Germany - Event management

Description

Project-related event management services are required for KfW Group events (with the exception of DEG) at the KfW locations in Frankfurt am Main, Bonn and Berlin.

The services are tendered in two separate geographical lots, namely:
? lot 1: KfW locations Frankfurt a.M./Bonn and their immediate surroundings.
? lot 2: KfW location Berlin and its immediate surroundings.
KfW intends to conclude a contract with an event management agency for each lot.

The KfW Group organizes various types of events in different formats. Currently these are in particular
a) Specialist conferences
b) Evening events (including award ceremonies)
c) Receptions, dinners, symposia and similar events with international participants, primarily from politics, governments, ministries, embassies and business.
d) Events for employees (summer parties; Christmas parties)
e) Press conferences
f) Trade fair appearances
New types and formats of events can be added at any time or existing ones can be dropped.

The Contractor (hereinafter referred to as "Contractor") shall provide conceptual and operational services for these events. Its activities essentially range from

a) From purely strategic consulting and the creation of creative concepts or event stagings,
b) ?from partial support at events through the provision of individual or several narrowly defined partial services, such as
ba) Research, preparation of offers, purchasing / booking and invoicing of external services, in particular: Locations, hotels and restaurants, individual F&B items or entire caterings, event & catering staff, moderators & speakers.
bb) Support with participant management or project management by the Contractor's agency staff on site at KfW.
bc) To a lesser extent: construction, revision, assembly/dismantling, operation and storage of exhibition stands (Lot 1 only) and event equipment of KfW in a warehouse of the Contractor that is close to the KfW location in Frankfurt a.M./Bonn (Lot 1) or Berlin (Lot 2).
c) ?up to an all-encompassing, holistic conception, planning, organization, implementation and follow-up of events, series of events, trade fair appearances, etc.?
The above list a) to c) is not exhaustive.

In the case of the narrowly defined partial services listed under ba) and bb), KfW may occasionally specify to the Contractor the third party to be commissioned (subcontractor). In this case, the Contractor's tasks are generally limited to the following:
- Handling the third party selected by KfW,
- Advising the specialist department (maximum 2 hours),
- Preparation of a cost estimate in its own name,
- processing invoices with the third party, and
- invoicing KfW.

The Contractor shall be informed in advance of the date of an event which services KfW requires in detail. As the KfW project managers are not all event professionals, the Contractor shall advise the KfW project managers in detail and inquire about their requirements for the success of the event. The Contractor shall record the results of this joint clarification in a detailed written briefing, have it approved by the KfW project management and prepare a cost estimate on this basis.

Requirements for the method of service provision:
- Strategic-analytical and equally creative approach with holistic consulting, conception and implementation of experiential communication for all touch-points of people and brand.
- Focus on aesthetics, architecture and design as well as corresponding implementation while taking sustainability aspects into account.
- Compliance with the availability and response times specified in the service description.

Opportunity closing date

21 October 2024

Value of contract

to be confirmed