Checklist: event procurement in the public sector

Public sector teams buying event services work within formal procurement rules. The details depend on the agency and the value of the purchase, so this checklist sticks to the preparation that helps in almost every case. Always confirm the current rules with your own procurement or finance team.

Before you publish

• Agree the purpose and scope internally.
• List the workstreams: venue, programme, production, logistics, registration.
• Decide what is in scope and what your agency will handle.
• Set evaluation criteria and how they will be weighted.
• Confirm the approval route and timeline.

Writing the requirement

• Describe the participant experience, not only the deliverables.
• State any accessibility, safety or data requirements.
• Ask for itemised proposals so they can be compared fairly.

This guide to scoping a GeBIZ event requirement explains workstreams, responsibilities and exclusions in more detail.

When proposals arrive

• Check each proposal covers every listed workstream.
• Flag assumptions that differ from your requirement.
• Score against the criteria you set before publishing, not new ones.
• Keep notes that explain each score.

After award

• Hold a kick-off meeting to confirm scope, contacts and timeline.
• Agree how changes to scope will be requested and approved.
• Keep a simple log of decisions for audit and handover.

Official information about government procurement is available on the GeBIZ portal.