Miscellaneous services

Tender description

Awarded — AHDB are looking for a venue finding service that offers bill-back services, venue quotes with clear costs, best-negotiated rates and varied options of location/venues. AHDB work on various events, so the selected agency must have the ability to provide large and small venues. Bill back service can be up to GBP 50 000 per event, so the agency must have the financial capability to facilitate this. Some key requirements are: • bill back service – up to GBP 50 000 per event. There is an approx. GBP 400 000 per annum (conferences only) and the potential for another GBP 60 000 per annum for KE (Knowledge Exchange) events; • initial response from notification of request must be within 24 hours, and initial venue options must be received within 5 working days; • securing the best rates, release dates and minimum numbers with venues on behalf of AHDB via negotiation. This contract is for 1 year, with the option to extend for a further 3 periods of 12 months each if required. Not limited to: The successful agency must be able to provide: • bill back service – up to GBP 50 000 per event. There is an approx. GBP 400 000 per annum (conferences only) and the potential for another GBP 60 000 per annum for KE (Knowledge Exchange) events. Also the chosen agency should generate their commission from the venues and not charge AHDB for their service; • initial response from notification of request must be within 24 hours, and initial venue options must be received within 5 working days; • securing the best rates, release dates and minimum numbers with venues on behalf of AHDB via negotiation; • flexibility is a key factor; agencies must be willing to source venues from an AHDB designed request form as well as an online system. This is due to some events being more complex and therefore instruction notes will be submitted as method of explanation.