Published date: 17 August 2023

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Closing: 31 December 2023, 12pm

Contract summary

Industry

  • Event services - 79952000

Location of contract

WR2 6AJ

Value of contract

£0

Procurement reference

IT-155-789-UOW915 2023/24

Published date

17 August 2023

Closing date

31 December 2023

Closing time

12pm

Contract start date

1 January 2024

Contract end date

1 January 2027

Contract type

Service contract

Procedure type

Open procedure (above threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements above the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

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...

More information

Links

Additional text

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

About the buyer

Contact name

Nicola Brecknell

Address

Henwick Grove
Worcester
Worcester
WR2 6AJ
UK

Telephone

+44 01905542066

Email

n.brecknell@worc.ac.uk