CONFERENCE VENUE SERVICES FOR HEALTH WALES 2020

Descriptions

Life Sciences Hub Wales Ltd is inviting tenders to provide a venue and associated services for a large-scale international conference event scheduled for March 2020. This event will seek to contribute to the strategic aims of the company and provide a platform which can benefit interaction and collaboration between life sciences, technology and innovation, and the health and social care services in Wales.Whilst this will be a new event as hosted by Life Sciences Hub Wales, it will replace Bio Wales – Welsh Government’s flagship life sciences conference, which has run for over a decade.This new event, Health Wales 2020 (working title) will build on the reputation of BioWales, as well as appealing to a broader audience, to include academia, business, health and social care, tech, life sciences and others around the theme of innovation in life sciences for the health and economic benefit of Wales.The purpose of this specification is to engage a venue to host this two-day event for up to 600 delegates per day. Suppliers are invited to submit a space or venue proposal for Health Wales 2020.The successful supplier will be required to present their finalised proposal in Life Sciences Hub Wales in August 2019.The supplier is required to provide Life Sciences Hub Wales (“the client”) their bid to include but not limited to the following activities:Event Date:The event will take place in March 2020Availability of two consecutive dates with overnight hold for two nights and 1 day set up (overnight hold will be night before the event and the night in between the two days)Schedule:The conference schedule has not been defined, however, we anticipate access for the live event from 0600 – midnight each dayAudience Size:Up to 600 delegates each dayLocation:With Wales, the venue must be;Easily accessible via active public transportDisabled/free parkingSpace:Plenary Room – incorporating ‘main stage’ in theatre style layout to host ‘headline’ speakers and presentations, capacity up to 600 delegates, stage of approximately 10x5m and AV booth.Open exhibition space to accommodate:- exhibition area and shell scheme build for up to 50 exhibitors, with an average exhibition area of approximately 2x2m- ‘fringe stage’ to include seating for 100 delegates and smaller scale stage of approximately 2x5m- Networking lounge space to accommodate up to 300 delegates in a mix of standing and seated with tables .Five breakout / workshop rooms, providing a flexible room layout in classroom, cabaret and theatre for up to 50 delegatesSpeaker quiet room with relaxed and desk seating, wifi access and power for ancillary equipment is essential. Room to contain water, tea, coffee and fruitAttended cloakroom facility for delegatesAssigned space(s) to administrate the registration of delegates and serve as delegate help pointDelegates should be able to move freely and easily between all conference areas from the main plenary, workshop, breakout rooms and exhibition and refreshment area. Space to be in close proximity of one another to minimise disruption and maximise networking and community opportunitiesIn the vicinity of the plenary and exhibition spaces, as required, at least two dedicated areas for catering serviceOutline of available space to conduct a “gala dinner” in the evening of the first dayDescription of accessibility within and around the venue (including any restrictions for wheelchair access). Site should be aligned to DDA legislation (Disability Discrimination Act). The availability of car parking on site and close to the entrances (within 50m) for people with mobility constraintsOutline the range of local accommodation available to include a full pricing range for 600 delegates from the UK and overseasServices:The ability to provide catering services to delegates across two full days, including a drinks reception at the end of day one. Catering provision to include welcome refreshments, mid-morning and afternoon breaks, and lunch. We are looking for catering solutions which offer creativity, flair and flexibilityoThe initial, mid-morning and afternoon refreshments are to include tea, coffee and juices.oThe initial refreshment should include fruit plattersoThe mid-morning and afternoon refreshments should include biscuitsoLunch should be buffet style and include hot and cold healthy optionsoThe drinks reception at the end of day one should include options for wine and soft drinksOptions for catering should be diverse, accommodate dietary requirements and provide healthy food choices with ample supply of fresh fruit, vegetables and foods high in protein and low in saturated fats to boost delegate performance, concentration and energy levels throughout the day. Fully costed proposals for catering for the number of expected delegates should be provided at Annex 2.Catering facilities to host a Gala Dinner in the evening of day one for 200 delegates.Provision of a suitable menu to showcase Wales for a 200 delegate Gala DinnerProvide opportunity for delegates to purchase additional food, snacks and beverages through some kiosk or bar-style facility.Security – provision of staff to manage the security of a crowd of this size, control the entry of delegates and be on hand in case of emergency.Guaranteed wi-fi speed 20MpsWi-fi to be available to all delegates and LSHW staff at no costOPTIONAL: Provide, through an in-house team or third-party contractor, AV services to include lighting of all areas of the event, including exhibition area and stages, onstage screens and projection / screens in breakout rooms, also mic audio in all hosted settings.OPTIONAL: Hosts – provision of up to ten staff to check-in, attend and direct delegates through the venue.Other considerations:As an international event, the venue should be easily accessible to delegates from outside Wales, either in terms of location or via suggested travel connection services proposed or provided by the venueA full Risk Management Plan should be included in the Proposal