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Events Planning Delivery and Related Services

Contract ID: RM1049

Start Date: 19/05/2016

End Date: 18/05/2017

Description

The Event Planning, Delivery and Related Services agreement gives you access to 17 suppliers providing events management and audio visual services.

This agreement expires in May 2017, and will not be directly replaced.  There are however two alternative agreements in place which cover these services:

  • Crown Travel & Venue Services Contract 4, with Calder Conferences, covers venue finding service for meetings & events, including booking of free government estate meeting space where available.
  • Communications Services was awarded in January 2017. Lot 2 (Events) covers a wide range of events services from strategic and tactical event programme management to supply of event equipment.

Lot 1: Event Planning, Management and Delivery

This lot covers strategic event planning and delivery services, which includes services such as:

  • Event production (technical services)
  • Event, exhibition and conference design & production, including stage and stand design, build and installation
  • Event media build services
  • Management of paying events, including financial reconciliation
  • Project planning and management including budgetary management
  • Provision of delegate acquisition and delegate management services
  • Provision of on-site resource to manage and co-ordinate events
  • Venue sourcing, contracting and management

Lot 2: Audio Visual (AV) Equipment, Services, Design and Integration

This lot is for the provision of Audio Visual (AV) equipment, services, design and integration which includes services such as:

  • Design and installation of bespoke AV systems for events of varying sizes
  • Provision of laptops, tablet computers, touch screen style devices
  • Management of AV systems for events of varying sizes

For more information on the scope of each lot please view the Specification of Requirements.

Benefits

Using Events Planning, Delivery and Related Services can bring a number of benefits:

  • Quality - we have carried out a rigorous competitive tender testing suppliers to ensure that the best quality of service will be provided to our customers.
  • Value for money - with more public sector bodies using the agreement, the resulting combined spend will drive better value for money and cashable savings for all of the public sector, so taxpayers’ money is being put to best use.
  • Improved supplier performance - strategic relationships with key suppliers to the public sector to gain better value for money, reduce cost, improve performance and align suppliers with government/organisational priorities.
  • EU compliance - the agreement is fully compliant with the Public Contracts Regulations 2006.
  • Reduced procurement cycle times - the use of standard process templates and eProcurement tools reduces timescales and promotes consistency through ‘Lean’ processes.
  • Improving efficiency - duplication of effort and time taken within the tendering process (for customers and suppliers) is minimised, freeing up resource so you can focus on other key activities within your organisation. You can call-off from the agreement for your combined requirements, removing the need to conduct full tender exercises or lengthy supplier evaluations each time you have an event.
  • Reduced commercial risk - the use of standard terms and conditions minimises commercial risk through robust management of terms and conditions and standardisation.

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Access

This agreement expires in May 2017, and will not be directly replaced.  There are however two alternative agreements in place which cover these services:

  • Crown Travel & Venue Services Contract 4, with Calder Conferences, covers venue finding service for meetings & events, including booking of free government estate meeting space where available.
  • Communications Services was awarded in January 2017. Lot 2 (Events) covers a wide range of events services from strategic and tactical event programme management to supply of event equipment.

‚ÄčBefore using these agreements you should ensure that you have applied for and received approval, both internally and through the Professional Assurance Communications Control Team.

 
Approval is required for all Central Government departments and ALBs with spend over £100,000. For activity below £100,000, your Director of Communication is responsible for approval.
 
Wider public sector organisations may have different spend approvals processes for differing levels of spend. Budget approval should be sought before continuing with planning your media requirements.
 
More info on the Professional Assurance Communications Control process and the request template can be found on the Cabinet Office website. All queries relating to this control should be directed to:
 
 

Further competition

You should run a further competition to identify the supplier that can best meet your needs and our customer guidance document provides step-by-step guidance on this process.

Guidance on how to run a further competition via our eSourcing tool is available here

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Lot details

Lot Number Lot Name Lot Category Number of Suppliers Contract Expiry
All suppliers 17 - click here to view suppliers
1 Events Planning and Delivery Communications 14 - click here to view suppliers 18/05/2017
2 Audio Visual Equipment Services Design and Integration Communications 9 - click here to view suppliers 18/05/2017

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Framework Manager Contact Details

Charlene Maginnis

charlene.maginnis@crowncommercial.gov.uk

0345 410 2222

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