Filton Festival 2027 · UK public procurement notice

Filton Town Council's Vision:

'To celebrate, with all the communities of Filton, the heart and soul of the town in the unique setting of Elm Park in 2027

Festival Background:

The town has held a Festival for 25 years (first held in 2001) which takes place during a Sunday in summer each year and which regularly attracts in excess of 2000 visitors and participants over 1 day (which we are looking to grow).

1. AIMS OF THE FILTON FESTIVAL

I. To showcase Filton's talent and heritage.

II. To be accessible to Filton's diverse communities.

III. To boost image and promote Council services such as the Multi-Use Short Track, Football Pitch, Elm Park Leisure Centre and other facilities.

IV. To run an exciting Sci-Fi themed festival that runs on the 50-year anniversary of the 1st Star Wars film with inspiration taken from this, other Sci-Fi films and the 1980's in general.

V. To showcase Filton as an attractive place to live or visit.

VI. To boost Filton's economy.

VII. To be economically and environmentally sustainable.

VIII. To broaden appeal, and raise awareness of the Aerospace Industry, armed forces, businesses and local projects.

2. CONTRACT OVERVIEW

The Contractor will manage all aspects of production of Filton Festival in 2027 (following this in 2028 and 2029 also).

Over the last few years, Filton Town Council has carried out pilot events and consultation looking at the role and opportunity that the festival provides for the town. Building on these findings, Filton Town Council wishes to appoint a contractor who can develop and grow the festival within its aims, and its changing relevance for the town. The council would welcome ideas on the development of the festival. This will involve managing the Filton Festival 2027 and for 2 successive years.

Three key areas we are looking at as part of the on-going development of the festival are maintaining and improving accessibility at the festival, involving more residents, and opening more opportunities for local communities and young people both within the planning, operations and creatively. We also expect ideas around crowd and alcohol management, waste and environmental sustainability.

3. THE CONTACTORS' ROLE

I. Ensure the festival is accessible and welcoming to a diverse audience, predominantly from within a 20-mile radius, and maintain and increase recognition for the festival locally and regionally.

II. Develop and sustain beneficial local partnerships.

III. Ensure new, innovative and relevant ideas continue to be brought to the festival including programme and content development.

IV. Make sure the highest standards of Event Management are adhered to including compliance with all relevant Health and Safety legislation and national guidelines.

V. The contractor should work with local organisations such as WECIL to further improve the festival's access and maintain or improve the festival's potential for gold ranking with Attitude is Everything.

VI. Work with Filton Town Council and relevant agencies to continue to develop the festival's alcohol management strategy.

VII. Take public and stakeholder feedback into consideration in the development of the festival.

VIII. Generate income to enable the festival to be delivered on a similar or greater scale to previous years and to balance this with the need to deliver a high quality, safe and sustainable event.

IX. The contractor will be expected to mitigate against any normal wear and

tear/damage to the site and to cover costs for any reinstatement (including associated staffing costs.)

X. The contractor will be responsible for all event associated costs unless

otherwise agreed with Filton Town Council.

XI. The contractor will be required to liaise with Filton Town Council over programming and mitigate against the damage to new surfaces and avoiding or managing areas of poor drainage.

XII. In the event of extraordinary weather conditions prior to the event, dynamic

assessments between the contractor and Filton Town Council officers will

determine and agree measures required to protect sites whilst still delivering the festival. Filton Town Council will have the authority to cancel the event on the grounds of safety or significant risk of damage to any part of the site. Any such decision would be taken after consultation with relevant Filton Town Council and the contractor.

XIII. The contractor will work with the council to develop alternative arrangements for the festival in the event of cancellations due to pandemic concerns.