Germany - Organization of exhibitions, fairs and congresses

Description

Within the scope of its marketing and communication tasks, VBB GmbH requires a qualified, experienced and professional full-service agency with agency focal points in accordance with the services listed under point 3 "Description of services" for the consulting, conception, production and implementation, monitoring and follow-up of events, functions (internal and external), trade fairs and promotion in Berlin and in the state of Brandenburg.
a) Professional consulting and support in the planning, conception, implementation, production, monitoring and follow-up of events, functions, trade fairs and promotion, taking into account the regional as well as political framework conditions in the context of 2 federal states, 14 counties, four independent cities as well as around 40 transport companies. The VBB appears at different events. Staff employed must be able to respond to different target groups and address them accordingly. Existing experience in the public transport sector is also desirable. The way of addressing customers and the required outfit vary and are defined in advance for each individual assignment. The range of possible services includes, but is not limited to, proposal, selection, hiring and/or provision of: Personnel, location, decoration, catering, logistics, moderator, artists, event technology and event modules as well as the set-up and dismantling of the VBB presence on site.b) The agency has to guarantee that the personnel (hostesses, promoters and further personnel) participates obligatorily in the trainings on the VBB tariff and passenger information carried out by the VBB GmbH (at least twice a year, in any case before the first assignment after the award of the contract to the respective bidder) and reliably applies the imparted special knowledge and skills within the scope of the event management at specific events (events with information character, e.g. day for the passengers), which have been coordinated accordingly in terms of content and process organization in advance. The trainings take place in the VBB building or in the agency. The trained personnel must be able to work repeatedly for the VBB GmbH during the whole event year. In one event year about 40 events including trained personnel can be realized (beyond that there are further events with personnel employment without specific tariff previous knowledge (catering, accreditation etc.)).The performance of the personnel is to be provided in German language.c) Provision of the catering and the appropriate equipment for events, meetings, fairs and promotion incl. provision of suitable personnel with the coordination, decoration, presentation and distribution of the catering. The range of possible services extends from sandwiches, cold appetizers and salads, finger food, soups, hot dishes, desserts to large buffets including cold and hot drinks, tableware, equipment, decoration and / or provision of personnel only.d) Agency's own editing and design (typesetting, layout, graphics) as well as printing commissioning and printing support of print media such as, among others, flyers, posters and advertisements as well as advertising banners in prior coordination with VBB GmbH as part of the event management. For example, the editing and printing of event flyers, posters, programs or signposts in individual cases.e) Consulting, conception and production of presentation and event modules (such as, among other things, exhibition walls and stands, traverses), promotional items, company give-aways as well as promotional outfits.f) Provision of a basic storage area for materials and equipment (among other things, information products, equipment modules, tents) of at least 300 sqm. Furthermore, it must be possible to provide VBB GmbH with more storage space up to a maximum of 1,000 sqm within 3 months upon request. The agency has to prove in a concept if and how the criteria of a flexible and optimal storage and logistics can be guaranteed. This concept must also answer the question of how the short notice and responsiveness within 3 hours for appointments at the VBB GmbH as well as the delivery of equipment modules for events can be guaranteed. A comprehensibly presented shortening of the short notice and response time will be positively considered in the evaluation. The agency has to provide VBB GmbH once a year with an inventory list of the current stock of VBB GmbH.g) The task of the agency is also the commissioning of third parties with services usual in the event sector, which have to be used for the provision of services to VBB GmbH, but which are not part of the own service portfolio of the agency. This includes, among other things, services related to moderation, photography, event equipment for special occasions (children's parties, court celebration of the governing mayor, etc.) and the rental of products customary for this purpose (e.g. bouncy castle, photo mirror, etc.). For its efforts, the agency receives a handling fee as remuneration in accordance with the list of services (LV). There will be no additional remuneration for these services beyond the handling fee. Which services are required in this respect depends on which types of events are to be realized, to what extent, with what specific equipment and what requirements are to be met during the performance period. This cannot be fully predicted at present, but will be discussed in detail in advance for each individual order.

Opportunity closing date

14 November 2023

Value of contract

£1m-5m