CATERING & BAR CONCESSIONS EXPRESSION OF INTEREST PACK
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CATERING
& BAR
CONCESSIONS
EXPRESSION
OF INTEREST
PACKCATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
CONTENTS
Expression of Interest 2
Concession categories 3
Personal details form 5
Pricing information 6
Lot 1 - Introduction to The Tall Ships Races Sunderland 2018 7
Event zone details 10
Event zone times 12
The Tall Ships Races Sunderland 2018 concession bids 13
Lot 2 -Introduction to the Airshow 17
Event Zone details 18
Airshow concession bids 19
Additional requirements 20
Lot 3 - Seafront Summer Village 22
Seafront Summer Village concession bid 23
Event health and safety 24
Terms and conditions 25
Submission checklist 26
Useful contacts 27
PAGE 1CATERING & BAR CONCESSIONS EXPRESSION OF INTEREST EXPRESSION OF INTEREST Offers are invited for catering and bar concessions at two major Sunderland events in 2018 The Tall Ships Races Sunderland 2018 and Sunderland International Airshow 2018. We are interested in having a broad range of high quality catering and bar concessions and particularly seek applications from suppliers selling local products, international products and unusual quirky products. Applicants should read the attached details carefully. Please complete the Catering and Bar Concession Expression of Interest form and return via online Procurement Portal (NEPO), email or post to arrive no later than 9am Monday 29 January 2018. Any submission received after this date may not be considered. Please title all emails or envelopes as: “Sunderland Events 2018 Catering and Bar Expression of Interest” All terms and conditions can be found on page 25. Lot 1 The Tall Ships Races Sunderland 2018 The Tall Ships Races Sunderland 2018 to be held on Tuesday 10, Wednesday 11, Thursday 12, Friday 13 and Saturday 14 July 2018 Should you have any queries regarding The Tall Ships Races Sunderland 2018 please call 0191 561 5113 or email tallshipsprojectoffice@sunderland.gov.uk Tall Ships Project Office, Room 3.89, Civic Centre, Burdon Road Sunderland SR2 7DN Lot 2 Sunderland International Airshow 2018 - Catering only Airshow catering Friday 27, Saturday 28 and Sunday 29 July 2018 Should you have any queries regarding the Sunderland International Airshow 2018 please call 0191 561 8412 or email events@sunderland.gov.uk Events Office, Room 3.82, Civic Centre, Burdon Road Sunderland SR2 7DN Lot 3 Seafront Summer Village 2018 sees Wearside host The Tall Ships Races 2018 and Sunderland International Airshow 30th Anniversary. As part of the celebrations Sunderland City Council are looking for an innovative idea for a ‘Pop up’ Seafront Summer Village to include food, alcohol and a seating area. The village would be situated at Seaburn Seafront on a grassed area of 250m2 (a site visit by the successful bidder to review the space must be carried out prior to the event). Dates: Saturday 14 July 2018 – Sunday 29 July 2018 Location: Pullman Lodge site, Seaburn Sunderland SR6 8AA PAGE 2
CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
CONCESSION CATEGORIES
HOT FOOD
• Covers multi-purpose trailers only selling a wide range of foods including all variety of
burgers, all variety of sausages, fish and chips and hot and cold drinks.
Not permitted: Confectionery
SPECIALITY FOOD
Covers mobile trailers only selling one main kind of food, for example:
• International cuisine • Jacket potatoes • Healthy options
• Speciality seafood • Hog roast including salads, toasties
or baguettes
• Speciality vegetarian food • Speciality chicken or steak
• Fairtrade
• Speciality vegan food • Noodles
• Hot and cold drinks
Not permitted: Chips, confectionery, vegetarian burger units, burgers and sausages
CONFECTIONERY
• Covers mobile trailers/market stall construction selling a wide range of confectionery
and cold drinks.
Not permitted: Hot drinks
TEA/COFFEE AND CAKES
• Covers mobile trailers offering a range of hot and cold drinks, cakes/biscuits.
Not permitted: Confectionery
DESSERTS/SPECIALITY DRINKS
(E.G. MILKSHAKES/SMOOTHIES/SLUSH/ICE CREAM)
• Covers mobile trailers or market stall construction selling a range of goods
e.g. chocolate fountain, doughnuts, crepes, churros, milkshakes, smoothies and
flavoured frozen drinks, ice cream and cold drinks.
Not permitted: Hot drinks and confectionery
PAGE 3CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
FOOD SAFETY/HYGIENE REQUIREMENTS
Food business operators must be able to demonstrate how they ensure food is
prepared/processed etc. safely. All food businesses must have a documented food safety
management system in place and it must be adhered to and kept up to date.
Food handlers must have received adequate training, instruction or supervision relevant to
their food handling activities to ensure food safety is not compromised. Trading Standards
will be on site carrying out spot checks throughout the event weekend.
Stalls must:
• Be kept clean and maintained in good repair and condition.
• Have a supply of food grade cleaning chemicals and a supply of clean cleaning cloths.
• Food handlers suffering from sickness/diarrhoea must not handle food stuffs and can
only return to food handling duties 48 hours after their last symptom.
HEALTH AND SAFETY REQUIREMENTS
Stallholders must conduct a risk assessment to identify hazards that may cause harm to
themselves, employees, and members of the public or anyone else that comes into contact
with their business and put in place adequate controls as necessary. If there are more than
five employees the assessment will need to be documented.
Some of the main hazards which may be found are slips, trips and falls, burns from
equipment, gas safety, electrics and fire, vehicle movements during deliveries, manual
handling (especially of gas cylinders).
Any gas appliance on which you see the naked flame must have a flame failure device fitted.
Gas cylinders stored on site must be secure to prevent unauthorised tampering and be well
ventilated with appropriate signage indicating flammable material and no smoking.
Gas installations are to have an accompanying certificate from a LPG Gas Safe registered
engineer.
Electrics must be installed by a qualified electrician and have an accompanying certificate.
All stalls are to have a first aid kit.
Stall undertaking fat frying activities must have a 9kg powder fire extinguisher and fire
blanket.
PAGE 4CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
PERSONAL DETAILS FORM
Sunderland City Council will only accept applications from catering units that hold level 4
or level 5 of the Food Hygiene Rating Scheme.
Please complete one personal details form for each unit you are bidding for.
Trading/Organisation Name
Name of Catering Unit
Does this Catering Unit hold a Level 4
or Level 5 of the FHRS
Contact Name(s)
Date of Birth (for each applicant)
Contact Address
Post Code
Registered Address of Unit if different
from above
Telephone No.
Mobile No.
Email Address
Website address (if applicable)
Are you registered with
YES/NO
Sunderland City Council?
If not, confirm which Local Authority
YES/NO
you are registered with
Do you hold £5million Public
Liability Insurance
Charity Number (if applicable)
An application must be submitted
PAGE 5CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
PRICING INFORMATION
Please specify what you sell, attach a photograph of the trading unit and detail below the
prices of all the goods to be sold.
Trading Name: __________________________________________________________________
General description of goods sold (i.e. hot food, pancakes):
.….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….…
.….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….…
.….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….…
.….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….…
.….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….….…
Price of goods to be sold:
Tall Ships Airshow
Item Description.
Price per item (£) Price per item (£)
In addition to the pitch fee, you will be required to apply for a Street Trading Licence please
email: licensing@sunderland.gov.uk
Trade Waste: All trade waste will be collected by the event organisers and the cost is
included in your pitch fee.
PAGE 6CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
LOT 1
INTRODUCTION TO THE TALL
SHIPS RACES SUNDERLAND 2018
The Tall Ships Races Sunderland 2018 are an internationally acclaimed annual competition
organised by Sail Training International and held every summer in European waters. Each
year between 70 and 100 vessels from 15-20 countries, crewed by some 5-6,000 young
people from over 30 countries worldwide take part in this unique event that combines four
days of activities in each port with racing or cruising-in-company between ports. The main
aim of the event 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.
For Sunderland, The Tall Ships Races Sunderland 2018 is an opportunity to strengthen its
position in the North East as a visitor destination, generate significant economic impact and
pride for the city, and a superb opportunity to bring Sunderland’s physical and cultural
regeneration to an international audience. Building on the previous successes of the
Sunderland Airshow and Sunderland Illuminations, the Council will continue to celebrate its
maritime heritage and showcase the natural assets of the coastline and river, and physical
assets such as Roker Pier, Keel Square, Sunderland Museum and Winter Gardens and the
National Glass Centre. Moreover, The Tall Ships Races Sunderland 2018 will be a keystone in
the city’s ambition to become UK City of Culture in 2021.
Our mission is,
“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.”
The Tall Ships Races Sunderland 2018
The Tall Ships Races 2018 will start in Sunderland, racing on to Esbjerg (Denmark), cruising
to Stavanger (Norway) and race on to the finish in Harlingen (The Netherlands).
The 4 day festival event in Sunderland will take place between Wednesday 11 and Saturday
14 July 2018. A fleet of up to 80 vessels is expected and an audience of around 1.5m visitors.
PAGE 7SITE MAP
Map Key
Site area
Tall Ship berth
Crew Parade route
1 Port of Sunderland
2 Town Moor
3 Keel Square
4 St Peter’s Riverside
5 Roker & Seaburn Beach
Metro Station
Bus Station
Sunderland Rail Station
Car ParkCATERING & BAR CONCESSIONS EXPRESSION OF INTEREST EVENT ZONE DETAILS Event Zone 1: The Port of Sunderland Tall Ships will be berthed within the Port and there will be street theatre to add to the attraction of the vessels. Visitor numbers are expected to be very high each day throughout the event. Tuesday 10 July from 4pm-10pm (preview day, limited advertisement, lower visitor numbers expected). Wednesday 11, Thursday 12, Friday 13 from 10am-10pm and Saturday 14 July from 10am-6pm. Situated on hard standing. Catering and Mini Bar Pitch size 6m x 3m. Event Zone 2: Town Moor and East End One of the main event zones with a stage. There will be an all full day activity programme for each of the days over the event which includes live music, comedy, theatre, spoken word and much more. Tuesday 10 July (preview day, limited advertisement, lower visitor numbers expected), Wednesday 11 & Thursday 12, Friday 13 from 10am-10pm and Saturday 14 July from 10am-6pm. Situated on grass. Catering and Mini Bar Pitch size 6m x 3m, Large Bar 35m x 12m. Event Zone 3: Keel Square This will be dealt with in a separate tendering exercise in 2018. Event Zone 4: St Peter’s (University of Sunderland) St Peter’s event zone will be situated from Wearmouth Bridge along to National Glass Centre with a backdrop of the river. This zone will be a family zone, children’s vintage funfair, arts and crafts marquee and a small military village containing Royal Navy, Army and military themed exhibitors over the event. Tuesday 10 July (preview day, limited advertisement, lower visitor numbers expected), Wednesday 11, Thursday 12, Friday 13 from 10am-10pm and Saturday 14 July from 10am-6pm. Situated on grass. Catering and Mini Bar Pitch size 6m x 3m, Large Bar 35m x 12m. PAGE 10
CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
Event Zone 5: Seafront
Cliffe Park and Bede’s Cross
Visitors will flock to the seafront to watch the Tall Ships parade majestically along the North
East coast. Very high visitor numbers are expected.
Saturday 14 July from 10am-10pm.
Situated on grass and hardstanding.
Catering and Mini Bar Pitch size 6m x 3m.
Recreation Park
The Summer Streets Festival will temporarily move to Recreation Park in 2018 with a
ticketed evening show on Friday 13 July and a packed day of music and arts and crafts on
Saturday 14 July.
Friday 7pm-10pm, Saturday 10am-9pm.
Catering and Mini Bar Pitch size 6m x 3m.
Situated on grass.
PAGE 11CATERING & BAR CONCESSIONS EXPRESSION OF INTEREST EVENT ZONE TIMES Event Zones – Tuesday 10 July Public Opening/Closing Times The Port of Sunderland 4pm -10pm Town Moor & East End 10am-10pm St Peter’s (University of Sunderland) 10am-10pm Seafront N/A Event Sites – Wednesday 11 July Public Opening/Closing Times The Port of Sunderland 10am-10pm Town Moor & East End 10am-10pm St Peter’s (University of Sunderland) 10am-10pm Seafront N/A Event Sites – Thursday 12 July Public Opening/Closing Times The Port of Sunderland 10am-10pm Town Moor & East End 10am-10pm St Peter’s (University of Sunderland) 10am-10pm Seafront N/A Event Sites – Friday 13 July Public Opening/Closing Times The Port of Sunderland 10am-10pm Town Moor & East End 10am-10pm St Peter’s (University of Sunderland) 10am-10pm Seafront N/A Event Sites – Saturday 14 July Public Opening/Closing Times The Port of Sunderland 10am-6pm Town Moor & East End 10am-6pm St Peter’s (University of Sunderland) 10am-6pm Seafront 10am-9pm Recreation Park 12noon-9pm PAGE 12
CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
CONCESSION BIDS
Trading Name: __________________________________________________________________
THE PORT OF SUNDERLAND
Category No of Minimum Your Bid Food Size of No of
sites Price Per Per Unit (£) Type Unit Units
Unit (£)
Hot Food x5 3,000
Speciality Food x 16 2,600
Confectionery x4 5,000
Tea/Coffee and Cakes x3 1,100
Desserts/Speciality Drinks x3 1,100
Speciality Mini Bar x6 1,100
Ice Cream x3 2,000
TOWN MOOR & EAST END
Category No of Minimum Your Bid Food Size of No of
sites Price Per Per Unit (£) Type Unit Units
Unit (£)
Hot Food x3 3,000
Speciality Food x 10 2,600
Confectionery x1 5,000
Tea/Coffee and Cakes x2 950
Desserts/Speciality Drinks x2 950
Bar - All drinks large x1 10,100
Speciality Mini Bar x3 1,000
Ice Cream x3 2,000
PAGE 13CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
CONCESSION BIDS
Trading Name: __________________________________________________________________
ST PETER’S (University of Sunderland Land)
Category No of Minimum Your Bid Food Size of No of
sites Price Per Per Unit (£) Type Unit Units
Unit (£)
Hot Food x2 3,000
Speciality Food x5 2,600
Confectionery x1 5,000
Tea/Coffee and Cakes x2 950
Desserts/Speciality Drinks x2 950
Bar - All drinks large x1 10,000
Speciality Mini Bar x2 1,000
Ice Cream x3 2,000
PAGE 14CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
CONCESSION BIDS
Trading Name: __________________________________________________________________
SEAFRONT:
CLIFFE PARK
Category No of Minimum Your Bid Food Size of No of
sites Price Per Per Unit (£) Type Unit Units
Unit (£)
Hot Food x3 700
Speciality Food x3 700
Confectionery x1 1,000
Tea/Coffee and Cakes x2 250
Desserts/Speciality Drinks x1 250
Bar x1 350
Ice Cream x1 600
RECREATION PARK (Summer Streets Festival)
There is no Street Trading Licence required for this event site.
Category No of Minimum Your Bid Food Size of No of
sites Price Per Per Unit (£) Type Unit Units
Unit (£)
Hot Food x1 550
Speciality Food x2 550
Confectionery x1 1,000
Tea/Coffee and Cakes x1 200
Desserts/Speciality Drinks x1 250
Ice Cream x1 600
PAGE 15CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
CONCESSION BIDS
Trading Name: __________________________________________________________________
SEAFRONT:
BEDE’S CROSS
Category No of Minimum Your Bid Food Size of No of
sites Price Per Per Unit (£) Type Unit Units
Unit (£)
Hot Food x1 550
Speciality Food x1 550
Tea/Coffee and Cakes x1 200
PAGE 16CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
LOT 2
INTRODUCTION TO SUNDERLAND
INTERNATIONAL AIRSHOW 2018
Sunderland International Airshow is held on Roker and Seaburn seafront annually in July and
is now in its 30th year.
It is a 3 day event and is launched on the Friday evening (4pm – 10pm) with music, flying
and fireworks. There are then 2 full days of ground, air and sea activity on the Saturday and
Sunday (10am – 6pm).
The show site stretches some 1.5 miles with ground activities including military displays and
exhibitions, trade and exhibition (including local business and blue chip company stands)
and fairgrounds.
The flying programme sees a combination of military aircraft including the Red Arrows,
civilian aircraft and parachute display teams perform over the North Sea.
The event has visitor numbers of over 500,000 across the 3 days, making it one of the
largest annual events in the region. The projected economic impact in the city is £12m-
£14m each year.
The event in Sunderland will take place between Friday 27 July 2018 and Sunday 29 July
2018.
This is for catering only, bar opportunities will be released in early 2018.
PAGE 17CATERING & BAR CONCESSIONS EXPRESSION OF INTEREST SITE DETAILS Catering Sites 1 – 4 Recreation Park Located at the heart of the event site, Recreation Park is located beside the park & ride drop off and is the main thoroughfare from the nearest Metro station, creating significant footfall for a wide range of exhibitors. Situated on grass. No access to power. Access to water standpipe. Diesel generators only. Catering Sites Sites 5 – 11 Cliffe Park Cliffe Park is home to the main stage activity and the Big Screen TV showing all the weekend’s activities. Taking in Meike’s Lighthouse this will also include RAF exhibitors. Situated on grass. No access to power. Access to water standpipe. Diesel generators only. Catering Sites Sites 12 – 14 Bede’s Cross Opposite the entrance to Roker Park and with a backdrop of the sea this site will also include a full military village containing Royal Navy and Army. Situated on grass. No access to power or water. Diesel generators only. PAGE 18
CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
RECREATION PARK
Friday 21 July from 4pm-10pm
Saturday 22 & Sunday 23 July from 10am-6pm
Site No. Use Minimum Your Bid Food Size of
Price (£) (£) Type Unit
1 1x Confectionery 2,600
2 1x Hot Food 5,100
3 1x Speciality 3,600
4 1x Tea/Coffee 2,100
and Cakes
CLIFFE PARK
Friday 27 July from 4pm-10pm
Saturday 28 & Sunday 29 July from 10am-6pm
Site No. Use Minimum Your Bid Food Size of
Price (£) (£) Type Unit
5 1 x Hot Food 5,100
6 1 x Speciality 3,600
7 1 x Tea/Coffee 1,600
and Cakes
8 1 x Dessert 2,600
9 1 x Hot Food 5,100
10 1 x Confectionery 2,600
11 1 x Tea/Coffee 1,600
and Cakes
BEDE’S CROSS
Friday 22 July from 4pm-10pm
Saturday 23 & Sunday 24 July from 10am-6pm
Site No. Use Minimum Your Bid Food Size of
Price (£) (£) Type Unit
12 1 x Hot Food 3,100
13 1 x Tea/Coffee 1,100
and Cakes
14 1 x Confectionery 2,800
PAGE 19CATERING & BAR CONCESSIONS EXPRESSION OF INTEREST ADDITIONAL REQUIREMENTS Trading Name: __________________________________________________________________ Please complete the tables below if you require security and power. Overnight security will be provided for the duration of the event, however they will not be responsible to solely look after your concession if you would like individual security please add your requirements below. SECURITY No. of guards at Days required Times £12 per hour per guard POWER 13 amp/16 amp 16 amp (3.6kw) 32 amp (7.2kw) 63 amp single 32 amp three single phase single phase single phase phase phase (21.6kw) (1kw) £225 +VAT £350 +VAT £950 +VAT £640 +VAT £130 +VAT All additional charges will be added to your invoice. PAGE 20
PUBLIC
SEAFRONT
PARKING
SEABURN
SHOWFIELD
Example layout
ONSET
RRIS
MO RMARK
E
SUP AD O
RY R
LOW
WHITBURN RO
DROP ZONE
PARACHUTE
GUEST &
TRADER
PARKING
AD
DYKELANDS ROAD
SEAFRONT
MARRIOTT
HOTEL
SEABURN TERRACE
RECREATION
PARK
SEABURN
VIP CLIFFE
PARKING PARK
CHICHESTER ROAD
HOSPITALITY
AREA
MILITARY
GROUND
EXHIBITION
BEDE’S CROSS
SIDE CLIFFE ROAD
ROKER
ROKER PARK ROAD
PARK
ROK
KEY
ER T
ERR
Lost Person
Point
ACE
MAR
E
RRAC
GE S TE
EOR
IINE
Stage ST. G
WAL
Toilets
K
STADIUM
OF LIGHT
Trade and
Exhibition
Information
Point W
R VIE
BOU
First Aid HAR
CITY CENTRE
(1/2 MILE)
ST PETER’SCATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
LOT 3
SEAFRONT SUMMER VILLAGE
2018 sees Wearside host The Tall Ships Races 2018 and Sunderland International Airshow
30th Anniversary.
As part of the celebrations Sunderland City Council are looking for an innovative idea for a
‘Pop up’ Seafront Summer Village to include food, alcohol and a seating area.
The village would be situated at Seaburn Seafront on a grassed area of 250m2 (a site visit by
the successful bidder to review the space must be carried out prior to the event).
1. Saturday 14 July – The Tall Ships Races Sunderland 2018
Visitors will flock to the seafront to watch the Tall Ships parade majestically along the
North East coast. Very high visitor numbers are expected.
2. Friday 27 – Sunday 29 July 2018
Will see the 30th Anniversary of the Sunderland International Airshow with over 500,000
visitors expected.
3. Sunday 15 July – Thursday 26 July 2018
Opportunity to trade independently of these two major events and engage with visitors
to the Seafront.
Requirements
A sole provider would be required to provide the following:
1. Themed summer food court with quality catering concessions.
2. Themed outdoor bar
The provider will be required to obtain a Temporary Event Notice for the bar prior to the
event (contact licensing@sunderland.gov.uk)
3. Suitable outdoor furniture and dressing to compliment the themed village.
4. The successful contractor will be responsible for the following:
• The safety and security of the site including overnight
• Provision of all infrastructure in relation to the site including fencing
• Adequate Toilet provision for the site
• Maintaining an appropriate first aid and lost/vulnerable adult provision
• There is no access to power or water, diesel generators only can be used
• Provision of SIA licensed guards as appropriate to the TEN licence for the site
• Completion of all necessary risk assessments and methods statements
• Supplying structural calculations for all temporary structures
PAGE 22CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
• Photographs are required of the proposed Seafront Summer Village and all
infrastructure.
Pricing Schedule
Quoting organisations must complete the Pricing Schedule below.
All Prices shall be stated in pounds sterling and exclusive of VAT.
All Prices must include any travel and expenses.
Prices are to be fixed for the period of the Framework.
Payment will be made in accordance with the terms and conditions.
Please note, invoices must be submitted to the following address or via e-mail to:
• By e-mail to: apinvoices@sunderland.gov.uk Please attach invoices as pdf files. There is
no limit to the number of pdf attachments that can be included in each email but it is
imperative that each attachment relates to a single invoice only.
• By post to: Sunderland City Council Invoices, PO Box 7685, Corby NN17 9ET
The Council would like to ensure that all appointed organisations are paid on time. In order
to help us achieve this, it is essential that organisation obtains a Purchase Order number in
advance of submitting your invoice.
Pricing Schedule
SEAFRONT SUMMER VILLAGE
Pullman Lodge site
Saturday 14 July 2018 – Sunday 29 July 2018
Use Minimum Your Bid
Price (£) (£)
Tall Ships Sunderland 2018, Sunderland International Airshow, 20,000
General Trade
Please note, street trading consent will be required for this area and will be an additional
cost.
PAGE 23CATERING & BAR CONCESSIONS EXPRESSION OF INTEREST EVENT HEALTH AND SAFETY The health and safety of all involved in The Tall Ships Races Sunderland 2018 and Sunderland International Airshow 2018 is a priority of the Event Organisers. It is therefore imperative that we receive all health and safety documentation. PLEASE NOTE: applications will NOT be processed unless all health and safety documentation and requirements are complete and attached with the application form. EVENT HEALTH AND SAFETY REQUIREMENTS Please find below a list of the documents we require from you. Please tick the box once you have attached the appropriate documents: Copy of Public Liability Insurance to the sum of £5m. Copies of Employers Liability is not required. Risk Assessment(s) need to identify all significant hazards, risks and control measures associated with the activities that you carry out at the event. Further guidance can be obtained from: http://www.hse.gov.uk/risk/controlling-risks.htm Method Statement(s) for build and operation (if applicable). Photographs of catering unit. Completed Street Trading Licence application form Level 4 or 5 Food Hygiene Rating Scheme Certificate Please advise if you will have any of the below on site: Yes No Diesels Generators * Tall structure- (over 3m/10ft) * Temporary shelters- (e.g gazebos or tents – details of erection and anchoring required) Naked flame- (excluding catering units) Large quantities of fuel – (over one gallon, not including vehicle fuel tanks) Pressure systems – (e.g. compressed air) Heavy Goods Vehicle (HGV) *If the application includes a tall/complex structure please provide diagrams, images and technical drawings if available. You will be required to provide additional details/structural calculations or pinning arrangements when the application has been assessed. PAGE 24
CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
TERMS AND CONDITIONS
1. Date of events:
The Tall Ships Races Sunderland 2018 – Tuesday 10 to Saturday 14 July 2018 inclusive
Sunderland International Airshow 2018 – Friday 27 to Sunday 29 July 2018 inclusive
2. Applicants will receive a letter to confirm if their submission has been successful or
unsuccessful. Acceptance of site forms will be enclosed with the successful letters.
These must be returned within seven days of receipt of the successful letter.
3. Costs
The successful applicant will enter into an agreement with Sunderland City Council.
Additional requirement charges will be added to your invoice.
4. Stall/Vehicle
As all event zones have limited space you will be expected to on arrival, access
your pitch, unload or park catering vehicle/stand and move your car/van to the Traders
Car Park.
Access to sites will be available prior to opening, you will not be permitted to leave until
after the event is closed. All catering outlets must be set up and open for business prior
to opening time.
Please note: No stock vehicles will be allowed on site. There is an exhibitor car park
available for limited additional vehicles.
5. Security
Overnight security will be provided for the duration of the event, however they will not
be responsible to solely look after your concession if you would like individual security
please see page 20.
6. We want to ensure a wide range of services are available to the public and offers will be
considered in relation to the proposed use together with the financial bid.
Sunderland City Council does not bind itself to accept the highest or any offer received
and will accept no responsibility for any expenditure incurred by any interested party in
relation to the submission of any offer, whether successful or not.
7. Should any applicant wish to withdraw their application, Sunderland City Council
reserves the right to retain all monies paid, or if an invoice has been raised but not paid, it
will still stand.
8. Full payment must be made within 28 days from acceptance of the site offered. An
invoice will be raised for the full amount. If payment is not received within 28 days of the
acceptance date, the site offer will be withdrawn.
Company Name:
Signature: Date:
PAGE 25CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
SUBMISSION CHECKLIST
Before you press send have you…
Attached your fully completed Expression of Interest Form for both or one event
Attached your fully completed Pricing Information Form
Signed Terms and Conditions
Attached your fully completed Additional Requirements Form
(including power requirements)
Attached photographs of your unit
Attached your documented risk assessment (if you have more than five employees)
Attached your Level 4 or 5 Food Hygiene Rating Scheme Certificate
Attached copy of Public Liability Insurance
All application packs and documentation must be submitted by 9am Monday 29 January
2018.
On acceptance of your application a Traders Handbook and allocated pitch information will
be forwarded to you.
The Tall Ships Races Sunderland 2018
Should you have any queries regarding The Tall Ships Races Sunderland 2018 please call
The Tall Ships Team on 0191 561 5113 or email: charlotte.thew@sunderland.gov.uk
The Tall Ships Races Sunderland 2018, Civic Centre, Burdon Road SR2 7DN
Sunderland International Airshow 2018
Should you have any queries regarding the Sunderland International Airshow 2018 including
Seafront Summer Village please call 0191 561 8412 or email events@sunderland.gov.uk
Completed applications
Completed applications and supporting documentation should then be posted to:
FAO Charlotte Thew, Room 3.89, Civic Centre, Burdon Road, Sunderland SR2 7DN
Applications can also be scanned, once signed, and emailed to:
tallshipsprojectoffice@sunderland.gov.uk
or Sent via the NEPO Procurement Portal.
PAGE 26CATERING & BAR CONCESSIONS
EXPRESSION OF INTEREST
USEFUL CONTACTS
Event Organiser The Tall Ships Races Sunderland 2018
email: tallshipsprojectoffice@sunderland.gov.uk
Telephone: 0191 561 5113
Event Organiser The Sunderland International Airshow 2018
email: events@sunderland.gov.uk
Telephone: 0191 561 8412
Licensing
email: licensing@sunderland.gov.uk
Telephone: 0191 520 5550
Health & Safety
email: geoff.scrafton@sunderland.gov.uk
Telephone: 0191 561 2368
PAGE 27CATERING & BAR CONCESSIONS EXPRESSION OF INTEREST PAGE 28
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