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Call for Proposals
Fitzgeralds Park – Events Summer 2015
S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 3
Environment & Recreation Directorate
Cork City Council
City Hall
Director of Services: Mr. Jim O’ Donovan
Call for Proposals for
Events in Fitzgeralds Park – Summer 2015
Call for Proposals
Fitzgeralds Park – Events Summer 2015
S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 4
1.0 PURPOSE OF PROPOSAL
Proposals are invited by Cork City Council from creative/ entrepreneurial/ cultural/
community individuals or groups to host events in Fitzgeralds Park, Mardyke, Cork as
a cultural/ artistic/ entrepreneurial/ community space for the summer months. The
events should complement the existing park characteristics and aim to engage with
audiences and groups to animate the pavillion/ park/ environment and further
enhance the park experience and build on its family orientated environment.
Cork City Council has a budget of €15,000 to support the programming of events
within the park. The budget will be spread of a series of events to create a diverse
programme over the summer months. It is the expectation of Cork City Council that
there will be a social, cultural and community benefit to the local citizens in return
for the use of the park along with financial and professional support.
It is the intention of Cork City Council to create a varied programme of events
throughout the summer to appeal to wide and varied audiences. This will include
morning / evening/ weekend activities and events across a broad range of interests.
2.0 FITZGERALDS PARK OVERVIEW
Fitzgeralds Park is situated on the historic Mardyke Walk, immediately adjacent to
the River Lee and within 1km of City Centre. It is Cork City’s premier public park and
one of the City’s main visitor attractions. The park was developed in 1904 on lands
used for the Cork Industrial Exhibition 1902/3. The park measures 7ha (18 acres) and
contains a wide range of horticulture features including specimen mature trees, rose
garden, herbaceous border, floral bedding and fountain and pond dating from the
Industrial Exhibition. The City Museum and the recently refurbished Lord Mayor’s
exhibition pavilion (Crafty ‘Ol Bats) are also situated within the park. The Café,
Call for Proposals
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Natural Foods Bakery is located in the same building as the museum and serves
homemade, local artisan sandwiches, cakes, tea & coffee. See drawing in Appendix A
for park layout.
The Mardyke has undergone substantial upgrading in the past five years extending
the walk from the North Mall to the Lee Fields. The Park was significantly upgraded
in 2014 (Mardyke Gardens Project) with the addition of an iconic garden in the
vicinity of the Café and a new bandstand on the front lawn, along with an upgraded
park and Museum entrance. A new playground is also to be constructed in place of
the existing playground. The construction period is expected to be April-July 2015.
Fitzgeralds Park is open on a seven day basis throughout the year (opening hours in
Table 4.1) and estimates suggest it attracts in excess of 200,000 visitors annually and
approximately 50,000 visit the Museum.
The café is an integral element within the Gallery garden and the Natural Foods
Bakery is a major attraction in itself. The park holds some interesting pieces of
sculpture which are located around the park creating an interesting trail.
The new front lawn bandstand is designed to cater for up to 30 patrons & has three
phase power available on stage. The lawn area can accommodate a crowd in the
region of 1500 -2000 people.
There is also a performance space in the Gallery garden adjacent to the cafe. This in
an intimate space and is surrounded by seating and has a power supply.
The park has numerous green spaces that are ideal for facilitating performances and
audiences.
Call for Proposals
Fitzgeralds Park – Events Summer 2015
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3.0 SCOPE OF PROPOSAL
Proposals are invited by Cork City Council from creative/ entrepreneurial/ cultural/
community individuals or groups to propose events in Fitzgeralds Park, Cork over the
summer months. The events can be one-off day events, night time events, weekend
events or a series of weekly classes/events.
The individuals/groups proposals should seek to animate the park, provide
entertainment and engage with the public and the park surrounds. The events
should be capable of being marketed jointly with other on-site attractions. The
events can be proposed across the entire park or an individual space can be used for
classes, camps or workshops and can also be entrepreneurial in nature (e.g. design
workshop/ studio/ craft/ film/ circus/ theatre/ sport etc).
The proposal should demonstrate there will be a social, cultural and community
benefit to the local citizens and potential tourist attraction. The events should in
general be free to the public but in the event of classes/workshops the fee structure
should reflect the support and resources on offer and the public environment in
which they take place.
Applicants are required to complete the event application form and provide the
relevant supporting documentation. Applicants shall propose their preferred date
and an alternative is possible.
In order for the proposals to be evaluated please submit all the information specified
in the requirements outlined in Section 5.0. Applicants may be called for an
interview to discuss their proposal in advance of an award.
Call for Proposals
Fitzgeralds Park – Events Summer 2015
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It is proposed to award the tender in April 2015 and the programme of events will
commence in May /June 2015.
Cork City Council may cover the cost of health and safety, security, PA, musical acts,
entertainment etc associated with the events depending on the nature of the
proposal, the scale of the event and the audience reach. Proposals must outline the
type of event and the full costs involved.
Given the limited budget Cork City Council will be exploring the potential for events
of a wide cost range, such as:
Live music
Sports competitions
Cork culture events
Open-mic’ buskers festival
Drama
Puppet festival
Tea dance and high tea
Sports competitions
Community uses
Picnics
Circus
Workshops
Exercise Classes
Table 4.1 Fitzgerald Park Opening Hours
8.30am – 8pm April & September
8.30am – 9pm May & August
8.30am – 10pm June & July
N.B. 10am opening on Sundays and Bank holidays.
Call for Proposals
Fitzgeralds Park – Events Summer 2015
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5.0 PROPOSAL SUBMISSIONS
The proposals will be assessed for quality, viability, experience and meeting the
vision of Cork City Council to create a dynamic, interactive and creative environment
in the park.
Proposal Requirements
The proposal must complete the applicable form attached in Appendix B. In addition
to the application form applicants should provide the info outlined in Item 1 and 2
below in support of their application.
Item 1: Event Proposed –
Applicants should give a brief description of the event proposed and should include:
1. Event Title
2. Description of Event
3. Target Audience
4. Marketing Campaign
5. Budget
6. How you would integrate with park users and surrounds.
7. Visuals of work.
Item 2: Track Record and Experience –
1. Detailed CVs for individuals/groups.
2. Track record for last 2 years.
3. Referees we may contact.
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6.0 PROPOSAL ASSESSMENT PROCESS
Cork City Council does not bind itself to accept any proposal. We reserve the right to
seek further information or clarification from applicants in terms of any matters
relating to the proposal, and reserve the right to interview applicants in advance of a
decision.
The proposal assessment will be carried out by a Review Panel. It will be carried out
by reference to the submissions received. Following the initial assessment Cork City
Council reserves the right to shortlist events. Those shortlisted will be interviewed
and may be required to make a presentation (Cork City Council will not be
responsible for the cost of such presentations) on the proposal contained in their
submission. Where applicable, the Review Panel may visit existing ventures of
persons as detailed in their tender submission.
The shortlisted proposals will be evaluated by a Review Panel along with any site
visits, presentations, or interviews which may be used to provide clarification on the
submission.
Cork City Council reserves the right not to award any proposal.
Call for Proposals
Fitzgeralds Park – Events Summer 2015
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7.0 INSURANCE REQUIREMENTS
Public Liability insurance of €6.5 million and Employer’s Liability insurance of €13m
will have to be submitted by the successful applicants with specific indemnity to Cork
City Council.
If selling goods (e.g. jewellery), proof of Product Liability of a minimum of €2.5
million will also be required.
Call for Proposals
Fitzgeralds Park – Events Summer 2015
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8.0 PROPOSAL SUBMISSION
The completed proposal should be submitted on or before Tuesday the 7th of April
2015 at 4pm.
The proposals should be marked ‘Fitzgeralds Park Event Proposal’ must be returned
to Cork City Council and addressed to:
Aoife Mahony
Assistant Engineer
Recreation & Environment
Cork City Council
City Hall
OR
Material will not be returned.
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9.0 QUERIES OR CLARIFICATIONS
All queries or requests for clarification relating to the proposal can be directed to
Aoife Mahony, Cork City Council: [email protected].
Call for Proposals
Fitzgeralds Park – Events Summer 2015
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APPENDIX A – FITZGERALDS PARK LAYOUT
Storage Depot
M
U
S
U
E
M
B
A
N
D
S
T
A
N
D
UN Flag Poleand Plaque onwall
Mardyke Lawn
River Lee
Storage depot
River Lee
Chelsea Pod overlookingthe River Lee
Mardyke Lawn
Gallery Garden
River Lee
Storage depot
River Lee
Chelsea Pod overlookingthe River Lee
Construction Site PlaygroundUnder Development
Mardyke Lawn
SCALE:
11/03/2015
DATE:
DRAWING NO:
DRAWN:
CHECKED:
REV.
TITLE:
PROJECT:
1:500@A1DJC
AM
Parks Projects Department
MARDYKE GARDENS
APPROVED:
LC
STATUS:
INFORMATION
FILE NAME:
MARDYKE GARDENS
REV:
BY CHKD. APPR. DATE DESCRIPTION
Events - Summer 2015
Figured dimensions only to be taken from this drawing. All dimensions to be checked onsite. Design Office to be informed immediately of any discrepancies before work proceeds.
C7676-PCP-009
Comhairle Cathrach ChorcaíCork City Council
Environment & Recreation,City HallCorkTel: (021) 4924000Fax: (021) 4924651E-mail: [email protected]
Call for Proposals
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APPENDIX B – EVENT APPLICATION FORMS
Call for Proposals
Fitzgeralds Park – Events Summer 2015
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Event Application Form
Section A – The Applicant
1. Name of Applicant (individual/organisation etc.)
___________________________________________________
2. Give details of one contact person for this application
Name: ____________________________________
Position: ___________________________________
Address:______________________________________________________
______________________________________________________________
_
Telephone: ______________________________________
Mobile No: ______________________________________
Fax: ___________________________________________
Email: __________________________________________
Website:______________________________________________________
___
3. Status of the organisation/applicant (Please tick)
Registered Charity
Company Limited by Guarantee
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Individual
Partnership
Voluntary Organisation
Other (please specify)…………………………………………………
Call for Proposals
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4. Insurances
Please provide evidence of current insurances in place:
Employers
Liability
Public
Liability
Level in
place: €
Details of any excesses: €
Name of Insurance
Company:
Expiry
Date
Candidates must provide evidence of insurances in place by way of copies
of Insurance certificates or a note from their insurer confirming levels in
place and confirmation from the insurance company that an indemnity for
Cork City Council to the minimum levels outlined below will be available.
Employers Liability Insurance €13 million
Public Liability of €6.5 million
5. What does your organisation do?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
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______________________________________________________________
________________________________________
6. Has the organisation a proven track record of event organisation and
delivery? If yes, please give examples. Please outline how you propose
to manage the event and draw up the necessary documents.
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________________________
Section B – The Event
7. Title of the Event
______________________________________________________________
________
8. Proposed/requested location of event
______________________________________________________________
________
9. Date(s) and times of event (incl. Times and Dates of Set up and de-rig,
please identify each element separately)
______________________________________________________________
______________________________________________________________
________________
10. Does the event have to take place on this date or could the event be
moved to a different time of the year?
______________________________________________________________
________
11. Brief description of the event
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12. Name Key Event Personnel and provide details of their relevant
experience and qualifications (Event Manager, Safety Officer, Chief
Steward, PR and Marketing Personnel etc.)
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________
13. Will the event be free of charge? (If not, please outline charges on
separate sheet if necessary)
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________
14. What is the reach of the event? (E.g. local, national or international)
15. How many people will participate in the event and where will they
come from?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________
16. What is the events target audience? (E.g. family, youth, adults, ethnic
groups etc.)
______________________________________________________________
______________________________________________________________
______________________________________________________________
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______________________________________________________________
________________________________
17. How many people are expected to attend the event?
______________________________________________________________
______________________________________________________________
________________
18. On what do you base this projection? (E.g. past events, venues size
etc.)
______________________________________________________________
______________________________________________________________
________________
19. Outline what community and commercial value the event will provide
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________
20. How will the event be marketed to this target audience?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________________
21. What media coverage do you expect your event to attract?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
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______________________________________________________________
________________________________________________________
22. What monitoring mechanisms are in place to assess the production
and safe quality of the event, evaluate visitor numbers and monitor
press coverage?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________________________
23. If the event is not a one-off activity, what is the long-term vision for
the event and how is it anticipated that it will develop?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________________________________
24. Outline the production infrastructure/equipment you intend to use
(e.g. stage, stalls, food, marquees, pa, sound system, generators, etc).
Please note this information is important in order to assess suitability of
proposed venues.
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
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______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
__
Note: You should not assume that Cork City Council has prior
knowledge of you, your group or organisation or you activities.
Section C – Financial Details (must be completed by all applicants)
25. What is the total estimated cost of the event?
______________________________________________________________
26. Has the organisation received funding from any section of Cork City
Council for events in the past? (If yes, please give details)
______________________________________________________________
______________________________________________________________
27. What is the main purpose of this funding?
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28. Please provide a detailed budget for the event (use the following
headings as a guideline) and please outline an individual cost for each
item under each heading e.g. under production – individual costs for
staging generators etc – if necessary, an additional page with this
information may be submitted with this form)
Expenditure
(Incl. VAT if applicable)
Item: Estimated
Cost
Artistic (performer’s fees, workshop costs etc) `
_____________
Production (staging, generators etc.)
_____________
Public Health & Safety (barriers, policing, stewarding etc)
_____________
Environmental (clean-up, road closures etc.)
_____________
Marketing (posters, adverts etc.)
_____________
Administration and Overheads (Staff costs, salaries and fees)
_____________
Other (please specify)
_____________
___________________________________
_____________
___________________________________
_____________
Total _____________
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Income
Public Sector (including other CCC funding sources)
Organisation Amount Status
(Pending/confirmed)
__________________________ _________
_________________________
__________________________ __________
_________________________
__________________________ __________
_________________________
__________________________ __________
_________________________
__________________________ __________
_________________________
Private/Commercial Sector
Company Amount Status
(Pending/confirmed)
___________________________ __________
_________________________
___________________________ __________
_________________________
___________________________ __________
_________________________
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Event Income
Type of Income Amount Status (Pending/confirmed)
(Concessions, admission charges etc.)
______________________ ________ ____________________
______________________ ________ ____________________
______________________ ________ ____________________
______________________ ________ ____________________
Total_________________________
Estimated surplus/Deficit (if any) ___________________
29. Have you entered into any other sponsorship agreements with other
parties? If so, what are the details (i.e. title sponsor, associate sponsor,
branding details etc.)?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________________
30. Any additional information you wish to provide in support of this
application?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________________________
Call for Proposals
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Note:
Please note the following when completing the application form:
Income/Sponsorship, (either in cash or in kind), should be evidenced by
letters of support and/or confirmation from the funding sources.
Applicants are strongly encouraged to ensure that their budget is clear
and accurate and supported by appropriate documentation.
Each section should be completed in full with due regard for the
provision of supplementary information where applicable. Failure to
fully complete the forms may invalidate your application.
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Declaration Form
I/We certify that all information provided in this application and all the
information given in any documentation submitted in support of this application
is truthful and accurate.
I/We understand that any materially misleading statements (whether
deliberate or accidental) given at any stage during the application process
could render the application invalid and the applicant liable to return any
money already paid out by Cork City Council.
I/We also undertake to notify Cork City Council of any changes in the
event’s/organisation’s circumstances that could affect this application
Signed: ______________________________
Name (print): _________________________
Date_________________________________
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Event Application Form – Lawn Pavilion & Gallery Garden
Only
Please note that this application covers small events only ie up to 1000 Audience
5. Name of Applicant (individual/organisation etc.)
___________________________________________________
6. Give details of one contact person for this application
Name: ____________________________________
Position: ___________________________________
Address:______________________________________________________________
_____________________________________________________________________
_____
Telephone: ______________________________________
Mobile No: ______________________________________
Fax: ___________________________________________
Email: __________________________________________
Website:
_______________________________________________________________
7. Status of the organisation/applicant (Please tick)
Registered Charity
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Company Limited by Guarantee
Individual
Partnership
Voluntary Organisation Other (please
specify)……………………………………………………………………..
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8. Insurances
Please provide evidence of current insurances in place:
Employers
Liability
Public
Liability
Level in
place: €
Details of any excesses: €
Name of Insurance
Company:
Expiry Date
Candidates must provide evidence of insurances in place by way of copies of Insurance
certificates or a note from their insurer confirming levels in place and confirmation
from the insurance company that an indemnity for Cork City Council to the minimum
levels outlined below will be available.
Please note that if successful the minimum levels of Employers Liability of €13 million
and Public Liability of €6.5 million will be required.
7. Title of the Event
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8. Proposed/requested location of event - please specify either Lawn Pavilion (incl.
Bandstand) or Gallery Gardens
_____________________________________________________________________
9. Date(s) and times of event (incl. Times and Dates of Set up and de-rig, please
identify each element separately)
_____________________________________________________________________
10. Please indicate if you require the use of a P.A YES NO
11. Please specify if you require the use of Chairs for this event : Yes No
If yes, please specify how many chairs you require ______________________
12. Will the event be free of charge? (If not, please outline charges on separate
sheet if necessary)
13. How many people are expected to attend the event?
_____________________________________________________________________
14. Do you intend to provide security/stewarding (minimum requirement = 1 per
250 audience)
_____________________________________________________________________
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15. Any other additional information
_______________________________________________________________
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Declaration Form
I/We certify that all information provided in this application and all the
information given in any documentation submitted in support of this
application is truthful and accurate.
I/We understand that any materially misleading statements (whether
deliberate or accidental) given at any stage during the application process
could render the application invalid and the applicant liable to return any
money already paid out by Cork City Council.
I/We also undertake to notify Cork City Council of any changes in the
event’s/organisation’s circumstances that could affect this application
Signed: ______________________________
Name (print): _________________________
Date_________________________________