Appointment of agent / promoter to organise Royal Hillsborough event

Concepts

• event services
• royal hillsborough
• lisburn
• purpose of this procurement
• appointment of agent
• festival organisation
• royal hillsborough event
• promoter
• appointment of an agent
• agent

Location

Lisburn

Description

The appointment of an agent / promoter to organise an event celebrating Royal Hillsborough

Total Quantity or Scope

The purpose of this procurement is to award a promoter / agent to put together an event / concert as part of the council’s programme of activities to celebrate Royal Hillsborough.

Award Detail

CPV Codes

• 79952000 - Event services
• 79953000 - Festival organisation services
• 79952100 - Cultural event organisation services

Indicators

• Award on basis of price and quality.

Legal Justification

This contract falls within the list of services to which the Light-Touch Regime applies as shown by The CPV codes.. The value of the contract therefore falls below the regulations threshold giving the council flexibility in what procedure to use, however, in following the principles of openness and transparency we are publishing this VEAT to show that we are confident in our process following the principles of the negotiated procedure 1. Regulation 32 (b)(i) The purpose of this procurement is to award an agent to put together an event to celebrate Royal Hillsborough. We are dependent on this agent to ensure a high quality artistic performance takes place. The securing of suitable acts is vital to the success of the concert experience, along with the co-ordination of the other elements of the event will require professional knowledge of the music industry and specialised organisational skills. 2. Regulation 32 (b)(iii) For the event to be successful the council need to appoint one agent with commercial experience of delivering similar size events to be responsible for all elements of the event, including the Event Management Plan, Risk Assessments, and Traffic Management plans. We are appointing a contractor to work on our behalf to test the viability and establish a credible tourism and economic stimulator product. It is important that we maximise the production set up costs. This along with the co-ordination of the other elements of the event will require professional knowledge of the music industry and specialised organisational skills. This promotor has the skill, knowledge and contacts to secure the bands / artists / performers that are required and ensure the infrastructure of the event meets rigorous health and safety requirements. Notorious Brands as a local promoter have a vested interest in ensuring a successful event. They also have the pre-requisite market penetration tools and techniques. As part of their proposal local businesses will be incorporated into the supply chain and this agent has the key contacts and knowledge of the local community and businesses to be able to ensure this will come together successfully. 3. . Regulation 32 (c) A grant has been secured from Tourism NI to host this event, without the grant it would not be taking place to this scale. The Tourism NI funding comes with a Service Level Agreement, and therefore a number of conditions need to be met, including an appropriate delivery programme, which includes all funding to be spent by the end of March 2022. The council were unable to progress with any organisation for the event prior to the funding offer being received. Given the complexities involved with organising an event of this size which includes the securing of artists and performers, the Event Management Plan, Risk Assessments, Traffic Management plans, ensuring a highly skilled and experienced local supply chain, and rigorous health and safety requirements, the time limits for an open procurement procedure could not be met.