The subject matter of the contract is the organisational preparation, implementation and follow-up of the NRW Innovation Congresses in 2024, 2025 and 2026. The subject matter of the assignment for each innovation congress also includes the development of an event dramaturgy that fits the respective content concept, which combines various exchange formats - such as e.g. Keynote lectures, panel or panel discussions, workshops or exhibitions.

Work Package 1 - Basics of Event Planning:

-Regular coordination by telephone, e-mail and video conference with the client

-Participation in a kick-off meeting lasting a maximum of two hours at the client's premises

-For each year of the event, participation in a coordination meeting at the client's premises

-Development of a work breakdown structure, which includes the individual work packages for the preparation, definition of the

program sequence, for the implementation and follow-up of the event concretely defined

Work package 2 - Conceptual preparation of the events:

-Development of an innovative event dramaturgy that fits the respective content concept

-Pre-selection and booking of a suitable and appropriate venue for the event concept

-Development of a spatial concept tailored to the occasion. In addition to the main event rooms, the entrance with

accreditation desks and cloakroom, catering facilities and, if applicable, exhibition facilities

-Development of a technical concept for the selected venue

-Development of an event-specific catering concept

-Development of a concept to bridge the individual event points

-Selection of moderators, panelists, speakers and guest speakers that match the event concept

Work package 3 - Design activities:

-Development of a digital invitation, a save-the-date, a reminder and a thank you email

-Design and layout of print positions such as signage, roll-ups, posters, etc.

-Design of still images and PowerPoint presentations (or similar formats) for the stage screen

-Design and setup of a website

-Purchase of photos or moving image material: The contractor is responsible for the research and procurement of topic-related

Photos and moving images for print positions (such as signage, roll-ups, posters, etc.), for inserts and for the

Website responsible

Work package 4 - Outsourcing of external services and communication with external service providers:

The following external services are to be awarded (If the contractor performs individual tasks of this work package himself:

can and want to take over, the client must receive a corresponding offer at the respective time.

to be sent):

-Room equipment, conversion measures, rental furniture: The contractor is responsible for the procurement of an appropriate

Room equipment in accordance with the agreed concept in work package 2 as well as for any necessary conversion measures and

Responsible for rental furniture

-Event technology: The contractor is responsible for procuring the necessary, appropriate event, lighting and

and sound engineering

-Event and equipment elements: The contractor takes care of the other equipment elements, such as:

Decorations of the tables, the stage, etc.

-Catering: The contractor procures the catering for the events

-Moderation, panelists, speakers, guest speakers: The contractor makes the contractual arrangements with them and

the content-related, organizational and technical agreements

-Bridging of program items: The contractor is responsible for the procurement of all according to work package 2

planned services to bridge the individual program items

-Staff: The contractor is responsible for hiring an appropriate number of hostesses/hosts for catering who

registration and the procedure as well as their instruction. This also includes the cloakroom service, the

Parking lot management, staff for the sanitary facilities and, if necessary, the security staff

-Print items: The contractor is responsible for the production of all work packages coordinated and designed in accordance with work package 3

Print positions responsible

-Still images and PowerPoint presentations (or similar formats): The contractor is responsible for the production of

Work package 3 designed and coordinated still images and PowerPoint presentations for the stage screen

responsible

-Photographer: A photographer is involved in the creation of atmospheric photos, photographic event accompaniment and the

Hire an image revision

-Technical documentation: The contractor is responsible for the commissioning and briefing of a service provider on site for the

Sound or sound Video recording of the event

-Transport of event materials: The contractor ensures the delivery and return of all event materials

Work package 5 - Invitation and distribution management:

-Sending digital invitation, save-the-date, reminder and thank you e-mail

-Takeover of the invitation management, including login management, registration as well as dispatch of a registration and

Certificate

-Creation of a participant directory

-Taking over the distribution management

Work package 6 - Implementation and follow-up of the event:

-On-site presence: The contractor supervises the event with at least one

responsible persons as well as a technical manager on site. She/he ensures a smooth organizational process of the

Event safe

-The contractor is also responsible for the technical side of the implementation of the event. He takes care of

appropriate capacities that enable the realization of the different formats within the event

-Supervision of the participants on site

-The contractor as event manager is the contact person for the client and for all external service providers

-Set-up and dismantling coordination

-Media accompaniment of the event

-Participation in a debriefing of the event at the client's place of employment

-Sending an email to all participants with reference to the date of the Innovation Congress in the following year

-Settlement of all external services, fees and travel expenses according to work package 4