UKREiiF 2025 Stand Design & Build Services

Description of Requirement

The purpose of this procurement process is to appoint a sole supplier who can provide stand design and build services (including AV) prior to and during the West Midlands' attendance at UKREiiF 2025.

Stand design, build & AV

The areas of work and responsibility for the appointed agency will comprise of pre, during and post event elements as outlined below.

The project is seeking to appoint an organisation who can provide stand design and build services prior to, during and post the West Midlands' attendance at UKREiiF 2025 and to provide all AV and equipment for the event.

Stand design & build for 200sqm pavilion - This should include the following spaces and functions:

a) Reception desk

b) Meeting area (both open and private spaces)

c) Events theatre area (stage sufficiently sized for lectern and up to 6 chairs for panel sessions)

d) Networking area

e) Caf?/Bar

f) TBC if required in 2025 - dedicated exhibition space for three of our local authority partners (Birmingham, Coventry and Wolverhampton) who all need to have their own logos/branding incorporated

Please note: We will be procuring separately a supplier to provide the physical marquee structure. This procurement is currently underway, but the successful company appointed here will need to work with the marquee supplier in planning and delivering this event.

The stand design should allow for a business lounge feel whilst offering flexibility of use.

The areas of work and responsibility for the appointed agency will comprise of pre, during and post event elements as outlined below:

1. Project Management: To construct and manufacture the physical space within the West Midlands Pavilion, reporting directly on site both pre and during the event.

2. Design & Construction Materials: Working to WMGC's brief to produce pavilion design and artwork to create a high finish internal fit-out working to strict brand guidelines both pre and during the event.

3. Audio Visual: To provide, install and manage-onsite all technical requirements both pre and during the event.

4. Health & Safety: To produce all safety documentation as required by Built Environment Networking (BEN), the show organisers, in relation to the build, any fixtures and fittings, and use of the structure pre, during and post the event.

5. Snagging: Ability to resolve any issues that might arise on site; either pre-event or during relating to the build and finish both pre and during the event.

6. Transport, Workshop Facilities & Logistics: Transport of items required for the pavilion build to Royal Armouries Museum, Leeds, UK pre, during and post the event.

7. Breakdown & stand disposal: Dismantling and disposal of the stand post the event.

Outputs:

1. Project Management:

o To advise on, manufacture and construct the physical space within the West Midlands Pavilion, working in conjunction with WMGC ...