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Consultancy Contract for the provision of event organisation and related services for TMI

TMI is asking for proposals to manage our two annual events.

Proposals need to be returned to andywoodwardacp@gmail.com by 5pm GMT Thursday 25 February 2021 and a candidate will be announced by 05 March 2021.

An informal discussion can be arranged with TMI Events Director, Andy Woodward, and be requested at andywoodwardacp@gmail.com

Answers to specific formal questions will be shared among all candidates.

This contract outlines the event organisation and related services to be provided to TMI for the period 1 March 2021 – 31 December 2021.

This contract is for this period only and renewable for an additional 2 years.

Services to be provided:

  • Organise a 1 day ‘Hot Topic’ event, with pre Event social evening, currently called “Wine Time”, to take place in May 2021
  • 2 day Annual Convention to take place in October 2021.

These services will encompass:

  • Refine and deliver the event programme, following an initial brief and outline from the TMI Head of Events (HoE)
  • Manage and update the event budgets, following initial draft from HoE
  • Depending on the agreed format, liaising with venues, agree virtual technology or deliver hybrid solution.
  • Propose extra resources, preferably from local TMI student groups, as required, to HoE and once agreed, coordinating their activities.
  • Liaising with speakers suggested and introduced by the TMI Executive and Council, adding additional suggestions where possible to form an attractive programme and ensure their content is ready to present live, online or both.
  • Liaise with TMI Communications Director, TMI Secretary and TMI CPD coordinator to promote the events to potential delegates.
  • Liaise with TMI Communications Director and TMI Secretary for communications in respect of both events: before, during and after the events.
  • Liaise with TMI HoE to work with sponsors as necessary to ensure they are treated as important to TMI and looked after at the events and promoted per the terms of their sponsorship agreement.
  • Liaise with TMI Communications Director and TMI Secretary to help contribute to regular Twitter, LinkedIn and Facebook messages.
  • Liaising with TMI Secretary to ensure payment system set up on website, manage the accounts for both events and liaising closely with TMI’s Treasurer and bookkeeper on income and expenditure payments in respect of both events.
  • Preparing detailed accounts for discussion with and approval by the Directors of TMI.
  • Liaise with TMI Secretary over delegate feedback survey
  • Organise event registration and welcome desk with TMI Directors and local student representatives, either live, online or both.
  • Suggest efficient ways to deliver the events, ticketing, etc

Schedule of payments

A fee will be paid for the agreed scope of work for both events.

In addition, a commission of 30% will be paid on any profits over £1,500 for the Hot Topic and £3,000 for the Annual Convention, agreed between the TMI Board and the contractor to help drive additional attendance and sponsorship for each event.

A fee of £500 will be available to visit agreed venues ahead of the event, including travel and accommodation, as agreed by HoE.

These payments exclude VAT which will be added at the appropriate rate.

Contract review and potential renewal

Performance against this contract will be reviewed by the Board of TMI following the TMI Annual Convention and before the end of 2021. Subject to performance and satisfaction on both sides it is intended that a further contract may be drawn up in respect of event organisation and related services for TMI’s events in 2022.

Cancellation

In the event of cancellation of either event a time sheet will be submitted to HoE showing hours worked on each event before cancellation.  HoE will submit this to the TMI Exec for consideration.

Proposals need to be returned to andywoodwardacp@gmail.com by 5pm GMT Thursday 25 February 2021 and a candidate will be announced by 05 March 2021.

 

Consultancy Contract for the provision of event organisation and related services for TMI