Event services

Tender description

The London Borough of Lambeth require a suitably qualified organisation with a high level of experience and knowledge to plan, promote and produce major events on Clapham Common annually over the summer, in return for paying LBL a hire fee. This procurement will establish a single supplier contract. The contract will be for a 4 year period with an option to extend for 1 year. The London Borough of Lambeth require a suitably qualified organisation with a high level of experience and knowledge to plan, promote and produce major events on Clapham Common annually over the summer, in return for paying LBL a hire fee. This procurement will establish a single supplier contract. The contract will be for a 4 year period with an option to extend for 1 year. The period of the contract is for 48 months from January 2020 to the end of December 2023, with the possibility of a further 12 month extension to December 2024. The company will be expected to: — create a diverse and creative events proposal, — source and manage 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, subcontractors, — organise all logistical and operational matters to do with the events, including the management of health and safety and environmental protection onsite, — attend all multi-agency safety and operational group meetings relevant to the event planning, — manage all aspects of staffing and securing the events, — secure all necessary permissions and carry out all stakeholder consultations, with the reasonable assistance of Lambeth Council, — provide budget management, accounting, cash security, payment of suppliers, and receipt of all incomes. The company 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 demonstrate that they have the capacity, financial ability and knowledge within the market to sustain a commercially viable events programme over the entire period of the contract. All events should be a high quality experience with high standards of health and safety and customer service. The number of commercial event days will be limited to 10 event days per annum, allowing for six event days with an audience capacity between 20 000 — 39 999 and 4 event days with an audience capacity between 5 000 — 19 999 for each year of the contract in 2020, 2021, 2022, 2023 and potentially 2024 including the uptake of the contract extension. This opportunity is specifically for events to take place during 1st August — 31st August of each year of the contract. However we would consider other months. The 10 events can only be held on: — Monday to Thursday 11:00 a.m. — 9:00 p.m. unless Monday is a Bank Holiday, provided those days are immediately prior to or immediately after an event weekend; — Friday and Saturdays between 11:00 a.m. — 11:00 p.m., — Sundays and Bank Holiday Mondays 11:00 a.m. — 10:30 p.m., — additionally there can only be a maximum of 2 consecutive weekend of events. To be eligible to bid the minimum fee structure must be met as outlined in the estimated value of the contract. The Council is committed to improving the quality of life for both residents and businesses within Lambeth. In line with The Public Services (Social Value) Act 2012 the authority will consider how this procurement might improve the economic, social and environmental well-being of the relevant area. In order to achieve this, it is our objective to work with existing and future contractors to secure an appropriate level of community benefits by the tender process.