Invitation to tender: conference delivery partner

16th July 2025

In line with our standard practice to periodically review our delivery partnerships, we're inviting bids from experienced, sustainability-aligned suppliers to deliver future EAUC annual conferences.

We are looking for a skilled and collaborative event delivery partner to lead operational planning and logistics, enhance the delegate experience, and embed sustainability throughout.

This opportunity is ideal for organisations with a proven track record in delivering inclusive, values-led and environmentally responsible events especially within the education, public or non-profit sectors.

Please find key details in the files at the bottom of this page. The full scope, evaluation criteria and requirements are included in the tender brief document. 

Summary of tender 

Project title: Event delivery partner for the EAUC annual conference 2026

Location: Our 2026 event will be held at Swansea University, Wales (venues for 2027/28 to be confirmed)

Deadline for Submissions: 12 noon (BST), Monday 1 September 2025 

Bid Requirements

All bids should include:

• A full proposal (max 15 pages), addressing the tender tasks and evaluation criteria outlined in the tender brief.
• An executive summary (1 page).
• Two case studies from comparable work.
• Sustainability statement.
• Cost breakdown and pricing structure.
• Required policy documentation or a clear explanation of current development status.
• Signed submission checklist and compliance declaration form.
• Confirmation of insurance cover (public liability required; professional indemnity recommended).
• A list of subcontractors, if applicable.
• References

We particularly welcome bids from SMEs and mission-led organisations. EAUC will apply proportionality when reviewing documentation and welcomes honest reflections on areas still in development. Demonstrating alignment with our values and priorities is key.

How to Submit

• Download the files below for more information and instructions on how to submit your proposal.
• Please email your completed bid as a PDF or Word document by to: [email protected] and [email protected] by Monday 1 September.

Include the subject line: EAUC Annual Conference – Bid Submission

If you have any questions ahead of submitting, please contact Lisa Chapman:  [email protected].