Event Management and Related Communication Services

Zuschlagskriterien

• Quality of service delivery

  • •Effectiveness of the proposed solutions specifically adapted to the services described in section 1.4 of this Tender Specifications and the measures deployed to assure the quality, added value, sustainability, innovativeness, feasibility and efficiency of the proposed solutions. The tenderer must address the following elements:
  • •a) Methods and approach in collecting the necessary information, analysing and understanding the requirements and propose optimal solutions against the service needs.
  • •b) Effectiveness of the proposed methodology, communication techniques, tools and methods for mobilizing and deploying sufficient resources to provide the services described in section 1.4 of this Tender Specifications.
  • •c) Effectiveness of the proposed methodology for establishing a quality control system. This methodology includes the tools available for qualitative and quantitative monitoring of the design, implementation, monitoring and reporting phases on the services provided.
  • •d) Effectiveness of the proposed methodology for risk assessment of the proposed solutions, including response to unforeseen/problematic situations in the course of provision of services.
  • •e) Effectiveness of the proposed measures to minimise the environmental impact, aiming e.g. at paperless service provision, and general environmental measures as well as specific proposals of additional efforts.

• Quality of the project management proposed and the organisation of the work based on the principles of sound financial management

  • •The tenderer has to address the following elements:
  • •a) Relevance and appropriateness of the proposed methodology for project management, including the internal workflows and the working relationship with the Contracting authority.
  • •b) Measures for high performance throughout the contract period as well as the method of ensuring service continuity and simultaneous execution of several requests.
  • •c) Proposed distribution of roles within the team(s) for the provision of high-quality services.
  • •d) Effectiveness of the proposed methodology for obtaining services at the best price possible/process to guarantee sound financial management for the supplier
  • •selection.

• Case study 1

  • •a) Quality of advice on event concept: relevance of the proposed solution (choice of venue, functionality and efficiency of exhibition, matching the experience levels in a hybrid format with online and physical participation, speakers’ and participants’ management, identified/invited target audience). This criterion will also assess the quality of methods proposed for measuring the outputs of the event.
  • •b) Quality of the proposed structuring of work and quality control. This criterion will assess:
  • •• The efficiency of methods proposed to ensure coordination between all actors
  • •this includes ensuring a continuous flow of information between all partners.
  • •• The adequacy of the assignment of roles of team-members and the allocation of resources.
  • •• The quality of the risk management and of mitigation measures.
  • •• The efficiency of methods proposed for assessing quality and cost effectiveness of services provided. This includes the application of methods for eedback and recommendations.
  • •c) Quality, security and efficiency of the proposed and developed Communication tools, IT and web solutions: effectiveness of hybrid management (online, physical) of participants allowing them to seamlessly and flawlessly interact and engage during the event.
  • •d) Quality of the communication services and graphic design. This criterion will assess:
  • •• The quality of the communication services proposed and relevance for the target audience.
  • •• The efficiency of methods for obtaining relevant input from CA.
  • •The quality of visual design related to branding, visual identity and graphic design elements.
  • •e) Originality and effectiveness of the proposed solutions for high communication impact: originality will be assessed on the editorial solutions proposed, in particular it will be measured in terms of messages, their adaptation to the targeted audiences, announcement, promotion of the event, the tools for dissemination, media used (i.e. are the chosen communication channels effective and appropriate? etc)

• Case study 2

  • •a) Quality of advice on event concept: relevance of the proposed solution (choice of venue, catering ideas for different types of participants, Media mapping targeting, Media query handling and effectiveness of the communication plan/services, monitoring and reporting on pre and post event Media coverage etc).
  • •This criterion will also assess the quality of methods proposed for measuring the outputs of the event.
  • •b) Quality of the proposed Communication tools, IT and web solutions: effectiveness of hybrid management (online, physical) of participants allowing them to seamlessly and flawlessly interact and engage during the event.
  • •c) Quality of the participant management services: Effectiveness of the VIP protocol and methods of assessment and management of Media participation based
  • •on profiling.