System (DAM). Ensure, where appropriate, the security approval of suppliers and subcontracting parties, and their staff. Ensure consent forms are in place where appropriate (e.g. personal data/children/vulnerable adults). Ensure that all collateral complies with legal, accessibility and usability best practices. Produce and supply risk assessments and consider health and safety precautions where applicable. 5

6 5.0. IMPLEMENTATION and SUBSEQUENT CONTRACT MANAGEMENT 5.1. CUSTOMER SERVICE The Supplier will provide full contact details, including telephone, fax and access, to fulfil the needs of the Contracting Body. Telephone, fax and support must be maintained for the duration of Framework Agreement and any subsequent call-off contracts. The Supplier will provide a single point of contact to the Contracting Body for account management purposes. The Supplier will, where required, provide a comprehensive contact plan as part of the proposal to the Contracting Body at call-off stage The Contracting Body requires the account manager to answer queries accurately and promptly, monitor and assess the level of performance against standards of the contract and review and conclude any issues arising as and when required by the Contracting Body. The Supplier will provide expert advice to the Contracting Body on the relative advantages and/or disadvantages of each option proposed in light of the type of event being planned, or where so requested by the Contracting Body. The Supplier will prepare an information pack and make available for each Contracting Body REVIEWS Once the Contracting Body requirements have been identified and the strategy agreed, the Supplier will ensure that regular periodical review meetings take place in order to update the Contracting Body on progress against the agreed strategy. These meetings should also be used to discuss and/or propose any changes necessary. 6

7 5.3. CONTINUOUS IMPROVEMENT The Supplier will suggest and develop innovative methods over the Term as a means of delivering continuous improvement to the Available Services, including the use of any widely available free, or low cost, options, e.g., delegate management or survey tools. Close collaboration between the supplier and clients to deliver efficiency savings is expected at all times. The Supplier will actively promote alternatives to face to face meeting such as teleconferencing, videoconferencing, telepresence videoconferencing and webinars. The supplier will monitor campaign effectiveness to aid planning of future activity to deliver best impact for value. 7