RBWM Events Management Procurement

The Royal Borough of Windsor and Maidenhead (RBWM) is seeking to engage with experienced event management suppliers in advance of a future procurement for the delivery of a diverse programme of high-profile ceremonial, civic and nationally significant events over an anticipated eight-year period. The appointed supplier will be required to provide and maintain a strategic event management, operational planning and delivery support for a range of events and provide including, but not limited to:

• Royal Visits
• State Visits
• Royal Weddings
• Royal Funerals
• National and Civic Ceremonies
• Large-scale public celebrations and commemorations

These events are likely to attract significant national and international attention, substantial media interest, and large public audiences, regularly involving complex security, operational and stakeholder requirements. Supplier Requirements Summary (pending a full specification) RBWM is seeking suppliers that can demonstrate a proven and successful track record in the planning (maintenance of plans), and delivery of major public events within Windsor town centre or similarly complex and sensitive environments. Suppliers should be able to evidence experience in:

• Delivering events in busy operational town centres while maintaining business-as-usual activities and minimising disruption to residents, businesses and visitors.
• Working in partnership with multiple agencies and stakeholders, including but not limited to:

o Security services o Police forces o Emergency services o The Royal Household o The Crown Estate o Central government departments o Transport operators o National and international media organisations

• Managing complex stakeholder engagement and governance arrangements.
• Planning and delivering large-scale infrastructure installations, including temporary event structures, security installations, media compounds, public viewing areas and crowd management systems.
• Developing and implementing comprehensive event management plans, operational orders, communication strategies, contingency plans and emergency response procedures.
• Managing extensive media operations, accreditation processes and communications activity associated with internationally significant events.

Capacity and Capability The successful supplier must demonstrate the organisational capacity, resources and resilience to manage events of exceptional scale and complexity, including events that may attract in excess of 100,000 attendees.

Suppliers should be capable of:

• Coordinating multi-agency operational planning and delivery.
• Managing significant crowd safety and public protection arrangements.
• Recruiting, deploying and managing a stewarding workforce of over 800 personnel, including associated welfare, briefing, training and supervisory requirements.
• Providing experienced event management personnel across all phases of event delivery, from feasibility and planning through to live operations and post-event review.
• Maintaining robust business continuity arrangements and the ability to respond to events that may arise at short notice.

Market Engagement. This notice is intended to inform the market of RBWM's future requirements and to identify suppliers with the specialist expertise, experience and capacity necessary to deliver events of national significance within the unique operating environment of Windsor. It also intends to create a right for the Authority to reduce the tender period for the participation stage (but not the substantive tender stage). It envisages allowing suppliers up to two calendar weeks to respond to the first stage (which, the Authority anticipates, will consist in case study references and financial checks). It may allow longer or reduce this anticipated window accordingly. The Authority is particularly interested in engaging with organisations that can demonstrate excellence in event delivery, stakeholder management, crowd safety, security integration, operational resilience and the successful management of high-profile events operating under intense public, media and stakeholder scrutiny. The resulting contract cannot guarantee a level of regular events as some of the events outlined above are unplanned or "no notice" events. So, it will be expected the successful provider may for the most part be monitoring and maintaining plans for events listed above until they are activated.