Invitation to Tender New Year s Eve Celebrations 2017 · 1.0 Invitation to Tender 1.1 The purpose of this tender is to contract a Creative / Production Company to manage the planning

Invitation to Tender New Year’s Eve Celebrations 2017

1.0 Invitation to Tender

1.1 The purpose of this tender is to contract a Creative / Production Company

to manage the planning and delivery of the early evening New Year's

Eve Winter Celebration and the Midnight Fireworks Display on Sunday

31st December 2017 in Newcastle City Centre and Quayside – with the

potential for the appointed company to work with us on the event over the

next three years (2017, 2018, 2019) following successful delivery of the

event in 2017.

It is also possible for companies to tender separately for the creative

activity and the overall production of the event – providing that there

are compelling applications for both aspects of the event. Please get

in touch with us ahead of submitting if you are interested in splitting

out the proposal in this way.

The deadline for tenders is Wednesday 28th June.

2.0 Background

2.1 New Year’s Eve early evening Winter Celebration

Newcastle has had an early evening New Year’s Eve celebration and

firework finale in the city centre since 2006.

Since 2009 the celebration has taken the form of a high quality community

Carnival Parade through the streets followed by a firework finale with the

event consistently attracting crowds of 40,000+ spectators.

Social inclusiveness and community engagement is at the core of the

celebrations with 200 - 300 local people participating as performers in the

Parade each year who take part in costume making and dance and music

workshops in the lead up to the event. These performers took over the

streets of Newcastle in a procession route usually from Grey’s Monument

up to the Civic Centre (but other routes down to the quayside have been

used as well). This early evening event culminates in a high impact

firework finale.

This event has been free to spectators in previous years.

Midnight Fireworks

The midnight fireworks is a short high impact display at midnight

complimenting the celebrations taking place in the quayside’s bars,

restaurants and venues. This event is dependent upon funds being raised

by the quayside businesses to pay for the display. This event has been

free to spectators in previous years and attracts an audience of approx.

10,000.

3.0 Objectives

3.1 The objectives of the New Year’s Eve Celebrations are set out below:

To enhance the profile of NewcastleGateshead as an innovative and

forward thinking cultural centre nationally and internationally.

To work closely with hard to reach and diverse communities to enable

meaningful participation with the event.

To animate the city centre and to create a distinctive, family friendly,

ambience distinguishing it from other cities in Britain.

To make the celebrations inclusive and to facilitate the meaningful

participation of people of all races, religions, age groups and socio-

economic backgrounds.

To create an iconic event with significant appeal that will help attract

visitors domestically and internationally, supporting growth in the visitor

economy.

4.0 Purpose of contract

4.1 The purpose of this contract is to manage the development and delivery of

a programme of activity which will take place in Newcastle City Centre and

quayside on New Year’s Eve 2017 to include both early evening

celebration and fireworks and midnight fireworks.

Please note that the midnight fireworks are dependent upon enough

contributions being raised from quayside businesses to support the

event.

Early Evening celebration and fireworks

Theme/Format

4.2 In previous years the New Year’s Eve Early Evening Celebrations have

taken the form of a Winter Carnival Parade which has seen Newcastle

City Centre taken over by characters from hot and fiery traditional Carnival

to Norse Mythology and Viking Folklore and Wild Beasts. You may like to

revisit and/or develop the format of the parade and the themes of

previous years parades or develop a different format and theme

altogether for 2017. In a parade setting we know that visually arresting

costumes and structures of scale work well with our participants and

audiences and due to the practicalities of time of year the traditional

Caribbean carnival theme is less successful.

4.3 In previous years we have worked with up to 300 community group

members in the parade of all ages and abilities. We would be expecting to

work with approximately the same number of community members for the

2017 event regardless of the format (i.e. if you choose to pitch an idea that

is different from the Parade it must include meaningful opportunities for

the participants to engage with the process and event) working closely

with NCC Arts Development Team (all community engagement needs to

be costed into your budget).

4.4 In previous years both the early evening and midnight events have been

free to turn up and attend on a first come first served basis. This may

remain the same for 2017 but you may be asked to consider the

implications of wrist banding/ticketing elements of the early evening

celebration and finale in order to create a balanced budget.

4.5 The finale of the early evening celebration should include a high impact

firework display. Locations in previous years have included Newcastle

Civic Centre and Newcastle Quayside (firing site in Gateshead). We would

consider either of these sites for 2017’s event as well as being open to

proposals of alternative locations.

Midnight Fireworks

4.6 In addition to management of the New Year’s Eve early evening

celebrations we are looking to contract a single company who can

manage both the development and delivery of the early evening alongside

the Quayside Midnight Firework display. The Midnight Firework display

will be dependent on enough funds for this element being raised

from the quayside businesses.

4.7 Our ambition for the Midnight event is to have a high impact and short

Midnight Firework display that could be viewed from the Newcastle

Quayside and Sage Gateshead which will enhance the offer that cultural

venues, bars and restaurants already have programmed for NYE.

4.8 Since the return of the Midnight fireworks in 2012 the event now attracts

over 10,000 spectators predominantly from the quaysides bars,

restaurants and venues.

5.0 Key areas of responsibility

5.1 Producers

Pre event

The appointed producers will be expected to undertake the following

roles and responsibilities:

Develop a creative overview and provide critical event logistics to ensure

the overall activity including that the early evening celebration is visually

stunning, and run safely culminating in the early evening firework finale.

The activity surrounding the celebration should start from late afternoon

with 6pm for the finale early evening fireworks. The duration of the early

evening fireworks is approximately 15 mins. If you are proposing a new

format (i.e. if you are suggesting an idea different to the parade

structure of previous years) or different location then we would

expect timings to remain similar so that this event still takes place in

early evening and still appeals to a family audience.

Work in partnership with NewcastleGateshead Initiative and Newcastle

City Council to advise on the format, theme and commission of new

elements for the event (budget allowing).

Work closely with NCC Arts Development Team and with locally based

artists to engage with the community groups identified by NCC. Sessions

teaching music, chorography, costume making etc to be arranged as

appropriate. The community engagement programme must be costed into

your budget.

Develop and deliver an overall project plan and take the lead on the

necessary event logistics to include sub-contracting and management

options for all suppliers to develop and deliver the overall programme

including community engagement, site infrastructure, health and safety,

and traffic management, ensuring value for money and high quality. It is

essential that all permissions are gained in advance.

Take responsibility for the development and delivery of the overall health

and safety plan for the event ensuring the event has undertaken all legal

and moral obligations to ensure a safe and enjoyable event. Liaise with

the SAG and ensure all comments and advice is followed.

Identify number of staff and roles required to run the event - assistance

will be given in recruitment of these staff but responsibility for on-site

management will lie with the Production Manager.

The Producers will be expected to adhere to strict marketing deadlines to

ensure that the events are promoted effectively and will feed information

into the marketing and communications team to assist with the

development of marketing collateral and messaging.

Hold responsibility for the negotiation of all necessary permissions and

licences for use of locations for both the early evening and midnight

fireworks displays.

During the event

The appointed production company will be responsible for the coordination

and safe delivery of all aspects of the event. This includes: route planning;

traffic management; stewarding; security; first aid etc. throughout the build

and event itself.

5.3 Commissioners – NewcastleGateshead Initiative

Pre-Event

NewcastleGateshead Initiative Culture and Marketing and

Communications Team take a lead on the following roles and

responsibilities:

Work with the appointed producers on development of the early evening

celebrations and fireworks finale via regular Steering Group and planning

meetings.

Coordinate the bringing together of the Safety Advisory Group to ensure

that the event is developed and delivered safely.

Manage marketing and communications for the event.

Recruit volunteers as additional support for during the event.

Work with the retail sector, bars, restaurants and cafes in the city centre to

ensure that there is an additional offer ahead of the early evening

celebrations and ensure they are aware that the event will be taking

place.

Work with bars, restaurants and hotels on the Quayside to encourage

them to provide entertainment in their venues ahead and leading to the

Midnight Firework display. (The buy-in and financial contribution from the

local bars, restaurants and hotels is key to the success of the Midnight

Fireworks event.) NB The Midnight Firework display will be dependent

on enough funds for this element being raised from the quayside

businesses.

5.4 Commissioners – Newcastle City Council

Pre-Event

Newcastle City Council Arts Team take a lead on the following roles and

responsibilities:

Identifying, generating interest and liaising with all community groups who

want to take part in the celebrations.

Managing the relationships and organising sessions with all community

groups taking part in the celebrations.

Organising workshops and sessions with artists and community groups.

Work with the appointed producers on development of the early evening

celebraitons and fireworks finale via regular Steering Group and planning

meetings.

Planning the logistics of the community group’s involvement for the event

(organising room bookings, catering, and comfort facilities with support

from NewcastleGateshead Initiative).

Commissioners

During the event

NewcastleGateshead Initiative and Newcastle City Council Arts Team will

support the production company in the coordination and delivery of all

aspects of the event, in particular management of the early evening

celebrations and its community and local artistic content.

Previous Site location/s Parade Route for 2016 Winter Carnival

Previous Site location/s for Midnight Fireworks Quayside 2016

6.0 Project Management -The appointed producers will be expected to:

Work closely with the Senior Festivals and Events Manager, Vikki

Leaney, the Culture Team and Marketing and PR Teams of

NewcastleGateshead Initiative to deliver the event.

Report regularly to a Steering Group made up of representatives of

Newcastle City Council, Culture Team and, if appropriate, City Centre

partnership or their members.

Be expected to be thoroughly conversant with the range of technical

processes and requirements that are likely to be necessary to achieve

successful delivery. This will include an expectation that the appointed

producer should be able to provide a production management function.

Commission or secure the services of creative providers and wherever

possible ensure that local organisations and individuals are engaged in

the delivery of this work.

Commission or secure the services of all safety and logistical providers

and wherever possible ensure that local organisations and individuals

are engaged in the delivery of this work.

7.0 The Proposal

7.1 The company is requested to provide a detailed proposal which should

include:

An outline of the creative response to the project and how it will fulfil

the objectives set out in Item 1.

A clear outline of the format of the event (are you proposing a parade

or different / new activity?)

Ways in which any new commissions will be facilitated.

Proposals for community participation (working closely with

NewcastleGateshead Initiative and Newcastle City Council Arts

Development Team).

An outline of the proposed work, including a detailed timetable and

breakdown of the number of days to be spent on the project.

Evidence of how the company intends to measure the success of the

work and the outputs delivered.

A draft financial breakdown.

Details of the company’s project management and administrative

abilities.

An outline of the proposed methodology to be used, including details

of the background and experience of the team to be involved.

8.0 Budget

8.1 We would like you to cost the event and provide a budget (what this

should include is below). NGI have secured a lump sum of funding from

Newcastle Council which will need to be spent over a number of years and

will not, on its own, be enough to deliver the event in its current Parade

format. In addition to the secure funding we will be seeking sponsorship

and grants and would like to work with the appointed producers to identify

any areas of the event that could provide income streams or any new

formats the event to take to be delivered using a smaller budget. Please

note no matter the format of the activity, if you are proposing a new

idea or maintaining the event as a parade – community participation

and engagement must remain at the core of the project.

The budget should itemise all aspects of the project including:

Company fees and expenses.

Fees relating to the development and delivery of the activity including

any costs associated with community participation engagement.

All other fees, materials and production costs associated with the safe

delivery of the early evening celebrations and firework finale and the

midnight firework display.

A breakdown of costs associated with both early evening and

midnight firework displays (it’s important to be able to identify the

budget associated with the midnight element of this event as this

element is dependent upon income being raised from quayside

businesses).

8.2 Budgets must include all aspects of the event including professional fees,

programme and production. It may be appropriate for

NewcastleGateshead Initiative to sub contract some elements of the

budget in order to save costs – this will be discussed with the appointed

Creative / Production team as required. There is a separate budget for

marketing; the marketing budget will be wholly managed by the Marketing

Department at NewcastleGateshead Initiative.

9.0 Contractor Specifications

Proven track record of planning, managing and producing complex

high quality artistic outdoor events for a large public audience.

Experience of working with multiple organisations within tight

deadlines.

Excellent understanding of UK health and safety regulations.

Experience of working with licensing, building control, fire officers and

the police regarding public performances or installations.

Line management experience, and an understanding of the

requirements necessary for the successful delivery of technical

contracts.

Solid financial management skills, including evidence of experience of

developing and managing budgets and financial reporting.

Good working knowledge of the North East region and the partner

organisations involved in this project.

Excellent spoken communication skills and ability to respond flexibly

to the needs of a wide range of staff, as well as convey project

information clearly to non-specialists.

Strong organisational and timekeeping skills.

Ability to prioritise workload and respond to changing circumstances.

Ability to work on own initiative and also as part of a team.

Experience of working with project assistants and volunteers.

Awareness of equality and diversity issues and legislation.

11.0 Deadline:

Wednesday 28th June

Email tenders to: Ryan Watson [email protected]

Clearly mark the email: Tender – New Year’s Eve 2017

If you would like to speak to anyone about your proposal please contact Vikki

Leaney, Senior Festival’s and Events Manager on [email protected] 0191

440 5747 to discuss.

Schedule

Invitation to Tender issued: Tuesday 16th May

Tenders Due: Wednesday 28th June

Interviews: Friday 7th July

Contract Awarded: WC 10th July

12.00 Selection Criteria

12.1 The contract will be awarded taking account of the following factors:

Quality of the response to roles and responsibilities outline

Demonstration of experience relating to the contractor specification

Value for money, based on the contractor’s proposal and budget

estimate and time commitment