UKRI Event Platform

1. Introduction and Background

Due to the way that the pandemic has changed 'where, when and how' colleagues collaborate within UK Research and Innovation (UKRI), Conferences and Events is an area of increasing demand and one in which UKRI has no strategic Event Platform available which meets its needs in order to host successful 'virtual' events.

As UKRI sponsors several high profile events, for example the European Science Open Forum amongst others, it is critical that these events are hosted on a GDPR / DPIA compliant platform that provides the functionality and professionalism that is expected. Therefore, enhancing UKRI's reputation whilst minimising any GDPR / DPIA related risks.

It is also worth noting that any platform must be able to adapt and support future event demand as it is expected later in 2021 that UKRI will host hybrid events combining virtual and physical event attendance.

2. Objectives

UKRI has the following key objectives for this procurement:

• to establish a cost effective and efficient purchasing agreement for the supply and delivery of cloud based Events Platform software which is GDPR / DPIA compliant and provides UKRI with the desired functionality to deliver successful Virtual Events. • to establish a supply agreement for the Events Platform as Software as a Service and as a Managed Service whereby resource is available and provided should it be required to plan, build and support an Event.

3. Requirement Scope

Draft specification can be accessed in the attachment section of this Early Engagement Notice.

It is intended that the initial term of the Agreement will be one year with the option to extend for a further year.

4. Timeline (Indicative)

The current forecast for the procurement of the Event platform is during Q1 of 2021/22 Financial Year, subject to necessary approvals.

5. Pre-market Engagement Supplier Day

We would like to invite prospective bidders to attend a pre-market engagement webinar session on Tuesday 16th March 2021 (10am - 4pm), via Zoom meeting.

Indicative Agenda (may be refined)

a) Welcome & Introductions (UKRI) b) Purpose & project overview (UKRI) c) High-level requirements (UKRI) d) Evaluation & procurement process (UKSBS) e) Q&A (All) f) Next Steps (UKRI)

If you could please register your interest in attending by emailing myself at [email protected] by no later than 12:00PM on Friday 12th March 2021 detailing your organisation's name and representatives of who will be attending on the day. When emailing if you could please reference in the subject "DDaT21100 - Event Platform Supplier Day". Upon registration you will be sent through a zoom code for attending the day and the finalised agenda.

Additional information: This Early Engagement Notice is being issued in order to undertake a market consultation exercise with regards to the requirements detailed in the description section and in the attached draft high-level specification. UKRI will be holding a supplier engagement day in order to assess the market's appetite, obtain input from the market in order to refine the specification of requirements and understand the available license and cost models as well as the market products and capabilities.

PLEASE NOTE: Expressions of Interest received after the deadline (Section 3 - Description) will not be considered and access to the event will not be possible. UKRI may consider information and responses received as part of the preliminary market consultation to help inform the UKRI specification and further decision making in relation to the planning and conduct of the proposed procurement.

For the avoidance of doubt, this notice is not a Call for Competition.