Invitation to tender for the Event Management of the Active Retirement Ireland AGM 2021

Context of Active Retirement Ireland

Active Retirement Ireland (ARI) is a voluntary organisation for older people with a national membership of over 24,500 people and over 550 local associations. Members range in age from 50 -100+ years and cover a range of socio-economic backgrounds. As an organisation, ARI believes that all older people are equal and are entitled to be treated with respect. Older people all have different interests and needs, which ARI aims to identify and fulfil.

Context of AGM

The AGM is the showcase event for the members of Active Retirement Ireland, usually held in a large hotel or conference centre, and enabling members to interact, vote and decide the direction of the organisation. Under Covid-19 restrictions, the 2020 AGM was held virtually, albeit in a minimalistic format. We wish to engage the services of an event manager to deliver a virtual AGM for 2021 that will allow us to capture the spirit of our regular, in-person meetings.

Details of Tender

Aim:

To provide an online, virtual conference for approximately 300 members of Active Retirement Ireland in which they can vote, submit comments and view speakers in real time. Attendees will be split between those with voting rights and those without. The event must be on a platform that is intuitive and user-friendly.

Key tasks:

• Support for event registration.
• Production of event plan for submission and presentation to the Project Manager (PM).
• Development of comprehensive risk assessments in conjunction with the PM.
• Attendance at event meetings.
• Work closely with the staff team to produce workable production schedule and support the team in ensuring the schedule has incorporated all considerations for a virtual meeting.
• Act as a point of contact for technical support for attendees before and during the event.
• To be co-ordinate and manage event rehearsals and event, dealing with issues arising and being available to meet with the PM and staff as required.
• To be online during the event fulfilling the role of Event Coordinator.

Requirements

To plan and deliver a virtual AGM for Active Retirement Ireland accommodating approximately 300 members, between voting delegates and non-voting observers, at which they can vote on approval of accounts, elections of officers, motions and resolutions.

Pricing

Quote must include all fees, expenses and VAT.

Experience & Professional Standards

Relevant Experience:

Bidders must clearly demonstrate, using appropriate examples within the last 3 years, that the individual/company and proposed personnel have the relevant experience of successfully delivering similar event management contracts of similar size, nature and scale to that specified in this document.

Procurement Timetable

The intended timetable for this procurement is:

Issue of Request for Quotation: 08/02/2021

Deadline for Expression of Interest and queries: 15/02/2021

Deadline for submission of tender: 26/02/2021

Notification of result of evaluation: 05/03/2021

Event date: 16/06/2021

Please note: Active Retirement Ireland reserves the right to cancel the quotation process at any point. Active Retirement Ireland is not liable for any costs resulting from any cancellation of this quotation process, or for any other costs incurred by those bidding for this contract.

Please submit expressions of interest, tender responses, queries or questions regarding this tender to:agm@activeirl.ie

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