This Open Tender – Request for Quotation (RFQ) is seeking applications from Professional Conference Organisers (PCO) to submit a proposal for the provision of services for the evokeAG. 2025 and 2026 events, and potentially 2027.

Submissions for this RFQ close on Monday, 9 October 2023 at 5pm AEDT.

Background:

evokeAG. is the Asia Pacific regions’ premier agrifood innovation event. It creates a platform for those involved in our food, fibre and fuel industries to showcase, connect and collaborate.?It has been hosted three times – Melbourne in 2019 and 2020, Adelaide in 2023 and will be hosted in Perth in 2024.

evokeAG. brings innovators from across the region and around the world to an aligned conversation on food and farming so that we can be ready for future challenges and opportunities.

Services required:

Full service end-to-end PCO management services for evokeAG. 2025, including (but not limited to):

· Creative theming, design, development, and implementation

· Venue management

· Full catering development and management, including Festival of Food

· Budget development and management for PCO and third-party expenses

· Production and audio-visual management

· Speaker management including travel, accommodation, and logistics

· Furniture and styling

· Management of contract staff

· OH&S and risk assessments

· Exhibition management

· Venue scoping for future evokeAG. events.

Selection criteria:

· Demonstrated organisational capability and a team structure to complement and support the AgriFutures evokeAG. project team to deliver a world class event.

· Demonstrated technical skills and development of project plan to enable the execution of a world class event and meet the service requirements in this RFQ.

· Demonstrated past performance and experience in delivering world class events.

· Demonstrated creativity and ability to think outside the square to create a unique value proposition for evokeAG. 2025 and beyond.

· Demonstrated experience in delivering high quality work that is value for money.

How to make a submission:

The location and venue for evokeAG. 2025 is confidential. Tender applicants will need to sign a Non-Disclosure Agreement prior to submitting their application to receive this. Please contact Dallas Pearce, Manager, evokeAG. via dallas.pearce@agrifutures.com.au to proceed.

Respondents will be required to include the following information in their proposal:

1. Proposal outlining each area of the selection criteria.

2. Detailed creative concepts for evokeAG. 2025, including, but not limited to:

– Ideas for the overall event theme

– Activation areas inside the venue

– Floor plan and layout

3. Detailed budget including PCO management fees.

4. Schedule 2 of this document.

Timeline:

Activity: Date:

Open Tender – Request for Quote opens: Wednesday, 30 August 2023

Please notify Dallas.Pearce@agrifutures.com.au if you would like to schedule a videoconference to discuss anyquestions, prior to the meeting period opening: Before Friday, 15 September 2023

Please notify Dallas.Pearce@agrifutures.com.au if you plan to submit a proposal and would like to be sent supporting documents to aid with your proposal e.g. delegate handbook, post event report, floor plans, style guides, evokeAG. team structure etc: By Monday, 25 September 2023

Video conferences will be arranged to answer any questions: Video conferences will take place between Monday, 11 September 2023 – Friday, 22 September 2023

Open Tender – Request for Quote closes: Monday, 9 October 2023 at 5.00pm AEDT

Selection panel Round 1 of vetting: Tuesday, 10 October – Monday, 16 October 2023

Shortlisted agencies notified: Tuesday, 17 October 2023

Interviews with shortlist: Wednesday, 18 October – Friday, 27 October 2023

Any final meetings/interviews required: Monday, 30 October – Friday, 6 November 2023

Preferred PCO recommendation included in the AgriFutures Board Meeting December Papers: Friday, 1 December 2023

AgriFutures December Board Meeting – Decision: Thursday, 7 December 2023

Successful PCO advised after evokeAG. 2024: Monday, 4 March 2024

Frequently asked questions:

Any applicant questions asked of AgriFutures Australia will be taken on notice and uploaded into the FAQ document. This will be updated every 24-hours, please ensure applicants are checking this document frequently for further information.

Terms of reference:

AgriFutures Australia uses standard form contracts and agreements for projects and research procured by AgriFutures Australia. These contracts and agreements set out the terms on which AgriFutures Australia will engage successful applicants to carry out the project.

Applicants must be familiar with the contracts and agreements before submitting a response and are advised to seek legal advice beforehand.

These contracts and agreements have been developed to reflect AgriFutures Australia’s statutory and other procurement responsibilities.

If you require any amendments to the standard agreement please complete the statement of non-compliance for each of the relevant clause. AgriFutures will then assess those requests.

Applicants will be aken to have agreed to all clauses in the Research Agreement that are not referred to in a statement of non-compliance. The extent of any non-compliance will be a factor in AgriFutures Australia’s evaluation of the application.

Click here to view contracts and agreements

If you require further information regarding these contracts and agreements please, contact:

Stephanie-Kate Bratton, General Counsel, Email: stephanie-kate.bratton@agrifutures.com.au

Contact:

If you have any questions about the RFQ process or requirements in the management services, please contact:

Dallas Pearce, Manager, Projects – evokeAG., Email: dallas.pearce@agrifutures.com.au

Phone: (02) 6923-6934