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TUC Congress Production Tender Bournemouth Centre 8-11 September 2013 Gemma Tumelty

TUC Congress Production Tender

Disclaimer: Whilst every effort has been made to provide companies with accurate information about our requirements, the TUC does not accept any liability for inaccuracy or misstatement in the tender document and companies should form their own conclusions about the equipment, methods and resources required. The TUC does not accept responsibility for a company’s assessment of the information provided and companies are responsible for obtaining any further information required to prepare their response. All technical specifications of the venue including floor plans can be found in the appendices.

Background

The TUC is the voice of Britain at work. Our overall objectives are to raise the quality of working life and promote equality for all. Our mission is to be a high profile organisation that campaigns successfully for trade union aims and values; assists trade unions to increase membership and effectiveness; cuts out wasteful rivalry; and promotes trade union solidarity.

The TUC represents nearly 6 million workers in 53 unions. The TUC brings unions together to draw up common policies on issues that matter to people at work.

We make representations to government – at national and regional level – and represent British workers in European Union and international bodies.

We campaign on workplace issues.

We represent working people on public bodies.

We carry out research on employment related issues.

We work with others to build international solidarity and to connect the trade union movement in Britain to unions across the globe.

We provide, or help unions provide, an extensive programme of work-based learning services, bringing benefits to workers and employers and helping raise national levels of learning and skills.

We organise a wide range of training for around 50,000 union reps each year.

We help unions develop new services for their members.

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We help unions avoid clashes with each other.

We have offices and facilities that are used for the benefit of the trade union movement in central London and at regional centres across the country. We also have an office in Brussels helping facilitate our European and international work.

Congress Background

The TUC holds an annual Congress; this is the policy making body of the TUC. Congress meets for four days each year during September. Each affiliated union can send delegates to Congress – the larger the union, the more it can send. At Congress 'motions' (resolutions for debate) are proposed and discussed. These form the basis of the TUC's work for the next year.

Congress is attended by about 700 delegates, has an exhibition, a fringe programme and receptions and an annual General Council dinner. Around 3,000 people will come through the doors over the course of the four days to take part in debate, the fringe, to exhibit or to report on the policy debates at congress.

You can find out more about previous Congresses here: http://www.tuc.org.uk/the_tuc/index.cfm?mins=62&minors=2&majorsubjectID=19

Timings

Sunday Congress begins at 4pm and business concludes on that day at 7pm,

It runs Monday 9.30–5.30, Tuesday 9.30–5.30 and Wednesday 9.30 to 4pm latest (probably finishing at 1pm but this cannot be guaranteed).

Details

There is a fringe programme in the evenings and lunchtimes in between Congress sessions hosted by unions, charities, private sector organisations and campaigning organisations.

Congress is a democratic, policy making Congress and as such there is set programme of business that must be completed during the four days. Congress is chaired by the TUC President with the General Secretary, other senior officers and General Council Members sitting on the stage platform giving a total possible number of 15. There needs to be one speaking position (lectern) on the stage from which delegates and visiting speakers address Congress.

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Should there be a demand we will also provide sign language interpreters who will need to be in a prominent location at one side of the stage. We normally also have a staff table close to the stage, but not in a prominent position where staff can take messages to the stage party, record business etc. There are also verbatim reporters who need to have a desk close to the stage but again not in a prominent position. In previous years we have had performers from ‘Music for Youth’ play as delegates are arriving and leaving for each session. This would be something we would want to continue but perhaps less frequently in the programme.

Delegates expect to be provided with desk space – historically ‘classroom style’. In recent years we have provided two to three large screens that provide both coverage of the speakers and information about the debate (motion number) and are used for screening videos.

The TUC invites external speakers to address Congress, usually with an opportunity for questions and answers for delegates. But we are keen to explore different formats for external speaker slots.

The TUC uses Congress to communicate key messages about our campaigning priorities. In 2011 the Congress was branded ‘Jobs, Justice, Growth’; in 2012 ‘A Future that Works’. We have recently started to ensure all materials are branded in line with the Congress theme, but this could be developed further. Our pre-congress communications to delegates and unions is done via written materials sent to unions and delegates in advance of Congress and through two email bulletins sent to those delegates whom we have email addresses.

Challenges

‐ Congress has reduced in size over the last few years.

‐ Congress is now shorter; this has squeezed time on external speakers and other special features.

‐ We would like to brief delegates about Congress procedures in a more dynamic/interactive way.

‐ Delegate feedback is that whilst Congress is productive and well organised it feels ‘flat’.

‐ The TUC would like Congress to feel more modern in design, approach and interactivity.

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‐ We would like to seek ways in which we can highlight the diversity of the delegates at the event other than by set piece speeches.

‐ We would like to attract more visitors, exhibitors, fringe listings and sponsorship.

Congress 2012 Brighton

Requirements for 2013

With a new General Secretary, the first woman to lead the TUC, there is an opportunity to try a new, more modern approach that moves the TUC toward making Congress the annual showcase of the trade union movement.

With this in mind the TUC would like to invite proposals for the production of Congress 2013. Proposals should a) cover the basics of Congress production and b) provide creative ideas for modernising Congress. NB: There may be additional requirements following the tender and the successful party will be notified of these aspects upon appointment.

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1. Congress production requirement

In line with the image above, please supply a visual with detailed costs for the main sessions:

‐ stage set – facia, carpeted stage (with steps/ramp), 3x screens, lectern, top table & branding

‐ sound – PA, lectern mic kit, 6x table mics, backline for 4-piece jazz band, 2x handheld mics for audience Q&A and 1x lapel mic, induction loop, CD player and FOH drive rack

‐ vision – 3x projectors, ability to show separate content on central/side screens, comfort monitor, laptops x2, DVD player and seamless switcher

‐ live feed – to main screens, broadcast media and TV screens around the centre. Two cameras (one static, one roving) and recording of Congress (no edit required)

‐ lighting – general set lighting and rigged stage wash, gobos x2 and lighting desk

‐ technicians – for sound, lighting and vision x2, plus cam op & all set-up / breakdown crew

‐ expenses – all transport, accommodation, sustenance requirements for the duration

‐ AV provisions for all break out rooms.

The successful company will have access to the Bournemouth Centre from Thursday 5 September from 08.00am for build. De-rig would need to be completed by midnight on Wednesday 11 September.

NB: Please include details and costs for power and rigging points.

2. Creative ideas

We are looking for ideas to modernise Congress without losing sight of key requirements. The policy debates must happen in a set way, within the Congress Rules. That said there are opportunities for creativity, presentations and interactivity around the rest of the key business.

In addition we would like to:

‐ understand how the TUC could better communicate our key messages in the run up to and throughout Congress

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‐ make the Obituary segment more upbeat. Currently this is a roll call of names to music (trade unionists that have passed away) scrolling the screen while the audience stands in silence.

‐ look at options for allowing those who can’t attend to see the presentations

‐ modernise the layout of the main room ‐ use interactive technologies to make things livelier for the delegates as well

as quicker and easier

The budget for the creative elements is £30,000 + VAT and we are interested to find out what you think it achievable from the above list, within this figure.

Process

This tender document is due for release on Monday 10 December 2012 and can be circulated freely. The document will be sent to companies that have engaged with the TUC previously or recently and will be put online.

Please submit your intention to tender by Friday 14 December 2012 via email only to Gemma Tumelty gtumelty@tuc.org.uk.

Any questions and clarifications must be via email only by Friday 4 January 2013 to gtumelty@tuc.org.uk. All questions will be responded to by Wednesday 9 January 2013.

Completed bids should be submitted by email to gtumelty@tuc.org.uk - before 5pm on Wednesday 16 January 2013.

Interviews will take place for shortlisted bids the week beginning 28 January 2013 in Congress House, London.

The contract will be awarded by 1 February 2013.

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Format of responses

The tender proposals should include:

Item Weighting

The Congress production requirement (as outlined) 20%

The creative ideas requirement (as outlined) 20%

Detailed costs 30%

Your approach to establishing and delivering a project of this nature

5%

Details of the individuals who will lead, manage and deliver the project, along with their experience and formal training/qualifications

5%

A timetable for the project 5%

Tenders should include background material to demonstrate the previous experience and range of work of the consultant(s) and of the specific personnel proposed for the work.

15%

The appointed supplier must support individual Trade Union membership and representation rights and not actively discourage their employees from joining a Trade UnionPlease confirm your agreement to this statement in your response.

A copy of your Equal Opportunities, Environmental and Health and Safety Policies should be supplied with the return.

Tenders should also include contact details of two referees.

Pre-tender interview requirements

All parties who have not received this tender directly from Gemma Tumelty must submit a portfolio of previous work relevant to the TUC, along with their intention to respond by Friday 14 December 2012. You will be advised via email if a submission is allowed by Friday 21 December 2012.

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Appendix I - Bournemouth Centre draft plan for room use and existing AV

Room Capacity Built in AV Function

Windsor Hall n/a See Appendix II Congress Hall

Solent Hall n/a n/a Exhibition

Solent Hall dressing rooms

n/a No in house equipment

Exhibition office, storage and GS bolt hole.

Tregonwell Hall (1&2)

247 theatre/220 reception

See Appendix III

Fringe/Reception

Tregonwell Hall (1) 84 theatre/100 reception

No In house equipment

Fringe/reception

Tregonwell Hall (2) 96 theatre/100 reception

No In house equipment

Fringe/reception

Tregonwell Bar 100 theatre/100 reception

No In house equipment

Fringe/reception

Purbeck Hall n/a See separate document attached

Media area (broadcasters)

Purbeck Lounge 220 theatre/250 reception

No In house equipment

Fringe/reception

Purbeck Bar 50 theatre/80 reception

No In house equipment

Fringe/reception

Meyrick Suite 75 theatre No In house equipment

Fringe

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Durley Suite 43 theatre No In house equipment

Fringe

Branksome Suite 65 theatre No In house equipment

Fringe

Westbourne Suite 39 theatre No In house equipment

Fringe

Chine Suite (triangular)

10 boardroom No In house equipment

Signers/Verbatim reporters

Bay View Suite (1 & 2)

60 board room No In house equipment

General Council meeting room

Bay View Suite 1 65 theatre No In house equipment

Fringe (if needed otherwise leave set up for GC for duration)

Bay View Suite 2 87 theatre No In house equipment

Fringe (if needed otherwise leave set up for GC for duration)

Avon Room n/a No In house equipment

TUC media office

Bourne Lounge TBC build shell scheme

No In house equipment

Fringe/reception

Windsor Office n/a No In house equipment

Ballot/tellers office

Windsor Hall dressing rooms

n/a No In house equipment

GPC office, GPC meeting room

Windsor Hall bar area

Build shell schemes

No In house equipment

Scribblers area

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General Office

Credentials desk

Bayview Gallery n/a No In house equipment

Delegates lounge

Bayview suite No In house equipment

Main Foyer ceiling void offices

n/a No In house equipment

Stewards rest room

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Appendix II - Windsor Hall Technical specifications

Floor Size: 2500m2

Capacities: Standing Concert: 6500 Theatre Style: 4000 Banqueting: 1100

Floor Loading: 1020kg/m2

Control Room

A spacious Control Room is situated at the rear of the auditorium. Access is restricted, via a coded door. 3 large windows facilitate followspot positions. These are removable if required.

Accessibility

The Windsor Hall has a Sennheiser Infra Red hearing installed providing hearing support throughout the hall. This is fed by ambient microphones or where possible a direct audio feed. Receivers are available from the Security office.

Stage Details

The Windsor Hall utilises a modular SICO Venue Maker ‘Roll & Set’ staging system. Standard stage size is 64’ x 36’ for seated events or 64’ x 40’ for standing concerts. Standard concert height is 1.45m, although the system is variable in height from 1m to 1.6m in 15cm increments. The system can be configured to exact requirements subject to availability and sufficient notice. Additional SICO Venue Maker ‘Fold & Set’ decks can be added to the main stage for thrusts and wings. A quantity of Steeldeck is at extra charge for alternative stages, Mix positions and risers. Steeldeck is available with 1’, 2’ or 1m legs. Black Valances, Handrails and Step Units are available for all stages.

Rigging

The entire roof space of the Windsor Hall is covered with a Slingco ‘CableNet’ Tension Wire Grid. This allows safe access for riggers and crew throughout the roof area. This grid is designed to support 2 persons per section. Access to the grid is restricted and Permit to Access forms must be completed before access can be granted. The roof also features a Rolling Beam system which allows flexible hanging points between the fixed roof beams. Please note, despite the maximum flexibility offered by the rolling beam system, there are dead areas where rigging

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cannot be performed due to structural limitations.

‐ Rigging of equipment can only be performed in marked bays, using the Rolling Beam System.

‐ All rigging points must be dead hung from rolling beams or lower main roof beams.

‐ No bridles are permitted in the Windsor Hall roof. ‐ Main roof beams each have a S.W.L. of 6,000kg uniformly distributed

across the bay. Rolling Beams In bays 1-4 (Stage Area) each have a S.W.L. of 2,000kg.

‐ Thereafter all Rolling beams have a S.W.L of 1,000kg ‐ Rigging shall only be undertaken by competent, fully insured riggers. ‐ A copy of Public Liability Insurance Certificate to a value of £10,000,000

must be produced upon request. ‐ BIC Technical Services Staff must accompany riggers and crew in the

Windsor Roof without exception.

Rigging Plots must be submitted to BIC Technical Services at least one week prior to arrival for approval. In cases of highly complex rigging plots, the BIC reserves the right to contract a Structural Engineer, at the expense of the client.

Power

Stage Right (Fed From SMP6, Total load: 630a per phase)

1 x 400a Powerlock

1 x 200a Powerlock

1 x 125a 3ph(can be downrated to 63a) Cee-Form

3 x 32a 3ph Cee-Form

3 x 63a 1ph Cee-Form

1 x 32a 1ph Cee-Form

(Fed From SMP5, Total load: 400a per phase, shared with SL)

1 x 125a 3ph Cee-Form

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1 x 63a 3ph Cee-Form

Stage Left (Fed From SMP5, Total load: 400 per phase, shared with SR)

1 x 400a Powerlock

(Fed From LV Switch Room, Total Load: 200a per phase)

1 x 125a 3ph Cee-Form

2 x 63a 3ph Cee-Form

1 x 32a 3ph Cee-Form

1 x 63a 1ph Cee-Form

1 x 32a 1ph Cee-Form

1 x 3ph Termination Chamber

Roof A Buss-Bar system with regular tap offs is installed along cat walks within the roof space. This provides a selection of sockets from 32a 1ph to 125a 3ph throughout the roof. (Primarily designed for exhibition power distribution)

Buss bar total load: 2 x 250a 3ph

4 x 63a 1ph Cee-Form supplies are also available at roof level.

Lighting

The Windsor Hall contains a fixed rig lighting system (Please see Appendix B). The system has been designed to offer simple colour washes and general conference lighting. Lanterns must not be moved without prior agreement. Re-rigging may be chargeable. All lanterns are rigged on I.W.B.s with 16a Cee-Forms above the Slingco CableNet. Trim height is approx 40’ from the arena floor. A small selection of stock colour is available for our lanterns. Please see Appendix D for detailed information. Other colours are available by prior arrangement. A charge will be levied for non stock colours.

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Lighting Stock

12 x 10 degree ETC Source 4 Profiles (750w)

112 x CP61 Parcans

1 x ETC Express 250 Lighting Desk

140 x ETC Sensor 3kw dimmers (120 LX circuits, 20 Houselights)

Followspots

2 x Strong Super Trouper II (2kw Zenon)

2 x additional 32a 1ph & 1 x 32a 3ph available for touring spots.

Touring followspots may also occasionally be placed in the Side Balcony

Accessibility Boxes if required. This must be by agreement with BIC Operations.

Houselights

Houselighting is controlled via and ETC Unison system, or direct DMX control. The system is fully programmable to create different light levels in different zones of the hall. This may include ‘Zoning Out’ if required, and subject to approval of BIC Operations.

Sound

The Windsor Hall includes a state of the art D&B PA system designed to provide even audio coverage throughout the auditorium. Main left and right arrays are fixed either side of the stage recess, with the bottom edge being 9.3m from the auditorium floor.

PA Equipment

2 x Main Line arrays, each consisting of 6 x D&B Q1 and 1 x D&B Q7

(Further information available in Appendix E)

2 x Sub Ground Stacks, each consisting of 2 x D&B Qsub and 1 DB QsubCSA

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2 x Flown D&B Ci80 for Balcony side fills

2 x D&B Q7’s on stands for Floor side fills

8 x D&B E0’s for front fill

All speakers powered via D&B D12 amplifiers

Control Interface & Infrastructure

1 x Yamaha DM1000 48 channel Digital Mixer with 16 physical inputs and 12 physical omni outs.

1 x Yamaha AD8HR provides a further 8 channels of mic preamps, enabling a total of 24 analogue inputs to be used.

4 x 12-way stage boxes provide tie lines between the stage and control room.

A laptop PC offers wireless control of all aspects of the PA system via D&B R1 software and Yamaha Studio Manager software.

Playback / Record

Denon DN-C635 CD/MP3 Player

HHB Burn It + CDR-830 CD Writer

Tascam MD-350 MD Recorder

I-Key RM3 USB/SD Recorder

Microphones

A selection of hand held dynamic microphones, Top Table conference mics, lectern mics, Hand-held & Lapel Radio Mics are available on request. Charges apply.

Communications

A Tecpro single ring intercom is available, with points situated throughout the hall. Headsets and Beltpacks are available, for which charges may apply. The system is powered via a Tecpro PS711 PSU. An additional ‘Touring Ring’ is run in parallel

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with the house ring. This is unpowered, for use by events supplying their own base station. Both systems use 3pin XLR connections.

Ancillary Services

RF System

A complete RF Broadcast facility is available throughout the BIC. This includes fixed camera positions in each hall and the option for production to supply a feed into the system. In-house digital modulators then provide the signal via coax throughout the building using modern Freeview digital TV. Use of the RF system is chargeable.

Plant Equipment

By arrangement, a 1.5t Counterbalance Forklift and Z45/25 Genie Cherry Picker are available. All plant equipment is chargeable.

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Appendix III – Tregonwell Hall Technical Specifications

Hall Size: Floor Area: 732m2; Balcony: 145m2; Stage Area: 102m2

Capacities: Standing Concert: 1000; Theatre Style: 1100; Banqueting: 464

Floor Loading: 765kg/m2

Control Room

A compact Control Room is situated at the rear of the auditorium, above the balcony. Access is restricted, via a coded door. A central Projection Room with 2 windows facilitate followspot positions. Advance notice is required for Followspot positions.

Accessibility

The Tregonwell Hall has a Sennheiser Infra Red hearing installed providing hearing support throughout the hall. This is fed by ambient microphones or where possible a direct audio feed. Receivers are available from the Security office. This system is fully tested prior to every event.

Stage Details

The Tregonwell hall includes a fixed, wooden stage. Proscenium opening is 11.35m wide and 4.2m high. Total depth including apron is 9m and the stage is 25cm high. A motorised centre opening tab track is supplied with dark red house tabs. A midstage centre opening tab is available with light blue tabs. At the rear of the stage, a starcloth, cyclorama or plain black drape are all available for use.

A quantity of Steeldeck is at extra charge for alternative stages, Mix positions and risers. Steeldeck is available with 1’, 2’ or 1m legs. Black Valances, Handrails and Step Units are available for all temporary stages.

Rigging

∙ There is no provision for additional rigging in this hall. ∙ Two lighting trusses are available in the hall with a UDL of 1500kg each. ∙ The Advance Truss is motorised for ease of rigging. ∙ The stage area comprises a winched bar as LX1 (280kg SWL)

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∙ An additional hemp bar for lightweight hanging items up (SWL 75kg) The bar is 4M in length an is between Spot bar 1 and the Light Blue centre curtains

Power

Stage Right (Fed From SM7, Total load: 120a per phase)

1 x 125a 3ph Cee-Form

1 x 63a 3ph Cee-Form

1 x 32a 3ph Cee-Form

3 x 63a 1ph Cee-Form

1 x 32a 1ph Cee-Form

(Fed From LV Switchroom, Total load: 63a per phase)

1 x 63a 3ph Cee-Form

1 x 32a 3ph Cee-Form

3 x 32a 1ph Cee-Form

Auditorium Rear

1 x 400a Powerlock

Roof: A Buss-Bar system with regular tap offs is installed along cat walks within the roof space. This provides a selection of sockets from 32a 1ph to 63a 3ph throughout the roof. (Primarily designed for exhibition power distribution)

Buss bar total load: 2 x 100a 3ph

Lighting

The Tregonwell Hall contains a fixed rig lighting system (Please see Appendix B). The system has been designed to offer simple colour washes, general conference lighting and coloured room lighting for dinner events. Lanterns must not be moved

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without prior agreement. Re-rigging may be chargeable. All lanterns are rigged on socapex I.W.B.s and 15a plugs. Trim height is approx 8m from the hall floor. A small selection of stock colour is available for our lanterns. Please see Appendix D for detailed information. Other colours are available by prior arrangement. A charge will be levied for non stock colours.

Lighting Stock

8 x 15-30 Degree ETC Source 4 Zoom Profile (750w)

6 x 25-50 Degree ETC Source 4 Junior Zoom Profiles (575w)

8 x CCT Silhouette 15

12 x Strand Cantata Fresnels c/w Barndoors (1.2kw)

16 x CP62 Parcans

12 x Shortnose CP62 Parcans

8 x ETC Source 4 Par (Extra Wide Lenses)

4 x Strand Coda 3 cyc floods

1 x ETC Congo Junior Lighting desk c/w 20 channel Fader wing

48 x Strand Permus 2kw dimmers with Demux units.

18 x Pulsar Datapak 10a dimmers.

4 x Chroma Q Plus Colour Scroller (See Appendix E for colours)

Houselights

Houselighting is controlled via direct DMX which is distributed within the main DMX Infrastructure

Sound

The Tregonwell Hall includes a basic PA system designed to provide even audio coverage throughout the auditorium. Bose 802s are mounted round the

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proscenium with additional under-balcony fills. This system is designed for speech and conference style presentations. It is not suitable for loud music. This is a mono system.

PA Equipment

7 x Bose 802s providing main auditorium and balcony coverage.

4 x Mackie under-balcony fills.

All speakers powered via Yamaha P Series amplifiers and Locked Behringer Ultra-Curve system processing.

Control Interface & Infrastructure

1 x Soundcraft Spirit Live 4² 24/4/2 Mixer

3 x 12-way stage boxes provide tie lines between the stage and control room.

Microphones

A selection of hand held dynamic microphones, Top Table conference mics, lectern mics, Hand-held & Lapel Radio Mics are available on request. Charges apply.

Ancillary Services

RF System

A complete RF Broadcast facility is available throughout the BIC. This includes fixed camera positions in each hall and the option for production to supply a feed into the system. In-house digital modulators then provide the signal via coax throughout the building using modern Freeview digital TV. Use of the RF system is chargeable.

Plant Equipment

By arrangement, a 1.5t Counterbalance Forklift and Z45/25 Genie Cherry Picker are available. All plant equipment is chargeable. It should be noted that plant access to the Tregonwell Hall is extremely limited.

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Appendix IV – Plan of ground floor

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Appendix V – Plan of second floor

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Appendix VI – Plan of Tregonwell Hall