CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

CTQ2022-06 Agile Nation 2 Events Management

2.2

Description of the goods or services required

Agile Nation 2, is a European Social Funded Project through the Welsh Government, which is managed by Chwarae Teg.  Since April 2015 it has been delivering exceptional results for women and businesses in Wales and will come to an end in May 2023. As part of our legacy work, we’re planning two conference events to take place in February/March 2023. In brief, these will be:

A Leadership Conference for the participants of our career development programme for women and other key guests. The theme of the conference is yet to be finalised but will provide delegates the opportunity to be motivated and inspired by speakers and workshops that centre around personal development and confidence building. The conference will also showcase the success of Agile Nation 2 and launch our new alumni.

A legacy event for key stakeholders and partners across Wales to showcase the success of Agile Nation 2, it’s impact on the women and businesses that have taken part, and what’s next in tackling gender inequality in the labour market.

We are seeking the services of a dynamic Freelance Event Manager with experience of hybrid events who shares our values (see additional information section), who can work with us to design, manage, and deliver these two events to celebrate the success of the project as it draws to a close in May 2023.

The successful supplier would be required to take the lead on the events, working alongside the event owners (1 for each event), as well as external and internal suppliers, speakers, supporters and stakeholders - from the inception meeting in December to wrapping up following the events.

Ideally both events will be hybrid with the opportunity for delegates to attend in person or access/participate in all or part of the event online.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=126844.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Key Deliverables:

• Design and planning the events alongside event owners (one for each event)

• Building, maintaining and communicating event plan and providing regular progress updates to event owners

• Attending inception and progress meetings, providing regular and timely progress updates

• Identifying and securing suitable venues (including risk and accessibility assessments)

• Securing and briefing speakers and workshop deliverers

• Planning and managing delegate invitation and registration

• Advise and arrange AV and event technology support

• Briefing and managing third party suppliers and partners, for example speakers, printers, translators

• Identifying, securing and managing external suppliers

• Copy writing for website, event invitations and promotion, social media and event materials in collaboration with internal suppliers (ie. marketing and communications teams)

• Internal written and verbal briefings to key staff and stakeholders as required

• Debrief and wrap up

Key Experience:

• Working collaboratively to design and plan high impact events

• Organising, managing and delivering successful events both in person and in a hybrid/blended environment

• Managing internal and external suppliers

• Planning events that are diverse and inclusive

• Exceptional organisation and communication skills

• Planning and working with event technology and audience participation tools

• Identifying, managing and mitigating risks

• Managing and meeting the expectations of key stakeholders including speakers, workshop hosts and participants

• Providing excellent customer service through timely and effective communications and project management

Equality, Diversity and Inclusion

Chwarae Teg is committed to promoting equality, valuing diversity and working inclusively and we uphold these principles in our behaviour and working practices – as an employer, in the services we provide and as an organisation that campaigns for gender equality.

We have put the principles of human rights, equality, fairness, dignity and respect at the heart of our values and we welcome suppliers that share these principles and demonstrate their commitment to equality, diversity and inclusion. You can read more about our commitment, policy and action plan here Equality, Diversity & Inclusion - Chwarae Teg

Contract Value

We expect the maximum contract value to be £5,000 per event inc VAT

3 Conditions for Participation

3.1

Minimum standards and qualification required

As stated in the ITQ

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:126844)

Relates to the following project/programme financed by EU Community Funds: Agile Nation 2

5.2

Additional Documentation

5.3

Publication date of this notice