Event Management

The British High Commission - Kingston is seeking a qualified event management firm that has capacity to undertake the following:

• Coordinate the 2019 UK/Jamaica Fair to include full event set-up and pull-down of venue
• Be able to coordinate and lead on invitation delivery; manage guest list and guest access to event
• Engage in sponsorship management
• Has demonstrable experience with social media coverage and media relations
• Has demonstrable experience executing large scale, high guest count events
• Has capacity to create bespoke images, design and venue features in line with theme (Innovation UK) of the event

Minimum requirements:

The 2019 UK/Jamaica Fair should highlight the innovation of the United Kingdom with the theme displayed throughout the venue highlighting the modern UK, showcasing emerging and new trends across the UK as it relates to technology; food & drink; education; environment and culture.

Deadlines:

Oral presentation - 8th January

Proposal submission - 11th January

Bid confirmation - 15th January

Project start - 16th January (weekly updates) Venue set up - 5th February Event - 9th February

Pull Down - 9th - 12th February

Total cost:

Please set out your proposed costs under the following headings:

Venue (set up/décor/pull down)

Guest management system

Sponsorship management

Professional management fee

To apply:

Your quote must be received by 17:00 on 11th January. It should constitute once copy in Excel format and one in Adobe Acrobat (.pdf) and submitted to helen.hart@fco.gov.uk with copy to racquel.peters@fco.gov.uk and heather.wright@fco.gov.uk suing the title: RFQ Response - BHCKIN-2019/1

Additional information: Quality Standards and Key Performance Indicators:

• Adhering to FCO's Health & Safety Standards
• Adhering to brand integrity of the British High Commission
• Adhering to the British High Commission security protocols
• Adhering to agreed timelines
• Timely and effective communication
• Timely delivery of physical targets

Security and confidentiality:

1. .All persons (including sub-contractors) and vehicles entering the compound must be logged/notified with our Security Team .
2. No weapons are allowed on the compound.

3.All persons are expected to adhere to Data Protection confidentiality. No communications should be shared with third parties without express consent.

4. No photographs may be taken without express consent.

Dependencies and assumptions:

Access to the compound between the hours of 8:00 and 16:30 Monday to Friday may be given upon request.

During the week of 3rd February leading up to the event, the compound may be accessed up to 22:00.

Change control:

Changes and Variations to this contract will be notified in writing up to 31st January 2019.