Events Contractor

EVENTS ORGANISER1. Purpose of the Events Contract:To plan, organise, and deliver high-quality public events in Buckley that attract both residents and visitors, foster community spirit, and positively enhance the town’s reputation. The aim is to create enjoyable, inclusive experiences that highlight Buckley as an attractive place to live, visit and spend time.2. Responsible for:a) Event planning and coordination- Venue management- Event staffing- Budget management- On-site event logistics, delivery and management- Supplier and vendor liaisonb) Compliance and Safety- Communication protocols- Health, safety, risk and other legal compliance- Road closures/traffic management (if applicable)- Contingency planningc) Reporting & Evaluation- Post-event evaluation- Reporting to the Town Clerk3. Buckley Town Council EventsBuckley Town Council requires the contractor to manage and deliver all aspects of the key annual events as follows:a) The Buckley ShowHeld in May each year on Buckley Higher Common.This is the Council's premier event of the year. It is a free event for the community and consists of a main arena with acts, smaller arena, fun fair, traders and community stalls, classic car and tractor display, food vendors and a stage with musical performances.Estimated attendees 3,000 - 4,000.Event Budget up to 15,000*YouTube: The Buckley Show 2024 - Buckley Town Councilb) Buckley Fireworks DisplayHeld in November each year on Buckley Higher CommonThe community is presented with a 30-minute professional firework display. In addition, there are a few fairground rides for smaller children, trade stalls and food vendors.Estimated attendees 3,000.Free event for attendees.Event budget up to 10,000*c) Buckley Christmas Light Switch OnHeld in November each year.This event has historically had a short vehicle parade with Santa, a stage with a festive artist, a snow globe grotto for a visit with Santa and small fun fair rides and food vendors. This again is a free event with a small charge for visiting Santa.Estimated attendance 500-1,000.Event budget up to 5,000*d) Remembrance Sunday – held in November each year, organised in partnership with the Royal British Legion. The contractor will be expected to assist the Council with event risk assessment and booking the first aid/security.* Event budgets are subject to annual budget approval by the Council.4. Other EventsTo provide logistical and/or coordination support to local organisations wishing to use the town centre facilities for one-off special events or annual events e.g. St Davids's Day/Easter charity fun run etc.To notify the Council of any identified grant funding available to support extra events with the town.To deliver additional events at the request of the Council – see additional section.5. ComplianceTo ensure all insurance, health and safety, legal and licensing obligations are adhered to and that all risk management procedures are in place and followed.Data Protection, equality and diversity, safeguarding and environmental regulations must also be followed.6. Standards and OutcomesThe Council requires the contractor to meet the following requirements:a) High standard of customer service.b) Good quality, memorable events that enhance the success of previous years.c) High standard of main attractions/acts/performances.d) Main attractions to be notified to the Council at least 4 months in advance. Final running order of events to be confirmed 10-14 days before events.e) Accessible and inclusive events.f) Environmental sustainability (waste reduction, low impact materials)g) To ensure all events are delivered within budget and that all Council procurement requirements are followed.h) To maximise potential income to the Council through sponsorship, vendor fees, and other revenue streams.i) All equipment hired in must have relevant certificates.j) Medical and security personnel must be trained to appropriate standardsk) Catering vendors must hold a minimum 5-star food hygiene standards rating.l) To organise suitable storage of all event equipment.m) The Contractor must not derive financial gain from events beyond agreed charges or use of their own equipment, unless approved in advance by the Council.7. General requirementsa) The Contractor must have a suitable vehicle and driver which can be used for transporting all event equipment e.g. the stage, pedestrian barriers etc. to the event locations. Mileage costs and vehicle costs must be included in the contract price.b) The Contractor must be first aid trained.c) Networking with vendors, community groups and performers is a key part of this role.d) The Contractor must prepare regular reports to the Town Clerk and occasional attendance at meetings may be required.e) The Contractor is to be responsible for its own administration in support of the duties above.f) The Contractor must have an awareness of the Showman’s Guild.8. Buckley Town Council Responsibilitiesa) Buckley Town Council provides some (but not all) small storage facilities for the appointed Contractor.b) The Council owns a mobile stage and 80 pedestrian barriers for use by the appointed contractor for Council and town events.c) Budget provisions for each event (which includes marketing and promotion). Event budgets are subject to annual approval.9. Optional / Additional Services (Priced Separately)Pricing for optional services should be itemised separately and may be subject to negotiation depending on the scope.a) To lead on all event marketing and promotionincluding website/social media/posters & banners within the town and engagement with local businesses and community groups.b) To provide any additional events.From time to time, there are National celebrations, such as royal events, VE/VJ Day events, etc. Alternatively, the Council may be successful in obtaining a grant for a new event. The contractor would be expected to fulfil any additional event requests as a ‘bolt-on’ price – depending on the size of event.10. Pricing ScheduleTo provide a fully inclusive annual fee (VAT shown separately if applicable) to deliver the required contact for three years.The Council usually uplifts its contracts annually on 1st April by the Retail Price Index (RPI) percentage. The first uplift in this contract will be from 1st April 2027.The Council will agree a payment schedule with the appointed contractor.