Events Management

The University of Southampton NETSCC Team manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. The events range in size and duration from small, one day meetings to large meetings and conferences spanning multiple days. Alongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has appropriate and consistent presence and appearance at an agreed programme of events. In 2016 this included, for example, NHS Expo, NHS R&D Forum, Patient Information Forum (NICE 2016) and NHS Confederation.

NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for a supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.

In order to meet this requirement, the University is seeking a supplier for the provision of events management services for use by NETSCC, its partner institutions within the NIHR and the possibility of further usage if required from other departments within the University.

The successful supplier will be required to provide strategic event and project management services, which includes areas such as but not limited to:

• oAssistance with sourcing and selection of venues, including visiting each venue prior to booking to confirm suitability (contract with the venue will be held with NETSCC). Please note that any venues that are sourced will have to be done so in line with the University of Southampton procurement guidelines.
• oSocial distancing requirements must be considered when venue planning and innovative ideas to allow delegates to social distance for each event due to the recent pandemic outbreak. Some events will be delivered virtually, attended in person by delegates or a hybrid approach. Tenderers will need to be flexible and adaptable as the situation continues to be evolving and changing and be up to date with Government advice.
• oLiaison with speakers regarding production of meeting materials, audio-visual and accommodation requirements
• oCo-ordination of the production and distribution of attendee booking system to include taking payment for conference attendance where necessary
• oIn consultation with NIHR centre leading on the event and DH create themes or visuals to represent the content of the event, utilising equipment already created or to maximise the value of new materials created
• oSub-contracting and management of design, audio visual, staging and technical support requirements to a suitable provider for the production of an event
• oLiaison with relevant centres within the NIHR regarding general requirements
• oProvision of point of contact for attendees prior to the event and staff to register delegates and manage events on the day
• oCirculation of joining instructions, programmes and lo...

Additional information: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).

All documentation in relation to this tender can be downloaded from In-Tend.

Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.

Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.

If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.

Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.

Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.

Further instructions for the submission of responses are below:

To submit your return:

1. Log in

2. Click 'Tenders'

3. Locate the relevant project

4. View details

5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender')

6. Click on the 'Attach Documents' button and upload your return.

7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.

8. Click the red 'Submit Return' button.

Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.

Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.

Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.

The University is not liable for any costs in the event of the cancellation of this procurement process.

Is a Recurrent Procurement Type? : No