Conference Venue Services for Value in Health 2020

Descriptions

Life Sciences Hub Wales Ltd is inviting tenders to provide a venue and associated services for a large-scale value based healthcare international conference scheduled for November 2020.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 Value in Health 2020.The successful supplier will be required to present their finalised proposal in Life Sciences Hub Wales in March 2020.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 over two days in November 2020.The day prior to the event will be required for set up access for the open exhibition space.OPTIONAL: Sit down gala dinner event the evening before the start of the conference for approx. 30 VIP stakeholdersSchedule:The conference schedule has not been defined, however, we anticipate access for the live event from 0630 – midnight each dayAudience Size:Up to 600 delegates each day of the main conference eventLocation:Easy access to the main UK international travel hubs (Heathrow/ Gatwick)Easy access to Cardiff airport for international travelEasily accessible via active public transportEasy access to a variety of accommodation options for delegates to choose fromParking facilities, including disabled spacesEasy access for exhibitors to access the exhibit area on the set up day and final day of the conference (to set up and dismantle).Space: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 150 delegates and smaller scale stage of approximately 2x5m-Catering and refreshments requirements as indicated below, providing multiple stations to ensure ease and speed of servings, including near-by standing tables and seating areasFour breakout / workshop rooms, providing a flexible room layout in classroom, cabaret and theatre, with capacities ranging from 80 to 150Speaker/ VIP 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, chargeable to the delegates at a small feeAssigned space(s) to administrate the registration of delegates, speakers/ VIP and stand holders and serve as delegate help point. Exhibitors’ registration desk to be available on the set up day.Lockable, office space for the organising team, with wifi access and power for ancillary equipment. Room will contain water and staff catering to be served in this space – numbers to be confirmed nearer the event date.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(s). Spaces to be in close proximity of one another to minimise disruption and maximise networking and community opportunities.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 overseas.OPTIONAL: outline of available space to conduct a sit down “gala dinner” in the evening before the two days conference, for approximately 30 people.Services:The ability to provide catering services to delegates across two full days, including a light food and drinks reception at the end of day one. Catering provision to include welcome refreshments, mid-morning and afternoon breaks, and lunch, plus one early light ‘finger food/ street food’ type catering at the end of day one of the main event.We are looking for catering solutions which offer creativity, flair and flexibility with a commitment to locally sourced produced and low waste/ no single-use plastic alternatives:oThe initial, mid-morning and afternoon refreshments are to include tea, coffee and juicesoThe initial refreshment should include fruit plattersoThe mid-morning and afternoon refreshments should include biscuits (including Welsh cakes) and a low fat and low sugar alternativeoLunch should be buffet style and include hot and cold healthy options with vegan and gluten free options availableoThe drinks reception at the end of day one should include options for licenced drinks (wine/ beers) and soft drinks and light dinner options such as ‘street food markets stalls’. This should be served adjacent to the exhibitors’ area.Options 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.Provide opportunity for delegates to purchase additional food, snacks and beverages through some kiosk or bar-style facility, including during the exhibitor set up day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 and multiple charging points throughout the venueWi-fi to be available to all delegates and LSHW staff at no costOPTIONAL: Catering facilities to host a sit down gala dinner in the evening prior to the two days event, for approximately 30 delegates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 venueOther considerations:As an international event, the venue should be easily accessible to delegates from outside Wales, in terms of location and via suggested travel connection services proposed or provided by the venueThe venue should strive to support the delivery of a low emissions conference, with shuttles to/from main transport hubs (train station/ buss stations/ local airports) considered, and to/ from local accommodation providers for the conference delegatesA full Risk Management Plan should be included in the ProposalThe Client seeks to establish a service contract with the successful tenderer on the following basis:A service agreement will be established up to the day following the completion of the event. The agreement may be terminated by Life Sciences Hub Wales giving not less than 60 days’ prior notice in writing.It should be noted that LSHW will work closely with the host venue in the planning and organisation of the event, however, LSHW reserves the right to take final decisions based on its overall direction, delegate expectations and management function of the eventNOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=100190.