Expression of Interest Hospitality Solution for ICC World ...€¦ · “ICC World T20 2020” means the ICC World T20 2020 to be held in Australia in 2020. “LOC” means World

World Twenty20 2020 Ltd

Level 2, 128 Jolimont Road

Jolimont Vic 3002

Expression of Interest

Hospitality Solution for ICC World T20 2020 Date of Issue: 17 September 2018

COMMERCIAL-IN-CONFIDENCE

© World Twenty20 2020 Ltd

Table of Contents

Introduction .................................................................................................................................................................................................................. 1

Overview of the ICC World T20 2020 ................................................................................................................................................................. 2

Tournament Background Information........................................................................................................................................................... 2

Host Cities and Venues ....................................................................................................................................................................................... 2

Expression of Interest Documents – Hospitality Program .......................................................................................................................... 3

1. Conditions of EOI ................................................................................................................................................................................................... 4

2. Scope of Works ....................................................................................................................................................................................................... 8

Hospitality Objectives .......................................................................................................................................................................................... 8

Scope of Hospitality Services ............................................................................................................................................................................ 8

Indicative Hospitality Timeline .................................................................................................................................................................. 10

3. EOI Response ......................................................................................................................................................................................................... 11

SCHEDULE 1: RESPONDENT DETAILS .............................................................................................................................................................. 12

Respondent Details ............................................................................................................................................................................................. 12

Key Personnel ........................................................................................................................................................................................................ 12

Shareholders .......................................................................................................................................................................................................... 13

Consortia ................................................................................................................................................................................................................. 13

SCHEDULE 2: DESCRIPTION OF REQUIREMENTS ....................................................................................................................................... 14

Key criteria for the EOI ....................................................................................................................................................................................... 14

Process following submission EOI responses ........................................................................................................................................... 15




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Introduction

This Expression of Interest (EOI) is issued by World Twenty20 2020 Ltd, the Local Organising Committee (LOC)

for the ICC World T20 2020 (WT20), for the purpose of selecting a shortlist of companies who will be invited to

participate in a subsequent formal tender. The aim of this EOI process is not to elicit proposals or tenders, but

rather to assess the capacity and capability of respondents to carry out the Scope of Works.

The WT20 is cricket’s ultimate prize in the fastest growing and most accessible format of the game.

T20 cricket is leading the way as the model for innovation in global sport and entertainment. It is the vehicle

to attract new, more diverse and younger audiences to the game all around the world.

This will be the first time that the WT20 has been held in Australia and follows the highly successful ICC Cricket

World Cup 2015, staged across Australia and New Zealand, which delivered record-breaking attendances of

over one million and global television audiences of over 1.5 billion.

With under two years to prepare and in the context of this growth trajectory, the ICC, Cricket Australia (CA) and

the LOC have high aspirations for delivering a spectacular celebration of cricket in 2020.

In a landmark decision for the development of women’s sport, the ICC approved CA’s proposal to host the ICC

Women’s World T20 2020 (Women’s WT20) as a standalone event. The Women’s WT20 will be held from 21

February to 8 March 2020, with the ICC Men’s World T20 2020 (Men’s WT20) running from 18 October to 15

November 2020. This means that the WT20 will span the whole calendar year and ensure that both the

Women’s and Men’s competitions will be promoted and staged as major global events in their own right.

As for other major international sporting events, the hospitality program is of paramount importance to the

experience of key customer groups and therefore to the reputation of the Tournament, the ICC, Host Cities and

Host Countries. In addition, sales of hospitality packages are a significant source of revenue for the LOC and

the effectiveness of delivery of the hospitality program is therefore fundamental to our objective to “maximise

the financial return to invest in the future of cricket”.

A successful hospitality program is also a cornerstone of our other objectives, including: “delivering the biggest

women’s sporting event ever held in Australia”; “create new and unforgettable experiences for players and

fans” and; “increase participation in cricket – playing, coaching, volunteering and spectating.” The requirements

specified in this EOI reflect our commitment to achieving our collective goals by seeking a complete end to

end hospitality solution for the WT20, encompassing design, development, sales and customer management,

marketing, operational delivery, financial management of the WT20 hospitality program.

LOC thanks you for your interest and looks forward to receiving your response to this EOI.




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Overview of the ICC World T20 2020

Tournament Background Information

Further information about the tournament, including dates, qualifying pathways, competition structures and

latest news can be found at https://www.icc-cricket.com/world-t20.

Host Cities and Venues

The host cities and venues for the WT20 2020 were announced on 30 January 2018 and are summarised in the

table below, along with the number of matches allocated to each venue. Please note, some matches may be

played as part of a double header.

Host City Venue(s) Matches

Women’s Men’s

Adelaide Adelaide Oval • One (1) semi-final

• Six (6) Super 12 matches total

Two (2) Double Headers

Two (2) Single Headers

Gladys Elphick Park

(Narnungga)^

• Warm up matches

Brisbane Gabba • Four (4) Super 12 matches total

One (1) Double Header


Allan Border Field^ • Warm up matches

Canberra Manuka Oval • Five (5) group matches total


One (1) Single header

Geelong Kardinia Park Stadium

(currently known as GMHBA

Stadium)

• Six (6) group matches total

• Three (3) Double Headers

Hobart Bellerive Oval • Six (6) group matches total

Three (3) Double Headers

• Two (2) Super 12 matches total

• One (1) Double Header

Melbourne MCG • Women’s Final • Men's Final



Two (2) Single Header

Junction Oval • Five (5) group matches total



Perth Perth Stadium • Six (6) Super 12 Matches total



https://www.icc-cricket.com/world-t20




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Host City Venue(s) Matches

Women’s Men’s

(currently known as Optus

Stadium)

WACA Ground • Five (5) group matches total



Sydney SCG • Two (2) Women’s semi finals

• One (1) men's semi final



Two (2) Single Headers including

opening match featuring Australia

Sydney Showground Stadium

(currently known as Spotless

Stadium)

• Five (5) group matches total


One (1) Single header including

opening match featuring Australia

^ not currently in scope for hospitality

Expression of Interest Documents – Hospitality Program

The EOI is comprised of the following sections which are attached to this document:

1. Conditions of EOI;

2. Scope of Works; and

3. EOI Response.




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1. Conditions of EOI

1. Interpretation

In these Conditions, unless the context otherwise requires:

“Closing Date” means the time and date for the close of this EOI nominated by LOC and outlined in

clause 3 of the EOI Conditions which can be changed by LOC in its discretion.

“Confidential Information” means the terms and conditions of this EOI and all other documents,

information, know-how and data, in any form, and in any media relating to or concerning LOC or

connected with the staging of the Tournament in any media which is marked “Confidential” or, would

reasonably be regarded as confidential, including:

(a) strategies, projects, policies and business plans;

(b) financial information;

(c) marketing and advertising concepts, plans and materials; and

(d) drawings, designs, patterns, samples, models, plans, trade-marks and logos, but excluding

information which:

(i) is in or comes into the public domain otherwise than as a result of a breach of this EOI;

or

(ii) at the time of first disclosure to or observation by the Respondent is proven to already

be in the Respondent’s lawful possession.

“EOI Conditions” means the terms and conditions that govern the EOI process.

“EOI” means the written response made by the Respondent pursuant to and in accordance with these

EOI Conditions.

“ICC World T20 2020” means the ICC World T20 2020 to be held in Australia in 2020.

“LOC” means World Twenty20 2020 Ltd (ACN 618 113 269), the organising committee for the ICC World

T20 2020.

“Public Announcement” means any release, comment, provision or disclosure of any information, to

any media entity or anyone engaged in the provision of information to the public.

“Respondent” means a company, individual or consortia who have submitted an EOI pursuant to this

request for EOI.

“Services” means the provision of the Services outlined in the Scope of Works attached to and forming

part of this EOI.

“Scope of Works” means the indicative Scope of Works required to be carried out by the successful

Respondent as attached to this document.




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“Tournament” means all Matches and Functions of the WT20 tournament to be held in Australia in

2020.

“WT20” means ICC World T20 2020 tournament, comprising the ICC Women’s World T20 2020 and the

ICC Men’s World T20 2020.

2. EOI Conditions

2.1 These EOI conditions apply on receipt by the Respondent of this EOI. If the Respondent does not accept

all of these EOI Conditions, it must immediately return the EOI and it will not be entitled to participate

further in this process.

3. Submission of Expression of Interest

3.1 An EOI may only be made by the submission of an electronic document (preferably in PDF format) with

fully completed schedules, documents and information as required by LOC.

3.2 EOIs must be lodged via email at any time on or before 9.00am AEST on Tuesday 2 October 2018:

Attention:

Procurement Manager

World Twenty20 2020 Ltd

E-mail: [email protected]

4. Late Submissions

4.1 LOC may, in its absolute discretion, permit any EOI lodged after the Closing Date to be admitted for

evaluation.

5. Information provided by LOC

5.1 All information in relation to the EOI provided by LOC, whether in the EOI documents or not, is provided

in good faith to assist Respondent to assess and respond to the EOI. LOC makes no representations or

warranties regarding the accuracy or completeness of the information.

5.2 The Respondent acknowledges that LOC is not liable for any loss, damage or expense suffered by a

Respondent as a result of any inaccuracy or inadequacy in any information it provides to the Respondent

or any reliance on such information by the Respondent.

6. Errors

6.1 If the Respondent finds any discrepancy, error or omission in its EOI, the Respondent must notify LOC in

writing of such discrepancy, error or omission on or before the Closing Date.




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7. Costs and Expenses

7.1 All costs and expenses associated with the preparation of a response to this EOI will be the responsibility

of the Respondent.

8. Ownership of documentation

8.1 All documentation and copyright in all documentation provided to LOC in response to this EOI by the

Respondent shall upon lodgement with LOC become the property of LOC.

9. Evaluation

9.1 LOC is not bound to accept any response to this EOI and LOC reserves the right to vary, suspend or

abandon this EOI.

9.2 LOC will evaluate all EOI’s and may request further detailed clarifications from selected short-listed

Respondents prior to finalising its short list.

10. Scope of Works

10.1 LOC will consider proposals for the Services as outlined in the Scope of Works.

10.2 Respondents are therefore requested to provide specific detail of the Services that they intend to bid for

when submitting its EOI.

11. No contractual relationship established

11.1 This EOI is an invitation to treat only and not an offer to acquire any goods and or services. Submission

of a response to this EOI does not create a contract for the provision of the Services in any way unless

and until the EOI is accepted by LOC and the parties execute a definitive and binding Agreement for the

provision of the Services by the Respondent to LOC.

12. No right of recourse

12.1 Any decision made by LOC in relation to the selection of a short list from the EOI will be final. LOC is not

liable for any costs or expenses incurred by a Respondent in preparing and lodging the Proposal

irrespective of whether the EOI is successful or not.

13 Public Announcement

13.1 The Respondent must not make any Public Announcements in relation to this EOI or any matters relating

to it unless it first obtains written consent from LOC. If the Respondent makes any Public Announcement

at any time without the prior written consent of LOC, LOC reserves the right to reject the Respondent’s




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EOI without notice, whether or not the Respondent has been advised it is successful or unsuccessful.

LOC reserves its right to pursue all remedies available to it the fullest extent of the law.

14 Confidentiality

14.1 The Respondent undertakes to:

(a) keep secret and treat as confidential the Confidential Information;

(b) only use the Confidential Information for the purposes of considering whether to respond and

providing a Response to this EOI (Agreed Purpose); and

(c) ensure that any person to whom it discloses Confidential Information only uses the Confidential

Information for the Agreed Purpose.




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2. Scope of Works

Hospitality Objectives

• World Class offer, in keeping with the stature of the Event and major international event best practice

• Innovative and distinctly WT20 that reflects the Tournament brand positioning

• Consistently high quality

• Built for each local market

• Maximise the hospitality program sales revenue and profit

• Exceptional (world best) end-to-end hospitality experience for all client groups, built on the highest

standard of customer service;

• Work in a collaborative and inclusive manner with all stakeholders (including ICC, CA, State and Territory

Cricket Associations, W/BBL Clubs and Venues); and

• Provide a legacy of useable customer data for cricket.

Scope of Hospitality Services

It is expected that the successful Respondent will deliver to the LOC a proposal for an end to end hospitality

solution for all WT20 matches, including customer data collection, database marketing, retail marketing and

promotion, management of sales to customers and specific client groups, development, hosting and

maintenance of a customer-friendly WT20 branded hospitality website (including integration into other WT20

digital assets, for example, tournament website, app, social media marketing and the like) management of

hospitality fulfilment and distribution, development and delivery of room set up, theming and dressing,

inventory management including room and seat allocation, customer support and risk management systems.

In addition, it is a requirement that the solution will return to ICC and Cricket Australia a legacy of useable

customer data.

A full list of potential hospitality assets will be made available to shortlisted companies. It is expected that the

hospitality assets will include the following types of inventory, plus ticket to an associated WT20 2020 match

or matches:

• Corporate suites

• Function rooms

• Open boxes

• Temporary hospitality facilities within the venue (e.g. marquees) where applicable

The Scope of Services may vary depending upon the capability of the preferred Supplier and their proposed

commercial delivery model, but is expected to include the following:

• Advisory services on all aspects of the hospitality program




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• Provision of a dedicated project team of experienced staff with strong project management skills to

develop and deliver the hospitality program project plan, including liaison with WT20 departments

(e.g. ticketing, accreditation, etc.) and venues

• Sales and marketing initiatives to optimise revenue from the Hospitality Program, both directly and

potentially via authorized resellers (subject to approval by WT20)

• Integrated operational processes to deliver the hospitality program, including management of venue

caterers, procurement of related assets (e.g. corporate gifts), integrated inventory management and

fulfillment of WT20 hospitality packages

• Customer data management and marketing expertise, including making available its existing

database

• The efficient, secure and highly organised fulfilment of hospitality packages to customers

• The administration, reconciliation and remittance of hospitality revenues to WT20

• Compliance with applicable hospitality related legislation (both local, state and federal/national)

• The provision of agreed and real time reporting covering all aspects of the hospitality program,

including sales, seating availability, customer information and marketing intelligence

• The maintenance and operation of a full customer services facility for the resolution of customer

complaints, comment and concerns

• Provision of useable customer data of all customers to WT20 stakeholders in legacy

• Collaboration with and Integration of ‘in suite’ ICC World T20 2020 commercial partner activations,

where applicable

• Consideration of how technology could be used to enhance operational delivery and customer

experience

• Demonstration of operational practices that support sustainability

It should be noted that a condition is that WT20 hospitality packages would only be sold under the WT20

brand and that all marketing will be approved by the LOC. Any marketing would not be able to grant a right

of association between the Supplier and/or any other third party and WT20.

Commercial Delivery Model

WT20 recognises that there are range of possible commercial delivery models depending upon the capability

and appetite of potential Suppliers. Possible commercial delivery models, include, but are not limited to the

following:

• Procurement of services from the supplier for a fee based upon time and materials

• The sale of hospitality rights to a third-party supplier, comprising the right to sell packaged tickets

with access to hospitality spaces within WT20 venues and associated food and beverage other

offerings (e.g. car parking, corporate gifts, guest speakers, etc.)




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• Provision of services based upon an incentive-based fee structure, with fees payable commensurate

with the extent to which pre-determined sales, cost and customer service objectives are achieved.

WT20 is open to proposals encompassing any or a combination of the above commercial delivery models.

Indicative Hospitality Timeline

DATE ACTIVITY

Q3/Q4 2018 Hospitality Partner RFP Process

Q1 2019

Fixture Announcement

Women’s WT20 tickets on sale

International Travel Packages on sale (Women’s and Men’s)

Q2 2019

Hospitality Packages Pre-Sale (Men’s and Women’s)

– incumbent suite holders, cricket family

Hospitality packages on sale - full market release (Men’s and Women’s)

Q4 2019

Men’s WT20 tickets on sale

Q1 2020 Women’s WT20

Q4 2020 Men’s WT20




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3. EOI Response

Respondents are requested to complete each Schedule (1 and 2) in this section.




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SCHEDULE 1: RESPONDENT DETAILS

NAME OF RESPONDENT:

AUSTRALIAN BUSINESS NUMBER (ABN):

(If applicable)

DATE AND PLACE OF INCORPORATION:

REGISTERED COMPANY ADDRESS:

OFFICE PHONE

MOBILE:

Respondent Details

Date Business Commenced: Total Employees:

Key Personnel

Function Name Position Competency Estimated time

commitment*

Eg. Executive

Partner

John Smith Managing Director (insert relevant skills) 10%

*Estimated time commitment to be contributed by the key personnel to this project of their total time.

Note - Additional personnel can be added on a separate sheet




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Shareholders

Provide names of shareholders holding 20% or more of any issued capital in the company registering the

interest.

Consortia

For consortia, please list details for all consortium members.




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SCHEDULE 2: DESCRIPTION OF REQUIREMENTS

Respondents are required to incorporate the following in their responses to this EOI:

1. Previous Experience – Provide an outline of involvement in previous design projects and curated

experiences within or outside of Australia.

2. Current Market Situation Analysis – Provide a detailed analysis of the current Corporate Hospitalty

market environment within or outside of Australia, including an assessment of the current sales

environment and current trends regarding product innovation and curation concepts, including any

qualitative and quantatative data if possible, and including a detailed assessment of where T20 2020

Hospitality would fit within the current landscape.

3. Technical Knowledge and Experience – Provide evidence of technical knowledge relevant to the

requirements of the proposed services.

4. Budget Accountability – Provide a summary of previous project and financial management

experience and capabilities, working within a fixed budget and the budget amount where possible.

5. Project Delivery – Provide a brief overview of how the respective element(s) of the Services would be

planned, managed and delivered across Australia.

6. Resources – Provide an outline of the management model and key personnel proposed, together with

details of experience and capabilities across Australia.

7. Client Referees – Provide at least three (3) referees which are relevant to the services proposed for

this EOI.

8. Company Background – Provide appropriate financial details outlining years of operation, annual

turnover, list of Directors or Partners, ownership structure, staff numbers (full time and part time) and

financial stabilitity. Brief details of all key personnel experience and capability are also to be submitted.

9. Reverse Brief – Based on the information provided detail your understanding of the Services scope

and purpose and specific details how you can meet the needs of WT20

Responses to Schedule 2 of this EOI should be concise and limited to not more than five (5) A4 pages. Brochures

and similar documentation supporting this EOI response may be submitted but must be no more than five (5)

A4 pages.

Key criteria for the EOI

• Previous experience of successfully providing hospitality solutions to major global sporting events;

• Proven capability of deliver a multi-venue and multi-event hospitality solution across Australia;

• Teams in place across Australia;

• Demonstration of exceptional customer service including from client references; and

• Significant customer databases covering Australia and overseas.




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• Indication of the type of commercial delivery model that would be considered in addressing the scope of

works

Process following submission EOI responses

It is anticipated that unsuccessful Respondents to this EOI will be notified and successful Respondents issued

with a Request for Proposal (RFP) by Wednesday 10 October 2018.

It is anticipated that responses to the RFP for those shortlisted will be required by Wednesday 7 November

2018 at 4.30pm AEST

RFP Respondents may be required to present their proposals to LOC management or the Board. LOC will

advise RFP Respondents of the requirement to make any presentation or clarifications in relation to their

proposals following submission of their proposals.

LOC reserves the right to amend these dates at its sole discretion.