Management and Production of an Illuminated Trail Event

Concepts

• event services
• edinburgh
• rbge
• production of an illuminated trail event
• management company
• rbge’s light event
• event management
• event production
• management
• existing event production

Location

RBGE Edinburgh Garden

Description

RBGE wishes to appoint an event production, promotion and management company to cover all aspects of the creative design, installation and event management Illuminated Trail Event.

Total Quantity or Scope

RBGE to reappoint the existing event production, promotion and management company to cover all aspects of the creative design, installation and event management of the Illuminated Trail Event for 2022. RBGE’s light event invites visitors to walk through the Garden after dark, their path guided by light installations, audio and visual effects. Their journey has, in the past, included highlights of the Garden such as: the Chinese Hillside; the Pond; Inverleith House Lawn and a viewing point where visitors can look across to Edinburgh Castle and the City skyline, lit dramatically at night. The appointment is for 12 month period for 2022/23 Christmas at the Botanics Event (CATB). The appointment is via a concession contract arrangement RBGE will be going to market for CATB beyond the 2022/23 event in Summer of 2022.

Award Detail

CPV Codes

• 79952000 - Event services

Indicators

• Award on a basis other than price and quality.

Legal Justification

Reasons of delays caused by Covid-19 and market volatility brought about by events unforeseeable by the contracting authority. 1. Covid-19 Delays and financial uncertainty relating to the illuminated trail event known as Christmas at the Botanics (CATB) The concession is an annual event delivered from mid-November to early January each year (planning activity runs throughout the calendar year). Due to Covid-19, staff availability has been unpredictable and other Public Health restrictions, in place around the operation of public events, have created uncertainty in relation to the financial stability of the event and the operation of the concession in 2020/21 and into the 2021/22 season. To balance the risk to RBGE and the concession holder the outcome of the 2021/22 event will be completed under the terms of the existing contract. RBGE will be going to market in Summer 2022 for a supplier for a multi-year contract commencing 2023/24. 2. Market Conditions caused by the Covid Pandemic From initial market engagement undertaken in 2021 it was identified that any commercial concession response to RBGE for the CATB event would carry degrees of risk in terms of the return and stability of the supply base to service the long term requirement of the event. Covid-19 delayed activity around both the 2021/22 event and planning for the 22/23 event. The time line planning for the event has a 12 month lead in. RBGE will be going to market in the summer of 2022 to identify a supplier for a multi-year contract commencing 2023. Exclusive rights of the concession holder. IPR around the operation planning of event regulation. Support ICT operational systems i.e. ticketing and route planning.

Other Information

RBGE will be going out to Market in Summer 2022 for a replacement supplier. (SC Ref:695583)