Event Management Services for Showcase Ireland Trade Fair

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The tender seeks a contractor to provide comprehensive event management services for the Showcase Ireland Trade Fair, an annual event held at the Royal Dublin Society in Dublin. The contract covers the years 2026, 2027, and 2028, with potential for additional smaller scale shows or exhibitions overseas.

• Sales Management: Recommend and agree annual pricing, manage exhibitor space allocation, ensure exhibitor quality, and deliver revenue targets.
• Financial Management: Agree annual budgets, manage invoicing and credit control, and report monthly on financials.
• Logistics Coordination: Tender and manage contracts with third-party contractors, coordinate with RDS for space and logistics, and ensure health and safety compliance.
• Marketing and Promotion: Collaborate on marketing campaigns, manage visitor and exhibitor data in compliance with GDPR, and produce the annual show directory.
• Resource Provision: Supply a team including an Account Manager, Event Coordinators, Sales & Marketing Specialists, and Finance Specialist.
• Reporting: Provide monthly reports detailing activities, sales, and performance issues.

The contractor will also be responsible for liaising with exhibitors, media, and other stakeholders to ensure the smooth operation of the event.

3. Background & buyer context

The Design and Crafts Council Ireland (DCCI) is procuring these services to manage Showcase Ireland, a key international trade fair for the Irish creative industry. The event, held annually at the Royal Dublin Society, attracts over 2,500 retail buyers from 26 countries and generates significant B2B sales. The procurement aligns with DCCI's strategic goal to promote Irish design and crafts globally, in collaboration with Enterprise Ireland and Local Enterprise Offices. The incumbent service provider is Showcase Design & Crafts Fair CLG, a DCCI subsidiary.

4. Eligibility & selection criteria

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €2,000,000
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The framework will be awarded based on the most economically advantageous tender (MEAT).

6. Submission requirements

• Method statement / response document: Use the provided Tender Response Document.
• CVs: Maximum 2 pages per person for all proposed personnel.
• Pricing schedule: Fixed fees and daily rates as per template.
• Case studies: Not specified.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: Via eTenders.gov.ie only.

7. Key dates & process

8. Contract terms that matter

The framework agreement is initially for three years, extendable by two years, subject to annual review. Payment terms are not specified. Key performance indicators include adherence to budget and programme. Liquidated damages or penalties are not detailed. Termination clauses allow for contract termination if the contractor fails to deliver. Intellectual property ownership and subcontracting rules are not specified. No parent-company guarantee or bond is required.

9. Risks, red flags & unusuals

The tender specifies a high insurance requirement, which may limit participation to larger firms. The contract's reliance on annual budget approvals introduces potential funding instability. The geographic constraint to the Royal Dublin Society may favor firms with existing local operations. The absence of specified turnover or past experience requirements could lead to a wide range of bidders, potentially complicating evaluation.

10. SME fit assessment

This tender is suitable for medium to large event management firms with significant insurance coverage. Smaller firms may need to form consortia or subcontract to meet requirements. The bid preparation effort is moderate, likely requiring several days to compile the necessary documentation and pricing. The incumbent's established presence may influence the perceived probability of winning (Pwin) for new entrants.

11. Where to dig deeper

• Source RFT filename: CFT Showcase Event Management Services Tender 2024.pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Questions and Answers facility on www.etenders.gov.ie
• Important attachments: Tender Response Document, Framework Terms and Conditions, Award Criteria Schedule