Environment and Recreation Directorate Cork City Council Call … · Call for Proposals Summer in the Park – Fitzgerald’s Park 2018 C: ... River Lee and within 1km of City Centre

Call for Proposals

Summer in the Park – Fitzgerald’s Park 2018

C:\Users\One\Desktop\Current Events Feb Mar\Fitzgerald Park 18\2018. Invitation for proposal 2.docx 3

Environment and Recreation Directorate

Cork City Council

City Hall

Call for Proposals for


Call for Proposals



1.0 PURPOSE OF PROPOSAL

Following on from successful presentation of events at Fitzgerald’s Park in 2016 and

2017, proposals are again invited by Cork City Council from creative/ entrepreneurial/

cultural/ community individuals or groups to host events in Fitzgerald’s Park, Mardyke,

Cork as a cultural/ artistic/ entrepreneurial/ community space for the summer months.

The events should complement the existing park characteristics and aim to engage with

audiences and groups to animate the pavilion/ park/ environment and further enhance

the park experience and build on its family orientated environment.

Cork City Council has a budget to support aspects of the programming of events within

the park. The budget will be spread over a series of events to create a diverse

programme over the summer months. It is the expectation of Cork City Council that

there will be a social, cultural and community benefit to the local citizens in return for

the use of the park along with professional support.

It is the intention of Cork City Council to create a varied programme of events

throughout the summer to appeal to wide and varied audiences including young, old and

family friendly. This will include morning/ evening/ weekday/ weekend/ festival

activities and events across a broad range of interests.

2.0 FITZGERALDS PARK OVERVIEW

Fitzgerald’s Park is situated on the historic Mardyke Walk, immediately adjacent to the

River Lee and within 1km of City Centre. It is Cork City’s premier public park and one of

the City’s main visitor attractions. The park was developed in 1904 on lands used for the

Cork Industrial Exhibition 1902/3. The park measures 7ha (18 acres) and contains a wide

range of horticulture features including specimen mature trees, rose garden, herbaceous

border, floral bedding and fountain and pond dating from the Industrial Exhibition. The

City Museum and the recently refurbished Lord Mayor’s exhibition pavilion ( Cork Photo

Gallery) are also situated within the park. The Café, Natural Foods Bakery is located in

Call for Proposals



the same building as the museum and serves homemade, local artisan sandwiches,

cakes, tea & coffee. See drawing in Appendix A for park layout.

The Mardyke has undergone substantial upgrading in the past five years extending the

walk from the North Mall to the Lee Fields. The Park was significantly upgraded in 2014

(Mardyke Gardens Project) with the addition of an iconic garden in the vicinity of the

Café and a new bandstand on the front lawn, along with an upgraded park and Museum

entrance. A new state of the art playground has also been constructed and is a very

popular attraction.

Fitzgerald’s Park is open on a seven day basis throughout the year (opening hours in

Table 4.1) and attracts in excess of 200,000 visitors annually and approximately 50,000

Museum visits.

The café is an integral element within the Gallery garden and the Natural Foods Bakery is

a major attraction in itself. The park holds some interesting pieces of sculpture which

are located around the park creating an interesting trail.

The new front lawn bandstand is designed to cater for up to 30 patrons & has three

phase power available on stage. The lawn area can accommodate a crowd in the region

of 1500 -2000 people.

There is also a performance space in the Gallery garden adjacent to the cafe. This in an

intimate space and is surrounded by seating and has a power supply.

The park has numerous green spaces that are ideal for facilitating performances and

audiences.

Call for Proposals



3.0 SCOPE OF PROPOSAL

Proposals are invited by Cork City Council from creative/ entrepreneurial/ cultural/

community individuals or groups to propose events in Fitzgerald’s Park, Cork over the

summer months. The events can be one-off day events, night time events, weekend

events or a series of weekly classes/events.

The individuals/groups proposals should seek to animate the park, provide

entertainment and engage with the public (participative or audience based) and the park

surrounds. The events should be capable of being marketed jointly with other on-site

attractions. The events can be proposed across the entire park or an individual space

can be used for classes, camps or workshops and can also be entrepreneurial in nature

(e.g. design workshop/ studio/ craft/ film/ circus/ theatre/ sport etc).

The proposal should demonstrate there will be a social, cultural and community benefit

to the local citizens and potential tourist attraction. The events should in general be free

to the public but in the event of classes/workshops the fee structure should reflect the

support and resources on offer and the public environment in which they take place.

Depending on the scale and nature of the event it may be agreeable to have some

additional food traders in the park for the duration of the event. The number, type and

fees associated with traders must be agreed with Cork City Council. We may have a

trader shortlist and fixed fee structure which must be used in the park. At all times the

existing Natural Foods Bakery cafe has priority.

In order for the proposals to be evaluated please submit all the information specified in

the requirements outlined in Section 5.0 and Table 5.1. Applicants may be called for an

interview to discuss their proposal in advance of an award.

Call for Proposals



Cork City Council may contribute to the cost of a portion of the event such as health and

safety, security, PA, musical acts, entertainment etc associated with the events

depending on the nature of the proposal, the scale of the event and the audience reach.

Proposals must outline the type of event and the full costs (income and expenditure)

involved.

We give examples of estimated costs associated with general events at Fitzgerald Park at

the end of this document in Appendix D.

Given the limited budget, Cork City Council will be exploring the potential for events of a

wide cost range, such as:

Live music

Sports competitions

Cork culture events

Open-mic’ buskers festival

Drama

Puppet festival

Tea dance and high tea

Community uses

Picnics

Circus

Exercise Classes

Table 4.1 Fitzgerald Park Opening Hours

8.30am – 8pm April & September

8.30am – 9pm May & August

8.30am – 10pm June & July

N.B. 10am opening on Sundays and Bank holidays.

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5.0 PROPOSAL SUBMISSIONS

The applicants should provide the information detailed in Table 5.1. The proposals will

be marked and ranked in the categories they fit into (family days/weekly

classes/audience based or participative etc).

The applicant must also complete the application form attached in Appendix B and submit before March 30th.

Table 5.1 Assessment Criteria

ITEM MARKS

1. Event Concept

Event Title

Description of Event

Audience Appeal

Proposed dates and times

Free to public or a cost

Visuals of Work

Marketing of event

50

2. Track Record and Experience

Detailed CVs for individuals and/or groups

Track Record for last 2 years

Referees we may contact

25

3. Financial Sustainability

Income & Expenditure

Detail all costs associated with the event (Event Management Plan, Healthy & Safety, Security, PA system etc)

Sponsorship or funding from other sources

25

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6.0 PROPOSAL ASSESSMENT PROCESS

Cork City Council does not bind itself to accept any proposal. We reserve the right to

seek further information or clarification from applicants in terms of any matters relating

to the proposal, and reserve the right to interview applicants in advance of a decision.

The proposal assessment will be carried out by a Review Panel. It will be carried out by

reference to the submissions received. Following the initial assessment Cork City Council

reserves the right to shortlist events. Those shortlisted may be interviewed and may be

required to make a presentation (Cork City Council will not be responsible for the cost of

such presentations) on the proposal contained in their submission. Where applicable,

the Review Panel may visit existing ventures of persons as detailed in their application.

The shortlisted proposals will be evaluated by a Review Panel along with any site visits,

presentations, or interviews which may be used to provide clarification on the

submission.

It is proposed to award inclusion of events in April 2018 and the programme of events

will commence in May 2018.

Cork City Council reserves the right not to award any proposal.

Call for Proposals



7.0 INSURANCE REQUIREMENTS

If the applicant has Public Liability insurance of €6.5 million and Employer’s Liability

insurance of €13m they will have to be submitted by the successful applicants with

specific indemnity to Cork City Council.

If selling goods (e.g. jewellery), proof of Product Liability of a minimum of €2.5 million

will also be required.

Depending on the scale and nature of the event, Cork City Council may be in a position to cover the insurance. This will be reviewed in conjunction with the event management and health and safety plan and based on the potential risks associated with the activity.

Call for Proposals



8.0 PROPOSAL SUBMISSION

The completed proposal should be submitted on or before Friday the 30th of March

2018 at 4pm.

The proposals should be marked ‘Fitzgerald’s Park Event Proposal’ must be returned to:

Joe Stockdale

Unit K4, Marina Commercial Park,

Centre Park Road,

Cork

Email: [email protected]

Material received will not be returned. We reserve the right to use advertising

material photos etc submitted to us as part of our advertising for events at the

park.

Call for Proposals



9.0 QUERIES OR CLARIFICATIONS

All queries or requests for clarification relating to the proposal can be directed to Joe

Stockdale, on behalf of Cork City Council email: [email protected]. Tel: 086

3892105.

mailto:[email protected]

Call for Proposals



APPENDIX B – EVENT APPLICATION FORM

Event Application Form

This section must be returned before 30th March 2018

Section A – The Applicant

1. Name of Applicant (individual/organisation etc.)

___________________________________________________

2. Give details of one contact person for this application

Name: ____________________________________

Position: ___________________________________

Address:_________________________________________________________

____________________________________________________________

Telephone: ______________________________________

Mobile No: ______________________________________

Fax: ___________________________________________

Email: __________________________________________

Website:_________________________________________________________

3. Status of the organisation/applicant (Please tick)

Registered Charity

Company Limited by Guarantee

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Individual

Partnership

Voluntary Organisation

Other (please specify)…………………………………………………

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4. Insurances

Please provide evidence of current insurances in place:

Employers

Liability

Public

Liability

Level in place: €

Details of any excesses: €

Name of Insurance Company:

Expiry Date:

Candidates must provide evidence of insurances in place by way of copies of

Insurance certificates or a note from their insurer confirming levels in place and

confirmation from the insurance company that an indemnity for Cork City

Council to the minimum levels outlined below will be available.

Employers Liability Insurance €13 million

Public Liability of €6.5 million

5. What does your organisation do?

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________

6. Has the organisation a proven track record of event organisation and

delivery? If yes, please give examples. Please outline how you propose to

manage the event and draw up the necessary documents.

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_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

______________________________

Section B – The Event

7. Title of the Event

_________________________________________________________________

8. Proposed/requested location of event (Lawn/Stage area or other)

_________________________________________________________________

s) and times of event (incl. Times and Dates of Set up and de-rig, please

identify each element separately)

_________________________________________________________________

_________________________________________________________________

10. Does the event have to take place on this date or could the event be

moved to a different time of the year?

_________________________________________________________________

11. Brief description of the event

12. Name Key Event Personnel and provide details of their relevant

experience and qualifications (Event Manager, Safety Officer, Chief Steward,

PR and Marketing Personnel etc.)

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

13. Will the event be free of charge? (If not, please outline charges on

separate sheet if necessary)

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_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

14. What is the reach of the event? (E.g. local, national or international)

15. How many people will participate in the event and where will they come

from?

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

16. What is the events target audience? (E.g. family, youth, adults, ethnic

groups etc.)

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

17. How many people are expected to attend the event?

_________________________________________________________________

_________________________________________________________________

18. On what do you base this projection? (E.g. past events, venues size etc.)

_________________________________________________________________

_________________________________________________________________

19. Outline what community and commercial value the event will provide

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

20. How will the event be marketed to this target audience?

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_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

21. What media coverage do you expect your event to attract?

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

22. What monitoring mechanisms are in place to assess the production and

safe quality of the event, evaluate visitor numbers and monitor press

coverage?

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

23. If the event is not a one-off activity, what is the long-term vision for the

event and how is it anticipated that it will develop?

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

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24. Outline the production infrastructure/equipment you intend to use (e.g.

stage, stalls, food, marquees, pa, sound system, generators, etc). Please

note this information is important in order to assess suitability of proposed

venues.

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

Note: You should not assume that Cork City Council has prior knowledge of

you, your group or organisation or you activities.

Section C – Financial Details (must be completed by all applicants)

25. What is the total estimated cost of the event?

______________________________________________________________

26. Has the organisation received funding from any section of Cork City

Council for events in the past? (If yes, please give details)

_________________________________________________________________

___________________________________________________________

27. What is the main purpose of this funding?

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28. Please provide a detailed budget for the event (use the following

headings as a guideline) and please outline an individual cost for each item

under each heading e.g. under production – individual costs for staging

generators etc – if necessary, an additional page with this information may

be submitted with this form)

Expenditure

(Incl. VAT if applicable)

Item: Estimated

Cost

Artistic (performer’s fees, workshop costs etc) `

_____________

Production (staging, generators etc.)

_____________

Public Health & Safety (barriers, policing, stewarding etc)

_____________

Environmental (clean-up, road closures etc.)

_____________

Marketing (posters, adverts etc.)

_____________

Administration and Overheads (Staff costs, salaries and fees)

_____________

Other (please specify)

_____________

___________________________________

_____________

___________________________________

_____________

Total _____________

Income

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Public Sector (including other CCC funding sources)

Organisation Amount Status (Pending/confirmed)

__________________________ _________

_________________________

__________________________ __________

_________________________

__________________________ __________

_________________________

__________________________ __________

_________________________

__________________________ __________

_________________________

Private/Commercial Sector

Company Amount Status (Pending/confirmed)

___________________________ __________

_________________________

___________________________ __________

_________________________

___________________________ __________

_________________________

Event Income

Type of Income Amount Status (Pending/confirmed)

(Concessions, admission charges etc.)

______________________ ________ ____________________

______________________ ________ ____________________

______________________ ________ ____________________

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______________________ ________ ____________________

Total_________________________

Estimated surplus/Deficit (if any) ___________________

29. Have you entered into any other sponsorship agreements with other

parties? If so, what are the details (i.e. title sponsor, associate sponsor,

branding details etc.)?

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________

30. Any additional information you wish to provide in support of this

application?

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________

Note:

Please note the following when completing the application form:

Income/Sponsorship, (either in cash or in kind), should be evidenced by

letters of support and/or confirmation from the funding sources.

Applicants are strongly encouraged to ensure that their budget is clear and

accurate and supported by appropriate documentation.

Call for Proposals



Each section should be completed in full with due regard for the provision

of supplementary information where applicable. Failure to fully complete

the forms may invalidate your application.

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Declaration Form

I/We certify that all information provided in this application and all the information

given in any documentation submitted in support of this application is truthful and

accurate.

I/We understand that any materially misleading statements (whether deliberate or

accidental) given at any stage during the application process could render the

application invalid and the applicant liable to return any money already paid out by

Cork City Council.

I/We also undertake to notify Cork City Council of any changes in the

event’s/organisation’s circumstances that could affect this application

Signed: ______________________________

Name (print): _________________________

Date_________________________________

Call for Proposals



APPENDIX D– COST INDICATOR

The following tables give estimates of costs you are likely to encounter when holding an event at Fitzgerald’s Park and what minimum costs you should factor in to your budget. There are 5 categories based on audience sizes and anticipated hourly duration of the event. (Costs are for guidance only and may not represent true costs which can vary)

Category 1: Events of audience size 50 to 200 @ 2 hours

Item Number Cost per unit € Total €

Security N/A supply your own staff to supervise

N/A N/A

Medical provision N/A N/A N/A

Portable toilets N/A N/A N/A

Road closure N/A N/A N/A

PA 1 150 - 250 250.00

Clean-up Use existing bins N/A N/A

Event Plan Yes with assistance from CCC (If accepted for funding)

N/A 0

TOTAL €250.00

Category 2: Events of audience size 200 to 300 @ 2 hours


Security 1 event supervisor supplied by CCC

N/A N/A

Medical provision N/A N/A N/A

Portable toilets 1 100 per day 100.00

Road closure N/A N/A

PA 1 150 - 250 250.00

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Clean-up Use existing bins N/A N/A

Event Plan Yes with assistance from CCC (If accepted for funding)

N/A 0

TOTAL €350.00

Category 3: Events of audience size 300 to 1,000 @ 2 hours


Security 4. CCC will supply 1 event supervisor

20 per hour 320.00

Medical provision 1 Team 250 per day 250.00


Road closure Yes 650.00 650.00

PA 1 600 - 800 800

Clean-up Use existing bins and own staff to collect

N/A 0 if using own staff

Event Plan and traffic plan. Responsibility of Promoter

Yes 250 250.00

TOTAL €2,570.00

Category 4: Events of audience size 1,000 to 2,000 @ 6 hours


Security 4 Minimum. CCC will supply 1 event supervisor

Security 20 per hour

480.00

Medical provision and medical plan

1 Team 250 per day 250.00

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PA 1 600 - 850 850.00

Clean-up Use existing bins and own staff to collect

N/A 0 if using own staff


Yes 350 350.00

TOTAL €2,980.00

Category 5: Events of audience size 2,000 to less than 5,000 @ 6 to 8 hours


Security 6 minimum. CCC will supply 1 event supervisor

20 per hour 720.00

Medical provision 2 Teams minimum 250 per day 500.00



PA 1 per performance area

250 - 350 350.00

Clean-up Need professional cleaners

500 500


Yes 800 800.00

TOTAL €3,670.00

Events that have 5,000 audience and above require a licence under the Planning and Development Act 2000 (as amended) and you should allow a minimum of 18 weeks planning. Licence must be issued by the Planning Directorate of Cork City Council.

Call for Proposals



Licence may be an additional cost of approx. €2,800 and infrastructural and administrative costs will also increase.

Events accepted by CCC before the 30th March deadline will be included in the Park advertised Programme of activity for 2018. Event organisers are advised that they are responsible for their own publicity and control of audience numbers and PR costs and insurance etc. should be factored in to the event budget.

We can advise and assist you on how you should proceed with your event planning so that your event can happen safely and legally.

Contact Joe Stockdale for further information

Tel: 086 3892105

Email: [email protected]

Documents

Environment and Recreation Directorate Cork City Council Call … · Call for Proposals Summer in the Park – Fitzgerald’s Park 2018 C: ... River Lee and within 1km of City Centre