---
title: "Event Management System"
ocid: "ocds-h6vhtk-06f63e"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-06f63e"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-06f63e.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-06f63e.json"
source: "Find A Tender Service"
current_stage: "Tender"
buyer: "KNOWLEDGE TRANSFER NETWORK LIMITED"
published: "2026-09-10"
---

# Event Management System

Buyer: KNOWLEDGE TRANSFER NETWORK LIMITED  
Current stage: Tender  
OCID: ocds-h6vhtk-06f63e

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## Summary

Knowledge Transfer Network Limited, working through Innovate UK Business Connect, is procuring an event management software system for its UK-wide programme of business-to-business events. The system must support the full event lifecycle: event creation, registration, attendee communications, speaker and exhibitor management, networking, reporting and post-event evaluation. It will serve in-person, online and hybrid events and provide a consistent experience for delegates, organisers, speakers and exhibitors. Required functionality includes event webpages, multiple user roles and permissions, real-time registration and attendance information, engagement analytics, data exports and integration with the organisation’s Workbooks CRM. The platform must support accessibility, compliance and data protection requirements, while providing a single source of truth for event delivery teams and management reporting.

The procurement has reached tender: the buyer invited offers through a below-threshold open competition. This is a single-lot requirement. Submissions had to be emailed to re.support@iukbc.org.uk by 17:00 on 10 October 2026, with the requested narrative, requirements checklist, supporting evidence, rate card, completed Pre-Qualification Questionnaire, audited accounts for the latest two years or an alternative financial-status assessment, and standard terms and conditions. The maximum three-year value is £600,000 excluding VAT, comprising an initial two-year contract worth up to £400,000 and an optional 12-month extension worth up to £200,000. The contract period is 1 April 2027 to 31 March 2029, extendable to 31 March 2030. Evaluation is value for money 20%, technical specification 70% and demonstration 10%; the highest-scoring two or three suppliers are invited to demonstrate before final evaluation and award.

This opportunity suits event technology providers able to deliver a reliable, configurable platform for a high-volume and varied events programme. The buyer has historically managed more than 300 events and around 60,000 delegate registrations a year, including about 100 in-person events attracting 30 to 2,000 delegates and nearly 200 online events, with some conferences, exhibitions and multi-day programmes. Suppliers should therefore demonstrate capacity for substantial registration volumes and different event formats, including hybrid delivery. Strong candidates will have proven capabilities in attendee communications, speaker and exhibitor workflows, networking, analytics, reporting, post-event evaluation and data integration, particularly with Workbooks CRM. The solution should support event managers, marketing managers, integration administrators and system administrators, with secure permissions, accessible user journeys and robust data protection. SMEs are considered suitable.

## Notice

Background Innovate UK Business Connect brings together businesses, researchers, investors and partners to accelerate innovation across the UK. As part of UK Research and Innovation (UKRI), and a strategic delivery partner to Innovate UK, we connect organisations to funding opportunities, partnerships and expertise to help ideas move from concept to scale. One of the key tools for making these connections is events. We deliver a diverse portfolio of in-person, virtual and hybrid events, ranging from webinars and workshops to large-scale conferences and exhibitions. To support the effective planning, delivery and evaluation of these events, we are seeking proposals from suppliers who can provide a modern event management system that streamlines event operations, enhances the participant experience and supports data-driven decision-making. Description of work Innovate UK Business Connect is seeking tenders from providers who can supply a single event management system that supports the end-to-end event lifecycle, including event creation, registration management, attendee communications, speaker and exhibitor management, networking, reporting and post-event evaluation. The system should integrate with existing business systems where required and provide a single source of truth for event delivery teams. This aligns with the organisation's wider objective of ensuring events are outcome-led, measurable and supported by efficient registration, communication and reporting processes. The event management system should: * Deliver an intuitive and user-friendly delegate journey from registration through to post-event follow-up * Improve the event experience for speakers and exhibitors * Reduce manual administration and improve operational efficiency * Provide real-time visibility of registrations, attendance, engagement and event performance * Support both virtual and in-person event delivery models * Enable consistent data capture and reporting to demonstrate event impact and ROI * Support accessibility, compliance and data protection requirements The platform must support multiple user roles and permission levels to reflect different operational needs across the organisation. As a minimum, the system should accommodate the following user groups: * Event Managers o Full end-to-end event management capabilities o Creation, configuration and administration of events o Management of registrations, attendee communications, speakers and exhibitors o Access to event-level reporting, analytics and post-event evaluation data * Marketing Managers o Access to update and manage event webpages and associated content o Access to registration, engagement and performance reporting * Integrated Systems o Administration of integrations between the event management platform and our CRM system (Workbooks) o Management of data flows, field mapping, data quality and synchronisation processes o Access to reporting, data exports and system configuration relating to integrations * System Administrators o A small number of designated super users (typically two to three individuals) o Full platform administration rights, including user management, permissions, integrations, security settings and system configuration We deliver a large and diverse portfolio of business-to-business events. Historically, this has included more than 300 events per year and generating approximately 60,000 delegate registrations annually. The event management platform must be capable of supporting a range of event formats, scales and audience sizes, including: * In person events: We deliver approximately 100 in-person events each year, typically attracting between 30 and 2,000 delegates to each. Most events are free to attend and may span one or more days. We do not require onsite event delivery support from the appointment supplier; however the platform must provide the functionality and tools to enable our team to manage attendee registration and onsite event operations, and provide a seamless and efficient onsite experience for attendees * Online Events: We deliver close to 200 fully online events annually. The majority are webinars, including webinar series and interactive workshops. We also run a small number of larger-scale virtual conferences and exhibitions, some of which take place over multiple days. The platform should provide a seamless user experience for both organisers and attendees and support the delivery of events of varying size and complexity. * Hybrid: A smaller proportion of our events are hybrid, combining in-person and virtual attendance. The platform should support hybrid event delivery and provide a consistent registration, communication and reporting experience across both audience groups. The proposed solution must be capable of supporting this volume of activity while providing robust registration management, attendee communications, data integration, reporting and analytics across all event formats. Timings This is a two-stage evaluation process. We will do an initially score of each supplier bid with the top two or three scoring suppliers invited to provide a demonstration. This will be the opportunity for the selected suppliers to demonstrate the setup of an event using a given scenario. Anticipated timeline: * October: demo * November: final evaluation * November - December: Contract is awarded * 1 April 2027: Contract starts * April - September: Onboarding, training, templates created and integrations built * September onwards: Events start to be managed from the platform Cost The maximum value of this requirement over the three-year period is a maximum of PS600,000.00 excluding VAT. This contract is structured as an initial two-year period with a maximum budget of PS400,000.00 excluding VAT with an optional 12-month extension valued at maximum PS200,000.00 excluding VAT. Submission In response to this tender, please provide the information listed below. * Short narrative describing your overall approach to working with Innovate UK Business Connect * Checklist against the requirements * Supporting information against the essential requirements * A rate card of costs associated with services you provide * A completed copy of the Pre-Qualification Questionnaire including: o A copy of your audited accounts for the most recent two years (or alternative means of demonstrating financial status if trading for less than a year) * Legal information i.e. Your standard T&Cs Please provide the information requested above to re.support@iukbc.org.uk by 17:00 10 October 2026 at the latest. IR35 will be assessed before the awarding of a successful contract. Submissions sent without relevant documents as listed above will be automatically rejected. Innovate UK Business Connect may require successful submissions to be subject to non-disclosure agreements. Evaluation structure Submissions will be scored against the following areas: * Value for money - 20% * Technical specification - 70% o alignment to objective 10% o essential requirements 40% o desirable requirements 20% * Demonstration - 10%

### Lot Information

Lot 1

Renewal: Optional 12-month extension following a maximum two-year contract.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/085635-2026 |
| Notice type | UK4 - Tender Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Open |
| Procurement method details | Below threshold - open competition |
| Tender suitability | SME |
| Awardee scale | Not specified |
| All stages | Tender |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 10 Sep 2026 |
| Submission deadline | 10 Oct 2026 |
| Future notice date | Not specified |
| Award date | Not specified |
| Contract period | 1 Apr 2027 - 31 Mar 2029 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £600,000 |
| Lots value | £600,000 |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Active |
| Lots status | Active |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | KNOWLEDGE TRANSFER NETWORK LIMITED |
| Locality | LONDON |
| Postcode area | North London |
| Postcode | N1 0QH |
| Country | England |
| ITL 1 | TLI London |
| ITL 2 | TLI4 Inner London - East |
| ITL 3 | TLI43 Haringey and Islington |
| Local authority | Islington |
| Electoral ward | St Mary's & St James' |
| Westminster constituency | Islington South and Finsbury |
| Delivery location | Not specified |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48000000 - Software package and information systems

## Release History

- 10 Sep 2026 at 09:08 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/085635-2026

## Documents

- https://www.find-tender.service.gov.uk/Notice/085635-2026
  10th September 2026 - Tender notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/Attachment/A-22204
  Invitation to Tender document with full details of requirements
- https://www.find-tender.service.gov.uk/Notice/Attachment/A-22206
  Pre-Qualification Questionnaire

## Notice URLs

- https://www.legislation.gov.uk/ukpga/2023/54/contents

## 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-h6vhtk-06f63e. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-06f63e.json.