--- title: "Event Management" ocid: "ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e.json" source: "Contracts Finder" current_stage: "Tender" buyer: "BRITISH HIGH COMMISSION" published: "2018-12-31" --- # Event Management Buyer: BRITISH HIGH COMMISSION Current stage: Tender OCID: ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e.json) ## Summary The British High Commission in Kingston is inviting tenders for an Event Management service for the 2019 UK/Jamaica Fair, scheduled to take place on 9th February 2019. The procurement is in the Tender stage, with proposals due by 11th January 2019. This selective and restricted procedure aims to secure a qualified firm capable of managing various aspects of the event, including venue setup, guest management, sponsorship, and media relations, with a total estimated value of £10,000. Key dates include an oral presentation on 8th January and project commencement on 16th January, leading to venue setup by 5th February and event pull-down from 9th to 12th February. This tender presents significant opportunities for event management firms, particularly those experienced in executing large-scale events with high guest counts. Businesses that specialise in event coordination, guest list management, sponsorship engagement, and social media coverage would be well-positioned to compete. Moreover, the focus on showcasing innovation and modern trends from the UK may attract firms with creative capabilities to align their proposals with the event's thematic requirements. ## Notice The British High Commission - Kingston is seeking a qualified event management firm that has capacity to undertake the following: - Coordinate the 2019 UK/Jamaica Fair to include full event set-up and pull-down of venue - Be able to coordinate and lead on invitation delivery; manage guest list and guest access to event - Engage in sponsorship management - Has demonstrable experience with social media coverage and media relations - Has demonstrable experience executing large scale, high guest count events - Has capacity to create bespoke images, design and venue features in line with theme (Innovation UK) of the event Minimum requirements: The 2019 UK/Jamaica Fair should highlight the innovation of the United Kingdom with the theme displayed throughout the venue highlighting the modern UK, showcasing emerging and new trends across the UK as it relates to technology; food & drink; education; environment and culture. Deadlines: Oral presentation - 8th January Proposal submission - 11th January Bid confirmation - 15th January Project start - 16th January (weekly updates) Venue set up - 5th February Event - 9th February Pull Down - 9th - 12th February Total cost: Please set out your proposed costs under the following headings: Venue (set up/decor/pull down) Guest management system Sponsorship management Professional management fee To apply: Your quote must be received by 17:00 on 11th January. It should constitute once copy in Excel format and one in Adobe Acrobat (.pdf) and submitted to helen.hart@fco.gov.uk with copy to racquel.peters@fco.gov.uk and heather.wright@fco.gov.uk suing the title: RFQ Response - BHCKIN-2019/1 Additional information: Quality Standards and Key Performance Indicators: - Adhering to FCO's Health & Safety Standards - Adhering to brand integrity of the British High Commission - Adhering to the British High Commission security protocols - Adhering to agreed timelines - Timely and effective communication - Timely delivery of physical targets Security and confidentiality: 1 .All persons (including sub-contractors) and vehicles entering the compound must be logged/notified with our Security Team . 2. No weapons are allowed on the compound. 3.All persons are expected to adhere to Data Protection confidentiality. No communications should be shared with third parties without express consent. 4. No photographs may be taken without express consent. Dependencies and assumptions: Access to the compound between the hours of 8:00 and 16:30 Monday to Friday may be given upon request. During the week of 3rd February leading up to the event, the compound may be accessed up to 22:00. Change control: Changes and Variations to this contract will be notified in writing up to 31st January 2019. ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/5ae34527-446e-415f-b543-78452eec437b | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Selective | | Procurement method details | Restricted procedure (above threshold) | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 31 Dec 2018 | | Submission deadline | 11 Jan 2019 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 16 Jan 2019 - 12 Feb 2019 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £10,000 | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | BRITISH HIGH COMMISSION | | Locality | KINGSTON 10 JAMAICA | | Post town | Milton Keynes | | Postcode | MK15 9EF | | Country | England | | ITL 1 | TLJ South East (England) | | ITL 2 | TLJ1 Berkshire, Buckinghamshire and Oxfordshire | | ITL 3 | TLJ12 Milton Keynes | | Local authority | Milton Keynes | | Electoral ward | Broughton | | Westminster constituency | Milton Keynes Central | | Delivery location | Not specified | ## CPV Codes ### Divisions - 92 - Recreational, cultural and sporting services ### Codes - 92300000 - Entertainment services ## Release History - 31 Dec 2018 at 18:58 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/5ae34527-446e-415f-b543-78452eec437b ## Documents - https://www.contractsfinder.service.gov.uk/Notice/5ae34527-446e-415f-b543-78452eec437b 31st December 2018 - Opportunity notice on Contracts Finder - https://www.contractsfinder.service.gov.uk/Notice/Attachment/b2f480f1-3582-4228-9d8a-c9c0134920f7 RFQ - https://www.contractsfinder.service.gov.uk/Notice/Attachment/8acbccef-c85e-46db-a19b-a33ff7613aee 2019 UK/Jamaica Fair Specifications - https://www.contractsfinder.service.gov.uk/Notice/Attachment/c2d6bf5d-798b-4b68-a7d7-23bea8271c4e Supplier Risk Assessment ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-01743d7f-c210-418b-8df2-20af37346c6e.json.