Hatfield Community Firework Event (Hertfordshire)

Tender description

Hatfield Town Council is seeking a professional Events Manager to bring their ideas, contacts and expertise to take forward the planning and delivery of an inclusive, family focussed, community-based event for residents and University of Hertfordshire (UH) students to partake and enjoy on 4 November 2023. Services Sought Stage 1: Following an Inaugural Meeting, the Event Manager will scope the event and prepare the detailed event plan ready for a presentation to the Sub-Committee and subsequent submission to Welwyn Hatfield Borough Council licencing team (WHBC). The Event Provider will have regard to the Total budget available, for the event (£40,000). A provisional Event Notification form has already been submitted by the Sub Committee to WHBC. At this time the Event Manager should identify other on-site activities that would enhance the overall event and provisionally reserve providers, but without financial commitment. Temporary site Infrastructure requirements and staffing requirements will also be identified at this stage, along with quotations and identification of suitable providers. A provisional cost estimate for the event will be developed following the inaugural meeting and kept updated through the planning and execution of the event. This budget will be shared with the client weekly or upon request. A payment approval process for external invoices will also be agreed. Upon completion, Event Planning will proceed to Stage 2, unless Red Flagged by the Town Council. Stage 2: The Event Manager will submit the proposal to WHBC, liaise with The Borough Council, as lead for the other statutory stakeholders, in an iterative process to identify and resolve issues. At the end of Stage 2, The Town Council will decide whether or not to proceed with the event and finalise nett budgets based on the latest available information. If Green Lighted the event will proceed to stage 3 Stage 3: The Event Manager will undertake detailed planning and procurement of equipment and supplies as necessary. Supporting activities and resources (e.g. security staff and marshals, equipment, first aid provision, response equipment) will be confirmed and detailed plans prepared for their deployment and participation. The catering offer will be developed and agreed with HTC. The Event Manager is responsible for ensuring that staff and equipment have all the necessary, valid permits licenses and qualifications prior to operating at the event. The Event Manager will offer advice on Marketing, based on their prior experience, which could be useful to HTC marketing team and participate in pre-event marketing activities if requested (not to exceed 2 x 2 person days overall) On the day, the Event Manager will be responsible for setting up, operation and liaison with all parties, as well as timely delivery of the programme on the day and all contributory activities including managing and mitigating unpredictable events.