Invitation to tender: ODI Summit event planning and management

Wed Mar 7, 2018

The ODI Summit (last held in 2016 at the BFI) returns in 2018. We are looking for an individual or company to provide an event planning and management service, ensuring that the 2018 Summit is the best ever and delivers an exciting and interesting array of material, and an opportunity for the ODI to connect with existing and new audiences.

The ODI Summit (last held in 2016 at the BFI) returns in 2018. We are looking for an individual or company to provide an event planning and management service, ensuring that the 2018 Summit is the best ever and delivers an exciting and interesting array of material, and an opportunity for the ODI to connect with existing and new audiences.

7 March 2018

Contact: [email protected]

Summary

Target audience

  • C-suite business leaders across multiple sectors including (but not restricted to) healthcare and biotechnology, agri-tech, sport and physical fitness, retail and banking
  • Public sector influencers, particularly those concerned with digital and data transformation in government – in the UK and overseas
  • Philanthropic funders who have an interest in openness and open data
  • SMEs and start up businesses who work with or use data
  • Members of the open data community and the open movement
  • The ODI’s network of partners, nodes and members
  • Artists and other creatives who work with data
  • Journalists

Objectives

  • The ODI Summit has a range of objectives:
    • To showcase what is new, and innovative in data
    • To progress the ODI’s mission, encapsulated in its Five Year Strategy
    • To present potential partners and customers with a sense of the ‘art of the possible’ in terms of the transformative power of data by presenting the unique projects and partnerships that have been created by the ODI
    • To present the tools and research produced by the ODI and its partners
    • To enable delegates to ‘think differently’ about data, to stimulate debate and showcase the ODI’s artworks and artists
    • To generate possible sales and partnership leads
    • To inspire non-members to join us
    • To provide a networking opportunity, and a chance to hear from the ‘brightest minds’ in the data world

Budget

Up to £30,000 +vat (NB: this is the total maximum fee for this work. The contract will be awarded on a ‘call off’ basis with invoices issued for actual days worked in each month. Therefore, bids will be evaluated on the basis of day-rates and overall value for money)

There is a separate budget which covers all additional 3rd party costs including venue hire and catering.

The successful company or individual will be expected to work in a ‘blended’ way with members of the ODI team – individuals being assigned to work on particular aspects of the project, the details of which will be agreed at the project kick-off meeting. Activities that will be covered by the ODI’s in-house team are detailed in section ‘2’ below.

Tender closes

Monday 9 April 12-noon

Tender decision by

Friday 13 April (please note you may be expected to attend a short face to face interview at the ODI on Wednesday 11th April so please ensure you are available to attend this interview at the ODI office between 9am and 5pm)

Final delivery deadline

30 November 2018 (the date of the summit is not yet confirmed)

Contact

[email protected] 07990 804805

Background

  • The Open Data Institute (ODI) opened its doors in 2012, founded by Sir Nigel Shadbolt and Sir Tim Berners Lee
  • Since then it has grown in size and impact and now has a network that includes more than 3,000 members and over 43k twitter followers worldwide
  • The ODI has developed a strong and well respected brand. From the start, the organisation has invested in telling compelling stories with data using a range of mediums including on and offline content and collateral, striking design and art-works
  • Each year from 2013 to 2016, the ODI held a summit event at such iconic venues as the BFI and the Museum of London. In 2017, the organisation took the decision not to hold a Summit but to hold a party for all its supporters and stakeholders as a celebration of five successful years
  • The 2018 Summit is an opportunity to present the ODI’s work, and that of its partners and clients, to take from the best of the previous four Summits, and inject some fresh new ideas
  • Planning and budgeting for the ODI Summit has already begun and we are now looking for an events company or manager, who can take an organising and coordinating role, working with our internal team to deliver this year’s event
  • More information about the ODI is available here

Important insight/considerations

  • The ODI Summit will take place in mid to late November at a central London location
  • We expect around 500 delegates to attend the event which is likely to run from approximately 10am until 5pm with an informal drinks reception in the evening
  • The agenda for the day is still being developed and we would like the successful company/individual to take a full part in helping to shape the event, as well as managing and coordinating all aspects of the day itself
  • It is possible that the event will involve more than one ‘track’ or programme (ie. two programmes/tracks running in parallel)
  • The event may also include some displays/exhibition stands, some opportunities for networking and a range of ‘lightning talks’ and possibly, taster training sessions
  • The event will include a range of multimedia content that may involve video and audio displays, artworks and immersive exhibits etc.
  • It is anticipated that a large number of the ODI’s network and partners will be involved in speaking, exhibiting or taking part in the ODI Summit in other ways – the process of coordinating this activity and making sure it runs smoothly will be in the hands of the successful bidder
  • In addition, there will be the usual staging, A/V, hospitality and catering arrangements to make, and liaison with internal partners and external participants and suppliers to manage
  • The budget for the ODI Summit has been set and will primarily be drawn from existing project budgets, ticket sales (less than 20%) and sponsorship. The successful bidder will NOT be required to win sponsorship but will be expected to work closely with the sponsorship manager
  • The ODI’s in-house team consists of designers, content writers and producers, publishers, digital marketers, PR and media relations specialists, membership, sales and business development executives and administrative support. The successful bidder will be expected to work closely with the in-house team but needs to be aware that all staff involved will need to forward plan the work that they are required to do for the Summit (to ensure it can be accommodated within existing workloads). The full details will be scoped with the successful bidder at the project kick off meeting.

Audience

The target audience groups are:

Primary

  • C-suite business leaders across multiple sectors including (but not restricted to) healthcare and biotechnology, agri-tech, sport and physical fitness, retail and banking
  • Public sector influencers, particularly those concerned with digital and data transformation in government – in the UK and overseas
  • Philanthropic funders who have an interest in openness and open data
  • SMEs and start up businesses who work with or use data

Secondary

  • Members of the open data community and the open movement
  • The ODI’s network of partners, nodes and members
  • Artists and other creatives who work with data
  • Journalists

Tertiary

  • General public

Timeline

The deadline for final delivery of this work is November 2018 (the final date of the ODI Summit has yet to be confirmed)

We expect the work to commence in April 2018 but it will naturally accelerate in the weeks and months immediately preceding the ODI Summit and will become very busy in the months from September onwards. Your proposal should reflect this acceleration and you should indicate how many days you propose to work on the ODI Summit in each of the months from April to November. FInal details can be agreed at the project kick off meeting.

 

Monday 19 March 5pm GMT Suppliers confirm intention to bid
Wednesday 21 March 5pm GMT Deadline for clarification questions/queries
Friday 23 March 5pm GMT Answers to clarification questions issued (all answers will be shared with all bidders unless they contain commercially sensitive information)
Monday 9 April 12-noon GMT Tender closes
Wednesday 11 April (between 9am and 5pm GMT)     Possible interviews with bidders
Friday 13 April by 5pm GMT Contract awarded
April (date tbc) Kick-off meeting
November 2018 Completion of all work

Form of response

Interested parties should email [email protected] by 5pm on Monday 19 March confirming their intention to bid. They should submit a costed proposal (in English) to the same address by Monday 9 April, 12-noon GMT.

This should include:

  • Your approach to this project – how you will go about event managing the ODI Summit 2018
  • An indicative timeline of tasks, and time (days) allocated month-by-month to achieving these tasks
  • Your project management ‘process’ or methodology
  • Three examples of when and how you have managed similar projects with details about the budget and outcomes
  • Any other supporting information about you/your company that you feel is relevant
  • The day-rate(s) you propose to apply to this project and the person or people who will undertake the activity
  • Any conditions or stipulations attached to your proposal

Decision criteria

Proposals will be assessed based on:

  • Your understanding of our requirements – 25%
  • Your quality of service and background – 25%
  • Your approach to the project and methodology – 30%
  • The competitiveness of your price – 20%

Contact

Emma Thwaites, the ODI’s Head of Publishing, Engagement and Content will be the main contact for this project: [email protected] on 07990 804805