Procurement of a conference organiser ISSW2024

The Norwegian Water Resources and Energy Administration (NVE) will, in collaboration with UiT the Arctic University of Norway, the Norwegian Geotechnical Institute (NGI), and the Norwegian Public Roads Administration (SVV), hold an international conference in Norway in 2024 : ISSW2024.

We plan to limit the number of participants in Norway in 2024 to 800 on site, and reckon that between 400 and 800 will participate virtually (digitally) in addition.

NVE would like assistance from a professional conference organiser for ISSW2024. We would like tenders for services in accordance with the annexes in the assignment contract. Tenderers must state all the costs for all the services included in the assignment. All the costs in the event will be financed by the income from registration and sponsors, and the financial risk will be low.

We anticipate that the value of the procurement will be between NOK 6,000,000 and NOK 8,000,000 excluding VAT, including accommodation and the conference.

The service will be carried out in the period 18 January 2022 – 31 December 2024.

The Norwegian Water Resources and Energy Administration (NVE) will, in collaboration with UiT the Arctic University of Norway, the Norwegian Geotechnical Institute (NGI), and the Norwegian Public Roads Administration (SVV), hold an international conference in Norway in 2024 : ISSW2024. ISSW is normally held every other year (every sixth year in Europe) and is attended by researchers, practitioners, decision makers, and the industry that has an interest in professional development in the snow and snow avalance field. ISSW was last physically held in Innsbruck, Austria in 2018 with 1100 participants, and virtually in Fernie, Canada in 2020 with more than 1000 participants. Further details on ISSW is available on https://www.issw.net/. 

Participation has grown in recent conferences. We plan to limit the number of participants in Norway in 2024 to 800 on site, and reckon that between 400 and 800 will participate virtually (digitally) in addition.

The conference is scheduled to be held from 23 - 27 September 2024 in Tromsø. The framework for the conference is five days (Monday to Friday). On the Wednesday, at the halfway point, there is an excursion day, and an icebreaker event is held on the Sunday before the conference with registration in the evening. There will be a need for preparation/riggin in the days before the start. There will be a need for some meeting rooms to be available on the Sunday before the conference and during the conference. As an end to the conference there will be an offer for a post excursion for up to four days (Saturday to Tuesday). The conference facilities and accommodation during the conference are reserved in advance, but it will be up to the tenderer, in collaboration with NVE, to negotiate the final deal and possibly use the reservation.

Tromsø has been chosen as a natural location for such an event, central in North Norway with a lot of snow avalance problems connected to recreation, tourism, settlements and roads, and a central tourist destination, as well as connections to UiT through CARE (Centre for Avalanche Research and Education).

The idea is to hold the event at the Clarion Hotel The Edge.

NVE would like assistance from a professional conference organiser for ISSW2024. We would like tenders for services in accordance with the annexes in the assignment contract. Tenderers must state all the costs for all the services included in the assignment. All the costs in the event will be financed by the income from registration and sponsors, and the financial risk will be low.

We anticipate that the value of the procurement will be between NOK 6,000,000 and NOK 8,000,000 excluding VAT, including accommodation and the conference.

The service will be carried out in the period 18 January 2022 – 31 December 2024. We will postpone the delivery for up to one year and extend the contract duration for one year if there are events that are outside our control that lead to a postponement, such as the conference having to be postponed for infection control reasons.

Procurement of a conference organiser ISSW2024