Environment and Recreation Directorate Cork City Council City Hall Call for Proposals for C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 3
1.0 PURPOSE OF PROPOSAL Following on from successful presentation of events at Fitzgerald s Park in 2016 and 2017, proposals are again invited by Cork City Council from creative/ entrepreneurial/ cultural/ community individuals or groups to host events in Fitzgerald s 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 pavilion/ park/ environment and further enhance the park experience and build on its family orientated environment. Cork City Council has a budget to support aspects of the programming of events within the park. The budget will be spread over 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 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 including young, old and family friendly. This will include morning/ evening/ weekday/ weekend/ festival activities and events across a broad range of interests. 2.0 FITZGERALDS PARK OVERVIEW Fitzgerald s 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 ( Cork Photo Gallery) are also situated within the park. The Café, Natural Foods Bakery is located in C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 4
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 state of the art playground has also been constructed and is a very popular attraction. Fitzgerald s Park is open on a seven day basis throughout the year (opening hours in Table 4.1) and attracts in excess of 200,000 visitors annually and approximately 50,000 Museum visits. 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. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 5
3.0 SCOPE OF PROPOSAL Proposals are invited by Cork City Council from creative/ entrepreneurial/ cultural/ community individuals or groups to propose events in Fitzgerald s 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 (participative or audience based) 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. Depending on the scale and nature of the event it may be agreeable to have some additional food traders in the park for the duration of the event. The number, type and fees associated with traders must be agreed with Cork City Council. We may have a trader shortlist and fixed fee structure which must be used in the park. At all times the existing Natural Foods Bakery cafe has priority. In order for the proposals to be evaluated please submit all the information specified in the requirements outlined in Section 5.0 and Table 5.1. Applicants may be called for an interview to discuss their proposal in advance of an award. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 6
Cork City Council may contribute to the cost of a portion of the event such as 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 (income and expenditure) involved. We give examples of estimated costs associated with general events at Fitzgerald Park at the end of this document in Appendix D. 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 Community uses Picnics Circus 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. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 7
5.0 PROPOSAL SUBMISSIONS The applicants should provide the information detailed in Table 5.1. The proposals will be marked and ranked in the categories they fit into (family days/weekly classes/audience based or participative etc). The applicant must also complete the application form attached in Appendix B and submit before March 30 th. Table 5.1 Assessment Criteria ITEM 1. Event Concept Event Title Description of Event Audience Appeal Proposed dates and times Free to public or a cost Visuals of Work Marketing of event 2. Track Record and Experience MARKS 50 25 Detailed CVs for individuals and/or groups Track Record for last 2 years Referees we may contact 3. Financial Sustainability 25 Income & Expenditure Detail all costs associated with the event (Event Management Plan, Healthy & Safety, Security, PA system etc) Sponsorship or funding from other sources C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 8
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 may 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 application. 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. It is proposed to award inclusion of events in April 2018 and the programme of events will commence in May 2018. Cork City Council reserves the right not to award any proposal. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 9
7.0 INSURANCE REQUIREMENTS If the applicant has Public Liability insurance of 6.5 million and Employer s Liability insurance of 13m they 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. Depending on the scale and nature of the event, Cork City Council may be in a position to cover the insurance. This will be reviewed in conjunction with the event management and health and safety plan and based on the potential risks associated with the activity. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 10
8.0 PROPOSAL SUBMISSION The completed proposal should be submitted on or before Friday the 30 th of March 2018 at 4pm. The proposals should be marked Fitzgerald s Park Event Proposal must be returned to: Joe Stockdale Unit K4, Marina Commercial Park, Centre Park Road, Cork Email: stockdalejoe@gmail.com Material received will not be returned. We reserve the right to use advertising material photos etc submitted to us as part of our advertising for events at the park. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 11
9.0 QUERIES OR CLARIFICATIONS All queries or requests for clarification relating to the proposal can be directed to Joe Stockdale, on behalf of Cork City Council email: stockdalejoe@gmail.com. Tel: 086 3892105. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 12
APPENDIX B EVENT APPLICATION FORM Event Application Form This section must be returned before 30 th March 2018 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 C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 13
Individual Partnership Voluntary Organisation Other (please specify) C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 14
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? 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. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 15
Section B The Event 7. Title of the Event 8. Proposed/requested location of event (Lawn/Stage area or other) 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 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) C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 16
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.) 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? C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 17
21. What media coverage do you expect your event to attract? 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? C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 18
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. 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? C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 19
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: Cost Estimated 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 Income C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 20
Public Sector (including other CCC funding sources) Organisation Amount Status (Pending/confirmed) Private/Commercial Sector Company Amount Status (Pending/confirmed) Event Income Type of Income Amount Status (Pending/confirmed) (Concessions, admission charges etc.) C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 21
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? 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. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 22
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. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 23
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 C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 24
APPENDIX D COST INDICATOR The following tables give estimates of costs you are likely to encounter when holding an event at Fitzgerald s Park and what minimum costs you should factor in to your budget. There are 5 categories based on audience sizes and anticipated hourly duration of the event. (Costs are for guidance only and may not represent true costs which can vary) Category 1: Events of audience size 50 to 200 @ 2 hours Item Number Cost per unit Total Security N/A supply your own staff to supervise N/A N/A Medical provision N/A N/A N/A Portable toilets N/A N/A N/A Road closure N/A N/A N/A PA 1 150-250 250.00 Clean-up Use existing bins N/A N/A Event Plan Yes with assistance from CCC (If accepted for funding) N/A 0 TOTAL 250.00 Category 2: Events of audience size 200 to 300 @ 2 hours Item Number Cost per unit Total Security 1 event supervisor supplied by CCC N/A N/A Medical provision N/A N/A N/A Portable toilets 1 100 per day 100.00 Road closure N/A N/A PA 1 150-250 250.00 C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 25
Clean-up Use existing bins N/A N/A Event Plan Yes with assistance from CCC (If accepted for funding) N/A 0 TOTAL 350.00 Category 3: Events of audience size 300 to 1,000 @ 2 hours Item Number Cost per unit Total Security 4. CCC will supply 1 event supervisor 20 per hour 320.00 Medical provision 1 Team 250 per day 250.00 Portable toilets 3 100 per day 300.00 Road closure Yes 650.00 650.00 PA 1 600-800 800 Clean-up Use existing bins and own staff to collect N/A 0 if using own staff Event Plan and traffic plan. Responsibility of Promoter Yes 250 250.00 TOTAL 2,570.00 Category 4: Events of audience size 1,000 to 2,000 @ 6 hours Item Number Cost per unit Total Security 4 Minimum. CCC will supply 1 event supervisor Security 20 per hour 480.00 Medical provision and medical plan 1 Team 250 per day 250.00 C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 26
Portable toilets 4 100 per day 400.00 Road closure Yes 650.00 650.00 PA 1 600-850 850.00 Clean-up Use existing bins and own staff to collect N/A 0 if using own staff Event Plan and traffic plan. Responsibility of Promoter Yes 350 350.00 TOTAL 2,980.00 Category 5: Events of audience size 2,000 to less than 5,000 @ 6 to 8 hours Item Number Cost per unit Total Security 6 minimum. CCC will supply 1 event supervisor 20 per hour 720.00 Medical provision 2 Teams minimum 250 per day 500.00 Portable toilets 8 100 per day 800.00 Road closure Yes 350.00 350.00 PA Clean-up 1 per performance area Need professional cleaners 250-350 350.00 500 500 Event Plan and traffic plan. Responsibility of Promoter Yes 800 800.00 TOTAL 3,670.00 Events that have 5,000 audience and above require a licence under the Planning and Development Act 2000 (as amended) and you should allow a minimum of 18 weeks planning. Licence must be issued by the Planning Directorate of Cork City Council. C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 27
Licence may be an additional cost of approx. 2,800 and infrastructural and administrative costs will also increase. Events accepted by CCC before the 30 th March deadline will be included in the Park advertised Programme of activity for 2018. Event organisers are advised that they are responsible for their own publicity and control of audience numbers and PR costs and insurance etc. should be factored in to the event budget. We can advise and assist you on how you should proceed with your event planning so that your event can happen safely and legally. Contact Joe Stockdale for further information Tel: 086 3892105 Email: stockdalejoe@gmail.com C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 28