Welcome to Meet the Buyer - Victoria French Head of Events, Sunderland City Council - NEPO Portal
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Welcome to Meet the Buyer
Victoria French
Head of Events,
Sunderland City Council
Introduction Running order for the morning:- • 3 signature events • Background to The Tall Ships Races Sunderland 2018 • Procurement process and opportunities for all 3 signature events • Questions • Surgeries
3 signature Sunderland City Council
events in 2017 and 2018
• Sunderland International Airshow
• Sunderland Illuminations
• The Tall Ships Races Sunderland 2018
What are The Tall Ships Races? • The Tall Ships Races are an internationally acclaimed annual competition organised by Sail Training International (STI) and held every summer in European waters. • Each year 70 – 100 vessels from across the world, crewed by some 5,000 – 6,000 young people, take part in this unique event that combines 4 days of festival activity in each port with racing between ports. • The main aim of The Tall Ships Races is to provide an opportunity for young people to develop their personal skills in a challenging and memorable sail-training environment and hence at least 50% of a Tall Ship’s crew must be aged 15-25 years.
The Tall Ships Races 2018 Route • Four host ports • Sunderland Wed 11th - Sat 14th July 18 • Esbjerg 18th – 21st Jul • Stavanger 26th – 29th July • Harlingen 3rd – 6th Aug
The Fleet • 20-120 ships may take part • Ships from Class A-D
Developing event site
The Tall Ships Races Sunderland 2018
Our Mission
“To deliver a safe, spectacular, 4 day event that showcases
Sunderland as a welcoming, forward-looking, innovative City and
enhances our reputation as an “Events City” on an international
stage. The event will celebrate our maritime heritage and will
invigorate our cultural offer, creating a legacy for all to enjoy.”
What we want to achieve for the City • Generate significant economic impact for the local area • Creating a platform on which to build a lasting legacy • Deliver a safe event • Showcase Sunderland as a friendly, welcoming, innovative City • Build Sunderland’s reputation as an “Events City” • Become known as a “sail-friendly” port • Enhance the cohort of volunteers to support City events • Showcase Sunderland’s physical and cultural developments • Enhance UK City of Culture in 2021 bid • Celebrate the City’s maritime heritage
Event Schedule confirmed to date A continuous programme of visitor entertainment across the full event period. Wednesday 11th July • Ships arrive by lunchtime • Captains’ Dinner Thursday 12th July • Crew activity programme • Crew Parade and Prize-giving • Crew Party Friday, 13 July Saturday, 14 July • Spectacular Parade of Sail • Trainees depart on Race 1 to Esbjerg
Sponsorship opportunities
• International competitive sporting event
• Around 80 vessels from across the globe expected to attend
• Brand exposure to 1.5m event visitors
• Expected media value of £4m
• Comprehensive social media coverage
• Communications strategy to ensure global reach
• Event values and benefits to disadvantaged young offer great social
responsibility return – give something back to the community
• Be a partner in the UK’s largest free public event
• Bespoke sponsorship packages from £20,000-£300,000Space in main event site
• Exhibition/activation space • Engagement and activation of
• Brand exposure and sales potential customers
opportunity • The Tall Ships Races tend to attract
an older, ABC1 audienceSouvenir Event Programme
advertising space
• Circulation of 50,000 copies
• High quality content
• High quality production
• Expected to be retained as
souvenirsCorporate Hospitality
• Captains’ Dinner • Deck events
• Access Sponsors’ • Flotilla tickets
shipSponsor Sail Trainees
• Voyage from ship’s home port to
Sunderland or on Race 1 from
Sunderland to Esbjerg
• Member(s) or family of your own staff
• £1,500 as standalone sponsorship
optionNext steps -
Procurement
Julie Rogerson Category Manager
Christine Dixon Senior Category Manager
Graham Kelly Market Engagement and e-Procurement ManagerProcurement • Overview of Potential Procurements • Types of Procurement • Evaluations • Sponsorship Packages • Actions • Contact Details • Any Questions
E vents Overview and Procurement Requirements
Items identified as possible procurement of goods and services for the 3 signature City Council events in 2017 and 2018
Sunderland Sunderland The Tall Ships Sunderland Sunderland
Airshow Illuminations Races 2018 in Airshow Illuminations
July 2017 Sept 2017 Sunderland July 2018 Sept 2018
Procurement July 2018
Access ladders
Advertising
All types of safety fencing
Anemometers
Barriers
Bars
Catering Stands
Continental Market
Corporate Hospitality Provider
Event control cabin & compound complete with power,
broadband, telephone and TV screens to monitor CCTV
Event evaluation
Fenders/gangways
Fireworks/Pyrotechnics
First Aiders
Floating walkway pontoons Generators Hire Tug Boats, Ribs, patrol boats and pilotage Hire Water Safety Patrol Jackets/belts/Preservers Laundry service Loud hailers Marquees Mobile Video Screens Indoor and Outdoor table and chairs PA, Staging, Lighting & audio visual systems Park and Ride Buses - concession Permit system Photography and Video services Procure Medical Cover - ambulance Procurement of Event Safety Coordinator Procurement of Sponsorship Consultant Production Management Removal of ships waste Stage Stewarding Services Street Cleansing Taxis/minibus/small coaches/forklift/vans/LGV Telephone lines
Temporary Lighting
Temporary toilets/Showers - Public, Staff and Crew including
disabled
Two-way Radios
Waste Management
Water Supply
Works for removal of wooden quay and replacement
(Jubilee Quay)
Please note all of the information in the above table is subject to changeProcurement Routes to Market
There will be four routes to market which include:
• Tender (procurements over £164,176)
• Quotation (procurements under £164,176)
• Use of an existing framework – which may consist of a single or several
suppliers which could be called off via a mini competition, ranked or
direct award to a single supplier
• Concession contractEvaluation of Procurements Each procurement will detail its own marking/evaluation criteria based on the products and services that the Council needs. There will also be instructions informing you on how to purchase a sponsorship package.
Sponsorship Packages In every procurement you will be asked if you would like to purchase a sponsorship package. Our sponsorship packages relate to each of the 3 signature events with one large sponsorship package covering all events. They range in value and include benefits such as:- • Supporting deserving young people in Sunderland to have a life-changing sail- training opportunity • Supporting the volunteer workforce to give a fantastic Sunderland welcome to over 3m visitors. • Significant brand exposure via signage, branding and marketing opportunities • Space on event sites to meet existing and potential customers • Extensive social media exposure • VIP invitations to special events
Sponsorship Packages To ensure fairness to all suppliers you will be evaluated on the actual cost and quality of the service/goods as specified in each procurement. If you are successful and are awarded a contract and have indicated in your bid that you would like a sponsorship package you will be able to offset that cost against your bid thus invoicing the Council for your bid price less the cost of your chosen package.
Sponsorship Packages
Illustrative example 1
Contract Bid PriceRequested a Price of Council Pay Company
Sponsorship Package to Company Pay to the
Package Council
Dredging £250,000 Yes £100,000 £150,000 £0
Illustrative example 2
Contract Bid Price Requested a Price of Council Pay Company
Sponsorship Package to Company Pay to the
Package Council
Advertising £3,000 Yes £20,000 £0 £17,000Actions for you! • Register on the NEPO Portal www.nepoportal.org • If you are already registered on the Portal, check the email is correct • Tell your staff, customers, families, friends (everyone) about the events • Sign up for our e-newsletter for The Tall Ships Races Sunderland 2018 to keep up-to-date • Contact the relevant event contact person for further sponsorship information or for any queries
Any further questions?
Contacts Any further information, please contact:- Sunderland Airshow 2017/2018 Laura Young laura.young@sunderlandlive.co.uk 0191 561 2474 Sunderland Illuminations 2017/2018 Michelle Whittle michelle.whittle@sunderlandlive.co.uk 0191 561 8433 Sunderland City Council – Procurement Systems Support 0191 561 2369 buysunderlandfirst@sunderland.gov.uk
Contacts The Tall Ships Races Sunderland 2018: Michelle Daurat, Project Director michelle.daurat@sunderland.gov.uk 0191 561 1054 Charlotte Thew, Project Manager charlotte.thew@sunderland.gov.uk 0191 561 2330 Ian Flannery, Project Officer ian.flannery@sunderland.gov.uk 0191 561 1397 Joanne Moore, Project Officer (e-newsletter contact) Joanne.moore@sunderland.gov.uk 0191 561 5782
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