Exhibition stands

Tender description

HCC is seeking a supplier who can fulfil HCC’s exhibition stand requirements both in the UK and abroad. All services and materials must be provided in compliance with HCC’s consumer and corporate guidelines which are available on the HCC website at https://hccmpw.org.uk/en/about/corporate-information/procurement/new-opportunities and show flair in the design of the stands. HCC requires a company to provide a full stand design, build and support service for the following key shows throughout 2019-2020: — Tutto Food, Milan, 6.5.2019-9.5.2019, — Royal Welsh Show, Builth Wells 22.7.2019 -25.9.2019 (2 x stands), — Anuga, Cologne 5.10.2019-9.10.2019, — Royal Welsh Winter Fair, Builth Wells 25.11.2019 – 26.11.2019, — Royal Welsh Show, Builth Wells 20.7.2019-23.7.2020 (2 x stands), — Sial, Paris 18.10.2020 -22.10.2020, — Royal Welsh Winter Fair, Builth Wells 30.11.2020 and 1.12.2020. The dates and locations of these shows may be subject to change. On-time delivery and installation of stands and response times for requests for support by HCC are also important. Some of the materials required may need to be produced multi-lingually as well as in single languages other than English. Whilst HCC will produce the translated text for these purposes, the successful supplier will need to show an awareness of how different languages would look when producing materials for HCC to ensure a consistent look across such materials. As the leading red meat industry body in Wales, HCC needs to have a strong presence at the Royal Welsh Show and Royal Welsh Winter Fair as well as in key export shows. Although it does not anticipate doing so, HCC reserves the right to withdraw its requirements for a stand(s) for a particular show. Once such notice has been given, the Supplier will no longer be required to provide the stand in question. HCC will meet any costs incurred up to the date of cancellation, subject to the provision of backing evidence. All stands should be eye catching and innovative in design, and in keeping with HCC’s Brand Guidelines, and must provide practicality for the cooking demonstrations or product sampling where applicable. In the United Kingdom based shows, the stand should be a showcase for HCC’s work throughout the year and provide a platform for discussion with both consumers and industry stakeholders. HCC’s brands and imagery, as set out in the HCC Brand Guidelines, must be displayed prominently in the stands for these shows. At the shows based outside the United Kingdom, the stand should be a platform for the Welsh red meat exporters to discuss business with clients and the stand should showcase the quality and provenance of PGI Welsh Lamb and PGI Welsh Beef to potential trade customers. Brand logos must be clearly displayed and where relevant, local language versions of the PGI logo should be used. Suppliers will be required to adhere to regulations specified by event organisers. These will be available as soon as issued by the event organisers. Shows: The requirements for each individual stand are set out in the ITT, available on the HCC website. Please note as follows: — the budgets specified are indicative only. You must indicate how much you will charge per show in question B.1, and this may be more or less than the indicative budget. The price you bid must be inclusive of all costs to be incurred during the design, planning, preparation, installation, support and removal of the stand, — the prices which you specify in your response to question B.1 for each stand must include all costs associated with the connection to or supply of electricity and water supplies and gas supplies (where required), and the costs of providing security and cleaning for the stand, — all stand designs are to be approved by HCC. Timetables and provision of logos will be agreed with HCC following receipt of requirements from the event organisers, — the successful tenderer will be expected to comply with all applicable laws when performing the services (see clause 4.1 of the Service Agreement at Appendix 1) but in particular please note that the successful tenderer will be required to ensure that any overhead canopy over a cooking area complies with the applicable local laws and regulations, — HCC reserves the right to change the specific requirements for each stand. HCC will use its reasonable endeavours to give the supplier at least 4 days’ notice of any change in requirements. Should the change entail any unavoidable extra costs or expenses on the part of the supplier, the supplier must seek HCC’s agreement before incurring those costs and expenses, and following such agreement HCC will be responsible for paying them once they have been incurred. Any such costs and expenses shall not exceed the broken down rates for staff, costs and expenses which the supplier detailed in its reply to question B.1 in its Response to ITT.