CEFAS23-83 ITT for services for overseas scientific workshop facilitation

Tender description

Cefas requires support for the delivery and facilitation of a variety of international workshops across two Official Development Assistance (ODA) programmes. Provision of effective and professional facilitation services for a variety of workshops, conferences, and events that Cefas will be running in various international locations across the duration of the Contract. 1. Work closely with Cefas colleagues to understand the objectives and principles of the relevant programme of work for which the facilitation is required. 2. Develop and design a workshop/s agenda and any other associated literature such as name badges, workshop/s literature packs, posters, and programmes (required during the design of the workshop). These resources must be made available to virtual participants also. 3. Facilitate the required workshops, to involve, for example, interactive elements, breakout activities, training sessions and keynote speakers. Including providing staff to co-ordinate and host the event both virtually and where required in-person. 4. Option for workshops to be made available via an event platform/website, accessible through a computer and/or mobile, which the Tenderer must host and manage. This platform should be capable of hosting accessible recordings of the events for a minimum of 6 months after the event. 5. Workshops must comply to UK accessibility and local accessibility laws. 6. Ability to provide virtual and in-person options for attendance. 7. Invites will be sent via the relevant Foreign, Commonwealth & Development Office (FCDO) and/or Cefas and other Arm’s Length Bodies (ALBs). The successful Tenderer will be required to liaise extensively with these parties to manage attendance by delegates. 8. Support management of stakeholder attendance. 9. Lead and provide technical expertise in digital facilitation and necessary tools for a virtual and blended workshop. There may be a need for the Tenderer to assist in the compéring of the workshops, to be agreed with Cefas prior to the events. 10. Be involved in venue selection to ensure appropriate facilities are available. 11. Ensuring conference facilities are set-up for the workshop appropriately, and in a covid-safe manner (if applicable). Manage logistics of this prior and during the workshop and ensure integrated virtual attendance is possible throughout the workshop. 12. Provide a workshop report detailing discussions, key actions, and messages within one month of the workshop event with Cefas experts. Cefas currently have need of the above services for 3 upcoming workshops in South Africa, Sri Lanka and Ghana. However, there are likely to also be future requirements for these services across several regions under a variety of Cefas International Programmes. Cefas estimates costs of £70-£100k for provision of services for the 3 confirmed workshops. PLEASE NOTE - beyond these current requirements, Cefas is unable to guarantee that there will be additional work under the Contract.