Hosted Events and Conferencing (NIHR)

Tender description

The objectives of the NETSCC (NIHR Evaluation, Trials and Studies Coordinating Centre) are looking to purchase high quality event management services on behalf of the NIHR (National Institute for Health and Care Research), RDNCC (Research Delivery Network Coordinating Centre), and Science Research and Evidence Directorate of DHSC (Department of Health Social Care). These services will take full account of NIHR’s commitment to innovation in the areas of research inclusion, sustainability, and the use of emerging technologies as part of the contractor’s delivery and the venues and services commissioned through the contract.<br /><br />The contract will include in-person, virtual and hybrid events, with delegate numbers ranging from less than 50, to several hundred, depending on the event. The supplier is expected to co-ordinate and implement logistics, but also to work collaboratively with any event commissioner (from NIHR RDNCC or DHSC) in the creation of an event, to implementing that concept and measuring the outcomes.<br /><br />The services may comprise a wide variety of tasks, including but not limited to;<br />• Venue identification according to NIHR / DHSC needs;<br />• Sending of invitations to participants;<br />• Follow up of the attendance;<br />• Invitation and contacts with speakers and moderators; <br />• The arrangement of all travel; <br />• Booking of meeting rooms and connected services, such as audio-visual systems, audio systems for participants;<br />• Interpretation (if required); and<br />• Accommodation for the participants.<br /><br />While each event may require several types of services and events which require different levels of preparation and coordination, the services and provisions listed below are indicative and not exhaustive. <br />Based on the current NIHR Events, we anticipate the volume of required activity to be around 15-20 events per year, with delegates numbers ranging from less than 50 to several hundred.<br /><br />It should be noted that the current contract between the NETSCC and University of Southampton expires 30th April 2027. In the event that the University is not rea-warded this contract, the agreement between NETSCC and the Supplier may be novated to the new contracting party.<br /><br />In the event that the agreement between NETSCC and University of Southampton is not re-awarded, there may be the need for services to be provided to University of Southampton under this contract for up to 6-months of the 2-year extension period.<br />