2021 All Colleague virtual Conference Service

Tender description

In 2020, CQC held its first All Colleague Virtual Conference. Approximately 3000 colleagues joined the Conference during the three days. In 2021, we wish to build on the success of last year and hold another All Colleague virtual Conference open to all colleagues. It will provide an opportunity to understand and engage in key Corporate messages about our future strategy and direction, share progress about our transformation programme and to participate in various broadcast and bite-sized learning sessions. The Conference will be virtual and will run over few days. We require a supplier who can: • Plan and manage the event to enable a great user experience on a reliable and trustworthy platform which is easy to use and visually attractive. • Provide communication and engagement support to ensure users understand what they need to do, and it is clear and intuitive eg. how to register, book sessions, train facilitators to host and support sessions • Provide a user-friendly sign-up to the event for all colleagues (approx. 3500) which provides the CQC design team with appropriate and timely data on attendees, their accessibility needs, their location, job role and directorate. • Provide advice based on previous experience of running a virtual event of this size. • Build the look and feel of the event to a professional high standard. • Manage conference materials through the platform e.g. Session videos and slides which are capable of being easily accessed and downloaded for CQC colleagues • To explore mechanisms for engaging with participants throughout the event to check their understanding of workshop content and to gauge their level of engagement with the conference as a whole, e.g. Polls, mentimeter • Tech support across the whole Conference activity, in addition to the 3 day conference, eg. timely response to participant queries • Desirable for selected sessions by participants to be auto-populated with their outlook calendars Accessibility is hugely important in both the procurement and the delivery of the conference content. It is our desire to ensure every single person in CQC cannot only access but have maximum enjoyment and exposure to the content from each and every session, no-one should therefore feel disadvantaged in their experience. The conference medium will need to meet our accessibility standards eg. sub-titles, use of screen readers. It will also need to be compatible to ensure the following systems can be used to access the conference: • Dragon • Olympic Dictaphone Software (ODMS) • Jaws • Zoomtext • MindJet MindManager • Headspace.guru • TextHelp • Ideamapper Pro • Supernova • Grammarly • MicroBreak Mind and Body • ClaroRead Pro • MindView