Southport Events 2020 - Radio's, Communications & Event Control

Tender description

Sefton Council’s Tourism Department is responsible for arranging events for the Southport area which includes the Southport Air Show and The British Musical Fireworks Championship. They are hugely popular events that are well attended. Both of these events require managed radio communications. This is to ensure clear messages amongst staff across the events and also in the event of an emergency. Each event requires a specific number of hand held 2 way radios and a Communications Manager on site logging all activity. Specification The Southport Air Show 12th & 13th September 2020 1 x Event Control Manager x 4 days (3 days on site, 1 day site visit) We are looking for an experienced Event Control Manager who shall coordinate the response to information and communication to key event decision makers and partners. Manager shall also monitor radio channels with the Controller and oversee an Event Log provided by the supplier. Monitor, forward and log radio messages. 1 x Radio Channel Controller (3 days on site) Radio channel control for key radio channels (plus distribution/administration of radios at morning briefings). Monitor, forward and log radio messages. 1 x Radio Engineer (3 days on site) Test, implement and manage radio communications on site and Wi-Fi to Event Control. Receive delivery of all radios, check and prep for the event, set up communications unit with aerials, site maps and any necessary paperwork and perform a site signal test. At the end of the event, take down aerials and ensure all radios have been received back in and arrange collection, tally and pick up. Hours of operation: Friday – On site all morning for testing and radio distribution from lunchtime. Saturday – 6am to 6pm. Sunday – 6am to 6pm. Technical Requirements 70 x Multi-channel hand held VHF radios for operation over a 2 mile site of the Southport Seafront, including one repeater (2 talk groups) across the event footprint and ten back to back talk groups for specific sectors. Desktop radio provision to monitor 3 x radio talkgroups. Handheld radio provision must include multi way chargers, belt clips and ear pieces for all users (covert, standard in ear of ‘C type’ over ear only). The Event Control office and power for repeaters is provided on site. The British Musical Fireworks Championship 25th, 26th & 27th September 2020 1 x Event Control Manager (3 days on site, 1 day site visit/survey) Experienced Event Control Manager who shall coordinate the response to information and communicate to key event decision makers and partners. Manager shall also monitor radio channels with the Controller and oversee an Event Log provided by the supplier. Monitor, forward and log radio messages. 1 x Radio Channel Controller (3 days on site) Radio channel control for key radio channels (plus distribution/administration of radios at morning briefings). Monitor, forward and log radio messages. 1 x Radio Engineer (1 day on site) Test, implement and manage radio communications on site and Wi-Fi to Event Control. Receive delivery of all radios, check and prep for the event, set up communications unit with aerials, site maps and any necessary paperwork and perform a site signal test. At the end of the event, take down aerials and ensure all radios have been received back in and arrange collection, tally and pick up. Hours of operation: Friday – On site morning for testing and radio distribution from early afternoon. Event operation – 4pm to 10pm (approx). Saturday – 2pm to 10pm (approx). Sunday – 2pm to 10pm (approx). Technical Requirements 20 x Multi-channel hand held VHF radios for operation over a 1 mile site (Victoria Park area and local environs), close to Southport Seafront including one repeater (2 talk groups) across the event footprint. Desktop radio provision to monitor 2 x radio talk groups. Handheld radio provision must include multi way chargers, belt clips and earpieces for all users (covert, standard in ear or ‘C type’ over ear only). The Event Control office and power for repeaters is provided on site. Keywords: Communications, Events