REQUEST FOR MAYORAL DECISION MD527 Title: St Georges Day 2010 Executive Summary: Following on from the successful

l concert on Trafalgar Square in 2009 for St Georges Day, which had as its theme Contemporary Music English Roots, it is proposed to continue with a music themed event in 2010, which ties in with the Mayors Music Education Plan. The planned event will take place on Trafalgar Square on Saturday 24th April 2010. The theme of the event will be Rhythm of London and it will feature a varied programme that celebrates Londons rich musical heritage as well as providing a showcase for some of the capitals best young musicians. This theme is ideal for St Georges Day as it presents music that both originates from and is produced in London, it mixes the traditional and the contemporary and should have strong appeal to young and old alike. Decision: The Mayor is asked to approve: 1 the allocation of up to 100,000 from the Events for London budget towards St Georges Day events in 2010. This to be allocated as follows: 1.1 up to 60,000 towards the event production costs of St Georges Day festival in Trafalgar Square, to take place on Saturday 24th April 2010. (NB programming costs of up to a further 40,000 for this event to be met from Music Education Plan / Rhythm of London festival budget MD 453) 1.2 up to 20,000 for marketing, branding, documentation, evaluation, Trafalgar Square costs 1.3 up to 20,000 to Shakespeares Globe Theatre in grant funding, as a contribution to their event to celebrate Shakespeares birthday, which falls on St Georges Day and the launch of their 2010 theatre season, this event to take place on 18 April 2010; 1.4 the commencement of a competitive procurement exercise, using the Events for London Framework of companies to source event production and artistic programme management services and subsequent award by the Executive Director Resources of a contract for those services to the bidder submitting the most economically advantageous proposal without the need for a further DD; 1.5 entry into a grant funding agreement with Shakespeares Globe Theatre for a sum of up to 20,000 (once all appropriate procedures have been successfully completed in accordance with the GLAs Funding Agreements Toolkit) without the need for a further DD; 1.6 the seeking of sponsorship for the St Georges Day festival; in order to reduce the GLA's net costs of the event; and the Director of Marketings approval of entry into related sponsorship agreements without the need for any further MD/DD. Mayor of London The above request has my approval. Signature Date

PART I - NON-CONFIDENTIAL FACTS AND ADVICE TO THE MAYOR Decision required supporting report 2. Introduction and background 2.1 Celebrating St Georges Day is an important opportunity to highlight the best of English culture to all Londons communities. In a multi-cultural society such as London such an activity can help to promote social development and inclusion. 2.2 As part of the Mayors programme of annual cultural events, it is proposed to celebrate St Georges Day, Englands Patron Saint Day, on Saturday 24th April 2010 with a free public event on Trafalgar Square. 2.3 Following on from the successful folk music concert on the Square in 2009 for St Georges Day which had as its theme Contemporary Music English Roots, it is proposed to continue with a music themed event in 2010, which ties in with the Mayors Music Education Plan for young people. The theme of the event will be based around Rhythm of London and it will feature a varied programme which celebrates Londons rich popular musical heritage as well as providing a showcase for some of the capitals best young musicians. 2.4 This theme is ideal for St Georges Day as it presents music that both originates from London and is associated with London, it mixes the traditional and the contemporary and should have strong appeal to young and old alike. 2.5 The event will also be the culmination of a Rhythm of London week which will aim to stimulate music activity in schools and work with partners to create work to feature in the Trafalgar Square concert. 2.6 A sum of no more than 100,000 will be allocated for procurement of event production and artistic programme management services for this event (up to 60,000 from the Events for London St Georges Day budget and up to 40,000 from Music Education Plan / Rhythm of London festival budget MD 453). Procurement of the services will be undertaken using the Events for London Framework of companies and in accordance with the Authoritys Contracts and Funding Code. 2.7 A sum of up to 20,000 will be allocated to direct GLA expenditure for marketing and publicity, event branding, Squares costs and misc items. The supplies and services in respect of which expenditure is to be incurred will be procured in accordance with the GLAs Contracts and Funding Code. Globe Theatre Shakespeares Birthday 2.8 Following the success of the initiative in 2009 to host a free family open day at Shakespeares Globe Theatre on the occasion of the birthday of Shakespeare which falls on St Georges Day, it is proposed to support this event once again in 2010. In addition to the free family day, this year on 18th April, the Globe will also launch their new theatre season. 2.9 In 2009, the event at the Globe attracted around 7,000 visitors throughout the day and provided a feature of the Mayors St Georges Day programme, through a celebration of one of this countrys greatest contributions to world culture the work and legacy of Shakespeare. Supporting the 2010 event will continue to assist in affording a number of Londoners an opportunity to learn about Shakespeare, promoting English literary culture and furthering social development and inclusion in Greater London. 2.10 The proposed funding of 20,000 will be payable as a contribution toward the Globes costs of delivering the event, including production and performances. All payments will be made in line with agreed funding agreement payment milestones. 2

2.11 Officers will ensure that all procedures comprised in the GLAs Funding Toolkit are followed and the Executive Director of Resources approval is sought (albeit without a DD) prior to any award of grant funding to the Globe. Sponsorship 2.12 The GLA will seek sponsorship for this event and entry into related sponsorship agreements. Any sponsorship received will help to reduce the GLA's net costs of the St Georges Day festival. 2.13 In order to maximize the efficiency with which sponsorship arrangements can be put in place the delegation of power to the Director of Marketing to approve the entry into sponsorship agreements is also sought. 2.14 Support for the St Georges Day / Rhythm of London event was approved by MESG on 16 November. 3. Issues for consideration 3.1 Links to strategies and Corporate Plan 3.1.1 Supporting St Georges day is consistent with the Mayors direction of travel for Cultural policy Cultural Metropolis - and in particular, that the Mayor has pledged his support for the main cultural celebrations that take place on Trafalgar Square. 3.1.2 In the Mayors Strategic Plan 2009 2012, in the section A stimulating, cultural and creative London, supporting St Georges Day is consistent with the pledge towards Commissioning a series of events in Trafalgar Square, as well as cultural campaigns and festivals. 3.1.3 The Strategic Plan Delivery Form reference in relation to this decision is 82SP10/11. 3.2 Impact assessments and consultation 3.2.2 The event on 24 April is subject to Licensing Operational Planning and Safety Group process convened by GLA and chaired by Westminster Council. The LOPSG also includes representation from TfL, Met Police and emergency services. All major institutions surrounding Trafalgar Square will be advised in advance of the event. Risk

3.2.3 3.4

3.4.1 GLA risk register attached. The producer of the event is required to prepare an Event Management Plan which includes a Risk Assessment and covers all relevant aspects of the event such as health and safety, security and stewarding and public liability insurance. 4. Decisions The Mayor is asked to approve: 4.1 the allocation of up to 100,000 from the Events for London budget towards St Georges Day events in 2010. This to be allocated as follows:

4.1.1 up to 60,000 towards the event production costs of St Georges Day festival in Trafalgar Square, to take place on Saturday 24th April 2010. (NB programming costs of up to a further 40,000 for this event to be met from Music Education Plan / Rhythm of London festival budget MD 453)

4.1.2

up to 20,000 for marketing, branding, documentation, evaluation, Trafalgar Square costs

4.1.3 up to 20,000 to Shakespeares Globe Theatre in grant funding, as a contribution to their event to celebrate Shakespeares birthday, which falls on St Georges Day and the launch of their 2010 theatre season, this event to take place on 18 April 2010; 4.2 the commencement of a competitive procurement exercise, using the Events for London Framework of companies to source event production and artistic programme management services and subsequent award by the Executive Director Resources of a contract for those services to the bidder submitting the most economically advantageous proposal without the need for a further DD; entry into a grant funding agreement with Shakespeares Globe Theatre for a sum of up to 20,000 (once all appropriate procedures have been successfully completed in accordance with the GLAs Funding Agreements Toolkit) without the need for a further DD; the seeking of sponsorship for the St Georges Day festival; in order to reduce the GLA's net costs of the event; and the Director of Marketings approval of entry into related sponsorship agreements without the need for any further MD/DD. Financial Comments The projected St Georges Day budget of up to 100,000, approval of which is sought, can be broken down as follows. Summary of costs are detailed below. Expenditure Event production costs GLA marketing, branding, Squares misc. Globe Funding Agreement Total expenditure to be approved Programming costs* Total expenditure proposed * see section 5.4 below 5.3 The budget for the above costs will be met from the Events for London allocation. The Events team have indicated a desire to carry forward budget from 2009/10 to 2010/11 all requests for carry forwards should be made as per year-end guidance. Note should be made that due to year-end decisions made by the Executive Director of Resources, a carry forward request may not be granted. Expenditure relating to goods/services received in 2010/11 must be accounted for in the same financial year and year-end guidelines should be followed in this regard also, i.e. any payments made in relation to event production, the Globe funding agreement and the remaining costs where applicable, should be flagged as a prepayment if made in 2009/10 in order that they are accounted for in 2010/11. 60,000 20,000 20,000 100,000 40,000 140,000

4.3

4.4 4.5 5 5.1 5.2

5.4 Programming costs for this event, estimated at up to 40,000 are to be met from Music Education Plan / Rhythm of London festival budget MD 453. The 60,000 event production costs noted herein will

facilitate Rhythm of London activities via a shared aspect to programming. As such the combined costs for the activities approved via MD 453 and those proposed for St Georges day are as follows: Rhythm of London net budget (approved via MD453) St Georges Day net budget Total GLA funding requirement Sponsorship 5.5 The GLA will seek sponsorship for this event and entry into related sponsorship agreements. Any sponsorship received will help to reduce the GLA's net costs of the event. Project Management 5.6 The Events for London team in the External Affair directorate will be responsible for project managing the event and ensuring all facets comply with the Contracts and Funding Code. 5.7 All necessary budget adjustments will be completed. 6. Legal comments 6.1 Legal Powers Sections 1 to 5 of this report indicate that: 6.1.1 the decisions requested of the Mayor fall within his statutory power, acting on behalf of the Authority, to do anything he considers will further the promotion of social development in Greater London; and in formulating the proposals in respect of which a decision is sought officers have complied with the Authoritys related statutory duties to: (a) pay due regard to the principle that there should be equality of opportunity for all people; (b) consider how the proposals will promote the improvement of health of persons in greater London and to contribute towards the achievement of sustainable development in the United Kingdom; and (c) consult with appropriate bodies 6.2 Procurement of the services required for the Trafalgar Square event 6.2.1 Officers have indicated that the value of the event organisation services required for the event is 100,000 and a mini-competition exercise under the Authoritys the Events for London Framework which was procured on a pan-European basis in accordance with the requirements of the Authoritys Contracts and Funding Code and Public Contracts Regulations 2006. 6.2.2 Officers have also indicated that marketing, branding, Squares and any other miscellaneous ancillary services will be procured in accordance with the requirements of the Authoritys Contracts and Funding Code. 269,000 100,000 369,000

6.1.2

6.2.3

Accordingly, officers must liaise with Transport for London Procurement who will determine the detail of the procurement strategies to be adopted in accordance with the Authoritys Contracts and Funding Code.

6.3 Grant of funding to the Globe 6.3.1 Officers have also indicated that the contribution of 20,000 to Shakespeares Globes costs of their celebration of Shakespeares birthday will amount to the provision of funding and not a payment for services rendered. On this basis the Contracts and Funding Code of Practice (the Code) requires the Authority to ensure that the funding is distributed fairly, transparently and in accordance with the Authoritys equalities obligations. The Code also requires the Authority to demonstrate value for money in the allocation of this funding Officers must also ensure that they comply fully with the requirements of the Funding Agreements Toolkit before committing to any grant of funding to third parties.

6.3.2

6.4 Sponsorship The Authority may seek sponsorship under its power to charge third parties for discretionary services under section 93 of the Local Government Act 2003 provided that the charges levied do not exceed the costs of provision. Officers must also comply with the Authoritys sponsorship policy in this regard and liaise with the legal team to ensure that appropriate contracts are put in place to govern the sponsorship relationships.

7.

Background/supporting papers

Public access to information Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Part 1 of this form will be made available on the Greater London Authority website within 1 working day of approval. Any facts and advice that should not be made automatically available on request should not be included in Part 1 but instead on the separate Part 2 form. Deferment is only applicable where release before that date would compromise the implementation of the decision being approved. Is the publication of this approval to be deferred? NO If yes, for what reason:

Until what date: Is there a part 2 form - NO OFFICER APPROVAL: Tick to indicate approval Sponsoring Director Dan Ritterband has reviewed the request and is satisfied it is correct and consistent with the Mayors plans and priorities. Mayoral Advisor: Munira Mirza has been consulted about the proposal and agrees the recommendations. Legal advice: Commercial Law and Projects team has commented on this proposal.

Executive Director, Resources I have been consulted about the proposal and confirm that Financial and Legal advice have been taken into account in the preparation of this report. Signature Date

Chief of Staff I am satisfied that this is an appropriate request to be submitted to the Mayor Signature Date