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.
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 2 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 3 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 4 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 5 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 6 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 7 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-todate 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 8 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 9 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 10 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 11 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: In addition: 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 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 12 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 13 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 14 of 23
Appendix B Conference Information THETA Conference Conference owner: Underwritten by: CAUDIT CAUDIT Date: May 2017, May 2019 Participants: 500-850 Delegates: 400-600 Trade exhibition: Occurrence: 50-70 exhibitors 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 15 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 16 of 23
eresearch Australasia Conference Conference owner: Underwritten by: Date: Conference Chair The University of Queensland October/November Delegates: 400-500 Trade Exhibition: Occurrence: Location: 35-40 exhibitors Annual 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 17 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 18 of 23
QUESTnet Conference Conference Owner: Underwritten by: Date: QUDIT QUDIT July Delegates: 350-450 Trade exhibition: 50 exhibitors Occurrence: Annual 1 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 19 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 20 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 21 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:... Australian Company No. (ACN):...... State full name of company or firm or trading name as appropriate Office Address:............ Australian Business No. (ABN):... Website:......... Primary contact for enquiries and service of notices: Name:... Telephone:... E-mail:... CAUDIT Event Management Tender Page 22 of 23
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