Invitation to tender: Innovate UK KTN event management and delivery system

Innovate UK KTN is seeking tenders from event tech providers who support the following requirements. We have an ongoing need for organisers, speakers, exhibitors, sponsors and delegates, to experience a high-quality user-journey from registration through to post- event experience.

We produces between 400-900 events each year, both independently and on behalf of Innovate UK (who provide grant funding to Innovate UK KTN).

Our in-person events are b-2-b and take place across the UK. They typically take place for between half and a full day, attracting between 50 and 200 delegates to each. Most are free to attend.

During 2020-21 we ran approximately 900 online events, ranging from small workshops of 30 delegates for a couple of hours, to large exhibition/conference showcases with 2000 delegates lasting over several days.

We currently use Cvent as our start to finish event management system.

The objectives of using an integrated event management system are:
1. To improve and add value to the delegate, speaker, exhibitor and sponsor experience
2. To reduce manual management by our team
3. To ensure that the wider ‘technical’ team within KTN have real time knowledge of events

Requirements

We are sourcing companies who can provide a single solution, or two solutions, which satisfy the majority of the following requirements.

We are looking for the best tool to use within an active, fluid and ever-changing B2B event environment. It is more important that the tool(s) are intuitive, effective and efficient, than that they be feature-heavy.

• Can the platform integrate with Workbooks CRM API? Note – this is essential.
  Are any other integrations available?
• Event Website / Registration Page
  Is an event website or webpage provided? If so, please provide full details.
• Ticketing Setup
  Indicate the ticket types available.
• Registration Form
  Please indicate how customisable the registration process is.
• Fees & Payments
  Outline pricing options and the flexibilities offered for payments.
• Delegate Communications/Management
  Please outline all the functionality we would have for delegate communications.
• Reporting
  Please give details of the reports that can be generated.
• Additional Tools/Features
  Please outline any additional features like surveys, seating diagrams or exhibitor management.
• Does the platform provide support? Outline how.

If you would like more details about requirements, email natasha.sim@iuk.ktn-uk.org

Budget

The budget should not exceed £175,000 inclusive of VAT.

Timeline

• Deadline for expressions of interest: 1800hrs 21st January 2022
• Demonstrations and Meetings with companies: w/c 24th January 2022 – online
• Working Relationship from 1st April 2022.

How to submit a proposal

If you are interested in working with Innovate UK KTN on supply or development of this event management and delivery system, please contact Team Lead – Natasha Sim on natasha.sim@ktn-uk.org with your company name and an overview of how your solution responds to the requirements list in the Tender notice. Deadline for expressions of interest: 1800hrs 21st January 2022.