ACCOMODATION & TRANSPORT FOR THE WORLD TAEKWONDO GRAND PRIX 2018 & WORLD TAEKWONDO CHAMPIONSHIPS 2019 INVITATION TO TENDER JANUARY 2018 1
1. INTRODUCTION 1.1 Introduction to Taekwondo Taekwondo is a global Sport and dynamic Martial Art originating in Korea. It is practised by over 70 million people across the world. Taekwondo has featured in the last 5 Olympic Games as a full Medal Sport having been first introduced as a demonstration event at the 1988 Seoul Games. At Tokyo 2020, Para Taekwondo will feature in the Paralympic program for the first time. World Taekwondo (WT) is the IOC world recognised governing body. 1.2 Taekwondo in Great Britain GB Taekwondo is the High-Performance arm responsible for the delivery of World Class Athlete Performance programmes in partnership with UK Sport and Sport England. GB Taekwondo is also responsible for delivering an events program supporting high performance ambitions. Manchester City Council, as hosts and budget holders for our events in the region, are responsible for the administration, finance and will be the entity issuing any subsequent contracts. British athletes are highly successful on the international Taekwondo stage. Great Britain achieved three medals at the Rio Olympic Games, and currently boasts a number of reigning World and European Champions amongst its stable of elite athletes. Great Britain also has a reigning World Champion Para athlete and a growing squad of new athletes starting their Paralympic journey. The Great Britain squad and National Academy is based in the flagship National Taekwondo Centre, East Manchester and consists of approximately 30 full time athletes complimented by Junior and Cadet development teams. Great Britain has an unrivalled reputation for hosting quality Taekwondo events with high levels of presentation and first-class hospitality. These are all reasons which contributed towards World Taekwondo forging a partnership that staged the inaugural Taekwondo Grand Prix event in the UK in December 2013. Based on the success of that event, the UK was then awarded and successfully hosted further editions of that event in 2014 & 2015 in Manchester. In this Olympic & Paralympic Cycle, Great Britain secured the rights to host an extensive program of major international events: WTF World Para Taekwondo Championships Copper Box Arena, London - October 2017 WTF World Taekwondo Grand Prix Copper Box Arena, London October 2017 WTF World Taekwondo Grand Prix Regional Arena, Manchester October 2018 WTF World Taekwondo Championships Manchester Arena May 2019 2
1.3 The Event(s) The specific events within this tender are: The World Taekwondo Grand Prix 2018 to be held at the Regional Arena, Etihad Campus, Manchester from the 19 th 21 st October 2018 The World Taekwondo Championships 2019 - to be held at the Manchester Arena in central Manchester from the 15th to the 19 th May 2019 The two events will provide a unique opportunity to influence the growth and profile of the sport in Great Britain. It will provide a fantastic opportunity to demonstrate, to live / highlight show TV audiences, viewers across the world via online platforms and spectators within the event venues, the unique combination of speed, strength, agility, endurance and mental toughness that this full contact Olympic and Paralympic sport has in abundance. The World Taekwondo family of athletes, top ranking officials and high-level VIP guests will descend on Manchester along with their entourages of team staff and followers that accompany any sporting road-show. WORLD TAEKWONDO GRAND PRIX 2018 CORE EVENT FORMAT This event is now well established and the accommodation provision well understood. Competing Athletes: Top 31 athletes in each Olympic weight category (4 Male weight categories/ 4 female weight categories). This means that only the best athletes in the world will be competing in Manchester. The host nation can also enter one additional athlete in each category (Meaning that Great Britain can enter an additional 8 athletes in this event, giving the home crowds plenty of opportunity to show their support) This translates into a maximum number of athletes of 256 A similar number of supporting coaches, team staff and officials are also anticipated Competition Schedule: The event will take place from 19 to 21 October 2018 and will be staged at the Manchester Regional Arena on the Etihad Campus. The competition schedule is yet to be confirmed but will broadly be as follows; Day 1 3 Weight Categories All matches followed by evening show of 6 semi-finals & 3 Finals Day 2 3 Weight Categories All matches followed by evening show of 6 semi-finals & 3 Finals Day 3-2 Weight Categories All matches followed by evening show of 4 semi-finals & 2 Finals 3
Approximate Arrival & Departure Schedule: Sunday 14 th October Athletes & Teams arrive Approx. 400 500 persons Monday 15 th October Athletes & Teams arrive Tuesday 16 th October Officials & Event Staff arrive Approx. 70 persons Wednesday 17 th October VIP s and Guests arrive Approx. 20 persons Thursday 18 th October Event functions and hospitality Friday 19 th October Event Day 1 Saturday 20 th October Event Day 2 Sunday 21 st October Event Day 3 Monday 22 nd October All groups depart 1.4 Event Stakeholders The stakeholders of this event are; GB Taekwondo (GBT) World Taekwondo (WT) UK Sport (UKS) Manchester City Council (MCC) British Taekwondo (BT) 2. TENDER REQUIREMENTS The stakeholders are seeking to appoint a logistics and hospitality company with a proven track record of designing and delivering successful and integrated event accommodation, catering and transportation packages for large groups of individuals with diverse needs, all with an emphasis on quality service with a personal touch, to make all event participants feel welcome. The broad outline of the event requirement would be: Bespoke transfer and DBB accommodation for 50 Technical Officials Bespoke transfer and DBB accommodation for 10 International Officials Bespoke transfer and DBB accommodation for 20 event delivery staff Personal transport and Executive accommodation for 2 VVIP s Bespoke transfer and DBB accommodation offer for paying VIP guests Group transfers and a price range of DBB accommodation offers for athletes, teams and spectators. 4
2.1 Technical Officials As part of its event hospitality obligations to World Taekwondo (WT), the event organisers are required to provide transport, accommodation and catering for up to 50 international technical officials, for the duration of their stay in Manchester. The cost of this provision is met by the event budget. The appointed hospitality partner will be required to manage all aspects of these individuals visit to Manchester including; - Meet n greet service at Manchester International Airport (The LOC can supply volunteers to assist during peak daytime periods 9am 7pm) - Event information desk / point at Airport - Executive transfer to Hotel (technical officials will not be arriving together, they are travelling in from around the world) - Room allocations and check in (in cooperation with LOC and volunteers) - Guest assistance & information service (with 18-hour phone helpline) - Dinner, Bed & Breakfast accommodation for 6 nights commencing Tuesday 16 th October - In venue information desk - Executive transfer back to Airport on Monday 22 nd October Note: No Technical or International Federation officials should travel with athletes and teams unless under exceptional circumstances. A daily return coach service (53 seater vehicle with driver) for the technical officials to and from the competition venue(s) as follows: - Wednesday 17th October - Depart hotel 9:00am Return 5pm - Thursday 18th October - Depart hotel 9:00am - Return 5pm - Friday 19th October - Depart hotel 8:00am - Return 10pm - Saturday 20 th October - Depart hotel 8:00am - Return 10pm - Sunday 21 st October - Depart hotel 8:30am - Return 8pm Hospitality partners are invited to tender for this requirement, detailing the service level proposed for Airport meet n greet across all terminals the service level proposed for all transport The service level proposed for assistance and contact points The net cost of good quality accommodation that meets the following criteria: a) Within walking distance or 15 minutes transport of Manchester Regional Arena b) Spacious Twin Rooms (technical officials will be sharing) c) Dinner, Bed and Breakfast rate d) Arrival Tuesday 16 th October depart Monday 21 st October Note: This hotel cannot be the same hotel as the athletes and teams stay in. Please research, suggest and quote on a minimum of 3 named alternative hotels that meet the above criteria, offering both 3* and 4* options. 5
2.2 International Officials As described in Item 2.1 above, the event also has an obligation to provide transport, accommodation and catering for up to 10 international officials (IO), for the duration of their stay in Manchester. The cost of this provision is also met by the event budget. The appointed hospitality partner will be required to manage all aspects of these individuals visit to Manchester. - It is anticipated that 5 of this group will require accommodation from Monday 15th October for 7 nights - It is anticipated that 5 of this group will require accommodation from Wednesday 17 th October for 5 nights - The above groups may require single rooms (Please quote rates for both options) Provide an on-call minibus service (15-seater vehicle with driver working up to 15 hours per day) for IO and WT staff to travel to and from the competition arena and other event related venues within the city as follows: - Monday 15th October - On call between 7:30am 10:30pm - Tuesday 16th October - On call between 7:30am 10:30pm - Wednesday 17th October - On call between 7:30am 10:30pm - Thursday 18th October - On call between 7:30am 10:30pm - Friday 19th October - On call between 7:30am 10:30pm - Saturday 20 th October - On call between 7:30am 10:30pm - Sunday 21 st October - On call between 7:30am 10:30pm Hospitality partners are invited to tender for this requirement, under the same provision and detail terms as Item 2.1 2.3 Staff As described in Item 2.1 above, the event also has an obligation to provide transport, accommodation and catering for up to 20 international / domestic staff, for the duration of their stay in Manchester. The cost of this provision is also met by the event budget. The appointed hospitality partner will be required to manage all aspects of these individuals visit to Manchester. - It is anticipated that half of this group will require accommodation from Monday 15 th October for 7 nights - It is anticipated that half of this group will require accommodation from Wednesday 17 th October for 5 nights - The above groups may require a combination of single and twin rooms (Please quote rates for both options) 6
Provide a second an on-call minibus service, (15-seater vehicle with driver working up to 15 hours per day) for international and domestic event staff to travel to and from the competition arena and other event related venues within the city as follows: - Monday 15th October - On call between 7:30am 10:30pm - Tuesday 16th October - On call between 7:30am 10:30pm - Wednesday 17th October - On call between 7:30am 10:30pm - Thursday 18th October - On call between 7:30am 10:30pm - Friday 19th October - On call between 7:30am 10:30pm - Saturday 20 th October - On call between 7:30am 10:30pm - Sunday 21 st October - On call between 7:30am 10:30pm Hospitality partners are invited to tender for this requirement, under the same provision and detail terms as Item 2.1 2.4 VVIP As described in Item 2.1 above, the event also has an obligation to provide individual transport, four/ five-star accommodation and catering for 2 VVIP s, for the duration of their stay in Manchester. Hospitality partners are invited to tender for this requirement, detailing the service level and proposed cost of 2 Executive cars for the duration (The event can supply volunteer drivers) - on call duties include personal meet n greet at airport - escort to car and transfer to hotel - on call for personal use across Manchester with (volunteer)driver The net cost of good quality accommodation that meets the following criteria: a) Within a short driving distance of Manchester Regional Arena b) Spacious individual Suite Rooms c) Dinner, Bed and Breakfast rate d) Arrival Tuesday 16 th October depart Monday 22 nd October Please research, suggest and quote on a minimum of 2 named alternative hotels that meet the above criteria, offering both 4* and 5* options. All agreed costs mentioned in Items 2.1, 2.2, 2.3 & 2.4 are covered by and guaranteed by the event budget and should be quoted net (exclusive of VAT) and include airport transfers where requested. 7
3. Paying guests Under the terms of international agreements, athletes, their support teams and other event attendees are not obliged to stay in official or appointed hotels, and a local organising committee cannot force them to do so. In many countries where Taekwondo events take place, local organisers have a reputation of giving a poor service and little value to teams booking with them. Subsequently, many teams choose to step away from the official provider to achieve better value, more autonomy and a more stress-free experience for their athletes. Over recent years, Great Britain has steadily built the reputation of offering excellent value alongside a service level that is tailored to individual needs and most teams use the official service provider. Whilst we, the Local Organising Committee (GB Taekwondo) can recommend the official accommodation offers to teams and are confident of a strong uptake based on previous events, all risk and responsibility for providing the specific service offers to paying VIP s, Athletes and their support teams sits with the accommodation and hospitality company. GB Taekwondo or any of the event Stakeholders cannot be held liable for any losses or unpaid fees of any kind in relation to this element. A key objective for our accommodation partner is to offer visitors a range of hotel options across all budgets with an easy, accessible, online booking system. A key objective for a logistics and hospitality company are to offer visitors: A range of hotel options across all budgets The Taekwondo community is very diverse. Many of the best athletes in the world (who are coming to this event) are part of professional well-funded elite athlete programs within their own countries that travel extensively to events across the globe. These groups have a high hospitality expectation and look for 4* quality hotel accommodation and more bespoke transport solutions. At the other end of the scale, are groups of less affluent athletes, teams and officials from emerging countries who are nevertheless world ranked talented competitors who are eligible to compete in this event. These groups have a more cost focused priority and look for budget or mid ranged hotel and shuttle transport solutions The appointed hospitality partner will be required to manage all aspects of these varying groups and individuals needs whilst visiting to Manchester including; - Meet n greet service at Manchester International Airport (The LOC can supply volunteers to assist during peak daytime periods 9am 7pm) - Event information desk / point at Airport - Efficient transfers to Hotel(s) - Room allocations and check in (in cooperation with LOC and volunteers) (The LOC can supply 2 volunteers to assist in up to 5 hotels during peak daytime periods 9am 7pm - Guest assistance & information service (with 18-hour phone helpline) 8
- Bed & Breakfast accommodation (with lunch and dinner options) for up to 8 nights commencing Sunday 14 th October (Each group may have slightly different arrival dates and most will depart Monday 22 nd October) - In venue information desk - Efficient transfer back to Airport on Monday 22 nd October Hospitality partners are invited to tender for this requirement, detailing the service level proposed for Airport meet n greet across all terminals the service level proposed for transfers The service level proposed for assistance and contact point The total cost of good quality accommodation that meets the following criteria: a) Within short shuttle bus distance to Manchester Regional Arena b) Twin Room & Single Room price options c) Bed and Breakfast rates (with lunch & dinner options) Transport It is a requirement of the International Federation that all paying VIP s, athletes and teams are quoted hotel accommodation rates inclusive of all transportation. When quoting hotel rates and offers for the paying groups below please factor in the costs of: - Return transfers from/to Manchester Airport. - Daily shuttle bus service for athletes and teams to attend training and event registration at the venue (Monday 15 th to Thursday 18 th October 9am 6pm) - Daily shuttle bus service for paying VIP s, athletes and teams to attend the event (Friday 19 th Sunday 21 st October 7:30am -10:30pm ***) *** Tendering companies are asked to describe, in detail, how they would service this transport provision, in particular during peak times at the start at end of competition days where larger numbers of people wish to travel within the same timeframe (i.e.: just before event starts and as the event ends each day) Please research, suggest and quote on a range of 3* and 4* hotel options for the groups detailed below in a tabular format that can be incorporated into the event information and form the basis of a booking form (also, inclusive of transport, commission & VAT as detailed further below). 3.1 VIP paying guests This event attracts dignitaries from across the world including WT officials and member national association presidents. These guests cover their own costs but do have an expectation to stay in or near the main host hotel where possible. Whilst the LOC does not have an obligation to source or provide accommodation and catering, it is an opportunity for the accommodation partner and LOC to generate further sales. These guests are likely to have an average or higher hotel quality expectation. The expectation, based around previous events is that the number of visiting VIP paying guests is around 20 persons Please research, suggest and quote on a minimum of 2 named alternative hotels that meet the above criteria, offering both 4* and 5* options. (also, inclusive of transport, commission & VAT) 9
3.2 Athletes & Team staff Athletes and teams will have a more convenience and cost focused priority, looking for budget or mid ranged hotels and a simple shuttle transport solution. The expectation, based around previous events is that the total number of visiting athletes and team staff paying guests is around 300 400 persons. Please research, suggest and quote on a minimum of 3 named alternative hotels that meet the above criteria, offering both 3* and 4* options. (also, inclusive of transport, commission & VAT) 3.3 Spectators There will be some people coming to spectate at this world level event both from home and abroad. This presents a further business opportunity to accommodation and hospitality providers. Through the event websites and referenced in marketing activity, accommodation and transport offers similar to those made to teams and athletes could be made available. As with athletes and teams, GB Taekwondo has no obligations in this market and all bookings are taken by the Accommodation and Transport partner at full risk. Please research, suggest and quote on a range of 3* and 4* hotel options in a tabular format that can be incorporated into the event information and form the basis of a booking form. These packages can be adapted to include spectator tickets in due course. 4. Commission Stakeholders require a revenue return to the event budget in the form of commission on room sales for all paying guests including, paying VIP s, athletes, supporting team and spectator groups. Historically, this has taken the form of a set agreed commission rate on each room bed night sold by the accommodation and hospitality partner and passed back into the event budget on conclusion of the event with a full report breakdown. For the purposes of this tender only please factor a commission rate of 10 per room per night sold when quoting hotel rates for groups mentioned in Item 3 above. Once hotels and rates are confirmed, this may change by mutual agreement. Note: Please quote rates for groups in Items 2.1, 2.2, 2.3 & 2.4 above without any event commission (as these amounts are paid by the event budget) 10
WORLD TAEKWONDO CHAMPIONSHIPS 2019 5. CORE EVENT FORMAT This event is the largest Taekwondo gathering in the world, occurring every two years. In addition to the core competition over 5 days, there are a number of various conferences, congress, symposiums and meetings, all requiring accommodation, transport and hospitality services. Competing Athletes: World Taekwondo has 207-member country national associations (MNA s) Each participating nation is permitted to enter 8 female athletes and 8 male athletes into a World Championships giving a possible entry of 3312. However, many nations are not able to enter a full squad and based on the previous 2 iterations of the World Championships, the expected entry is between 1000 1500 athletes. Team staff: Most teams will bring a support staff of coaches, medical, and team management. Based on previous iterations, this could be a further 700 1000 people Officials: & Media Congress: A significant number of VIP officials from the international federation, together with none local technical officials, international media and event delivery personnel will also be in attendance. Based on previous iterations, this could be a further 600-900 people Separate to the core competition, World Taekwondo will host a number of congress activities. The largest being the General Assembly. Each MNA is permitted to send 2 delegates to attend this one day function, most being National President s expecting a level of VIP service. In addition, a number of academic symposiums, continental association and executive meetings will bring further people to the city. Most of the above will stay for a large proportion of the competition, beyond their specific reason to attend. Based on previous iterations, this could be a further 300-600 people Draft Schedule: The arrival, registration, congress, meetings and competition itself will take place across the 11th to 19th May 2019. The main competition will be staged in the iconic city centre venue, Manchester Arena. The outlying activity will take place in Manchester venues and official within host and team hotels, suitability and availability permitting. 11
The full schedule is yet to be confirmed but will broadly be as follows; WORLD TAEKWONDO CHAMPIONSHIPS 2019 - MANCHESTER PROPOSED SCHEDULE Date Time Event Requirements Location 09:00-18:00 Arrival & Registration of teams 4 stations plus waiting area. Official Hotel or Team hotel 11th - 14th May 10:00-20:00 Team Training mats, gym equipment (bike). Changing facilities. Belle View Leisure Complex or Tennis Centre / Venue 12th - 14th May 09:00-17:00 Referee meeting & Training Classroom style for 100 plus head table for 2. Official Hotel or Referee hotel 11:30-12:30 Registration for International Taekwondo Symposium Registration area outside meeting room. Manchester Metropolitan University 12th May 13:00-18:00 International Taekwondo Symposium Meeting room for 200 persons classroom style. 2nd meeting room for 50 classroom style. Manchester Metropolitan University 13th May 16:00-18:00 WT Sub Committee Meeting Board room style (numbers tbc) 18:00-20:00 WT Technical Committee Meeting Board room style (numbers tbc) 09:00-16:00 International Taekwondo Symposium 10:00 14:00 18:00-20:00 Meeting room for 200 persons classroom style. 2nd meeting room for 50 classroom style. WT Council Meeting U shape for 32 Head of Team Meeting & Drawing of Lots Theatre style for 400. Top raised table Official Hotel or nearby Manchester Metropolitan University Manchester United Football Club National Football Museum 10:00-12:00 Weigh in (F -46kg, F -49kg, M -54kg) Manchester Arena 12:00-13:30 Registration for General Assembly Lobby area - space to register 14th May 14:00-17:00 WT General Assembly classroom style for 400. 3 tiered top tables. 2 rows of 14, 1 row of 5. 6 translation booths. press rooms. Nearby conference space 14:00-16:00 Team Doctors Meeting 20:00-22:00 Welcome Reception Theatre style for 70 (can use same room as head of team meeting) Ballroom - dinner for 400. sit down buffet. Stage for entertainment and speeches. Official hotel or nearby suitable space Manchester City Football Club 09:00-19:30 Competition Day 1 15th May 10:00-12:00 Weigh in (F -53kg, M -58kg, M -63kg) 16th May 17th May 18th May 19th May 19:30-20:30 Opening Ceremony 09:00-21:00 Competition Day 2 10:00-12:00 Weigh in (F -57kg, F -62kg, M -68kg) 09:00-21:00 Competition Day 3 10:00-12:00 Weigh in (F -67kg, F -73kg, M -74kg, M -80kg) 09:00-21:00 Competition Day 4 10:00-12:00 Weigh in (F +73kg, M -87kg, M +87kg) 09:00-19:00 Competition Day 5 19:00-20:00 Closing Ceremony Manchester Arena 20th May 21:00 till late Farewell Party To arrange Departure of Teams 12
5.1 Event Stakeholders The stakeholders of this event are; GB Taekwondo (GBT) World Taekwondo (WT) UK Sport (UKS) Manchester City Council (MCC) British Taekwondo (BT) 6. TENDER REQUIREMENTS The stakeholders are seeking to appoint a logistics and hospitality company with a proven track record of designing and delivering successful and integrated event accommodation, catering and transportation packages for large groups of individuals with diverse needs, all with an emphasis on quality service with a personal touch, to make all event participants feel welcome. The broad outline of the event requirement would be: Bespoke transfer and DBB accommodation for 100 Technical Officials Bespoke transfer and DBB accommodation for 20 International Officials Bespoke transfer and DBB accommodation for 47 event delivery staff Personal transport and Executive accommodation for 6 VVIP s Bespoke transfer and DBB accommodation for 25 performers Bespoke or general transfer with B&B or DBB accommodation offer for paying VIP guests Group transfers and a price range of B&B or DBB accommodation offers for athletes, teams, media and spectators Dedicated booking office and helpline service for all customer groups 13
6.1 Technical Officials As part of its event hospitality obligations to World Taekwondo (WT), the event organisers are required to provide transport, accommodation and catering for up to 100 international technical officials, for the duration of their stay in Manchester. The cost of this provision is met by the event budget. The appointed hospitality partner will be required to manage all aspects of these individuals visit to Manchester including; - Meet n greet service at Manchester International Airport (The LOC can supply volunteers to assist during peak daytime periods 9am 7pm) - Event information desk / point at Airport - Executive transfer to Hotel (technical officials will not be arriving at the same time. They are travelling in from around the world. - Room allocations and check in (in cooperation with LOC and volunteers) - Guest assistance & information service (with 18-hour phone helpline) - Dinner, Bed & Breakfast accommodation for 10 nights commencing Friday 10 th May - In venue information desk - Executive transfer back to Airport on Monday 20 th May Note: No Technical or International Federation officials should travel with athletes and teams unless under exceptional circumstances. Should the hotel recommended be more than 5 minutes walking distance from the venue, then a daily return coach service would be required (53 seater vehicle with driver) for the technical officials to and from the competition venue(s) as follows: - Tuesday 14th May - Depart hotel 9:00am Return 5pm - Wednesday 15th May - Depart hotel 7:30am Return 10pm - Thursday 16th May - Depart hotel 7:30am - Return 10pm - Friday 17th May - Depart hotel 7:30am - Return 10pm - Saturday 18 th May - Depart hotel 7:30am - Return 10pm - Sunday 19 th May - Depart hotel 7:30am - Return 8pm Hospitality partners are invited to tender for this requirement, detailing the service level proposed for Airport meet n greet across all terminals the service level proposed for all transport The service level proposed for assistance and contact points The net cost of good quality accommodation that meets the following criteria: a) Within walking distance or 15 minutes transport of Manchester Arena b) Spacious Twin Rooms (technical officials will be sharing) c) Dinner, Bed and Breakfast rate d) Arrival Friday 10 th May depart Monday 20 th May Note: No technical officials can stay in the same hotel as athletes or teams. Please research, suggest and quote on a minimum of 3 named alternative hotels that meet the above criteria, offering both 3* and 4* options. 14
6.2 International Officials As described in Item 6 above, the event also has an obligation to provide transport, accommodation and catering for up to 20 international officials (IO), for the duration of their stay in Manchester. The cost of this provision is also met by the event budget. The appointed hospitality partner will be required to manage all aspects of these individuals visit to Manchester. - It is anticipated that 17 of this group will require accommodation from Thursday 9 th May for 11 nights - It is anticipated that 3 of this group will require accommodation from Wednesday 8 th May for 12 nights - The above groups may require single rooms (Please quote rates for both options) Provide an on-call minibus service (15-seater vehicle with driver working up to 15 hours per day) for IO and WT staff to travel to and from the competition arena and other event related venues within the city as follows: - Friday 10th May - On call between 7:30am 10:30pm - Saturday 11th May - On call between 7:30am 10:30pm - Sunday 12th May - On call between 7:30am 10:30pm - Monday 13th May - On call between 7:30am 10:30pm - Tuesday 14th May - On call between 7:30am 10:30pm - Wednesday 15th May - On call between 7:30am 10:30pm - Thursday 16th May - On call between 7:30am 10:30pm - Friday 17th May - On call between 7:30am 10:30pm - Saturday 18 th May - On call between 7:30am 10:30pm - Sunday 19 th May - On call between 7:30am 10:30pm Hospitality partners are invited to tender for this requirement, under the same provision and detail terms as Item 6.1 6.3 Event Staff As described in Item 6 above, the event also has an obligation to provide transport, accommodation and catering for up to 47 international / domestic staff, for the duration of their stay in Manchester. The cost of this provision is also met by the event budget. The appointed hospitality partner will be required to manage all aspects of these individuals visit to Manchester. - It is anticipated that 27 of this group will require accommodation from Wednesday 8 th May for 12 nights - It is anticipated that 20 of this group will require accommodation from Friday 10 th May 15
for 10 nights - The above groups may require a combination of single and twin rooms (Please quote rates for both options) Provide two (2) on call minibus services (15 seater vehicles with drivers working up to 15 hours per day) for event staff to travel to and from the competition arena and other event related venues within the city as follows: - Friday 10th May - On call between 7:30am 10:30pm - Saturday 11th May - On call between 7:30am 10:30pm - Sunday 12th May - On call between 7:30am 10:30pm - Monday 13th May - On call between 7:30am 10:30pm - Tuesday 14th May - On call between 7:30am 10:30pm - Wednesday 15th May - On call between 7:30am 10:30pm - Thursday 16th May - On call between 7:30am 10:30pm - Friday 17th May - On call between 7:30am 10:30pm - Saturday 18 th May - On call between 7:30am 10:30pm - Sunday 19 th May - On call between 7:30am 10:30pm Hospitality partners are invited to tender for this requirement, under the same provision and detail terms as Item 6.1 6.4 VVIP As described in Item 6 above, the event also has an obligation to provide individual transport, four/ five-star accommodation and catering for 6 VVIP s, for the duration of their stay in Manchester. Hospitality partners are invited to tender for this requirement, detailing the service level and proposed cost of 6 Executive cars for the duration (The event can supply volunteer drivers) - on call duties include personal meet n greet at airport - escort to car and transfer to hotel - on call for personal use across Manchester with (volunteer) driver The net cost of good quality accommodation that meets the following criteria: a) Within short driving distance of Manchester Arena b) Spacious 4-star large individual or Suite Rooms (Suite mandatory for WT Presidents room) c) Dinner, Bed and Breakfast rate d) Arrival Friday 10 th May depart Monday 20 th May Please research, suggest and quote on a minimum of 2 named alternative hotels that meet the above criteria, offering both 4* and 5* options. 16
6.5 International Performers As part of its event hospitality obligations to World Taekwondo (WT), the event organisers are required to provide transport, accommodation and catering for up to 25 international performers, for the duration of their stay in Manchester. The cost of this provision is met by the event budget. The appointed hospitality partner will be required to manage all aspects of these individuals visit to Manchester including; - Meet n greet service at Manchester International Airport (The LOC can supply volunteers to assist during peak daytime periods 9am 7pm) - Event information desk / point at Airport - Separate group bus transfer to Hotel - Room allocations and check in (in cooperation with LOC and volunteers) - Guest assistance & information service (with 18-hour phone helpline) - Dinner, Bed & Breakfast accommodation for 8 nights commencing Sunday 12 th May - Separate group bus transfer back to Airport on Monday 20 th May Should the hotel recommended be more than 5 minutes walking distance from the venue, then a daily return coach service would be required (30 seater vehicle with driver) for the performers to and from the competition venue(s) as follows: - Monday 13th May - On call to sight see around Manchester (9am- 6pm) - Tuesday 14th May - Depart hotel 9:00am Return 5pm - Wednesday 15th May - Depart hotel 11:00am Return 8pm - Thursday 16th May - Depart hotel 11:00am - Return 8pm - Friday 17th May - Depart hotel 11:00am - Return 8pm - Saturday 18 th May - Depart hotel 11:00am - Return 8pm - Sunday 19 th May - Depart hotel 11:00am - Return 8pm Note: It is highly likely this group will require transport as they will have a lot of equipment on event days to transport. Hospitality partners are invited to tender for this requirement, detailing the service level proposed for Airport meet n greet across all terminals the service level proposed for all transport The service level proposed for assistance and contact points The net cost of good quality accommodation that meets the following criteria: a) Within walking distance or short drive transport of Manchester Arena b) Spacious Twin Rooms c) Dinner, Bed and Breakfast rate d) Arrival Sunday 12th th May depart Monday 20 th May Please research, suggest and quote on a minimum of 3 named alternative hotels that meet the above criteria, offering both 3* and 4* options. All agreed costs mentioned in Items 6.1, 6.2, 6.3, 6.4 & 6.5 are covered by and guaranteed by the event budget and should be quoted net (exclusive of VAT) and include airport transfers where requested. 17
7 Paying guests Under the terms of international agreements, athletes, their support teams and other event attendees are not obliged to stay in official or appointed hotels, and a local organising committees cannot force them to do so. In many countries where Taekwondo events take place, local organisers have a reputation of giving a poor service and little value to teams booking with them. Subsequently, many teams choose to step away from the official provider to achieve better value, more autonomy and a more stress-free experience for their athletes. Over recent years, Great Britain has steadily built the reputation of offering excellent value alongside a service level that is tailored to individual needs and the majority of teams use the official service provider. Whilst we, the Local Organising Committee (GB Taekwondo) can recommend the official accommodation offers to teams and are confident of a strong uptake based on previous events, all risk and responsibility for providing the specific service offers to paying VIP s, Athletes and their support teams sits with the accommodation and hospitality company. GB Taekwondo or any of the event Stakeholders cannot be held liable for any losses or unpaid fees of any kind in relation to this element.. A key objective for our accommodation partner is to offer visitors a range of hotel options across all budgets with an easy, accessible, online booking system. A key objective for a logistics and hospitality company is to offer visitors: A range of hotel options across all budgets The Taekwondo community is very diverse. Many of the best athletes in the world (who are coming to this event) are part of professional well-funded elite athlete programs within their own countries that travel extensively to events across the globe. These groups have a high hospitality expectation and look for 4* quality hotel accommodation and more bespoke transport solutions. At the other end of the scale, are groups of less affluent athletes, teams and officials from emerging countries. These groups have a more cost focused priority and look for budget or mid ranged hotel and shuttle transport solutions. The appointed hospitality partner will be required to manage all aspects of these varying groups and individuals needs whilst visiting to Manchester including; - Meet n greet service at Manchester International Airport (The LOC can supply volunteers to assist during peak daytime periods 9am 7pm) - Event information desk / point at Airport - Efficient transfers to Hotel(s) 18
- Room allocations and check in (in cooperation with LOC and volunteers) (The LOC can supply 2 volunteers to assist in up to 5 hotels during peak daytime periods 9am 7pm - Guest assistance & information service (with 18-hour phone helpline) - Bed & Breakfast accommodation (with lunch and dinner options) for up to 10 nights commencing approx. Friday 10 th May (Each group may have slightly different arrival dates, most will depart Monday 20 th May) - In venue information desk - Efficient transfer back to Airport Hospitality partners are invited to tender for this requirement, detailing the service level proposed for Airport meet n greet across all terminals the service level proposed for transfers The service level proposed for assistance and contact point The total cost of good quality accommodation that meets the following criteria: a) Within short shuttle bus distance to Manchester Arena b) Twin Room & Single Room price options c) Bed and Breakfast rates (with lunch & dinner options) Transport It is a requirement of the International Federation that all paying VIP s, athletes and teams are quoted hotel accommodation rates inclusive of all transportation. When quoting hotel rates and offers for the paying groups below please factor in the costs of: - Return transfers from/to Manchester Airport. - Daily shuttle bus service for athletes and teams to attend training and event registration at the venue and registration centre (Saturday 11 th to Tuesday 14 th May 9am 6pm) - Daily shuttle bus service for paying VIP s, athletes and teams to attend the event venue (Wednesday 15 th Sunday 19 th May 7:30am -10:30pm ***) *** Tendering companies are asked to describe, in detail, how they would service this transport provision, in particular during peak times at the start at end of competition days where larger numbers of people wish to travel within the same timeframe (i.e.: just before event starts and as the event ends each day) Please research, suggest and quote on a range of 3* and 4* hotel options for the groups detailed below in a tabular format that can be incorporated into the event information and form the basis of a booking form (inclusive of transport, commission & VAT as detailed further below). 7.1 VIP paying guests This event attracts large numbers of dignitaries from across the world including WT officials and member national association presidents attending the general assembly congress and other meetings as well as taking in the event itself. These guests cover their own costs but do have an expectation to stay in or near the main official hotel where possible. 19
Whilst the LOC does not have an obligation to source or provide accommodation, transport and catering, it is an opportunity for the accommodation partner and LOC to generate significant further revenue. These guests are likely to have an average or higher hotel quality expectation. The expectation, based around previous World Championship events is that the number of visiting VIP paying guests could be circa 300 400 people Please research, suggest and quote on a minimum of 2 named alternative hotels that meet the above criteria, offering both 4* and 5* options (also, inclusive of transport, commission & VAT). 7.2 Officials & Media This event attracts large numbers of officials and international media from across the world. These guests cover their own costs. Whilst the LOC does not have an obligation to source or provide accommodation, transport and catering, it is an opportunity for the accommodation partner and LOC to generate significant further revenue. These groups are likely to have a convenience and cost focus priority, looking for budget and mid ranged hotel options. The expectation, based around previous World Championship events is that the number of visiting and paying guests could be circa 500 600 people. Please research, suggest and quote on a minimum of 2 named alternative hotels that meet the above criteria, offering both budget, 3* and 4* options (also, inclusive of transport, commission & VAT). 7.3 Athletes & Teams Athletes and teams will have a more convenience and cost focused priority, looking for budget or mid ranged hotels and a simple shuttle transport solution. The expectation, based around previous World Championship events is that the number of visiting athletes and team staff paying guests is around 1400 1600 persons Please research, suggest and quote on a minimum of 3 named alternative hotels that meet the above criteria, offering both budget, 3* and 4* options (also inclusive of transport, commission & VAT). 20
7.4 Spectators There will be significant numbers of people coming to spectate at this World Championship event both from home and abroad. This presents a further business opportunity to accommodation and hospitality providers. Through the event websites and referenced in marketing activity, accommodation offers similar to those made to teams and athletes could be made available. As with athletes and teams, GB Taekwondo has no obligations in this market and all bookings are taken by the Accommodation and Transport partner at full risk. Please research, suggest and quote on a range of budget, 3* and 4* hotel options in a tabular format that can be incorporated into any event information and form the basis of a booking form. These packages can be adapted to include spectator tickets in due course (inclusive of commission & VAT). 8. Booking and helpdesk service Stakeholders are wanting to appoint an accommodation, transport and hospitality partner for the World Championships event that can provide an end to end service to all client groups. This includes a seamless online and phone booking service supported by a phone helpdesk. The explicit expectation is that the appointed agency will embed itself within the Local Organising Committee (LOC) and provide the event management with a comprehensive support service so that all accommodation, transportation and hospitality enquiries are dealt with by the appointed company and do not impact on the other event departments or staff. Specifically, in the 3-month run up period to the live event, one or more staff members from the appointed company should be dedicated to the project and be available at all times to deal with LOC matters and booking enquiries. Stakeholders would like tendering companies to set out exactly how they will resource this project to ensure complete end to end service, and how they will remove all pressure from the LOC in this very large and wide-ranging part of the event. 9 Commission Stakeholders require a revenue return to the event budget in the form of commission on room sales for all paying guests including, paying VIP s, athletes, supporting team and spectator groups. Historically, this has taken the form of a set agreed commission rate on each room bed night sold by the Accommodation and hospitality partner and passed back into the event budget on conclusion of the event with a full report breakdown. For the purposes of this tender only please factor a commission rate of 10 per room per night sold when quoting hotel rates for groups mentioned in Item 3 above. Once hotels and rates are confirmed, this may change by mutual agreement. Note: Please quote rates for groups in Items 6.1, 6.2, 6.3, 6.4 & 6.5 above without any event commission (as these amounts are paid by the event budget) 21
10. CREDENTIALS The appointed company should be able to demonstrate the ability to bring significant value to this event through innovations in guest management and logistical skills. The appointed company should also demonstrate experience and expertise in the following areas: Understanding the individual and collective needs of event partners, the event and the sport of Taekwondo How to work in partnership with event management teams and a variety of stakeholders including NGBs, Manchester City Council and other public funding agencies. Planning and implementation of comprehensive event plans. Effective delivery management and demonstration of best practice. Previous experience of working with Taekwondo would be an advantage but is not essential. Whilst it would be preferable to appoint one company to cover all aspects of the services outlined in this document, consideration may be given to applicants able to demonstrate specialism in any one or more of the above areas. 11. CONFIDENTIALITY All information exchanged between GB Taekwondo and the tendering company is to be treated as confidential until the two parties agree that it may be more widely disseminated. 12. QUOTATION CONDITIONS: All quotations should include any equipment you intend to use, materials or consumables you intend to utilise and costs for all staff you intend to deploy. Quotations should be VAT exclusive (no VAT) on items that the LOC are paying for. Quotations that are chargeable direct to the customer should include VAT. Please state clearly on each section of your quotation what the applicable tax rate(s) would be. 22
13. TIMESCALES AND PROCEDURES Tender documents submitted should include: A summary on how the company intends to fulfil the brief, including a proposed top line Project Plan from appointment to conclusion of each event outlining all areas of activity. Supporting evidence of relevant skills and experience in the company (e.g. list of relevant previous events, projects and references) that will meet the event needs. CVs of staff to be employed on the project, their qualifications to carry out the work, individual time commitment to the project and identification of areas which they will be working on. Detailed breakdown of all costs related to your proposal. 13.1 Interested companies are requested to submit their tenders to arrive no later than 12:00pm on Monday 5 th March 2018 Tenders should be addressed to: Claire Bennett GB Taekwondo National Taekwondo Centre, Ten Acres Sports Complex, Ten Acres Lane, Manchester M40 2SP Or Email: claire.bennett@gbtaekwondo.co.uk 13.2 The successful company will be expected to begin work alongside event management personnel immediately. 13.3 GB Taekwondo representatives will be available to answer any queries between now and the submission of your tender. 13.4 GB Taekwondo and stakeholders reserve the right not to appoint any of the tenderers should it be felt that none of the tenderers sufficiently meet their requirements. 23