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Provision of conference organization services – GeoHab 2024

We are currently making preparations for the 2024 GeoHab conference, which will be held over five days at the office of Assuranceforeningen Gard (marine insurance group) HQ based in Arendal Norway during the week of 6-10 May, 2024.


The GeoHab annual conference is a major, high-profile international conference event, which is held every year at different locations around the world. It provides a forum for scientists and experts working in the area of marine spatial planning with special reference to seabed habitat mapping methods and presentation of new results and outcomes. The 2024 GeoHab meeting is expected to bring together over 100 researchers and policy-makers from across the globe. The 2024 GeoHab meeting is co-hosted by Assuranceforeningen Gard, GRID-Arendal and the Geological Survey of Norway, Norway.


We require the services of a Conference Management Company to provide event management services. These services will include:


· Provision and management of a secure and user-friendly registration system for online registration of delegates from across the globe and processing of online payments;

· Abstract management from submission through to programme development available on line;

· Conference website content management (https://geohab.org/geohab-2022/)

· Identification of suitable venue for the conference ice breaker to be held the evening of Monday, 6 May, 2024;

· Identification of suitable venue for the conference dinner to be held the evening of Wednesday, 8 May, 2024;

· Identification of suitable and reasonably priced hotels and making block booking for delegates;

· Name badges;

· Provision for poster display;

· Conference bag for sponsors brochures, programme etc


The proposal must include a technical and a financial section. The technical section must include:


• The company’s experience of managing similar events, including names of past and present clients;

• Name and details of the conference management system that will be used for online registration and receiving online payments from delegates, and for abstract management;

• Proposed approach and event management plan;

• The names and experience of the personnel who are going to manage this assignment;

• Green credentials.

The financial section must show clearly the approximate total fee charged for the assignment and how it has been calculated per category according to the scope of work, including a breakdown of the expected man hours and the charge out rate for each proposed team member.

The proposal should be sent via email (attachment) to Dr Peter T Harris, GRID-Arendal, Norway (Peter.Harris@grida.no) and specify “GeoHab 2024 Management System” on or before 31 December, 2022 (CC procurements@grida.no). Any proposals or enquiries received after midnight 31 December, 2022 will not be considered.

Currency of the proposal

The proposed fee shall be in Norwegian Kroner (NOK).

Basis of proposal evaluation

The criteria and weightings that will be used during the selection process are:

• Overall capabilities and experience of the company manage this event 60%

• Price in NOK, including how it has been calculated 40%


Timing

The GeoHab 2024 committee requires the conference website, registration and abstract system to be operational by 10 February, 2024.

Duration: January 2023 – June 2024

Type: Provision of Services

Duration: 1.5 years

Starting date: 2023-01-02

Ending date: 2024-06-30

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