CSP26281 - AI Spärck Scholarship Launch Event

**** THIS IS A CONTRACT DETAILS NOTICE, NOT A CALL FOR COMPETITION ***** This procurement is being concluded following a limited competition procurement exercise against Crown Commercial Services - Media and Creative Services – RM6364 – Lot 6 Events . Brief Description of the Requirement: UK Research and Innovate (UKRI) are seeking to appoint a supplier to set up and manage a prestigious event to welcome the first Cohort of scholars to the Spärck AI Scholarship programme. UKRI alongside Department for Science and Innovation (DSIT) have a provisional hold for the venue at the Museum of Science and Industry in Manchester. The successful supplier will be required to secure and finalise the booking. The successful supplier once appointed will be responsible for coordination of the two-day event taking place in September at The Museum of Science and Industry in Manchester which shall include: • Liaising with scholars and their universities (supported by the Cohort Management Supplier from July 2026) • Sourcing a formal host for the two-day event that aligns to the AI and leadership focus of the event. • Organising the agenda for the event and liaising with DSIT when plans have been arranged to ensure this meets the aims and objectives of the event • Arranging suitable overnight accommodation for scholars, within walking distance of the venue. Bidders should consider this in line with UKRI's Travel and Expense Policy - https://www.ukri.org/publications/ukri-travel-subsistence-and-expenses-policy/ukri-business-expense-claims-business-travel-and-subsistence-policy/ • Discussing and addressing accessibility requirements and safeguarding at the venue location where required. • Arrange all catering requirements. A minimum package has been agreed to provisionally secure the venue. This package is for a minimum spend of £32pp + VAT for lunch, however the supplier will need to manage this along with all other catering requirements which they will need to liaise with the venue on for pricing. Bidders will need to factor the pre agreed lunch package agreed into their costings and details of what the package includes can be located within the ‘Contract Budget and Invoicing’ section of this specification. • Identify and secure speakers and presenters for the two-day event. • Outline the core objectives in line with the launch proposal • Leading, arranging and conducting community building activities such as ice breakers • Mentorship and networking with industry stakeholders, to include breakout sessions with opportunities to network, and specific activities focused on industry engagement and networking skills. • Arranging and conducting leadership and growth workshops and next steps for scholars in the cohort experience. • Arranging and delivering a suitable and engaging industry focused AI challenge or hackathon for scholars • Post event follow up, including feedback surveys and a post-event report This event will mark a flagship moment for the Spärck AI Scholarship programme, bringing together Government ministers, university and industry anchor partners, and confirmed cohort 1 scholars to celebrate and showcase the UK as a global leader in AI talent development. The event will formally launch the programme, and serve as a convening point for strategic dialogue, collaboration, and visibility. The event will highlight the programme’s ambition and the role of scholars in shaping the UK’s AI future, formally announcing the go live announcement for Cohort 2 applications. The anticipated outcomes include strengthened public-private partnerships and media coverage positioning the UK as a global leader in AI talent development.