AHDB Venue Finding Services requirement

Tender description

For this service contract, 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 £50,000 per event, so the agency must have the financial capability to facilitate this. Some key requirements are: • Bill back service – up to £50,000 per event. There is an approx. £400k per annum (conferences only) and the potential for another £60k 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. • Flexibility is a key factor; agencies must be willing to source venues from 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. • Function to provide a range of venue options and advise where a venue is outside of the scope, including top three recommendations. • Arrange site visits • Dedicated account manager with back up staff • Varied options required– up to 600 events are ran per year through the KE team requiring both small and large venues. Agency must be able to secure large conference venues as well as small (example village halls) dependant on the specification supplied. • Clear venue quotes to be provided including all information request. If for any reason the full specification of a project can’t be provided, you must include notes as to why. • Costs must be consistent and exclude VAT (this should be agreed upon with AHDB project lead) • Costs to include held status (not held, 1st option, 2nd option etc)