Herne Bay Festival 2013

Herne Bay Festival 2013 Delivery Partner Brief

1. INTRODUCTION Canterbury City Council are looking to appoint a delivery partner to coordinate and deliver the Herne Bay Festival 2013. Currently, this nine day community and town celebration offers an exciting and varied programme of events to over 8,000 visitors each year. The programme is made up of a series of free flagship events in public open spaces as well as some venue based programming. In the past this has included live music, bandstand performances, street theatre, opening parade and a classic car and bike show. The festival is extremely well supported by local residents and visitors, and as such features a large number of community led events. The post holder will have the opportunity to build on these existing relationships and encourage a more coordinated approach to the festival delivery. Preparation for the project will begin in February 2013 and will conclude in September 2013 following the successful delivery of the annual Herne Bay Festival programme in July. The festival should raise the profile of the town, encourage visitors from across Kent and the South East, and encourage community engagement and learning in line with the councils Cultural Policy. Fixed Term Contract: 1st February 30th September 2013 Fixed fee for Management and Delivery of event: 35,000 The fee includes ALL project management fees and project delivery costs. The Delivery Partner will be required to generate additional sponsorship and/or funding as part of this role. Historically, festival marketing has been designed by Canterbury City Councils Graphic Design Team. The Delivery Partner must continue to use this service, although Canterbury City Council will offer a limited amount of officer time free of charge. Additional time will be charged at an external rate. The Delivery Partner also has the option of receiving additional support from the Events Office. Please see page 5 for further information on this arrangement. (support will be fully agreed prior to contracts being completed)

The contract will be available to view in January 2013, and a copy will automatically be sent to all applicants who have expressed an interest in the brief prior to deadline.
2. CONTEXT The Culture and Enterprise division delivers and commissions culture, tourism and local economy services. Its three policies Local Economy, Visitor Economy and Culture - underpin the work of the division and create an overarching set of principles for strategic service planning and delivery. Using the principles set out in the Culture and Enterprise policy suite (see appendix 1) the Herne Bay Festival 2013 should build on the success of past events developing existing community partnerships within the town to deliver a community celebration that highlights the range of activities available in the coastal town during the summer period. The applicant would be advised to read page 18 and pages 34-43. The event should maintain both a regional and national profile, and should seek to attract audiences from across east Kent and beyond. 1

Herne Bay Festival 2013

3. BACKGROUND The Herne Bay Festival was created in 1993 as part of a Town Centre Management initiative. The festival was designed as a public celebration for the town that would bring the community and businesses closer together while providing a new attraction for visitors. Such was the popularity of the large programme of events and warm atmosphere that the festival quickly grew to be one of the most successful communityfocused events in Kent. The festival is extremely well supported by the local community, who host many of the events, in the past the festival has been able to offer a programme of over 200 events during nine days. Key festival events include live music from the best local bands, a giant family picnic, the monster crab catching competition, Herne Bays Got Talent (our very own talent show) and fantastic fireworks displays fired over the sea. 2012 was the 20th anniversary of the festival, and thanks to some sponsorship, included an air show. This year proved to be an extremely popular festival, attracting thousands to the coast across the week, and will hopefully provide the perfect opportunity for a delivery partner to build upon this success and lead the festival into the future. 4. THE BRIEF Canterbury City Council would like to appoint an independent delivery partner for Herne Bay Festival 2013. The delivery partner will be responsible for: 1. Coordinate, manage and deliver a programme of activities over 9 days to include a range of a range of family, celebratory, community and educational events, starting on Saturday 17th August (starting no later than midday) and finishing on Sunday 25th August 2013 (finishing no earlier than 4pm) 2. Work proactively to positively engage with local community groups and cultural organisations. The coordinator will be expected to develop existing relationships with the view to create and implement a Herne Bay Festival Association for2014. 3. Within the existing festival programme are a number of key events that are managed and delivered by members of the community. These are the Monster Crab Catching Competition, Giant Picnic and Herne Bay Rocks. The Delivery Partner should work with the relevant organiser to ensure these events remain within the programme (unless otherwise requested by the individual organising the event) 4. Ensure programme activities are held outdoors in the first instance, and the majority (over 50%) are free to attend. Events can be held on any Canterbury City Council owned land that is agreed suitable for purpose, or on other land as agreed with the relevant landowner. Additional events can take place indoors, inside any venue which is agreed suitable for purpose. 5. Events and activities may be delivered by third parties or partner organisations as long as they maintain the ethos of the festival and are managed in a professional manner. The delivery partner must retain overall responsibility for any event which features within the festival programme. Use of any sub contractors must be agreed with the Cultural and Creative Development Manager prior to engagement. Payments to third parties and/or subtractors must be completed by the delivery partner in a timely and acceptable fashion.

Herne Bay Festival 2013

6. The festival programme must include the delivery of the following traditional and flagship events, although there is some flexibility as to how these would be delivered; A celebratory live music event A Festival Parade Herne Bays Got Talent Fireworks Display Canterbury City Council will provide the delivery partner with a limited amount of guidance and advice about the delivery of these particular events. 7. Manage overall budget figures and ensure that the project stays within the fixed budget provided. Source additional funding and generate sponsorship as required to ensure festival expenditure is balanced. 8. Work with landowners as necessary to obtain permissions for use of event spaces that are not within the control of Canterbury City Council. 9. Work proactively to positively engage with local community groups and cultural organisations. The delivery partner will be expected to maintain existing relationships and encourage new partnerships wherever possible. 10. Manage all marketing strategies for the festival, working with the Canterbury City Council Communications team to develop the existing Herne Bay Festival brand; design the programme, posters, flyers, website and other marketing as required. Communicate with Canterbury City Council to ensure press and PR opportunities are maximised. Be responsible for managing and/or implementing the distribution of marketing across the Canterbury district and South East. Please see

page 5 for details of how this in kind support will be split.

11. Hire all necessary infrastructure, for example stages and PA systems. Ensure that all equipment, structures and electricals are insured, PAT tested and comply with all relevant legislation as necessary. 12. Work with Canterbury City Councils term contractor and agree quotes in advance for the provision of street cleansing, toilet opening and cleansing (where existing blocks are used) and waste collection as necessary. The Delivery Partner will be responsible for these payments. 13. Arrange for the provision of additional toilets, crowd barriers and road closure equipment as necessary. The Delivery Partner will be responsible for these payments. 14. 15. Manage the day-to-day delivery of the festival and related activities where appropriate, including staffing the festival according to Event Management guidelines under the HSE/ Purple Guide and other relevant legislation. Staffing to include payment and compliance with HRMC requirements on payments including tax/NI responsibilities. 16. Liase with the Canterbury City Council Community Development team to agree a working practise regarding CRB and Safeguarding standards and use of photography during the festival. 17. Take overall responsibility for the delivery of the festival, ensuring that all events are fully insured, risk assessed and comply with relevant legislation. Canterbury City Councils Events Office manages use of public open space through a Multi Agency Events Group. All event safety documentation must be submitted to this group according to an agreed deadline. Documentation will include: o Event Safety Management Plan o Transport Management Plan o Site Plans o Risk Assessments for individual events 3

Herne Bay Festival 2013

18. Canterbury City Council have licensed most public open spaces for the provision of Regulated Entertainment. The delivery partner will be permitted to use this licence provided they have satisfied the Multi Agency Events Group (as outlined in point 17). Canterbury City Councils Premise Licence does not include the sale or provision of alcohol. Any additional licenses and/or Temporary Event Notices must be obtained by the delivery partner in the timescales as required by Canterbury City Councils Licensing department. 19. Work to an agreed timeline of key dates, the Delivery Partner will be required to produce for Canterbury City Council: Provisional Dates Action On Signing Contract Business/project plan received (including programme of events, budget, press and marketing considerations) Event Safety Management Plan received (including Traffic Management Plan if required) Final Creative Programme agreed Final Print Programme signed off Final Safety Management Plan signed off Festival Delivered Evaluation Received Date 1st February 18th March Payment Due on Completion of Action 2500 5000

1st May 12th May 1st July Mid July August 17th to 25th 2013 September 30th 10000 2500 10000 5000

The delivery partner must also liaise at least fortnightly with the Cultural and Creative Development Manager at Canterbury City Council, through reports or meetings as agreed, to update on progress. 20. A full evaluation report will be required on completion of the project including qualitative and quantative data. Canterbury City Council uses an economic impact survey that must be used by the Delivery Partner, and requires data from at least 100 individual visitors.The Delivery Partner will need to show evidence of how the festival: Boosted and diversified the local economy Provided activities and opportunities for young people and families Attracted additional visitors to the district and encourage overnight stays. 21. Manage the project until its conclusion unless agreed by Canterbury City Council. 22. Not undertake any action which puts Canterbury City Council in disrepute.

Herne Bay Festival 2013

6. THE COMMISSION The commission is offered for the period of 1st February 2013 30th September 2013, on a freelance, self employed, fixed term, task driven basis. A fixed fee of 35,000 to include all project management fees and project delivery costs, including those listed above. Please note: payments will be staged throughout the duration of the contract period, and will be based on agreed objectives being achieved to deadline You will report, on a day-to-day basis to the Cultural and Creative Development Manager, Canterbury City Council. CANTERBURY CITY COUNCIL SUPPORT Design Team As listed in point 10, the Delivery Partner will be required to work with Canterbury City Councils Design Team who will update existing Herne Bay Festival branding to suit 2013 requirements. The Delivery Partner will receive up to a maximum of 100 hours of officer time free of charge which will cover the production of the following marketing materials: Website (Design only. Content Management must be managed by the Delivery Partner) Programme Posters Leaflets Banners Adverts This is on the assumption the Delivery Partner provides the Design Team with all the required text and images up front, and there are a maximum of 2 amendments/edits per item. Any additional services/support required from Canterbury City Councils Design Team by the Delivery Partner will be charged to the Delivery Partner at an hourly rate of 32.70. This support does not include print costs. Events Office The Delivery Partner will also have the option of receiving advice and guidance on the planning and delivery of a safe and legal event from Canterbury City Councils Events Manager. There is a maximum of 40 hours of officer time available for use (free of charge). Any additional services/support required from Canterbury City Councils Events Manager by the Delivery Partner will be charged to the Delivery Partner at an hourly rate of 30. Canterbury City Council Support cannot be exchanged for cash.

Herne Bay Festival 2013

7. HOW TO APPLY Stage 1- Expressions of Interest Please apply to MUST include: procurement@canterbury.gov.uk for an Expression of Interest form. All completed applications answers to Questions 4-12 inclusive (Q5 if applicable) last 2 years financial accounts signed declaration

Applications will be assessed based on the criteria set out on the Expressions of Interest form and how the applicant will seek to address the key principles of the Culture and Enterprise Policy Suite.

Please note: If applicants are applying for both the Whitstable Oyster Festival and Herne Bay Festival, they must complete an Expression of Interest for each project.
Stage 2- Invitation to Interview and Additional Information Those highest scoring applicants will be invited to interview and will be required to discuss their proposals in further detail. The successful candidate must obtain levels of insurance as stated in the Expression of Interest document, if not already held. We positively welcome applications from individuals, companies/organisations and consortia. 8. TIMETABLE Stage 1: Deadline for Application: 9am, Thursday 17th January 2013 Stage 2: Interviews will be held on Wednesday 23rd January 2013 Contracts completed by: 1st February 2013

Additional company information may be requested prior to interview

For further information or assistance please contact procurement@canterbury.gov.uk

*Please note that Canterbury City Council offices will be closed from 5pm on Friday 21st December, and will reopen at 9am on Wednesday 2nd January 2013.*