Provision of the Venue Hire for The Welsh Public Health Conference 2018

Descriptions

Public Health Wales are seeking a hotel / conference venue to hold this year annual Wales Public Health Conference. The conference will take place over 2-day full days with high profile speakers, up to 8 daily spotlight breakout sessions of various size, a poster display zone, exhibition and ‘conversation space’, satellite sessions and an evening of celebration.In its 8th year and growing in scale, this year the theme ‘Healthy Planet, Health Wales’ is an opportunity for participants across a wide range of sectors to focus on the drivers of health and well-being that go beyond health care, to include healthy environment, healthy society, healthy economy and healthy community.About BreakoutsBreakouts will be spread over various sessions. Some will run parallel while others will run concurrently. Format and room layout will vary.Venues are invited to submit a proposal based on the following optionsEvent date•The conference usually takes place between October and November•We require two consecutive dates, preferably mid-week.•Our preferred dates are the w/c 22 October 2018 however we will consider alternative options•Overnight setup from midnight and/or set up from midday the day before essentialEvent Timings* subject to changePlease note, timings are outlined and will changeDay 1:0600 Prep0900 Registration1000 Conference Open1800 Main Conference Close1900 Evening SocialDay 2:0600 Prep0830 Registration1000 Conference Open1700 Conference CloseDelegate CapacityMin contract 400 delegates per dayCapacity up to 600 delegates per dayOption to transfer between days’ delegates between days without cost penaltiesLocationSouth Wales with close proximity to Cardiff.Good Transport links. Access to the M4, Public transport and rail.Free Parking and/or Park & Ride facilities,Room criteria Main Plenary:A large space set up in a combination of traditional theatre and cabaret style set up for up to 600 delegates with ample room for staging and back projection.•Tall ceilings (min 16ft clearance height)•Zero sightline obstructions•A preference for natural daylightSyndicate Spaces:During the conference, each day will be split into multiple spotlight sessions adopting different formats and layouts. The session will run concurrently and simultaneously. Room layouts and set up may change between days therefore venues spaces must be adaptable and flexible to change according to need, example formats include:•Format example 1: Fishbowl, seating set-up in concentric circles x 100•Format example 2: Workshop, set up in cabaret with presentation zone x 100•Format example 3: Silent Disco zoned quadrants with 4 mini stages x200•Format example 4: Immersive (performance space) x 100•Format example 5: Hyde Park x 100 (half and half theatre with space for a spectrogram)•Format example 6: Roundtable x12-24 (option to include audience observation) x50•Format example 7: Blended formats x 100 theatre and cabaret•Format example 8: Poster Format (up to 60x A1 poster boards) in gallery formatMarketplace, Lunch and Refreshments SpaceA space to accommodate refreshments, lunch, networking and up to 25 informal table tops exhibitors (approx. 2m x 1m).Each exhibitor will require access to power, free Wi-Fi, furniture (linen covered trestle table and chairs).A variety of seating should also be available (coffee tables, poser tables, sofas etc.) for lunch and networkingSpeaker Quiet RoomA comfortable space for speakers to focus before presentations.Communication and Event OfficeA base for our communication team with desk space, chairs, Wi-Fi access and power essential. (Our team = x30)Cloak Room/ServicesAn area for delegates to deposit coats/bags safe and securelyMovement of PeopleDelegates should be able to move easily and freely between all conference areas from the main plenary, syndicate rooms, exhibitions and refreshments areas. Space should be in close proximity of one another to minimise disruption and maximize networking and community. Lunch and networking areas must be able to accommodate all delegates (not split)ServicesFree Wi-Fi to all delegatesA dedicated uninterrupted line with guaranteed broadband/Wi-Fi Speed 100mb/s with secure networkCateringA healthy menu is essential (where possible local and/or sustainably sourced)A preference for a complete vegan and vegetarian world food menuCreative and alternative presentation options (i.e. Food Festival format etc.)•Refreshments on arrival•Mid-morning break•Lunch•Mid-afternoon breakAll day teas and coffees. Access to fresh Water throughout the day throughout all spaces.Accessibility•All spaces must provide access for disabled delegates•Accessible car parking, on site and close to the entrance (within 50m) mandatory for people with mobility difficulties.Other requirements•Set-up and Overnight hold (min availability from midnight)•Access during the live event from 0600amNOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=83856