Winchester City Council Enchanted Light Garden Request to Quote

Following the success of a 'Lights in the City' event, delivered by the council through the government's Welcome Back/Return to the High Street Safely Fund earlier this year, the council wishes to commission a contractor to deliver a future programme of similar events. The contractor will be required to deliver an initial event, themed as the 'Enchanted Light Garden' which is planned to operate from Saturday 11 February to Sunday 5 March 2023 inclusive and will take place in Abbey Gardens, 65, The Broadway, Winchester, SO23 9BE. This event period will provide the opportunity to capitalise on key opportunities including Valentine's day and Hampshire schools half-term. Whilst this is the preferred operating period these dates are open to discussion with the successful contractor. However the period must end no later than Sunday 19 March.

If the initial event is deemed by the council as successful as 'Lights in the City' this year, the contractor will be required to deliver a second, larger event in 2024, dates and details to be discussed and agreed with the contractor after the 2023 event. The long term plan is to deliver light events, incorporating opportunities beyond the city of Winchester to include our market towns, capitalising on the equipment purchased on behalf of the council in year 1 and if applicable in year 2.

It is anticipated that the event will include a mix of light installations (including items purchased on behalf of the council as well as hired light installations) as well as additional interactive entertainment taking place over the weekend of 18 and 19 February 2023. This might include, walkabout interactive light artists organised by the contractor, along with food and drink concessions organised in partnership with the council. The light installations must offer an obvious Instagram/photo opportunity which will help promote the event by influencing social media User Generated Content.

The council welcome applications from organisations, groups or individuals. Collaborative applications are also welcome.

There are three elements to the specification:

1. Devise a plan or layout of lights and light installations in Abbey Gardens. Coordinate the purchase of lights and light installations (capital expenditure) on behalf of the council. Hire additional light installations (revenue expenditure) and ensure all necessary safety testing is carried out. All light installations purchasing and curation will be subject to agreement and approval by the council with all guarantees and warranties assigned to the council in this respect. 2. Commission and decommission the lights and light installations on behalf of the council (revenue expenditure) returning hired equipment directly to the supplier and placing items purchased on behalf of the council in the council's storage facility. 3. Organise and coordinate interactive entertainment and concessions on the weekend of 18 and 19 February 2023 (revenue expenditure).

Additional information: Any questions in regards to this request to quote must be sent no later than 09:00 on 9 January 2023, with answers on 11 January 2023.

The successful bidder will be advised on 25 January 2023.

Please note the council offices are closed from 22 December 2022 to 3 January 2023 inclusive. Any questions raised during this period will be dealt with from 4 January 2023 onwards.