Oakengates Carnival and Parade - Organisation and Delivery

Oakengates Town Council is looking to appoint a qualified and experienced event management company to organise and deliver a carnival and parade in Oakengates, Telford in the Summer of 2025 (date to be agreed).

Under the direction of the Council, the successful bidder will be responsible, for the following:

• Event Planning and Coordination: develop a comprehensive plan for the carnival, including timelines, logistics, and contingency plans.

• Entertainment and Activities: arrange for a diverse range of entertainment options, including live performances, games, and interactive activities.

• Vendor Management: coordinate with food and merchandise vendors to ensure a wide variety of offerings.

• Marketing and Promotion: develop and execute a marketing strategy to promote the event and attract attendees.

• Health and Safety: ensure all health and safety regulations are met, including crowd control, first aid, and emergency procedures.

• Income Generation - identify potential income generating opportunities to support the cost of the event.

• Post-Event Evaluation: provide a detailed report on the event's success, including attendance figures, feedback and recommendations for future events.

Interested companies are required to submit the following:

• Company Profile: a brief overview of the company, including relevant experience and qualifications.

• Proposed Plan: a detailed proposal outlining the approach to organising and delivering the carnival and parade.

• Budget: a comprehensive budget breakdown, including all anticipated costs.

• Insurance: evidence of public liability

• References: contact information for at least two previous clients who can attest to the company's capabilities.

Late submissions will not be considered and Oakengates Town Council reserves the right to accept or reject any or all bids.

All costs incurred in the preparation of the bid are the responsibility of the bidding company.

Prospective contractors must not contact Councillors or staff to encourage or support their tender outside the prescribed process.

Written tenders must be received by Oakengates Town Council in a sealed envelope marked 'Oakengates Town Council - Carnival Tender' and addressed to the Town Clerk, by 5pm on Monday 30 September 2024 and should be sent to:

Oakengates Town Council

The Wakes, Theatre Square

Telford, TF2 6EP

If you require any further information, please contact Oakengates Town Council by:

Email: townclerk@oakengates-tc.gov.uk, or

telephone: 01952 567500