Event services

Tender description

Going Global, an annual conference (the "Event") focuses on our work in Higher Education and Skills. This open forum brings together 1 100 leaders of tertiary education from more than 80 countries to discuss and debate issues and challenges centred on a yearly theme, with an aim to increase global partnership and networks between universities, students, practitioners and higher education leaders. The British Council is seeking suppliers to work on the different lots of this tender across a period of three years. The tender is divided into 6 lots: — Lot 1: Sponsorship Management Services, — Lot 2: Exhibition and Poster Management Services, — Lot 3: Registration Services, — Lot 4: Mobile Conference App Development and Support, — Lot 5: Film and Live Stream Services, — Lot 6: Social Media and Daily Briefing Services. — identify and approach potential Going Global conference sponsors with opportunities of various sponsorship packages. These packages are established by the British Council’s Going Global team and shared with the supplier through the sponsorship brochure to be provided by the British Council, — the supplier will have an exclusive right to promote the Event to any organisations pre-approved in writing by the British Council, apart from the established sponsors from previous conferences, to be informed in writing by the British Council to the supplier, — manage relationships with secured sponsors prior, on site and after the event. More details can be found in the tender documents. — identify and approach potential Going Global conference exhibitors with participation opportunities prepared by the British Council’s Going Global team and presented in sponsorship and exhibition participation brochure. Such brochure will be provided by the British Council to the Supplier, —manage relationships with selected Exhibitors prior, on site and after the Event on payments, stand types, furniture, shipments, timings and all other queries, — target at selling a minimum of 70 % of available exhibition space — at the least (approximately 16 3 x 3 square meter stands). The number of exhibition space square meters available will be revised for 2021 and 2022 conferences, depending on the venue. More details can be found in the tender documents. — fully manage the on-site registration process, including: —— managing delegate queries, —— printing certificates of attendance, —— preventing access to unpaid attendees by requesting payment proof (if payment proof is unavailable and credit card details are not provided for guarantee purposes, delegates will not be able to attend the event), —— keeping a record of non-attendees; and —— updating the operations manager on the daily attendance numbers. More details can be found in the tender documents. — create, develop and maintain an application (“App”) for the purposes of networking, — provide mobile tablet computers with touchscreen display, circuitry and battery (“Tablet”) for delegates to use on site. The Supplier shall provide the British Council with a quote for rental of 150 Tablets for participants attending the conference without access to a device. The venues will have dedicated wifi access for conference delegates. More details can be found in the tender documents. — production of video content through speaker interviews, capturing session discussions and participant and exhibitor interviews, — video content to be social media friendly and produced "live" to profile on social media platforms during conference. A minimum of 30 video clips, each no longer than 45 seconds, — production of marketing video to promote following year’s conference — 2 minutes maximum length. More details can be found in the tender documents. — plan, prepare and conduct real-time social media coverage of the Event via the official British Council’s Twitter account to be informed in writing by the British Council, — the Supplier shall be on-site at the Location during the Event between 20 and 22 May 2020 and the following years events when confirmed and be able to tweet from a minimum of 3 different sessions simultaneously, — plan, prepare and produce written daily briefings of the Event content to include key quotes and highlights of the day during the Event dates. These are then to be sent to British Council by the end of each conference day so that the British Council can distribute the briefings via the conference microsite. More details can be found in the tender documents.