RFQ for the provision of Exhibition Space Organiser Services for The International AI Summit (14th October 2026)

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 contract involves providing Exhibition Space Organiser Services for the Innovation Spotlight at the International AI Summit scheduled for 14th October 2026. The successful contractor will manage the exhibition space's project and production aspects, collaborating closely with the Department of Enterprise, Tourism and Employment, the Royal Dublin Society (RDS), vendors, and other stakeholders.

Key activities include:

• Project Management: Overseeing end-to-end management of the exhibition space.
• Collaboration: Working under the direction of the appointed Lead Event Manager, who will handle the overall summit experience.
• Engagement: Interacting with chosen exhibitors to ensure alignment with the summit's branding and user experience.
• Design and Delivery: Ensuring the exhibition space's branding, look, and feel are consistent with the summit's strategic objectives.
• Venue Management: Coordinating logistics within Hall 1 and Hall 4 of the RDS, where the exhibition will be hosted.
• Networking Opportunities: Facilitating networking throughout the event, including hospitality services from morning until evening.
• Post-Event Services: Providing support for post-event activities, including feedback collection and reporting.

The contractor will not be the lead event organiser but must coordinate effectively with the Lead Event Manager and other parties involved in the summit.

3. Background & buyer context

This procurement aligns with the Department of Enterprise, Tourism and Employment's strategic initiatives to promote innovation and technology in Ireland. The International AI Summit aims to showcase advancements in artificial intelligence and foster collaboration among industry leaders. The procurement is timely as it supports the government's objectives to enhance Ireland's position in the global AI landscape. The event will take place at the Royal Dublin Society, a venue known for hosting significant conferences and exhibitions.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €360,000 (ex VAT) for the last three financial years.
• Insurance:
• Employer’s Liability: €12.7m limit for any one claim.
• Public Liability: €6.5m limit for any one claim.
• Product Liability: €6.5m limit for any one claim.
• Professional Indemnity: €1.3m for any one claim.
• Cyber Liability: €1m for any one claim.
• 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

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing quality and price.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, with a maximum of two pages each.
• Pricing schedule: Complete the pricing schedule as per Appendix 2.
• Case studies: Provide two relevant case studies demonstrating experience in similar projects, with values ranging from €90,000 to €180,000.
• Declarations: Include the European Single Procurement Document (eESPD), Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Quotes must be submitted via the electronic tenderbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The Services Contract will be for a duration of 6 months.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Either party may terminate with 14 days' notice.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Subcontractors must be disclosed and approved by the Contracting Authority.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €360,000 may limit participation to established firms, potentially excluding smaller businesses.
• The requirement to work under the direction of a Lead Event Manager may restrict the contractor's autonomy in managing the exhibition space.
• The absence of specified past experience requirements may lead to varied interpretations of eligibility among bidders.

10. SME fit assessment

Small and medium enterprises (SMEs) that can credibly bid for this tender should have:

• Experience in managing exhibition spaces or similar events.
• The necessary insurance coverage as specified.
• The capacity to meet the turnover requirement of €360,000.
• Consortium or subcontracting is permitted, allowing smaller firms to collaborate with larger entities.
• Indicative bid-preparation effort is estimated at 5-10 days, depending on the firm's existing capabilities and resources.
• The incumbent's strength may influence the competitive landscape, as the contract is not exclusive.

11. Where to dig deeper

• Source RFT filename: RFQ for an Exhibition Space Organiser for the International AI Summit 14 October 2026 - FINAL.docx
• eTenders CFT ID: Not specified.
• Contact email or clarification portal: Queries must be directed to the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement