Event

Management

Request for Tender

Lodgement of Responses

Responses shall be accepted in soft-copy only.

Proposals must be e-mailed to the following address; if necessary multiple e-mails may be used

(subject to technical requirements and the size of submitted documents):

tenders@caudit.edu.au

Closing date is 4:00pm AEDT on Friday, 25 September 2015.

A copy of the proposal, in PDF format with a maximum of twenty (20) pages plus appendices

and supporting information must be e-mailed to the above address.

Appendices and supporting information need not be in PDF format.

Further assistance with regards to this document may be obtained from:

Steve Johnston

Manager, Strategic Procurement

steve.johnston@caudit.edu.au

+61 419 909 677

Please note that this contact information is provided for assistance only and

should not be used to lodge proposals.

CAUDIT | Event Management Tender Page 2 of 23

Table of Contents

Section 1 – Invitation and Information .............................................................................. 3

1.1. Purpose of tender ........................................................................................................... 3

1.2. Selection Process ............................................................................................................ 3

1.3. Lodgement of Tender...................................................................................................... 3

1.4. Enquiries ........................................................................................................................ 3

1.5. PCO Selection Panel ........................................................................................................ 3

1.6. Conference Organisations ............................................................................................... 4

Section 2 – Tender Compliance Items ................................................................................ 5

2.1. Criteria for selection of the PCO ...................................................................................... 5

2.2. Management Fees .......................................................................................................... 5

2.3. Referees ......................................................................................................................... 6

Section 3 – Services to be provided by PCO ....................................................................... 7

3.1. Conference Management ................................................................................................ 7

3.2. Financial Management ................................................................................................... 7

3.3. Venues ........................................................................................................................... 7

3.4. Sponsorship.................................................................................................................... 8

3.5. Delegates ....................................................................................................................... 8

3.6. Speakers ........................................................................................................................ 9

3.7. Technology Coordination .............................................................................................. 10

3.8. Social Events ................................................................................................................ 10

3.9. Communications and Marketing ................................................................................... 10

3.10. Exhibition.................................................................................................................. 11

3.11. Conference Collateral ................................................................................................ 11

3.12. Tours and Tourist Information ................................................................................... 11

3.13. Onsite Services .......................................................................................................... 11

3.14. Post Conference ........................................................................................................ 12

Appendix A – Host Associations ...................................................................................... 13

Appendix B – Conference Information ............................................................................ 15

Appendix C – Compliance Table ...................................................................................... 21

Appendix D – Submission Form ....................................................................................... 22

CAUDIT | Event Management Tender Page 3 of 23

Section 1 – Invitation and Information

1.1. Purpose of tender

Proposals are invited from Professional Conference Organisers (PCOs) to organise conferences, including

trade exhibitions, for the THETA, eResearch Australasia and QUESTnet national conferences during the

period of the agreement.

The conference host associations are seeking a PCO with whom they can develop a long term, mutually

beneficial partnership. The contract may be extended if a successful relationship is developed. The

opportunity also exists to organise additional workshops, meetings, institutes, study tours and other events

offered by the host associations.

1.2. Selection Process

The selection process will be in two stages:

Review of proposals and shortlisting of applicants

Interviews of shortlisted applicants

The PCO Selection Panel will assess all tender submissions (including contact referees) and shortlist

applicants for an interview.

All shortlisted PCO’s will be required to attend a formal interview via video conference or in person.

1.3. Lodgement of Tender

The proposal should be locked by e-mail no later than 4:00pm AEDT on Monday, 25 September 2015 to

tenders@caudit.edu.au. The following should be provided:

A copy of the proposal, in PDF format with a maximum of twenty (20) pages plus appendices

A completed spreadsheet addressing the Compliance Table

A completed submission form

Any supporting information that may assist the selection panel

Confirmation of receipt of the proposal will be sent by return mail.

Responses to the tender must provide full details addressing the selection criteria in section 2 and must

indicate your company’s capability to provide the services listed in Section 3 by in by indicating yes or no. If a

response of “no” is given to a mandatory requirement in Section 3, you must provide additional information

explaining why you are not able to provide this service. More detailed information pertaining to Section 3 will

be sough from short listed tenderers prior to interviews.

The completed Compliance Table will form the basis of the contracts between the Conference Organisers and

the chosen PCO.

1.4. Enquiries

PCOs are welcome to discuss requirements, the submission process, or other issues with the CAUDIT

Director, Strategic Procurement, Steve Johnston on +61 419 909 677 or steve.johnston@caudit.edu.au.

Please do not use this e-mail address to submit proposals.

1.5. PCO Selection Panel

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Name Organisation Position E-mail Telephone

Anne Kealley CAUDIT CEO anne.kealley@caudit.edu.au +61 2 6222 3521

Steve

Johnston

CAUDIT Director,

Strategic

Procurement

steve.johnston@caudit.edu.au +61 419 909 677

Representative AusCERT

Representative QUDIT

Representative Auckland

Representative ascilite

1.6. Conference Organisations

1.6.1. Each of the conferences included in this tender is a separate event, with its own conference

owner (the host association, organising committee or conference chair)

1.6.2. Each conference has its own governance and committee structure and underwriting

association

1.6.3. The PCO will ensure that each conference’s funds are held in an account in the PCOs name

(conference account) and which the PCO solely controls, with an authorised deposit-taking

institution authorised under the Banking Act 1959 (Cth) to carry on banking business in

Australia

1.6.4. Strict monitoring of the conference budget and financial operations will be a key area of

liaison between the PCO and the conference owner. The conference account may be

audited by the conference owner or by a third party selected by the conference owner.

1.6.5. The PCO shall be transparent with the conference owner regarding the conference’s

finances and any commissions or incentives received via and by third parties

1.6.6. Strong links will be maintained between the PCO, the conference owner and the

conference committee (as designated by the conference owner) at all times

1.6.7. Any per-existing and new intellectual property related to each conference remains with

the conference owner

1.6.8. The PCO will attend conference committee meetings as agreed with the conference owner

1.6.9. Each conference may have its own special requirements. The PCO shall endeavour to

meet these

1.6.10. Each conference has an existing website and a submission and review system. Access will

be provided to the PCO.

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Section 2 – Tender Compliance Items

The respondent should provide details for each item within the Compliance Table in the Appendix X via the

Compliance spreadsheet (attached). Please also feel free to provide any supporting documentation that

would be useful for the selection panel.

2.1. Criteria for selection of the PCO

2.1.1. Evidence of previous successful conference experience

2.1.2. Evidence of ability to manage conferences in any city in Australia or New Zealand

2.1.3. Evidence of ability to maintain excellent long-term relationships with clients

2.1.4. Evidence of ability to provide excellent customer service to clients, delegates, speakers

and sponsors

2.1.5. Evidence of ability to raise sponsor and exhibitor revenue

2.1.6. Experience with conferences related to information technology in higher education and

research (favourably considered)

2.1.7. Experience with mixed-mode conferences, where some delegates attend in person and

some attend online (favourably considered)

2.1.8. Evidence of the effectiveness of organisational systems, e.g. staff experience, technology

capability and ICT resources

2.1.9. Estimated fees for the consultancy for each conference

2.1.10. Breakdown of fee structure (a simple fee structure such as one based upon an all-inclusive

per-delegate management fee, with target-based commission on sponsorship revenue

would be favourably considered)

2.1.11. Details of staff and resource commitment to manage these conferences during the

agreement term, taking into consideration the possibility of extending the contract

2.1.12. Evidence of competence in forecasting, budgeting, cost control, financial management

and the provision of financial reports

2.1.13. Ability to manage additional conferences and events for the host associations on an ‘as

needs basis

2.1.14. Details of your company’s current intellectual property (IP) policy with regards to designs,

developments, concepts, statistics, conference data, contact information, sponsor

information, publications and conference reports

2.1.15. Details of your company’s policy with regard to transparency and openness of conference

finances, including the conference account and any fees, commissions and incentives

received by the PCO

2.2. Management Fees

Proposals are required to breakdown the PCOs management fees into the following. If a fee type is

not applicable, please indicate this. Proposals with a simple fee structure will be favourably

considered.

2.2.1. Conference Management Fee

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2.2.2. Sponsorship Management Fee

2.2.3. Expense Recovery

2.2.4. Schedule for payment of fees

2.2.5. Termination/Cancellation Policy

2.2.6. Onsite fees

2.2.7. All other fees and commissions

2.3. Referees

2.3.1. Proposals should include at least three client referees who can be consulted for comments

and feedback

2.3.2. Referrals and testimonials from other clients and suppliers (including venues) should also

be included

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Section 3 – Services to be provided by PCO

PCO’s are required to indicate in the Compliance Table whether or not their company is able to provide

services as part of this contract. The table is listed in Appendix C and provided as a spreadsheet. If you

respond ‘no’ to a mandatory requirement, you must provide information regarding why your organisation is

not able to provide the service. More detailed information pertaining to Section 3 will be sought from

shortlisted tenderers prior to interviews.

3.1. Conference Management

3.1.1. In consultation with the conference owner, prepare a planning schedule for the

conference, with action items and deadlines for all parties involved

3.1.2. Update and present this plan to the conference owner monthly or as agreed with the

conference owner

3.1.3. Meet via video or telephone with the conference owner fortnightly during the period of 6-

12 months from the conference and then weekly during the period within 6 months of the

conference, or as agreed with the conference owner. If located in the same city, meetings

may be face-to-face

3.1.4. Provide conference insurance

3.2. Financial Management

3.2.1. Prepare an itemised conference budget in Excel format, including how figures are

calculated, for approval by the conference owner and provide regular updates on expenses

and income tracked against this budget

3.2.2. Manage each conference within budget or to a surplus target agreed with the conference

owner

3.2.3. Obtain quotes for budgeted items and negotiate purchases as agreed with the conference

owner

3.2.4. Remit payment for conference outgoings on behalf of the conference

3.2.5. Invoice delegates and sponsors and receive conference income, banking all monies

received without deduction into the conference account

3.2.6. Provide a complete and accurate list in Excel format of all outgoings and incomings to the

conference owner upon request

3.2.7. Provide all bookkeeping and accounting services to the conference

3.2.8. If requested, cooperate and assist with an audit of the conference account by the

conference owner or by a third party selected by the conference owner

3.2.9. Follow up all outstanding debts within three months after the conference

3.2.10. Provide a final reconciliation of income and expenditure and transfer any surplus to the

conference owner’s nominated account within three months after the conference

3.2.11. Manage issues related to international currencies and taxation requirements

3.3. Venues

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3.3.1. Investigate potential conference venues based on conference requirements including

preferred dates, expected numbers, size of exhibition space, number of stream, budget,

catering, accommodation options, etc.

3.3.2. Provide advice to the conference owner on the selection of conference venues, including a

cost breakdown in Excel format of the venues for the conference, delegate

accommodation and social events.

3.3.3. Negotiate best rates for accommodation, manage block bookings and cater for special

requirements

3.3.4. Once venues are selected, contact with the venues and act as the primary point of contact

with them

3.4. Sponsorship

3.4.1. Work with the conference owner to develop a list of prospective sponsors and exhibitors

3.4.2. Work with the conference owner to develop and execute a sponsorship strategy for the

conference, including sponsorship levels

3.4.3. Provide regular estimates and updates on anticipated sponsorship in Excel format to the

conference owner

3.4.4. Prepare the sponsorship prospectus in consultation with the conference owner

3.4.5. Contact prospective sponsors to achieve sponsorship of the conference

3.4.6. Contract with sponsors on behalf of the conference

3.4.7. Manage sponsor requirements, in accordance with the sponsorship prospectus and in

consultation with the conference owner, for exhibition space, speaking opportunities,

collateral, sponsored events, sponsored services and delegates

3.4.8. Canvas feedback about the conference and exhibition from sponsors, compile results and

provide these to the conference owner.

3.4.9. Ensure all conference communications, including the conference website, contain up-to-

date sponsor information with consistent formatting of sponsorship details (for example in

alphabetical order grouped by sponsorship level)

3.4.10. Collect high resolution sponsor logos for print materials and web-ready versions for upload

to the conference website. Provide to the conference owner as required

3.4.11. Provide sponsor contact details in Excel format to the conference owner upon request

3.4.12. Collect full contact details for contact persons for any government sponsors, including

press contact, and provide to conference owner. Immediately notify the conference owner

of any prospective government sponsor, and provide an electronic copy of any

government sponsorship agreement to the conference owner

3.4.13. Provide any required post conference reports to government sponsors by the date

specified, after prior approval of the draft by the conference owner. Provide an electronic

copy of the report to the conference owner by the report due date as specified in the

sponsorship agreement

3.5. Delegates

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3.5.1. Provide a secure online conference registration and payment facility and mange delegate

registrations and payments

3.5.2. Provide an online facility for delegates to make their accommodation bookings with the

conference hotel(s), or alternatively make these bookings on their behalf according to

their preferences on the registration form

3.5.3. Respond to delegate queries before, during, and after the event in a timely manner,

providing feedback as necessary to the conference owner

3.5.4. Provide friendly, effective and efficient service to delegates, recognising that this is crucial

to the bend of each conference

3.5.5. Provide regular status updates about delegate registration types and numbers in Excel

format to the conference owner

3.5.6. In consultation with the conference owner, design and coordinate the distribution and

collection of delegate evaluation survey for sessions and conference, if required

3.5.7. Ensure delegates are aware of any special conference policies, for example that

photographs may be taken during the even and uploaded to the Internet

3.6. Speakers

3.6.1. Once speakers are selected by the conference committee, make contact with speakers,

provide registration information, collect additional contact details, collect their

biographies and collect the titles and abstracts for their talks. Provide these details to the

conference owner if requested

3.6.2. For speakers such as keynotes for whom the conference provides travel assistance, provide

a travel bursary or organise the speaker’s travel arrangements, as agreed with the

conference owner

3.6.3. Collect information on speaker requirements, including audio visual requirements and

ensure these are in place for the event

3.6.4. Follow up speakers to ensure they are registered for the conference by the deadline agreed

with the conference owner. Advice the conference owner as soon as possible if a speaker

withdraws from the conference

3.6.5. Purchase and prepare speaker gifts if required, in consultation with the conference owner

3.6.6. Coordinate the collection of speaker presentations and ensure these are uploaded to the

AV system prior to the speaker’s scheduled talk

3.6.7. Manage speaker consent for publishing their presentation slides and a video recording of

their presentation

3.6.8. Collect presentation slides and video recordings of sessions (subject to speaker consent).

Assist in publishing these on the conference website

3.6.9. Ensure rooms are setup correctly for each session, including tools to assist chairs with

timing, and any speaker AV requirements

3.6.10. Work with sponsors to identify speakers, topics and the schedule for the sponsor stream if

required by the conference owner

3.6.11. Prepare and distribute instructions to session chairs, including the bios of speakers in their

session and step-by-step instructions of what they need to do as chairs

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3.6.12. Coordinate rostering of session chairs and provide a schedule to the conference owner if

required

3.6.13. Collect attendance number in each session and provide in Excel format to the conference

owner

3.7. Technology Coordination

3.7.1. In consultation with the conference owner, negotiate, book and coordinate the supply and

delivery of audio-visual requirements and other underlying technology required by the

conference. Be willing to work with preferred providers if directed by the conference

owner. Examples of other underlying technology include network installations, wireless

network, power boards, video recordings, mobile application and conference streaming

3.7.2. Act as the point of contact between the conference venue and any external providers

including audio visual, network and technology providers to ensure these aspects of the

conference experience run smoothly

3.8. Social Events

3.8.1. Make arrangements for conference social events, including, but not limited to venue,

catering, entertainment and transport of delegates, in consultation with the conference

owner

3.8.2. Advise on the food and beverage menus for the various activities (taking into account any

special dietary requirements)

3.8.3. Contract with third parties involved in social event arrangements and act as the primary

point of contact with them

3.8.4. Ensure sponsors of social events are recognised as outlined in the sponsorship prospectus

and as agreed with the conference owner

3.8.5. Ensure that conference social events run smoothly including that food and beverage

service is on time and as requested

3.9. Communications and Marketing

3.9.1. Work with the conference owner to develop and execute a marketing and communications

strategy for the conference

3.9.2. Assist in adding content to and managing content on the conference website, including

program and sponsor details

3.9.3. Negotiate prices and arrange for design, printing and distribution of the conference

electronic and printed material such as announcements, brochures, sponsorship

prospectus, delegate handbook and promotional materials. Work with a preferred

supplier if directed by the conference owner

3.9.4. Send electronic and printed communications to delegates and prospectus delegates,

sponsors and prospective sponsors, and other parties as agreed with the conference owner

3.9.5. Provide a draft of all electronic or printed materials for the conference owner’s approval

prior to publishing

3.9.6. Ensure the personal information of all individuals who interact with the conference is

protected in accordance with applicable privacy laws

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3.10. Exhibition

3.10.1. Manage the design of the exhibition space, including size and placement of booths, in

consultation with the conference owner. Be willing to work with preferred suppliers if

directed by the conference owner

3.10.2. Provide all necessary information to exhibitors to assist them in planning and preparation

3.10.3. Manage the exhibition logistics directly with all the exhibition sub-contractors including

floor plan management, booth construction and dismantling, furniture hire, internet

provision and power requirements. Be willing to work with preferred providers if directed

by the conference owner

3.11. Conference Collateral

3.11.1. Prepare and print the delegate handbook for the conference, containing program and

sponsor information and other information as agreed with the conference owner

3.11.2. Collect collateral from sponsors and others to be distributed to delegates. Collate material

for delegates

3.11.3. In consultation with the conference owner and in accordance with the sponsorship

prospectus, arrange for the production, design and distribution for the conference

satchels, shirts and other branded collateral

3.11.4. If required, prepare and include a final printed delegate list with the conference collateral

to be distributed to delegates (consistent with privacy requirements)

3.11.5. Organise the collection and distribution of conference electronic collateral. Test any

media for viruses before distributing

3.11.6. Distribute satchel and conference collateral to delegates at the conference (usually upon

registration)

3.12. Tours and Tourist Information

3.12.1. Liaise with the conference owner on requirements for any professional tours offered in

association with each conference

3.12.2. Ensure that information and booking facilities for commercial tours and other tourist

information is available online and in information packages

3.12.3. Liaise with tour operators and other tourist venues and services, for example to arrange for

concession rates for group theatre bookings and other events

3.13. Onsite Services

3.13.1. Act as the main liaison with the venue management and all sub-contractors including

caterers, audio visual and exhibition hire companies, to ensure the smooth running of all

aspects of the conference and exhibition

3.13.2. Operate a desk throughout the event for delegate in-person registration and for

responding to queries

3.13.3. Provide facilities for delegates, for example, phone, fax, e-mail, internet café, copying,

bookings and tourist information

3.13.4. Make announcements, such as notifications when sessions are about to begin

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3.13.5. Ensure all onsite staff are fully briefed and trained

3.13.6. Assist speakers and VIPs with their onsite requirements

3.13.7. Assist sponsors and exhibitors with their onsite requirements

3.14. Post Conference

Within three months of the end of the conference provide reports to the conference owner included but not

limited to:

3.14.1. Statistical information relating to conference delegates attendance numbers, including a

percentage breakdown by delegate categories

3.14.2. Statistics on the number of delegates attending each session, workshop and social

functions

3.14.3. Booked accommodation statistical information

3.14.4. Details of all delegates in Excel format, including delegate name, delegate category,

organisation, title/role and contact details

3.14.5. Assessment of the marketing and promotion of the conference

3.14.6. Details of all sponsors and exhibitors in Excel format, including company, primary contact

name, contact details and level of sponsorship

3.14.7. Sponsorship and exhibition summary and analysis

3.14.8. Financial details for income, expenses, sponsorship income, exhibition income

3.14.9. Copies of all promotional material, graphic design elements and announcements produced

for the conference

3.14.10. Information collected from delegate evaluation survey

3.14.11. Information collected form sponsor/exhibitor evaluation survey

3.14.12. A report giving details of surplus/loss compared with budget from the conference and all

financial records

In addition:

3.14.13. Finalise all banking and credit card accounting and produce a final budget and account

reconciliation report

3.14.14. In consultation with the conference owner prepare thank you letters for all key individuals

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Appendix A – Host Associations

ascilite – http://ascilite.org/

ascilite is an incorporated not-for-profit professional association for those engaged in the educational use of

technologies in tertiary education. ascilite is a globally recognized and professionally connected community

of professionals and academics working in fields associated with enhancing learning and teaching through the

pedagogical use of technologies. We seek to shape the future of tertiary education, particularly through

enabling and sharing high quality research, innovation and evidence-based technology-enhanced practices in

tertiary education.

AusCERT – http://auscert.org.au/

AusCERT is a leading Cyber Emergency Response Team for Australia and provides information technology

advice to its members including the Higher Education sector. They are a single point of contact for dealing

with cyber security incidents affecting or involving member networks.

As a not-for-profit based at the University of Queensland, AusCERT helps members prevent, detect, respond

to and mitigate cyber and internet based attacks.

AusCERT is self-funded and covers its operating costs through a variety of sources including member

subscriptions, the annual AusCERT Conference and service contracts.

CAUDIT – http://www.caudit.edu.au/

The Council of Australian University Directors of Information Technology (CAUDIT) is an incorporated entity

with membership drawn from the Information Technology (IT) Directors/Chief Information Officers of higher

education institutions in Australia, New Zealand, the South Pacific and Papua New Guinea, as well as the

Commonwealth Scientific & Industrial Research Organisation (CSIRO), Defence Science and Technology

Organisation (DSTO) and the Australian Institute of Marine Science (AIMS).

CAUDIT negotiates collective procurement agreements, provides professional development, undertakes

projects and fosters collaboration through the sharing of ideas, experiences and best practice amongst its

members.

CAUDIT’s Mission is to enhance its members’ ability as key strategic advisors on the use of information

technology in higher education.

CAUDIT organises and underwrites The Higher Education Technology Agenda (THETA) Conference in

collaboration with the Council of Australian University Librarians (CAUL) and the Australasian Council for

Open, Distance and eLearning (ACODE). The conference was formerly known as EDUCAUSE Australasia.

eResearch Australasia – http://conference.eresearch.edu.au/

The annual eResearch Australasia conference launched in 2007 is supported by a committee drawn from key

organisations and initiatives involved in eResearch in Australia and internationally.

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QUDIT – http://www.qudit.edu.au/

The Queensland University Directors of Information Technology (QUDIT) organises and underwrites the

QUESTnet conference. Their mission is to establish and implement world’s best practice in regional

collaboration in the use of ICT and to position their members for sustainable and leading success in higher

education and research.

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Appendix B – Conference Information

THETA Conference

Conference owner: CAUDIT

Underwritten by: CAUDIT

Date: May 2017, May 2019

Participants: 500-850

Delegates: 400-600

Trade exhibition: 50-70 exhibitors

Occurrence: Biennial (odd years)

Location: Auckland (2017)

Background

The Higher Education Technology Agenda (THETA) was known as EDUCAUSE Australasia prior to 2011 and

has been running biennially since 1993. It is underwritten by CAUDIT and organised in partnership with CAUL

and ACODE.

The aim of THETA is to advance higher education and research by promoting the intelligent use of

information technology. The conference is unique in that it attracts a comprehensive range of practitioners

and senior decision makers across the whole spectrum of Information Technology, Teaching and Learning,

Library and Knowledge Management in tertiary education.

Information about the most recent conference is available at https://www.caudit.edu.au/theta-presentations.

Indicative Schedule

Sunday: Bump-in and welcome reception

Monday: Conference and poster reception

Tuesday: Conference and gala dinner

Wednesday: Conference, closing drinks and bump-out

Indicative Space Requirements

Registration desk area

Plenary sessions for all delegates

Four concurrent speaker streams for 150 delegates each

Sponsor stream for 80-100 delegates

Two meeting rooms for board-style meetings of 20 people

Secure storage/admin area

Exhibition space for around 50 sponsors/exhibitors

Poster display area for 25 posters

Lounge area for information seating and meetings

Separate executive lounge area

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Small internet café (around 6 machines)

Sit-down area for lunches

Banquet dinner with dance floor for conference dinner

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eResearch Australasia Conference

Conference owner: Conference Chair

Underwritten by: The University of Queensland

Date: October/November

Delegates: 400-500

Trade Exhibition: 35-40 exhibitors

Occurrence: Annual

Location: Varies

Background

eResearch Australasia is a conference that brings together practitioners and researchers for a stimulating

week to share ideas and exemplars on new information centric research capabilities. eResearch is focused on

how information and communications technologies help researchers to collect, manage, share, process,

analyse, store, find and re-use information. The conference has been running annually since 2007. Its size

grew to over 500 registered delegates by20011 and the event has continued to enjoy success each year, with

successful CFP submissions and high calibre keynotes.

Information about the most recent conference is available from http://conference.eresearch.edu.au.

Indicative Schedule

Sunday – Bump-in

Monday to Wednesday – main conference

Plenary session – approximately 450 delegates (also used as stream 1 holding approximately

100 delegates during break-out sessions)

Stream 2 – approximately 100 delegates

Stream 3 – approximately 100 delegates

Stream 4 – approximately 80 delegates

Thursday – workshops

Workshop 1 – approximately 20-30 delegates

Workshop 2 – approximately 20-30 delegates

Workshop 3 – approximately 20-30 delegates

Workshop 4 – approximately 20-30 delegates

Workshop 5 – approximately 20-30 delegates

Sponsors and eResearch exhibitors from Sunday to Wednesday afternoon.

Indicative Space Requirements

Tentative exhibition area layout:

25 stands of 2.4m x 1.2m each

3 stands of 2.4m x 3m each

4 stands of 3m x 3m each

4 sands of 3.6m x 3m each

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Aim to attract more sponsors every year

Poster session – approximately 25 posters in 4 boards of 3m each using both sides

Support rooms

Storage/admin room

Two VIP rooms—boardroom style

Lounges where possible for meetings

Additional small rooms for meetings

Registration desk in the foyer/exhibition area

Morning/Afternoon tea/lunch serviced in exhibition hall

Internet café (about 10-15 computers)

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QUESTnet Conference

Conference Owner: QUDIT

Underwritten by: QUDIT

Date: July

Delegates: 350-450

Trade exhibition: 50 exhibitors

Occurrence: Annual1

Location: Location in QLD TBC

Background

The QUESTnet conference is an annual event aimed at network technologists and those ICT professionals

who work closely with network technology. It has been running as a national conference since 1994, but had

its genesis in Winter Workshops held for Queensland members since the mid-1980’s to share information on

data networking.

A key focus of the event is to provide an opportunity for delegates to develop their professional and technical

knowledge and to gain an appreciation of the key strategic issues underpinning the development,

deployment and maintenance of National and International telecommunications networks. However, this

field has become blurred with the convergence of voice, video and data and the emergence of messaging,

collaboration and social networking.

Over recent years the conference has introduced a new K12 & Vocational Education and Training Stream and

a Digital Outreach Stream to explore the opportunities for strategic collaboration and reuse of Higher

Education network infrastructure. These streams each run for a single day only.

Information about the most recent conference is available from:

https://www.questnet.edu.au/display/qn/Home.

Social Events

Golf –Tuesday afternoon

Welcome reception – Tuesday evening

BBQ or alternative event – Wednesday evening

Conference formal dinner – Thursday evening (often off-site)

Schedule

Monday: Bump-in – Exhibitors

Tuesday: Workshops, golf afternoon and evening conference reception

Wednesday to Thursday – Main conference

o Plenary session – approximately 200 delegates. Also used as stream 1 – approximately 80

delegates at break out

o Stream 2 – approximately 80 delegates

o Stream 3 – approximately 80 delegates

1 In 2015 QUESTnet was run in conjunction with THETA. This may occur every two years when appropriate.

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o Stream 4 – approximately 80 delegates

Friday – Main conference (until lunchtime)

o Stream 1 – approximately 80 delegates

o Stream 2 – approximately 80 delegates

o Stream 3 – approximately 80 delegates

o Closing plenary session (following stream 1) – approximately 150 delegates

Friday – Bump-out

Indicative space requirements

Registration desk area in foyer

Plenary sessions for all delegates

Four concurrent speaker streams (Wed and Thurs) for <80 each; three concurrent streams (Fri) for

<80 each

Two meeting rooms for board-style meetings of 25-30 people

One room set-up for video/teleconference meetings (<10 people)

Space for small number of networked PC’s (~10) for us by delegates

Secure storage/admin area

Exhibition space for around 50 sponsors/exhibitors

Lounge area for informal seating and meetings

Sit-down area for lunches

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Appendix C – Compliance Table

The Compliance Table is available as a spreadsheet to be completed and submitted along with other

paperwork.

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Appendix D – Submission Form

Checklist

Check to make sure your submission includes:

Completed submission form, including signed declaration

Completed company information and contact details

Completed compliance table

Full details included for all items in <REF> In the compliance table

Yes/No response provided for all items in <REF> in the compliance table

Further information provide for any ‘No’ response to a mandatory requirement in <REF>

Declaration, company information and contact details

I declare the information contained in this submission is true, accurate and binding.

Signature:

..................................................

Date:

..................................................

Official Position Title:

.................................................

.................................................

Printed Name:

...........................................................................................................

Duly authorised to sign offers for and on behalf of:

...........................................................................................................

...........................................................................................................

State full name of company or firm or trading name as appropriate

Australian Company No. (ACN):

.................................................

Australian Business No. (ABN):

.................................................

Office Address:

...........................................................................................................

...........................................................................................................

...........................................................................................................

Website:

.................................................

.................................................

.................................................

Primary contact for enquiries and service of notices:

Name:

...................................................................................................................................................................

Telephone:

...................................................................................................................................................................

E-mail:

...................................................................................................................................................................

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