Published date: 20 July 2023

Last edited date: 20 July 2023

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Closing: 2 August 2023, 10am

Contract summary

Industry

  • Business services: law, marketing, consulting, recruitment, printing and security - 79000000

Location of contract

AL10

Value of contract

£0 to £40,000

Procurement reference

HTC2023-001

Published date

20 July 2023

Closing date

2 August 2023

Closing time

10am

Contract start date

10 August 2023

Contract end date

15 November 2023

Contract type

Service contract

Procedure type

Open procedure (below threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements below the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

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.

More information

Attachments

About the buyer

Contact name

Jane Anderson

Address

Birchwood Leisure Centre
Longmead
HATFIELD
AL10 0AN
England

Telephone

01707 262023

Email

jane.anderson@hatfield-herts.gov.uk