Event services

Tender description

The London Borough of Tower Hamlets (LBTH) is inviting submission of tenders to operate commercial events in Victoria Park, London, E3. The period of the contract is for 4 years from January 2018 to the end of December 2021, with a possible 1 year further extension. LBTH is looking for a suitably qualified Company to plan, promote and produce events annually, in return for paying LBTH a hire fee. LBTH will also consider bids from suitable consortia. The London Borough of Tower Hamlets (LBTH) is inviting submission of proposals/tenders to operate commercial events in Victoria Park, London, E3. The period of the contract is for 4 years from January 2018 to the end of December 2021, with a possible 1 year further extension. LBTH is looking for a suitably qualified Company to plan, promote and produce events annually, in return for paying LBTH a hire fee. LBTH will also consider bids from suitable consortia. The organisation will be expected to: — Devise the creative concept. — Source talent, attractions and food and beverage traders. — Promote the event, pricing and ticketing arrangements, marketing, securing sponsorship, press relations. — Procure and supervise all attractions, traders, suppliers, sub-contractors. — Organise all logistical and operational matters to do with the event, including the management of health and safety and environmental protection on site. — Attend all multi-agency safety and operational group meetings relevant to the event planning. — Manage all aspects of staffing and securing the event. — Secure all necessary permissions and carry out all stakeholder consultations, with the reasonable assistance of LBTH. — Provide budget management, accounting, cash security, payment of suppliers, receipt of all incomes. The organisation must be able to demonstrate that they have suitable knowledge and experience of delivering major outdoor commercial events with a consistent track record. Additionally, they must indicate that they have the capacity, financial ability and knowledge within the market to sustain a commercially viable programme over the entire period of the contract. LBTH in the past has hosted both single stage music concerts and multi stage festivals. Regardless of the type of event it should be a quality experience with good standards of customer service. The number of commercial event days will be limited to 10 event days per annum, allowing for 6 event days with an audience capacity between 15 000 - 40 000 and 4 event days with an audience capacity between 5 000 - 14 999 for each year of the contract in 2018, 2019, 2020, 2021 and potentially 2022 including contract extension. This opportunity is specifically for major events to take place between 1st January — 31st December of each year of the contract. The 10 events can only be held on Friday and Saturdays between 11:00 - 23:00, Sundays 23:00 - 22:30 and Bank Holiday Mondays 11:00 - 22:30. An 20:00 finish on Monday to Thursday unless Monday is a Bank Holiday, provided those days are immediately prior to or immediately after an event weekend. Additionally there can only be 1 consecutive weekend of events. To be eligible to bid the baseline fee structure must be met as outlines in the specification.