Planning

Events Management Services for Colleague Conference

WALSALL HOUSING GROUP LIMITED

This public procurement record has 1 release in its history.

Planning

24 Apr 2025 at 10:31

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Walsall Housing Group Limited is currently in the planning stage of a procurement process for the provision of Event Management Services for their Colleague Conference. This significant internal event, held biennially, is pivotal in fostering connectivity and strategic alignment amongst over 800 colleagues. The procurement is for services to cover two event cycles scheduled for April 2026 and April 2028, with the potential for contract extension. The buyer is classified under 'Public authority - sub-central government', situated in Walsall, United Kingdom. Interested parties must express their interest by 14 May 2025, through the Proactis portal. The event management services needed require a venue in the Midlands that can accommodate 800+ attendees, with provisions for ample breakout sessions and on-site audiovisual support.

This tender presents lucrative opportunities for businesses specialising in large-scale event management, with a particular emphasis on those proficient in managing complex logistics and technical requirements. Suppliers with a proven track record in delivering similar services will be positioned favourably, especially if they can collaborate effectively with the buyer's Communications and Engagement team. The procurement is suitable for SMEs and VCSEs, potentially fostering growth within these sectors. This contract represents a significant opportunity for businesses to engage with and showcase their capabilities to a public authority, offering room for relationship building and portfolio enhancement.

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Notice Information

Notice Title

Events Management Services for Colleague Conference

Notice Description

We are looking for a professional and experienced event management supplier to help deliver our Colleague Conference, a key internal event held every two years. This large-scale conference plays a vital role in our internal communications and engagement strategy, offering a platform to connect, inspire, and inform over 800 colleagues The contract will cover two event cycles: April 2026 and April 2028, with the possibility of an extension beyond this period. The conference is a cornerstone of our cultural and strategic alignment efforts. Its primary objectives are to: * Strengthen internal connectivity and collaboration across the business * Build a shared understanding of our long-term organisational priorities (aligned to our 2030 plan) * Drive engagement with key strategic themes such as customer experience, sustainability, and innovation * Empower colleagues to make a positive impact in their roles * Celebrate our shared values, heritage, and achievements Insights from our most recent event indicate that human connection and shared purpose are at the heart of what makes this conference impactful. Over 30% of attendees highlighted peer interaction and networking as the most valuable aspect. Furthermore, 93% left with a clear sense of how their work contributes to improving the customer experience, underscoring the event's value in building alignment and purpose. Event Format: * Date: 13-14 April 2026 * Attendees: 800+ colleagues * Duration: One-day event with access required the day prior for setup * Structure: A full-day agenda featuring keynote speakers, breakout sessions, and interactive experiences * Breakouts: A range of breakout sessions across two periods (AM/PM), accommodating flexible group sizes (approx. 200-400 per session) * Venue: To be confirmed, but must meet specific logistical and technical requirements (Midlands location) Venue and Support Requirements: * Capacity for 800+ attendees in plenary setup * Multiple breakout spaces for interactive and discussion-led sessions * On-site AV and technical support including screens, microphones, Wi-Fi * Catering for breakfast, lunch, and refreshments (with dietary considerations) * Accessible location with good transport links and parking * Nearby overnight accommodation options * Strong on-site logistical support team * Branding and signage opportunities * Compliance with health & safety standards Supplier Requirements: We are looking for a supplier with a proven track record of managing events of this scale and complexity. You will work closely with our internal Communications and Engagement team to ensure the event is professionally delivered, aligned with our values, and achieves high levels of colleague satisfaction.

Planning Information

Please confirm your interest in this opportunity by Expression of Interest through the Proactis portal https://procontract.due-north.com/Register Project information: Event Management Services for Colleague Conference - DN772492

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0506df
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/016735-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79952000 - Event services

79960000 - Photographic and ancillary services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
24 Apr 202510 months ago
Submission Deadline
Not specified
Future Notice Date
14 May 2025Expired
Award Date
Not specified
Contract Period
1 Nov 2025 - 30 Apr 2028 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
WALSALL HOUSING GROUP LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WALSALL
Postcode
WS1 1AB
Post Town
Walsall
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG38 Walsall
Delivery Location
TLG West Midlands (England)
Local Authority
Walsall
Electoral Ward
St Matthew's
Westminster Constituency
Walsall and Bloxwich

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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