Requirement for an Event Management System - Health Education England - NHS/SoEPS/16.303

The recently integrated London & South East Healthcare Education Team (LaSE HET) manages the training of about 15,000 junior doctors. This includes arranging training events and assessment panels for junior doctors. These events and panels involve booking venues, speakers, panel members, inviting delegates and interviewees, tracking attendance, and reporting outcomes. These events range from conferences, involving hundreds of delegates, to small specialist assessment panels involving a few panel members and trainees. LaSE HET is seeking a system to support the management of these events. At present these events are held within our premises, and off-site. Going forward, LaSE HET will be exploring the viability of virtual events, conducted through electronic conferencing and hybrid events with both physical and virtual components.The LaSE HET manage a number of different types of conferences and assessments throughout the year, to support Medical Education and Dental training. This Event Management system will manage the organisation of events and coordinate the attendance of panel members and junior doctors. The objectives of the Event Management System are to: • Improve processes for junior doctors, panel members, and speakers, reducing the time and effort spent by clinicians on administration. • Establish standard operating procedures for planning and managing events and assessment panels. • Automate internal data flows, removing the need for duplicate data entry of information about events and attendees • Plan events across the whole of LaSE HET rather than piecemeal, improving the use of resources. • Reduce resource, time and effort involved in managing events  Types of Events There are two main types of events: Assessments • Annual Review of Competence Progression (ARCP) Panels and Interim ARCP Reviews • Attended by panel members who arrive at start of event and leave at end of event • Attended by delegates being assessed who arrive for a scheduled time slot and leave after their assessment has ended (appointment style) • One panel equates to one set of timeslots and one trainee in each slot. Possible to run assessments with five panels on ten consecutive working days as one event • Delegates are invited and will self-book their own assessment slot • Information and documents sent to panel members and delegates with invitations in advance • Timetables, registers and name badges produced Conferences • Training events or stakeholder meetings • Attended by a defined cohort of delegates who arrive at start of event and leave at end of event • Can be attended by facilitators or speakers but not always • Delegates are invited and confirm their attendance • Information and documents sent to panel and delegates with invitations in advance • Timetables, registers, name badges

Additional information: Bidders are invited to access the procurement documentation at https://in-tendhost.co.uk/soepscommissioning. The deadline for submission of completed ITT submissions is Friday 20 January 2017 at 12:00pm (midday). Project title: Requirement for an Event Management System - Health Education England, please access the RFQ for all documents. Should Bidders have any e-portal queries, or are having problems using the e-portal, they should contact the In-tend dedicated Supplier Helpdesk by calling 0845 557 8079 Monday to Friday (9am to 6pm) or email [email protected]. During the tender exercise the Contracting Authority requests that all communications are channelled through the appointed procurement specialist on behalf of NHS South of England Procurement Services and not with the Contracting Authority itself. All communications should be made via the messaging function on the In-tend E-Tendering portal. No Bidder, Bidder Member, or any of such Bidder's advisors, consultants or subcontractors may have ex parte communications with the Contracting Authority or any of their employees, advisors, contractors or consultants regarding the ITT, the Procurement, other than as expressly permitted in this ITT.