event management request for tender - caudit · event management request for tender lodgement of...
Post on 02-Jul-2018
235 Views
Preview:
TRANSCRIPT
Event
Management
Request for Tender
Lodgement of Responses
Responses shall be accepted in soft-copy only.
Proposals must be e-mailed to the following address; if necessary multiple e-mails may be used
(subject to technical requirements and the size of submitted documents):
tenders@caudit.edu.au
Closing date is 4:00pm AEDT on Friday, 25 September 2015.
A copy of the proposal, in PDF format with a maximum of twenty (20) pages plus appendices
and supporting information must be e-mailed to the above address.
Appendices and supporting information need not be in PDF format.
Further assistance with regards to this document may be obtained from:
Steve Johnston
Manager, Strategic Procurement
steve.johnston@caudit.edu.au
+61 419 909 677
Please note that this contact information is provided for assistance only and
should not be used to lodge proposals.
CAUDIT | Event Management Tender Page 2 of 23
Table of Contents
Section 1 – Invitation and Information .............................................................................. 3
1.1. Purpose of tender ........................................................................................................... 3
1.2. Selection Process ............................................................................................................ 3
1.3. Lodgement of Tender...................................................................................................... 3
1.4. Enquiries ........................................................................................................................ 3
1.5. PCO Selection Panel ........................................................................................................ 3
1.6. Conference Organisations ............................................................................................... 4
Section 2 – Tender Compliance Items ................................................................................ 5
2.1. Criteria for selection of the PCO ...................................................................................... 5
2.2. Management Fees .......................................................................................................... 5
2.3. Referees ......................................................................................................................... 6
Section 3 – Services to be provided by PCO ....................................................................... 7
3.1. Conference Management ................................................................................................ 7
3.2. Financial Management ................................................................................................... 7
3.3. Venues ........................................................................................................................... 7
3.4. Sponsorship.................................................................................................................... 8
3.5. Delegates ....................................................................................................................... 8
3.6. Speakers ........................................................................................................................ 9
3.7. Technology Coordination .............................................................................................. 10
3.8. Social Events ................................................................................................................ 10
3.9. Communications and Marketing ................................................................................... 10
3.10. Exhibition.................................................................................................................. 11
3.11. Conference Collateral ................................................................................................ 11
3.12. Tours and Tourist Information ................................................................................... 11
3.13. Onsite Services .......................................................................................................... 11
3.14. Post Conference ........................................................................................................ 12
Appendix A – Host Associations ...................................................................................... 13
Appendix B – Conference Information ............................................................................ 15
Appendix C – Compliance Table ...................................................................................... 21
Appendix D – Submission Form ....................................................................................... 22
CAUDIT | Event Management Tender Page 3 of 23
Section 1 – Invitation and Information
1.1. Purpose of tender
Proposals are invited from Professional Conference Organisers (PCOs) to organise conferences, including
trade exhibitions, for the THETA, eResearch Australasia and QUESTnet national conferences during the
period of the agreement.
The conference host associations are seeking a PCO with whom they can develop a long term, mutually
beneficial partnership. The contract may be extended if a successful relationship is developed. The
opportunity also exists to organise additional workshops, meetings, institutes, study tours and other events
offered by the host associations.
1.2. Selection Process
The selection process will be in two stages:
Review of proposals and shortlisting of applicants
Interviews of shortlisted applicants
The PCO Selection Panel will assess all tender submissions (including contact referees) and shortlist
applicants for an interview.
All shortlisted PCO’s will be required to attend a formal interview via video conference or in person.
1.3. Lodgement of Tender
The proposal should be locked by e-mail no later than 4:00pm AEDT on Monday, 25 September 2015 to
tenders@caudit.edu.au. The following should be provided:
A copy of the proposal, in PDF format with a maximum of twenty (20) pages plus appendices
A completed spreadsheet addressing the Compliance Table
A completed submission form
Any supporting information that may assist the selection panel
Confirmation of receipt of the proposal will be sent by return mail.
Responses to the tender must provide full details addressing the selection criteria in section 2 and must
indicate your company’s capability to provide the services listed in Section 3 by in by indicating yes or no. If a
response of “no” is given to a mandatory requirement in Section 3, you must provide additional information
explaining why you are not able to provide this service. More detailed information pertaining to Section 3 will
be sough from short listed tenderers prior to interviews.
The completed Compliance Table will form the basis of the contracts between the Conference Organisers and
the chosen PCO.
1.4. Enquiries
PCOs are welcome to discuss requirements, the submission process, or other issues with the CAUDIT
Director, Strategic Procurement, Steve Johnston on +61 419 909 677 or steve.johnston@caudit.edu.au.
Please do not use this e-mail address to submit proposals.
1.5. PCO Selection Panel
CAUDIT | Event Management Tender Page 4 of 23
Name Organisation Position E-mail Telephone
Anne Kealley CAUDIT CEO anne.kealley@caudit.edu.au +61 2 6222 3521
Steve
Johnston
CAUDIT Director,
Strategic
Procurement
steve.johnston@caudit.edu.au +61 419 909 677
Representative AusCERT
Representative QUDIT
Representative Auckland
Representative ascilite
1.6. Conference Organisations
1.6.1. Each of the conferences included in this tender is a separate event, with its own conference
owner (the host association, organising committee or conference chair)
1.6.2. Each conference has its own governance and committee structure and underwriting
association
1.6.3. The PCO will ensure that each conference’s funds are held in an account in the PCOs name
(conference account) and which the PCO solely controls, with an authorised deposit-taking
institution authorised under the Banking Act 1959 (Cth) to carry on banking business in
Australia
1.6.4. Strict monitoring of the conference budget and financial operations will be a key area of
liaison between the PCO and the conference owner. The conference account may be
audited by the conference owner or by a third party selected by the conference owner.
1.6.5. The PCO shall be transparent with the conference owner regarding the conference’s
finances and any commissions or incentives received via and by third parties
1.6.6. Strong links will be maintained between the PCO, the conference owner and the
conference committee (as designated by the conference owner) at all times
1.6.7. Any per-existing and new intellectual property related to each conference remains with
the conference owner
1.6.8. The PCO will attend conference committee meetings as agreed with the conference owner
1.6.9. Each conference may have its own special requirements. The PCO shall endeavour to
meet these
1.6.10. Each conference has an existing website and a submission and review system. Access will
be provided to the PCO.
CAUDIT | Event Management Tender Page 5 of 23
Section 2 – Tender Compliance Items
The respondent should provide details for each item within the Compliance Table in the Appendix X via the
Compliance spreadsheet (attached). Please also feel free to provide any supporting documentation that
would be useful for the selection panel.
2.1. Criteria for selection of the PCO
2.1.1. Evidence of previous successful conference experience
2.1.2. Evidence of ability to manage conferences in any city in Australia or New Zealand
2.1.3. Evidence of ability to maintain excellent long-term relationships with clients
2.1.4. Evidence of ability to provide excellent customer service to clients, delegates, speakers
and sponsors
2.1.5. Evidence of ability to raise sponsor and exhibitor revenue
2.1.6. Experience with conferences related to information technology in higher education and
research (favourably considered)
2.1.7. Experience with mixed-mode conferences, where some delegates attend in person and
some attend online (favourably considered)
2.1.8. Evidence of the effectiveness of organisational systems, e.g. staff experience, technology
capability and ICT resources
2.1.9. Estimated fees for the consultancy for each conference
2.1.10. Breakdown of fee structure (a simple fee structure such as one based upon an all-inclusive
per-delegate management fee, with target-based commission on sponsorship revenue
would be favourably considered)
2.1.11. Details of staff and resource commitment to manage these conferences during the
agreement term, taking into consideration the possibility of extending the contract
2.1.12. Evidence of competence in forecasting, budgeting, cost control, financial management
and the provision of financial reports
2.1.13. Ability to manage additional conferences and events for the host associations on an ‘as
needs basis
2.1.14. Details of your company’s current intellectual property (IP) policy with regards to designs,
developments, concepts, statistics, conference data, contact information, sponsor
information, publications and conference reports
2.1.15. Details of your company’s policy with regard to transparency and openness of conference
finances, including the conference account and any fees, commissions and incentives
received by the PCO
2.2. Management Fees
Proposals are required to breakdown the PCOs management fees into the following. If a fee type is
not applicable, please indicate this. Proposals with a simple fee structure will be favourably
considered.
2.2.1. Conference Management Fee
CAUDIT | Event Management Tender Page 6 of 23
2.2.2. Sponsorship Management Fee
2.2.3. Expense Recovery
2.2.4. Schedule for payment of fees
2.2.5. Termination/Cancellation Policy
2.2.6. Onsite fees
2.2.7. All other fees and commissions
2.3. Referees
2.3.1. Proposals should include at least three client referees who can be consulted for comments
and feedback
2.3.2. Referrals and testimonials from other clients and suppliers (including venues) should also
be included
CAUDIT | Event Management Tender Page 7 of 23
Section 3 – Services to be provided by PCO
PCO’s are required to indicate in the Compliance Table whether or not their company is able to provide
services as part of this contract. The table is listed in Appendix C and provided as a spreadsheet. If you
respond ‘no’ to a mandatory requirement, you must provide information regarding why your organisation is
not able to provide the service. More detailed information pertaining to Section 3 will be sought from
shortlisted tenderers prior to interviews.
3.1. Conference Management
3.1.1. In consultation with the conference owner, prepare a planning schedule for the
conference, with action items and deadlines for all parties involved
3.1.2. Update and present this plan to the conference owner monthly or as agreed with the
conference owner
3.1.3. Meet via video or telephone with the conference owner fortnightly during the period of 6-
12 months from the conference and then weekly during the period within 6 months of the
conference, or as agreed with the conference owner. If located in the same city, meetings
may be face-to-face
3.1.4. Provide conference insurance
3.2. Financial Management
3.2.1. Prepare an itemised conference budget in Excel format, including how figures are
calculated, for approval by the conference owner and provide regular updates on expenses
and income tracked against this budget
3.2.2. Manage each conference within budget or to a surplus target agreed with the conference
owner
3.2.3. Obtain quotes for budgeted items and negotiate purchases as agreed with the conference
owner
3.2.4. Remit payment for conference outgoings on behalf of the conference
3.2.5. Invoice delegates and sponsors and receive conference income, banking all monies
received without deduction into the conference account
3.2.6. Provide a complete and accurate list in Excel format of all outgoings and incomings to the
conference owner upon request
3.2.7. Provide all bookkeeping and accounting services to the conference
3.2.8. If requested, cooperate and assist with an audit of the conference account by the
conference owner or by a third party selected by the conference owner
3.2.9. Follow up all outstanding debts within three months after the conference
3.2.10. Provide a final reconciliation of income and expenditure and transfer any surplus to the
conference owner’s nominated account within three months after the conference
3.2.11. Manage issues related to international currencies and taxation requirements
3.3. Venues
CAUDIT | Event Management Tender Page 8 of 23
3.3.1. Investigate potential conference venues based on conference requirements including
preferred dates, expected numbers, size of exhibition space, number of stream, budget,
catering, accommodation options, etc.
3.3.2. Provide advice to the conference owner on the selection of conference venues, including a
cost breakdown in Excel format of the venues for the conference, delegate
accommodation and social events.
3.3.3. Negotiate best rates for accommodation, manage block bookings and cater for special
requirements
3.3.4. Once venues are selected, contact with the venues and act as the primary point of contact
with them
3.4. Sponsorship
3.4.1. Work with the conference owner to develop a list of prospective sponsors and exhibitors
3.4.2. Work with the conference owner to develop and execute a sponsorship strategy for the
conference, including sponsorship levels
3.4.3. Provide regular estimates and updates on anticipated sponsorship in Excel format to the
conference owner
3.4.4. Prepare the sponsorship prospectus in consultation with the conference owner
3.4.5. Contact prospective sponsors to achieve sponsorship of the conference
3.4.6. Contract with sponsors on behalf of the conference
3.4.7. Manage sponsor requirements, in accordance with the sponsorship prospectus and in
consultation with the conference owner, for exhibition space, speaking opportunities,
collateral, sponsored events, sponsored services and delegates
3.4.8. Canvas feedback about the conference and exhibition from sponsors, compile results and
provide these to the conference owner.
3.4.9. Ensure all conference communications, including the conference website, contain up-to-
date sponsor information with consistent formatting of sponsorship details (for example in
alphabetical order grouped by sponsorship level)
3.4.10. Collect high resolution sponsor logos for print materials and web-ready versions for upload
to the conference website. Provide to the conference owner as required
3.4.11. Provide sponsor contact details in Excel format to the conference owner upon request
3.4.12. Collect full contact details for contact persons for any government sponsors, including
press contact, and provide to conference owner. Immediately notify the conference owner
of any prospective government sponsor, and provide an electronic copy of any
government sponsorship agreement to the conference owner
3.4.13. Provide any required post conference reports to government sponsors by the date
specified, after prior approval of the draft by the conference owner. Provide an electronic
copy of the report to the conference owner by the report due date as specified in the
sponsorship agreement
3.5. Delegates
CAUDIT | Event Management Tender Page 9 of 23
3.5.1. Provide a secure online conference registration and payment facility and mange delegate
registrations and payments
3.5.2. Provide an online facility for delegates to make their accommodation bookings with the
conference hotel(s), or alternatively make these bookings on their behalf according to
their preferences on the registration form
3.5.3. Respond to delegate queries before, during, and after the event in a timely manner,
providing feedback as necessary to the conference owner
3.5.4. Provide friendly, effective and efficient service to delegates, recognising that this is crucial
to the bend of each conference
3.5.5. Provide regular status updates about delegate registration types and numbers in Excel
format to the conference owner
3.5.6. In consultation with the conference owner, design and coordinate the distribution and
collection of delegate evaluation survey for sessions and conference, if required
3.5.7. Ensure delegates are aware of any special conference policies, for example that
photographs may be taken during the even and uploaded to the Internet
3.6. Speakers
3.6.1. Once speakers are selected by the conference committee, make contact with speakers,
provide registration information, collect additional contact details, collect their
biographies and collect the titles and abstracts for their talks. Provide these details to the
conference owner if requested
3.6.2. For speakers such as keynotes for whom the conference provides travel assistance, provide
a travel bursary or organise the speaker’s travel arrangements, as agreed with the
conference owner
3.6.3. Collect information on speaker requirements, including audio visual requirements and
ensure these are in place for the event
3.6.4. Follow up speakers to ensure they are registered for the conference by the deadline agreed
with the conference owner. Advice the conference owner as soon as possible if a speaker
withdraws from the conference
3.6.5. Purchase and prepare speaker gifts if required, in consultation with the conference owner
3.6.6. Coordinate the collection of speaker presentations and ensure these are uploaded to the
AV system prior to the speaker’s scheduled talk
3.6.7. Manage speaker consent for publishing their presentation slides and a video recording of
their presentation
3.6.8. Collect presentation slides and video recordings of sessions (subject to speaker consent).
Assist in publishing these on the conference website
3.6.9. Ensure rooms are setup correctly for each session, including tools to assist chairs with
timing, and any speaker AV requirements
3.6.10. Work with sponsors to identify speakers, topics and the schedule for the sponsor stream if
required by the conference owner
3.6.11. Prepare and distribute instructions to session chairs, including the bios of speakers in their
session and step-by-step instructions of what they need to do as chairs
CAUDIT | Event Management Tender Page 10 of 23
3.6.12. Coordinate rostering of session chairs and provide a schedule to the conference owner if
required
3.6.13. Collect attendance number in each session and provide in Excel format to the conference
owner
3.7. Technology Coordination
3.7.1. In consultation with the conference owner, negotiate, book and coordinate the supply and
delivery of audio-visual requirements and other underlying technology required by the
conference. Be willing to work with preferred providers if directed by the conference
owner. Examples of other underlying technology include network installations, wireless
network, power boards, video recordings, mobile application and conference streaming
3.7.2. Act as the point of contact between the conference venue and any external providers
including audio visual, network and technology providers to ensure these aspects of the
conference experience run smoothly
3.8. Social Events
3.8.1. Make arrangements for conference social events, including, but not limited to venue,
catering, entertainment and transport of delegates, in consultation with the conference
owner
3.8.2. Advise on the food and beverage menus for the various activities (taking into account any
special dietary requirements)
3.8.3. Contract with third parties involved in social event arrangements and act as the primary
point of contact with them
3.8.4. Ensure sponsors of social events are recognised as outlined in the sponsorship prospectus
and as agreed with the conference owner
3.8.5. Ensure that conference social events run smoothly including that food and beverage
service is on time and as requested
3.9. Communications and Marketing
3.9.1. Work with the conference owner to develop and execute a marketing and communications
strategy for the conference
3.9.2. Assist in adding content to and managing content on the conference website, including
program and sponsor details
3.9.3. Negotiate prices and arrange for design, printing and distribution of the conference
electronic and printed material such as announcements, brochures, sponsorship
prospectus, delegate handbook and promotional materials. Work with a preferred
supplier if directed by the conference owner
3.9.4. Send electronic and printed communications to delegates and prospectus delegates,
sponsors and prospective sponsors, and other parties as agreed with the conference owner
3.9.5. Provide a draft of all electronic or printed materials for the conference owner’s approval
prior to publishing
3.9.6. Ensure the personal information of all individuals who interact with the conference is
protected in accordance with applicable privacy laws
CAUDIT | Event Management Tender Page 11 of 23
3.10. Exhibition
3.10.1. Manage the design of the exhibition space, including size and placement of booths, in
consultation with the conference owner. Be willing to work with preferred suppliers if
directed by the conference owner
3.10.2. Provide all necessary information to exhibitors to assist them in planning and preparation
3.10.3. Manage the exhibition logistics directly with all the exhibition sub-contractors including
floor plan management, booth construction and dismantling, furniture hire, internet
provision and power requirements. Be willing to work with preferred providers if directed
by the conference owner
3.11. Conference Collateral
3.11.1. Prepare and print the delegate handbook for the conference, containing program and
sponsor information and other information as agreed with the conference owner
3.11.2. Collect collateral from sponsors and others to be distributed to delegates. Collate material
for delegates
3.11.3. In consultation with the conference owner and in accordance with the sponsorship
prospectus, arrange for the production, design and distribution for the conference
satchels, shirts and other branded collateral
3.11.4. If required, prepare and include a final printed delegate list with the conference collateral
to be distributed to delegates (consistent with privacy requirements)
3.11.5. Organise the collection and distribution of conference electronic collateral. Test any
media for viruses before distributing
3.11.6. Distribute satchel and conference collateral to delegates at the conference (usually upon
registration)
3.12. Tours and Tourist Information
3.12.1. Liaise with the conference owner on requirements for any professional tours offered in
association with each conference
3.12.2. Ensure that information and booking facilities for commercial tours and other tourist
information is available online and in information packages
3.12.3. Liaise with tour operators and other tourist venues and services, for example to arrange for
concession rates for group theatre bookings and other events
3.13. Onsite Services
3.13.1. Act as the main liaison with the venue management and all sub-contractors including
caterers, audio visual and exhibition hire companies, to ensure the smooth running of all
aspects of the conference and exhibition
3.13.2. Operate a desk throughout the event for delegate in-person registration and for
responding to queries
3.13.3. Provide facilities for delegates, for example, phone, fax, e-mail, internet café, copying,
bookings and tourist information
3.13.4. Make announcements, such as notifications when sessions are about to begin
CAUDIT | Event Management Tender Page 12 of 23
3.13.5. Ensure all onsite staff are fully briefed and trained
3.13.6. Assist speakers and VIPs with their onsite requirements
3.13.7. Assist sponsors and exhibitors with their onsite requirements
3.14. Post Conference
Within three months of the end of the conference provide reports to the conference owner included but not
limited to:
3.14.1. Statistical information relating to conference delegates attendance numbers, including a
percentage breakdown by delegate categories
3.14.2. Statistics on the number of delegates attending each session, workshop and social
functions
3.14.3. Booked accommodation statistical information
3.14.4. Details of all delegates in Excel format, including delegate name, delegate category,
organisation, title/role and contact details
3.14.5. Assessment of the marketing and promotion of the conference
3.14.6. Details of all sponsors and exhibitors in Excel format, including company, primary contact
name, contact details and level of sponsorship
3.14.7. Sponsorship and exhibition summary and analysis
3.14.8. Financial details for income, expenses, sponsorship income, exhibition income
3.14.9. Copies of all promotional material, graphic design elements and announcements produced
for the conference
3.14.10. Information collected from delegate evaluation survey
3.14.11. Information collected form sponsor/exhibitor evaluation survey
3.14.12. A report giving details of surplus/loss compared with budget from the conference and all
financial records
In addition:
3.14.13. Finalise all banking and credit card accounting and produce a final budget and account
reconciliation report
3.14.14. In consultation with the conference owner prepare thank you letters for all key individuals
CAUDIT | Event Management Tender Page 13 of 23
Appendix A – Host Associations
ascilite – http://ascilite.org/
ascilite is an incorporated not-for-profit professional association for those engaged in the educational use of
technologies in tertiary education. ascilite is a globally recognized and professionally connected community
of professionals and academics working in fields associated with enhancing learning and teaching through the
pedagogical use of technologies. We seek to shape the future of tertiary education, particularly through
enabling and sharing high quality research, innovation and evidence-based technology-enhanced practices in
tertiary education.
AusCERT – http://auscert.org.au/
AusCERT is a leading Cyber Emergency Response Team for Australia and provides information technology
advice to its members including the Higher Education sector. They are a single point of contact for dealing
with cyber security incidents affecting or involving member networks.
As a not-for-profit based at the University of Queensland, AusCERT helps members prevent, detect, respond
to and mitigate cyber and internet based attacks.
AusCERT is self-funded and covers its operating costs through a variety of sources including member
subscriptions, the annual AusCERT Conference and service contracts.
CAUDIT – http://www.caudit.edu.au/
The Council of Australian University Directors of Information Technology (CAUDIT) is an incorporated entity
with membership drawn from the Information Technology (IT) Directors/Chief Information Officers of higher
education institutions in Australia, New Zealand, the South Pacific and Papua New Guinea, as well as the
Commonwealth Scientific & Industrial Research Organisation (CSIRO), Defence Science and Technology
Organisation (DSTO) and the Australian Institute of Marine Science (AIMS).
CAUDIT negotiates collective procurement agreements, provides professional development, undertakes
projects and fosters collaboration through the sharing of ideas, experiences and best practice amongst its
members.
CAUDIT’s Mission is to enhance its members’ ability as key strategic advisors on the use of information
technology in higher education.
CAUDIT organises and underwrites The Higher Education Technology Agenda (THETA) Conference in
collaboration with the Council of Australian University Librarians (CAUL) and the Australasian Council for
Open, Distance and eLearning (ACODE). The conference was formerly known as EDUCAUSE Australasia.
eResearch Australasia – http://conference.eresearch.edu.au/
The annual eResearch Australasia conference launched in 2007 is supported by a committee drawn from key
organisations and initiatives involved in eResearch in Australia and internationally.
CAUDIT | Event Management Tender Page 14 of 23
QUDIT – http://www.qudit.edu.au/
The Queensland University Directors of Information Technology (QUDIT) organises and underwrites the
QUESTnet conference. Their mission is to establish and implement world’s best practice in regional
collaboration in the use of ICT and to position their members for sustainable and leading success in higher
education and research.
CAUDIT | Event Management Tender Page 15 of 23
Appendix B – Conference Information
THETA Conference
Conference owner: CAUDIT
Underwritten by: CAUDIT
Date: May 2017, May 2019
Participants: 500-850
Delegates: 400-600
Trade exhibition: 50-70 exhibitors
Occurrence: Biennial (odd years)
Location: Auckland (2017)
Background
The Higher Education Technology Agenda (THETA) was known as EDUCAUSE Australasia prior to 2011 and
has been running biennially since 1993. It is underwritten by CAUDIT and organised in partnership with CAUL
and ACODE.
The aim of THETA is to advance higher education and research by promoting the intelligent use of
information technology. The conference is unique in that it attracts a comprehensive range of practitioners
and senior decision makers across the whole spectrum of Information Technology, Teaching and Learning,
Library and Knowledge Management in tertiary education.
Information about the most recent conference is available at https://www.caudit.edu.au/theta-presentations.
Indicative Schedule
Sunday: Bump-in and welcome reception
Monday: Conference and poster reception
Tuesday: Conference and gala dinner
Wednesday: Conference, closing drinks and bump-out
Indicative Space Requirements
Registration desk area
Plenary sessions for all delegates
Four concurrent speaker streams for 150 delegates each
Sponsor stream for 80-100 delegates
Two meeting rooms for board-style meetings of 20 people
Secure storage/admin area
Exhibition space for around 50 sponsors/exhibitors
Poster display area for 25 posters
Lounge area for information seating and meetings
Separate executive lounge area
CAUDIT | Event Management Tender Page 16 of 23
Small internet café (around 6 machines)
Sit-down area for lunches
Banquet dinner with dance floor for conference dinner
CAUDIT | Event Management Tender Page 17 of 23
eResearch Australasia Conference
Conference owner: Conference Chair
Underwritten by: The University of Queensland
Date: October/November
Delegates: 400-500
Trade Exhibition: 35-40 exhibitors
Occurrence: Annual
Location: Varies
Background
eResearch Australasia is a conference that brings together practitioners and researchers for a stimulating
week to share ideas and exemplars on new information centric research capabilities. eResearch is focused on
how information and communications technologies help researchers to collect, manage, share, process,
analyse, store, find and re-use information. The conference has been running annually since 2007. Its size
grew to over 500 registered delegates by20011 and the event has continued to enjoy success each year, with
successful CFP submissions and high calibre keynotes.
Information about the most recent conference is available from http://conference.eresearch.edu.au.
Indicative Schedule
Sunday – Bump-in
Monday to Wednesday – main conference
Plenary session – approximately 450 delegates (also used as stream 1 holding approximately
100 delegates during break-out sessions)
Stream 2 – approximately 100 delegates
Stream 3 – approximately 100 delegates
Stream 4 – approximately 80 delegates
Thursday – workshops
Workshop 1 – approximately 20-30 delegates
Workshop 2 – approximately 20-30 delegates
Workshop 3 – approximately 20-30 delegates
Workshop 4 – approximately 20-30 delegates
Workshop 5 – approximately 20-30 delegates
Sponsors and eResearch exhibitors from Sunday to Wednesday afternoon.
Indicative Space Requirements
Tentative exhibition area layout:
25 stands of 2.4m x 1.2m each
3 stands of 2.4m x 3m each
4 stands of 3m x 3m each
4 sands of 3.6m x 3m each
CAUDIT | Event Management Tender Page 18 of 23
Aim to attract more sponsors every year
Poster session – approximately 25 posters in 4 boards of 3m each using both sides
Support rooms
Storage/admin room
Two VIP rooms—boardroom style
Lounges where possible for meetings
Additional small rooms for meetings
Registration desk in the foyer/exhibition area
Morning/Afternoon tea/lunch serviced in exhibition hall
Internet café (about 10-15 computers)
CAUDIT | Event Management Tender Page 19 of 23
QUESTnet Conference
Conference Owner: QUDIT
Underwritten by: QUDIT
Date: July
Delegates: 350-450
Trade exhibition: 50 exhibitors
Occurrence: Annual1
Location: Location in QLD TBC
Background
The QUESTnet conference is an annual event aimed at network technologists and those ICT professionals
who work closely with network technology. It has been running as a national conference since 1994, but had
its genesis in Winter Workshops held for Queensland members since the mid-1980’s to share information on
data networking.
A key focus of the event is to provide an opportunity for delegates to develop their professional and technical
knowledge and to gain an appreciation of the key strategic issues underpinning the development,
deployment and maintenance of National and International telecommunications networks. However, this
field has become blurred with the convergence of voice, video and data and the emergence of messaging,
collaboration and social networking.
Over recent years the conference has introduced a new K12 & Vocational Education and Training Stream and
a Digital Outreach Stream to explore the opportunities for strategic collaboration and reuse of Higher
Education network infrastructure. These streams each run for a single day only.
Information about the most recent conference is available from:
https://www.questnet.edu.au/display/qn/Home.
Social Events
Golf –Tuesday afternoon
Welcome reception – Tuesday evening
BBQ or alternative event – Wednesday evening
Conference formal dinner – Thursday evening (often off-site)
Schedule
Monday: Bump-in – Exhibitors
Tuesday: Workshops, golf afternoon and evening conference reception
Wednesday to Thursday – Main conference
o Plenary session – approximately 200 delegates. Also used as stream 1 – approximately 80
delegates at break out
o Stream 2 – approximately 80 delegates
o Stream 3 – approximately 80 delegates
1 In 2015 QUESTnet was run in conjunction with THETA. This may occur every two years when appropriate.
CAUDIT | Event Management Tender Page 20 of 23
o Stream 4 – approximately 80 delegates
Friday – Main conference (until lunchtime)
o Stream 1 – approximately 80 delegates
o Stream 2 – approximately 80 delegates
o Stream 3 – approximately 80 delegates
o Closing plenary session (following stream 1) – approximately 150 delegates
Friday – Bump-out
Indicative space requirements
Registration desk area in foyer
Plenary sessions for all delegates
Four concurrent speaker streams (Wed and Thurs) for <80 each; three concurrent streams (Fri) for
<80 each
Two meeting rooms for board-style meetings of 25-30 people
One room set-up for video/teleconference meetings (<10 people)
Space for small number of networked PC’s (~10) for us by delegates
Secure storage/admin area
Exhibition space for around 50 sponsors/exhibitors
Lounge area for informal seating and meetings
Sit-down area for lunches
CAUDIT | Event Management Tender Page 21 of 23
Appendix C – Compliance Table
The Compliance Table is available as a spreadsheet to be completed and submitted along with other
paperwork.
CAUDIT | Event Management Tender Page 22 of 23
Appendix D – Submission Form
Checklist
Check to make sure your submission includes:
Completed submission form, including signed declaration
Completed company information and contact details
Completed compliance table
Full details included for all items in <REF> In the compliance table
Yes/No response provided for all items in <REF> in the compliance table
Further information provide for any ‘No’ response to a mandatory requirement in <REF>
Declaration, company information and contact details
I declare the information contained in this submission is true, accurate and binding.
Signature:
..................................................
Date:
..................................................
Official Position Title:
.................................................
.................................................
Printed Name:
...........................................................................................................
Duly authorised to sign offers for and on behalf of:
...........................................................................................................
...........................................................................................................
State full name of company or firm or trading name as appropriate
Australian Company No. (ACN):
.................................................
Australian Business No. (ABN):
.................................................
Office Address:
...........................................................................................................
...........................................................................................................
...........................................................................................................
Website:
.................................................
.................................................
.................................................
Primary contact for enquiries and service of notices:
Name:
...................................................................................................................................................................
Telephone:
...................................................................................................................................................................
E-mail:
...................................................................................................................................................................
top related