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Welcome to Meet the Buyer
Victoria French Head of Events,
Sunderland City Council
Introduction
Running order for the morning:- • 3 signature events • Background to The Tall Ships Races Sunderland 2018 • Procurement process and opportunities for all 3
signature events • Questions • Surgeries
3 signature Sunderland City Council events in 2017 and 2018
• Sunderland International Airshow • Sunderland Illuminations • The Tall Ships Races Sunderland 2018
What are The Tall Ships Races?
• The Tall Ships Races are an internationally acclaimed annual
competition organised by Sail Training International (STI) and held every summer in European waters.
• Each year 70 – 100 vessels from across the world, crewed by some 5,000 – 6,000 young people, take part in this unique event that combines 4 days of festival activity in each port with racing between ports.
• The main aim of The Tall Ships Races is to provide an opportunity for
young people to develop their personal skills in a challenging and memorable sail-training environment and hence at least 50% of a Tall Ship’s crew must be aged 15-25 years.
The Tall Ships Races 2018 Route • Four host ports
• Sunderland Wed 11th - Sat 14th July 18
• Esbjerg 18th – 21st Jul
• Stavanger 26th – 29th July
• Harlingen 3rd – 6th Aug
The Fleet
• 20-120 ships may take part
• Ships from Class A-D
Developing event site
The Tall Ships Races Sunderland 2018 Our Mission
“To deliver a safe, spectacular, 4 day event that showcases Sunderland as a welcoming, forward-looking, innovative City and enhances our reputation as an “Events City” on an international stage. The event will celebrate our maritime heritage and will invigorate our cultural offer, creating a legacy for all to enjoy.”
What we want to achieve for the City • Generate significant economic impact for the local area
• Creating a platform on which to build a lasting legacy
• Deliver a safe event
• Showcase Sunderland as a friendly, welcoming, innovative City
• Build Sunderland’s reputation as an “Events City”
• Become known as a “sail-friendly” port
• Enhance the cohort of volunteers to support City events
• Showcase Sunderland’s physical and cultural developments
• Enhance UK City of Culture in 2021 bid
• Celebrate the City’s maritime heritage
Event Schedule confirmed to date A continuous programme of visitor entertainment across the full event period. Wednesday 11th July
• Ships arrive by lunchtime • Captains’ Dinner
Thursday 12th July • Crew activity programme • Crew Parade and Prize-giving • Crew Party
Friday, 13 July Saturday, 14 July
• Spectacular Parade of Sail • Trainees depart on Race 1 to Esbjerg
Sponsorship opportunities • International competitive sporting event
• Around 80 vessels from across the globe expected to attend
• Brand exposure to 1.5m event visitors
• Expected media value of £4m
• Comprehensive social media coverage
• Communications strategy to ensure global reach
• Event values and benefits to disadvantaged young offer great social responsibility return – give something back to the community
• Be a partner in the UK’s largest free public event
• Bespoke sponsorship packages from £20,000-£300,000
Space in main event site
• Exhibition/activation space • Brand exposure and sales
opportunity
• Engagement and activation of potential customers
• The Tall Ships Races tend to attract an older, ABC1 audience
Souvenir Event Programme advertising space
• Circulation of 50,000 copies
• High quality content
• High quality production
• Expected to be retained as souvenirs
Corporate Hospitality
• Captains’ Dinner
• Access Sponsors’ ship
• Deck events
• Flotilla tickets
Sponsor Sail Trainees • Voyage from ship’s home port to
Sunderland or on Race 1 from Sunderland to Esbjerg
• Member(s) or family of your own staff
• £1,500 as standalone sponsorship option
Next steps - Procurement
Julie Rogerson Category Manager Christine Dixon Senior Category Manager Graham Kelly Market Engagement and e-Procurement Manager
Procurement • Overview of Potential Procurements • Types of Procurement • Evaluations • Sponsorship Packages • Actions • Contact Details • Any Questions
Events Overview and Procurement Requirements Items identified as possible procurement of goods and services for the 3 signature City Council events in 2017 and 2018
Procurement
Sunderland Airshow July 2017
Sunderland Illuminations Sept 2017
The Tall Ships Races 2018 in Sunderland July 2018
Sunderland Airshow July 2018
Sunderland Illuminations Sept 2018
Access ladders
Advertising
All types of safety fencing
Anemometers
Barriers
Bars
Catering Stands
Continental Market
Corporate Hospitality Provider
Event control cabin & compound complete with power, broadband, telephone and TV screens to monitor CCTV
Event evaluation
Fenders/gangways
Fireworks/Pyrotechnics
First Aiders
Floating walkway pontoons
Generators
Hire Tug Boats, Ribs, patrol boats and pilotage
Hire Water Safety Patrol
Jackets/belts/Preservers
Laundry service
Loud hailers
Marquees
Mobile Video Screens
Indoor and Outdoor table and chairs
PA, Staging, Lighting & audio visual systems
Park and Ride Buses - concession
Permit system
Photography and Video services
Procure Medical Cover - ambulance
Procurement of Event Safety Coordinator
Procurement of Sponsorship Consultant
Production Management
Removal of ships waste
Stage
Stewarding Services
Street Cleansing
Taxis/minibus/small coaches/forklift/vans/LGV
Telephone lines
Temporary Lighting
Temporary toilets/Showers - Public, Staff and Crew including disabled
Two-way Radios
Waste Management
Water Supply
Works for removal of wooden quay and replacement (Jubilee Quay)
Please note all of the information in the above table is subject to change
Procurement Routes to Market
There will be four routes to market which include: • Tender (procurements over £164,176)
• Quotation (procurements under £164,176)
• Use of an existing framework – which may consist of a single or several suppliers which could be called off via a mini competition, ranked or direct award to a single supplier
• Concession contract
Evaluation of Procurements Each procurement will detail its own marking/evaluation criteria based on the products and services that the Council needs. There will also be instructions informing you on how to purchase a sponsorship package.
Sponsorship Packages In every procurement you will be asked if you would like to purchase a
sponsorship package. Our sponsorship packages relate to each of the 3 signature events with one large sponsorship package covering all events. They range in value and include benefits such as:- • Supporting deserving young people in Sunderland to have a life-changing sail-
training opportunity • Supporting the volunteer workforce to give a fantastic Sunderland welcome to
over 3m visitors. • Significant brand exposure via signage, branding and marketing opportunities • Space on event sites to meet existing and potential customers • Extensive social media exposure • VIP invitations to special events
Sponsorship Packages To ensure fairness to all suppliers you will be evaluated on the actual cost and quality of the service/goods as specified in each procurement. If you are successful and are awarded a contract and have indicated in your bid that you would like a sponsorship package you will be able to offset that cost against your bid thus invoicing the Council for your bid price less the cost of your chosen package.
Sponsorship Packages Illustrative example 1
Contract Bid Price Requested a Sponsorship Package
Price of Package
Council Pay to Company
Company Pay to the Council
Dredging £250,000 Yes £100,000 £150,000 £0
Illustrative example 2
Contract Bid Price Requested a Sponsorship Package
Price of Package
Council Pay to Company
Company Pay to the Council
Advertising £3,000 Yes £20,000 £0 £17,000
Actions for you!
• Register on the NEPO Portal www.nepoportal.org
• If you are already registered on the Portal, check the email is correct
• Tell your staff, customers, families, friends (everyone) about the events
• Sign up for our e-newsletter for The Tall Ships Races Sunderland 2018 to keep up-to-date
• Contact the relevant event contact person for further sponsorship information or for any queries
Any further questions?
Contacts Any further information, please contact:-
Sunderland Airshow 2017/2018 Laura Young [email protected] 0191 561 2474 Sunderland Illuminations 2017/2018 Michelle Whittle [email protected] 0191 561 8433 Sunderland City Council – Procurement Systems Support 0191 561 2369 [email protected]
Contacts The Tall Ships Races Sunderland 2018: Michelle Daurat, Project Director [email protected] 0191 561 1054
Charlotte Thew, Project Manager [email protected] 0191 561 2330
Ian Flannery, Project Officer [email protected] 0191 561 1397
Joanne Moore, Project Officer (e-newsletter contact) [email protected] 0191 561 5782
