Meitheal 2027 Event Management Services

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

Fáilte Ireland seeks an experienced Event Management company to plan, coordinate, and deliver Meitheal 2027. Meitheal is Fáilte Ireland's primary international tourism trade event, serving as a commercial platform for the Irish tourism industry. The event connects Irish tourism businesses with international buyers and tour operators for business appointments, networking, and destination development.

Meitheal 2027 is scheduled for 6th and 7th April 2027 at the Gleneagle Arena, Killarney, with build, set-up, and testing access from 4th April 2027. The event anticipates approximately 900 attendees, including Irish industry representatives, overseas buyers, stakeholders, and delivery partners. Associated accommodation requirements are estimated at 900 buyer bed nights over three nights. The event includes a two-day workshop, evening events, buyer logistics, catering, transport, local accommodation management, branding, AV, and sustainability initiatives.

The successful supplier will operate under Fáilte Ireland's direction to provide end-to-end event management. Key responsibilities include:

• Overall Event Management: Production planning, project coordination, and supplier management for Meitheal 2027.
• Venue & Design: Creative design, spatial planning, branding, and build/breakdown for the workshop venue.
• Associated Events: Proposal, sourcing, and management of venues for the Buyer Welcome Night and Buyer Farewell Dinner, including design, catering, and entertainment.
• Accommodation: Sourcing and managing accommodation for approximately 900 buyer bed nights near Killarney, including rooming lists, hotel liaison, and issue resolution.
• Catering: Planning and management of catering for the workshop and all associated evening events.
• Transport: Planning and delivery of transport, including buyer transfers from arrival airports, movement between hotels and venues, and transport for evening events.
• Signage & Branding: Development of signage, wayfinding, and branding solutions, prioritising minimal print and maximum digital/reusable options.
• AV & Technical Production: On-site operational support, AV, and technical production for the workshop and associated events.
• Risk & Safety: Risk management, contingency planning, health and safety coordination, and event-day operational control.
• Additional Services: Any other event management services required for the successful delivery of Meitheal 2027.

The supplier must support the continued delivery of responsible event practices, including waste reduction, sustainable catering, reduced print, efficient transport planning, and responsible sourcing, as Meitheal has previously been verified as a Responsible Event by EarthCheck.

3. Background & buyer context

Fáilte Ireland is the National Tourism Development Authority of Ireland. Its mandate is to support the tourism industry, sustain Ireland as a high-quality and competitive tourism destination, and provide practical business supports to tourism enterprises. Fáilte Ireland collaborates with other state agencies and representative bodies to implement strategies benefiting Irish tourism and the economy. The authority also promotes Ireland as a holiday destination through domestic marketing campaigns and operates nationwide tourist information centres.

Fáilte Ireland is committed to sustainable procurement, seeking value for money and benefits to society while minimising environmental impact. This includes incorporating green criteria into procurement processes in line with government climate policy and delivering wider social aims such as diversity, inclusion, and good governance.

The procurement of event management services for Meitheal 2027 is driven by the strategic importance of this flagship international tourism trade event. Meitheal serves as a critical commercial platform for the Irish tourism industry, facilitating high-value business-to-business appointments and networking. The current procurement is for the 2027 iteration of this event.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for evaluation:

• Turnover requirement: Average annual turnover during any of the previous 3 financial years was at least €1,800,000.
• Insurance:
• Employer's Liability Insurance: €13,000,000 indemnity limit.
• Public Liability Insurance: €6,500,000 indemnity limit.
• Professional Indemnity Insurance: €1,300,000 indemnity limit.
• Cyber Liability Insurance: €1,000,000 indemnity limit (for each and every claim).
• Certifications: Not specified for this tender.
• Past experience: A minimum of two options for entertainment must be proposed for final selection. The minimum requirement is a multi-day event, involving at least 5 of the elements outlined in the previous experience table (specific table not provided in extract).
• Personnel: Not specified for this tender.
• Geographic / facility constraints: The event is to take place at the Gleneagle Arena, Killarney, Ireland.

Additionally, tenderers must hold an up-to-date Tax Clearance Certificate.

5. Award criteria & scoring

The contract will be awarded to the most economically advantageous tenderer based on a combination of quality and price. The evaluation process will follow a single-stage procedure with the possibility of negotiation.

Criterion Weight (%) Sub-criteria