Event Technical Services · UK public procurement notice

The Council is inviting tenders from suitably qualified suppliers to provide the supply of equipment and services at the below events:

Armed Forces Day

Date: Either Saturday 8th June or Saturday 15th June 2024 (TBC)

Location: Southsea Common, Portsmouth

Timings: 10:00-16:00 (timings are provisional and may change)

This event is part of the National programme of celebration and thanks for our Armed Services. Locally our Armed Forces Day event is a chance for the City of Portsmouth to show our support for the men and women who make up the Armed Forces Community: from currently serving troops and Service families, veterans and cadets. The aim of the event is to bring the local community and visitors to the city together to celebrate Armed Forces Day and also to inspire members of the public of all ages to engage with Armed Forces related organisations.

We will have entertainment, activities, parades and a vehicle display available throughout the day alongside family activities, trade stands and children's rides. We welcome everyone to come and be part of our Armed Forces Day. Expected numbers are likely to be 6,000+ for the day.

Operational Hours:

Pre-Event Set Up: Access to the site will be permitted from 10:00 on the Friday prior to the event. Also from 07:00 until 09:30 on the event day.

Event Day: From 10:00-16:00 (subject to confirmation).

Post-Event de-rig: From 16:30 on the event day. Also from 07:00 on the Sunday following the event. Site to be clear by 12:00 on the Sunday following the event.

We are looking for the following offer (subject to change):

• Stage sound with mics and band amplification (Stage approx. 5m x 5m). Front of house engineer and stage sound monitor engineer and crew.
• Sound around 2x large arenas with mics (Arena 1 - 100m x 50m, Arena 2 - 50m x 30m)
• Provision of technical support - 1x technical support to cover electrical standby, arena support and to advise Portsmouth City Council.
• Provision of 2x cabins to accommodate Event Control (2x people) and Security Control point (2x people).
• Installation of power for use by 4x traders. Requires provision of cabling/ramp to existing power source.

Situations may arise that could impact on the running of the events, such as weather etc. In these cases, it will be the Council's decision and responsibility to notify suppliers as soon as possible of any alternative arrangements / cancellations.

International Kite Festival

Date: Saturday 27th - Sunday 28th July 2024

Location: Southsea Common, Portsmouth

Timings: 10:00-17:00

The Portsmouth International Kite Festival, now in its 32nd year, is a very popular event and is not only part of the professional kite fliers calendar but is a major fixture on the seafront, attracting approximately 10,000 people per day (b.ased on previous years' attendance).

There are 3 arenas: main arena hosting professional kite flying displays, large static displays and small displays. There is also a kite making workshop and a kids' flying arena directly in front of this.

Throughout the weekend there is a mix of trade stands, children's rides, catering concessions and arts & crafts stalls.

Operational Hours:

Pre-Event Set Up: Access to the site will be permitted from 10:00 on the Friday prior to the event. Also from 07:00 until 09:30 on the event day.

Event Days: From 10:00-17:00 each day.

Post-Event de-rig: From 17:30 on the event day. Also from 07:00 on the Monday following the event. Site to be clear by 12:00 on the Monday following the event.

We are looking for the following offer (subject to change):

• Stage sound with mics and band amplification (Stage approx. 5m x 5m). Front of house engineer and stage sound monitor engineer and crew.
• Sound around 1x large arena with mics (Arena size: 120m x 110m)
• Provision of technical support - 1x technical support to cover electrical standby, arena support and to advise Portsmouth City Council.
• Provision of 2x cabins to accommodate Event Control (2x people) and Security Control point (2x people).
• Provision of additional cabin or equivalent to house technician overseeing the arena.
• Installation of power for use by 4x traders. Requires provision of cabling/ramp to existing power source.

Situations may arise that could impact on the running of the events, such as weather etc. In these cases, it will be the Council's decision and responsibility to notify suppliers as soon as possible of any alternative arrangements / cancellations.

Fireworks Display

Date: Tuesday 5th November 2024

Location: Alexandra Park, Hilsea and Southsea Common, Southsea (to be confirmed)

Timings: 17:00-19:30

The popular annual firework display brings the local community together, along with visitors from outside the city. The event features food and drink stalls and stage entertainment culminating in a 20-minute fireworks display.

Currently the event is planned to be split between 2 sites located at either end of the city. The two events will run simultaneously.

Operational Hours:

Pre-Event Set Up: Access to the site will be permitted from 09:00 on the day preceding the event. Also from 07:00 on the event day.

Event Day: From 17:00-19:30.

Post-Event de-rig: From 20:00 on the event day. Also from 07:00 on the day following the event. Sites to be clear by 12:00 on the day following the event.

We are looking for the following offer (subject to change):

Tech to be replicated on each site.

• Stage sound with mics and band amplification (Stage approx. 5m x 5m). Front of house engineer and stage sound monitor engineer and crew.
• Sound around the safety line fence. Approx 350m of fence line.
• Provision of technical support - 1x technical support to cover electrical standby, arena support and to advise Portsmouth City Council.
• Provision of 2x cabins to accommodate Event Control (2x people) and Security Control point (2x people).
• Provision of 12x tower lights
• Provision of system to incorporate MP3 music to accompany the fireworks display. The fence line and stage sound sy…