Catering Concessions Expression of Interest Pack
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Catering Concessions Expression of Interest Pack
Introduction
Sunderland Airshow returns in 2019 for its 31st year and offers the perfect opportunity to
showcase your brand to over 500,000 visitors.
It takes place over the beautiful coastal resorts of Roker and Seaburn, and launches on Friday
afternoon with a strong music and flying programme, followed by two full days of flying displays,
ground activities and stage programme
Sunderland Airshow is the perfect event to promote your brand to a great family audience.
We’d love to see you join us.
Expression of interest
Times and dates of trading are as follows:
Friday 26 July 14.00-22.00
Saturday 27 July 10.00-18.00
Sunday 28 July 10.00-18.00
The provider is required to:
• Obtain Street Trading Licence(s) if required. For Street Trading Licence(s) please contact
licensing@sunderland.gov.uk
• Provide a copy of Public Liability Insurance to the value of £5 million
• Provide photographs of unit(s).
Please note:
• The provider will be responsible for all stock and equipment. Security is available at an
additional cost
• Zone 3 and Zone 4 locations are on grass
• Zone 3 has limited access to power at an additional cost. No power available in Zone 4
• Access to a water standpipe is available in Zone 4
• Diesel generators only permitted on site
• Alcohol cannot be sold from any units.
Page 2
Page 3
Site map
WHITBURN
Zone 1
SEABURN
SHOWFIELD
P
EXHIBITOR
CAR PARK
O AD
RY R
LOW
Zone 2
WHITBURN
ROAD
DYKELANDS ROAD
STAGE/
HOSPITALITY
SEABURN TCE.
RECREATION
Seaburn PARK
CH
CLIFFE
IC H
Zone 3
PARK
EST
ER
RO
AD
BEDE’S
CROSS
WHIT
Zone 4
BUR
BEDE’S
N RO
CROSS
AD
SIDE CLIFFE ROAD
ROKER PARK
ROKER PARK ROAD
ROK
ACE
ER T
TERR
MAR
GE’S
EOR
ERR
ST. G
INE
ACE
WAL
Zone 5
K
Stadium of Light
W
R VIE
BOU
CITY CENTRE HAR
(1/2 MILE)
St. Peter’s
Page 4
Site locations
Zone 3 – Recreation Park – 7 sites
Located at the heart of the event site, Recreation Park is situated beside the Park and Ride drop
off and collection point and is the main thoroughfare from the nearest Metro Station, creating
significant footfall for a wide range of exhibitors.
Situated on grass. Limited access to power at an additional cost. Access to water standpipe.
Zone 3 – Cliffe Park – 9 sites
Cliffe Park is home to the main stage area and the Big Screen TV showing all the weekend’s
activities. This area will also include the RAF Military Village and a public viewing area.
Situated on a grass. Limited access to power at an additional cost. Access to water standpipe.
Zone 4 – Bede’s Cross – 4 sites
This area will include a Royal Navy and British Army military village.
Situated on grass. No access to power or water. Diesel generators only permitted on site.
Page 5
Event health and safety
The health and safety of all involved in the Sunderland Airshow is a priority. It is therefore
imperative that we receive all health and safety documentation prior to the event.
Event health and safety requirements
If your bid is successful you will be requested to complete a form via a Health and Safety link.
The link will be confirmed in your successful letter/email.
The below information will be requested once you access the link:
• Copy of Public Liability Insurance to the minimum sum of £5m
• Fire Risk Assessments/Risk Assessments to identify all significant hazards, risks and controls
• Confirmation of any generators and large quantities of fuel on site. Diesel generators only
permitted on site
• Confirmation of any naked flames, water features or pressure systems
• Confirmation of any skin piercing/tattoos
• Confirmation of any inflatable structures
• Details of erection and anchoring of any temporary structures
• Details of build of any structures over 3m/10ft to include structural calculations.
General information
Applicants will be notified to confirm if their submission has been successful or unsuccessful.
Acceptance of site forms will be enclosed with the successful letters. The acceptance forms
must be returned within 7 days of receipt.
• The successful applicant will enter into an agreement with Sunderland City Council. The
agreement will be forwarded once the acceptance of site form has been submitted
• Sunderland City Council does not bind itself to accept the highest or any offer received and
will accept no responsibility for an expenditure incurred by any interested party in relation to
the submission of any offer, whether successful or not
• Your sites will be marked out prior to your arrival
• Environmental Services will be on site carrying out spot checks of goods to be sold
throughout the event weekend
• All trade waste must be disposed of in the event skips provided. The locations of skips will
be identified on the site plan enclosed with the final site set up letter
• As all locations have limited space, you will be expected to unload any stock vehicles and
park the stock vehicle in the exhibitor car park
• The organisers are not responsible for equipment left on site overnight. Additional security is
available at an additional cost
Page 6Food Categories
General Purpose
• Covers multi-purpose trailers or structures selling a wide range of foods including all variety
of burgers and sausages and including chips
• Hot and cold drinks will be permitted on these units
• Confectionery will not be permitted on these units.
Confectionery
• Covers mobile trailers/market stall construction selling a wide range of confectionery
• Cold drinks will be permitted on these units
• Hot drinks will not be permitted on these units.
Tea/Coffee and Cakes
• Covers mobile trailers offering a range of hot and cold drinks, cakes/biscuits
• Cold drinks will be permitted on these units
• Confectionery will not be permitted on these units.
Street Food
• Covers trailers or market stall construction selling a wide range of food e.g Indian cuisine,
Mexican cuisine, Pizza, Paella, Gyros, Kebabs, Desserts
• Hot and cold drinks will be permitted on these units
• Confectionery will not be permitted on these units
• Chips will be permitted on these units.
Please note:
There is one summer season coffee concession located in Roker Park and normal seafront
businesses situated along the seafront. Traders may also sell from private land.
Page 7Pricing schedule
Zone 3 – Recreation Park
We are comitted to delivering an affordable event for visitors. To support this, minimum bids have
been reduced from 2018 to enable traders to offer lower selling prices to customers.
We will use both the pitch fee offered and the selling prices listed (pages 12-13) to evaluate bids.
Traders should therefore carefully consider both of these elements.
Minimum Your bid
Use Food type Size of unit
price (£) (£)
1 x General Purpose £3,500
1 x Coffee/Cakes £1,500
1 x Confectionery £1,700
Minimum bids do not feature in the bidding process of this section. Please confirm bid below,
whilst fully considering your selling prices.
Your bid
Use Food type Size of unit
(£)
1 x Street Food
1 x Street Food
1 x Street Food
1 x Street Food
Page 8Zone 3 – Cliffe Park
We are comitted to delivering an affordable event for visitors. To support this, minimum bids have
been reduced from 2018 to enable traders to offer lower selling prices to customers.
We will use both the pitch fee offered and the selling prices listed (pages 12-13) to evaluate bids.
Traders should therefore carefully consider both of these elements.
Minimum Your bid
Use Food type Size of unit
price (£) (£)
1 x General Purpose £3,500
1 x General Purpose £3,500
1 x Tea/Coffee/Cakes £1,500
1 x Tea/Coffee/Cakes £1,500
1 x Confectionery £1,700
Minimum bids do not feature in the bidding process of this section. Please confirm bid below,
whilst fully considering your selling prices.
Your bid
Use Food type Size of unit
(£)
1 x Street Food
1 x Street Food
1 x Street Food
1 x Street Food
1 x Street Food
Page 9Zone 4 – Bede’s Cross
We are comitted to delivering an affordable event for visitors. To support this, minimum bids have
been reduced from 2018 to enable traders to offer lower selling prices to customers.
We will use both the pitch fee offered and the selling prices listed (pages 12-13) to evaluate bids.
Traders should therefore carefully consider both of these elements.
Minimum Your bid
Use Food type Size of unit
price (£) (£)
1 x General Purpose £3,500
1 x Tea/Coffee/Cakes £1,500
Minimum bids do not feature in the bidding process of this section. Please confirm bid below,
whilst fully considering your selling prices.
Your bid
Use Food type Size of unit
(£)
1 x Street Food
1 x Street Food
Page 10General information
Do you offer children’s portions and reduced prices? Yes No
Do you cater for alternative diets (e.g. vegan,gluten free, dairy free etc)? Yes No
If yes, please confirm what products you offer.
Page 11Pricing information We are committed to delivering an affordable event for visitors. The information you provide below will be taken into account as part of the evaluation process. Please detail below the prices of goods to be sold. If you have more than one unit, please complete a separate price list for each unit. Selling prices you identify below will be accepted as those to be offered on the event site. Traders must display a price list on all units. Regular checks will be undertaken throughout the event to ensure selling prices are as identified below. Your submission will not be accepted if this section is not completed. Item description Selling price (£) ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... ........................................................................................................... ................................... Page 12
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Page 13Additional requirements
Please complete the tables below if you require security or power.
Security
No. of guards at approximately
Days required Times
£12 per hour per guard
Please select your requirements and tell us exactly what you intend to plug in (e.g. lights, kettle,
fridge etc) in the box provided.
Power
13 amp 16 amp 32 amp 32 amp three 63 amp three
single phase single phase single phase phase phase
£130 +VAT £150 +VAT £200 +VAT £300 +VAT £400 +VAT
Detail what you intend to plug into power:
Car Park Passes
Two parking permits for Lowry Road are allocated when trade and exhibition space is confirmed.
Additional permits will be charged at £10 each and the fee will be included in the exhibition
space invoice. Overnight people passes for Zone 3 Recreation Park are free of charge.
Number of additional Number of Overnight People
Exhibitor Car Park Permits Passes (Recreation Park only)
@ £10 Total £
Page 14Personal details form
Trading/Organisation Name: .........................................................................................................
Contact Name: .............................................................................................................................
Date of Birth: .................................................................................................................................
Address: .......................................................................................................................................
.......................................................................................................................................................
......................................................................................... Post Code: .....................................
Telephone No: ...............................................................................................................................
Mobile No: ....................................................................................................................................
Email Address: ..............................................................................................................................
Web Site Address: ........................................................................................................................
Are you registered with Sunderland City Council? Yes No
If no please confirm Authority: ....................................................................................................
How many units do you own? ............................
Do the units hold a Level 4 or 5 of the Food Hygiene Rating Scheme? Yes No
Would you be interested in advertising on the big screen throughout the
event weekend and exposing your brand to over 500,000 visitors? Yes No
Would you be interested in sponsorship opportunities
for this event? Yes No
Are you happy for Sunderland City Council to use your contact details
to tell you about future events? Yes No
Your personal information will be shared with our Site Management Contactor,
Northumbria Police and Environmental Services for the purposes of this event.
Please tick box to acknowledge acceptance: Yes
Please complete the application pack and return via online Procurement Portal (NEPO), by email
at: events@sunderland.gov.uk or post to Events Team, Sunderland City Council, Burdon Road,
Sunderland SR2 7DN by no later than Friday 29 March 2019.
Any submission received after this date may not be considered.
Please title all e-mails or envelopes as ‘Sunderland Airshow 2019 Catering Concessions’
Should you have any queries please call 0191 561 8402 or e-mail events@sunderland.gov.uk
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