UOW915 - Event Management Services

The University of Worcester will shortly be tendering for the provision of Event Management Services. The service will predominantly be for the University's two major annual events which are Graduation and Welcome Week. This year, Graduation is taking place w/c 11 September 2023 and Welcome Week w/c 18 September 2023, and it is expected that the events will take place at the same time of year in future years. The contract may also include some smaller events if required. The contract does not currently include the management of the Graduation ceremonies held at Worcester Cathedral but the management of the post-ceremony receptions.

We are currently working on pulling a tender specification together but this is likely to cover the following:

Pre event:

Liaison with University colleagues from Comms & Participation, Estates & Facilities, Safety, Procurement & SU In liaison with University colleagues agree; suppliers, dates, timings, access to site, site set up plan, safety plan Supplier liaison

Attendance at planning meetings as required

To assist with product sourcing.

Event:

To act in the role of Event Manager

Liaison with University / SU colleagues as required

To conduct staff event & safety briefings

To ensure servicing of facilities in liaison with others

To work to resolve any issues as they occur

To open and close the site daily and liaise with UW security for overnight cover.

Post event:

Site demount / take down & reinstatement Management of contractors onsite Site safety management Post event de-brief meeting Liaison with finance re invoicing

We would like to invite potential tenderers to the University to view the Graduation event on Wednesday 13 September 2023 in preparation for the upcoming tender. The visit will be unaccompanied but you will be able to walkaround the site, view the set-up and see likely requirements going forward. A member of University staff will be available at 2pm for an hour to answer questions you may have. A meeting location for this will be provided closer to the time.

You will also be welcome to visit and view the Welcome Week set-up on any day of your choice but this will be unaccompanied with no University staff available for questions.

Photographs will be taken for tenderers unable to attend the event and will be provided with the tender documents along with site layouts.

Both events are to be held on the University's City Campus in the centre of Worcester. Further information on this campus can be found at https://www.worc.ac.uk/contact/campus/city-campus.aspx.

Further information on Graduation can be found at https://www.worcester.ac.uk/life/alumni/graduation-2022/graduation-2022.aspx and further information on Welcome Week can be found at https://www.worcester.ac.uk/life/prepare-for-study/welcome-to-worcester/welcome-festival-2023.aspx.

The University will not be liable for any cos...

Additional information:

If you are interested in tendering for this opportunity, you should register on the University`s tender portal (https://in-tendhost.co.uk/universityofworcester) and express an interest in the tender on the portal.

Is a Recurrent Procurement Type? : Yes