Tender Advertisement #1419167

Purpose:

Austroads is seeking tenders from appropriately qualified and experienced professional conference organisers to coordinate and organise the delivery of a large scale event, specifically the 12th Austroads Bridge Conference to be held in Brisbane. The event is tentatively proposed to take place at the end of June 2025.

Objective:

The Austroads Bridge Conference (ABC25) is a triennial event run by Austroads, the association of Australian and New Zealand transport agencies, which represents all levels of government. The conference regularly brings together bridge practitioners, material scientists and structural engineers to discuss recent innovations and share knowledge across borders. The conference will also host the prestigious Austroads Bridge Awards which recognises the individuals and organisations that have delivered outstanding bridge structures and design across Australia and New Zealand.

The objective of this project is to deliver:

• A high quality and engaging 4 day conference, encompassing networking events, gala dinner, technical tours, and Austroads Bridge Awards.
• A seamless ABC25 website experience allowing for easy attendee and sponsor engagement.
• An ABC25 Event mobile application to help attendees engage with the conference effectively.

Scope:

The scope of the project includes:
• Project management
• Financial management and reporting
• Development and administration of budgets
• Assistance with the organisation of appropriate insurance
• Venue sourcing, including the coordination of catering and audio visual/technical requirements
• Organising appropriate accommodation options for delegates
• Providing regular KPI tracking, reporting and a post conference report
• Oversee sponsorship opportunities, associated marketing and liaise with sponsors pre and post the event with Austroads’ support
• Lead the development and implementation of an exhibitor sourcing strategy, while overseeing the coordination of exhibitors, suppliers, encompassing logistics, floor plans, booth layouts, furniture, and more
• With Austroads approval, engage and manage a suite of subcontractors to provide any additional required services
• Coordinating calls for papers/posters and the management of paper/poster submissions including a system to enable review and acceptance of abstracts, followed by review of technical papers
• Executing the marketing and communications strategy for the event
• Providing an event app that allows delegates to interact and engage seamlessly throughout the event
• Management of speakers and delegates, before, during and after the event
• Management of entertainment, MC/dinner speaker and keynote speakers
• Delivering associated events, including Austroads Task Force meetings, networking events, technical tours, conference catering and an Austroads Gala Dinner that includes the presentation of the Austroads Bridge Awards.
• Acting as the primary liaison between the client and venue staff, AV managers and other subcontractors
• Providing onsite services during the event.


Also included as part of this tender are the following documents:
• Master Services Agreement outlining our Terms and Conditions. Please note that our Terms and Conditions are not negotiable.

All submissions are to be submitted as a PDF at a maximum size of 10MB.

All submissions are to include a completed Tender Proposal Coversheet.

The naming convention for submissions is: [your Company name] – [Project No.] – [any internal reference numbers].