RSSB 2398 - RSSB Human Factors Conference Venue & Event Management Services

Tender description

The Human Factors team at RSSB runs a Rail Human Factors Conference jointly organised by RSSB, Network Rail and the University of Nottingham, and in association with the European Railway Agency (ERA), the International Union of Railways (UIC), the Rail Accident Investigation Branch (RAIB), the ORR (Office of Rail and Road), and the Chartered Institute of Ergonomics and Human Factors (IEHF). All of which are major stakeholders in the promotion and development of Human Factors in the rail industry. The conference is a biennial forum to bring together those in the industry who need to apply the expertise, methods, tools and knowledge of rail ergonomics/human factors. The aim of this conference is to provide an opportunity to bring together scientists, consultants, regulators, operators, infrastructure managers, manufacturers and suppliers to share Rail Human Factors knowledge. The conference focusses on a range of rail human factors including, for example safety culture and safety critical communication. The conference attracts up to 200 delegates from around the world with an interest in Human Factors and Rail Safety. The three-full day (8h - 18h - due to take place in November 2017) event attracts up to 180 delegates from around the world with an interest in Rail safety and Human Factors. The preferred location for the event is central London with access to transport links (preferably rail and tube stations), while bids outside of London are also welcome it is important that the location has an eclectic, external appeal to help attract delegates to the conference with adequate transport, especially public transport links. Given the size of the event, as a minimum one large room to hold all delegates (180) and two additional rooms to hold 50-60 delegates each so we can run 3 parallel sessions. Exclusive use is preferred but not essential, however, applicants should highlight whether this can be provided. Space for a registration desk and working space or a room for conference staff is also requested. As delegates, will be travelling long distances and may have luggage cloak room space is required for all delegates (up to 180) to store their belongings. The rooms should also include audio-visual equipment and presentation software to allow delegates to give high quality presentations, however, microphones may not be necessary in smaller rooms, depending on size. However, applicants should illustrate how this equipment meets conference needs and requirements. Delegates principally come to event to take part in high quality presentations, learn more about cutting edge research within the industry and network with their colleagues and other delegates. The event will include several sessions including keynote and smaller sessions and delegates may wish to change rooms to another session, therefore the venue should allow free flow of individuals between sessions (ideally not up and down stairs).