Appointment of Event Management firm to manage delivery of the GHS@C0P26 event

4 August 2021 by

Appointment of Event Management firm to manage delivery of the GHS@C0P26 event

RFP
Glasgow, London, Remote
Posted 1 month ago

The City of London Corporation in collaboration with the Green Finance Institute is seeking an event management company to deliver event management of the GHS@COP26 hybrid event, provide retainer support of website and platforms and finally to support an additional one-off event in September 2021

1.0   Background and context

The UK will host the 26th UN Climate Change Conference of the Parties (COP26) in Glasgow on 01 November – 12 November 2021.

 

The City of London Corporation, together with the Green Finance Institute (GFI) will deliver a high-profile hybrid event in parallel, titled GHS@COP26.

 

GHS@COP26 will be a hybrid event. The event will take place across 6 days within the 1 November – 12 November period.

 

Please see accompanying excel spreadsheet for a breakdown of the suggested content across 6 days.

 

Event objectives:

  • convene the Financial Professional Services industry, global financial centres and UK partners
  • help HMG, Mark Carney and the UN achieve the goals of CoP26, notably through mobilising finance
  • promote the UK/City offer in sustainable finance to a global audience
  • highlight advances and announcements in policy/regulation

 

2.0   Tender details

Supplier will be required for 35 hours a week, split into the 3 levels of project management as outlined below:

 

1.    High Level Project Management and AV (20 hours)

Deliverables:

  • physical, virtual and hybrid event on site management in Glasgow
  • curation and support of physical session, liaising with speakers/panellists, upload of content to platform, test and assure on AV/mics
  • management of AV and camera’s during recording
  • manage platform and participants
  • confirm speakers and moderators’ arrangements

 

  • edit highlight packages for platform
  • post event analysis
  • covid compliant event management
  • supplier management
  • management of Swapcard platform:
    • creation of event, agenda, speaker profiles
    • onboard speaker booths
    • manage registrations and delegate marketing
    • banner and customisations
    • manage platform enquiries throughout event (Q&A etc)
    • post event analysis

 

2.    Mid-Level Project Management and AV (5 hours)

Deliverables:

  • either physical or virtual event management
  • mange one camera as required
  • test/assure on AV/mics
  • link feed to platform
  • teams/Zoom feed to platform (testing with lead body in advance)
  • liaise with lead body (if hybrid event only) to ensure they organise tech for their session
  • retainer support on event website

 

 

3.    Plug and play (10 hours)

Deliverables:

  • live content on Teams/Zoom to be streamed onto platform
  • pre-record content shared 48 hours

 

3.0   Tender specifications

  • Initiation meeting – appointed supplier must attend a kick-off meeting to confirm final details of timescale and methodology and then communicate regularly in catch up meetings, as required
  • Pricing – our budget for this tender is £160,000. Costs must be explicitly detailed in the tender. Please note CoLC will not reimburse accommodation and travel costs separately and these must be included in the bid
  • Experience – bidders must demonstrate previous hybrid virtual event management of large-scale events within the last 3 years

 

4.0   Tender format

Your proposal must include the following:

  • Event management plan for GHS@COP26
  • Proposed approach to delivery

 

  • Cost breakdown in detail
  • Detail of relevant experience and expertise

 

5.0   Tender evaluation

Proposals will be evaluated by the following quality questions/criteria as well as cost

 

  1. (10%) Please ensure tender proposals meet CoLC responsible procurement requirements
  2. (50%) Please provide a draft project plan outlining your for the proposed delivery of the GHS@COP26 ensuring flexibility is included within the planning process
  3. (30%) Please demonstrate previous experience in delivery of large scale virtual, physical and hybrid events
  4. (10%) Please demonstrate how you will communicate progress across the CoLC/GFI delivery teams

 

For more information, visit: https://www.capitalesourcing.com/esop/guest/login.do?qvu=24467867017B0F51A5CB

Job Features

Job CategoryConferences, MICE, Virtual
For more information, visit: https://www.capitalesourcing.com/esop/guest/login.do?qvu=24467867017B0F51A5CB
Respond by: 24/08/2021 17:00:00 - WET - Western Europe Time DST

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