TAEKWONDO EVENTS LIMITED ACCOMODATION & CATERING FOR THE WORLD PARA TAEKWONDO CHAMPIONSHIPS & WORLD TAEKWONDO GRAND PRIX 2017 19 to 22 October 2017 COPPERBOX ARENA QUEEN ELIZABETH OLYMPIC PARK LONDON INVITATION TO TENDER JANUARY 2017 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. The World Taekwondo Federation (WTF) 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. Taekwondo Events Limited, is the independent company responsible for the administration, finance and logistical delivery of Taekwondo events in London and the entity issuing this Tender and 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 European and World Medallist Para athlete bidding for glory in the 2017 World Para Taekwondo Championships. 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 the WTF 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. Great Britain have recently secured the rights to host an extensive program of major international events over the next Olympic and Paralympic cycle: WTF World Para Taekwondo Championships Copperbox Arena, London - October 2017 WTF World Taekwondo Grand Prix Copperbox 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 Para Taekwondo Championships and the World Taekwondo Grand Prix to be held at the Copperbox Arena in London from the 19 th to the 22 nd October 2017 These events are being hosted in tandem, within the same venue and event period. The WTF hopes that the profile of the Para event will benefit greatly from the association with the flagship Grand Prix event, the quality and accessibility of the host city, and the use of a 2012 Olympic/Paralympic legacy venue. 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 venue, 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 Federation family of World level athletes, top ranking officials and high level VIP guests will descend on London in October 2017 along with their entourages of team staff and followers that accompany any sporting road-show. CORE EVENT FORMATS WORLD PARA TAEKWONDO CHAMPIONSHIPS With the introduction of Para Taekwondo onto the Paralympic program in 2020, it is anticipated that interest will increase for the 2017 event. Competing Athletes: Each member Nation is permitted to enter a full team of athletes in Para Kyorugi (fighting) and Para Poomse (Forms) categories. The Kyorugi athletes make up 90% of the competitors in this event and are people with upper limb deficiency only (usually a disability with one or both arms) so have minimal accessibility requirements. A very small number of Poomse athletes, may have some wheelchair use but have mobility (as they are competing in an event where standing, kicking and movement are required). From experience, the majority are athletes with learning difficulties. The anticipated number of athletes is circa 200 with a similar number of supporting coaches, team staff and officials expected. 3
WORLD TAEKWONDO GRAND PRIX 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 London. 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 EVENT Schedule: The competition schedule is yet to be confirmed but will broadly be as follows; Date Description Persons Sunday 15 th & Monday 16 th October Para Athletes & Team staff arrive Approx. 400 Monday 16 th & Tuesday 17 th October Grand Prix Athletes & Team staff arrive Approx. 400 Monday 16 th October Officials & Event Staff arrive Approx. 70 Training? Tuesday 17 th October VIP s and Guests arrive Approx. 40 Training? Wednesday 18 th October Event functions and hospitality Training? Thursday 19 th October Para World Taekwondo Championships Friday 20 th October (Most) Para Athletes & Teams depart Approx. 300 Friday 20 th October Grand Prix competition Day 1 Saturday 21 st October Grand Prix competition Day 2 Sunday 22 nd October Grand Prix competition Day 3 Monday 23 rd October All groups depart 1.4 Event Stakeholders The stakeholders of these events are; GB Taekwondo (GBT) World Taekwondo Federation (WTF) UK Sport (UKS) London Mayor (GLA) British Taekwondo (BT) 4
2. TENDER REQUIREMENTS The stakeholders are seeking to appoint an accommodation services partner with a proven track record of designing and delivering successful and integrated event accommodation and catering 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 outline Accommodation requirement for the event would be: DBB accommodation for 50 Technical Officials DBB accommodation for 9 International Officials DBB accommodation for 20 event delivery staff DBB Executive accommodation for 2 VVIP s DBB accommodation offer for paying VIP guests DBB accommodation offers for [insert number] athletes & staff 2.1 Technical Officials As part of its event obligations to the World Taekwondo Federation (WTF), the event organisers are required to provide accommodation and catering for up to 50 international technical officials, for the duration of their stay in London. The cost of this provision is met by the event budget. The appointed accommodation partner will be required to manage all aspects of these individual s accommodation and catering whilst in London including; - Event information desk / point at Hotels - 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 7 nights commencing Monday 16 th October - In venue help desk booth 5
Accommodation partners are invited to tender for this requirement, detailing The service level proposed for assistance and contact points The net cost of good quality accommodation that meets the following criteria: a) Within walking/shuttle distance of the Copperbox Arena (under 5 minutes) b) Spacious Twin Rooms c) Dinner, Bed and Breakfast rate d) Arrival Monday 16 th October depart Monday 23 rd October Please research, suggest and quote on a minimum of 2 named hotels that meet the above criteria, offering both 3* and 4* options. Outlining whether the rate is confirmed. 2.2 International Officials As described in Item 2.1 above, the event also has an obligation to provide accommodation and catering for up to 9 international officials, for the duration of their stay in Manchester. The cost of this provision is also met by the event budget. The appointed accommodation partner will be required to manage all aspects of these individual s accommodation and catering whilst in London. - It is anticipated that 6 of this group will require accommodation from Sunday 15 th October for 8 nights - It is anticipated that 3 of this group will require accommodation from Tuesday 17th October for 6 nights - The above groups will require single rooms (Please quote rates for both twin and single options) Accommodation partners are invited to tender for this requirement, under the same provision and detail terms as Item 2.1 6
2.3 Staff As described in Item 2.1 above, the event also has an obligation to provide accommodation and catering for up to 25 international / domestic staff, for the duration of their stay in London. The cost of this provision is also met by the event budget. The appointed accommodation partner will be required to manage all aspects of these individual s accommodation and catering whilst in London. - It is anticipated that half of this group will require accommodation from Sunday 15 th October for 8 nights - It is anticipated that half of this group will require accommodation from Tuesday 17th October for 6 nights - The above groups may require a combination of single and twin rooms (Please quote rates for both options) Accommodation 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 four/ five-star accommodation and catering for 2 VIP s, for the duration of their stay in London. Accommodation partners are invited to tender for this requirement, detailing The net cost of good quality accommodation that meets the following criteria: e) Within walking / shuttle distance of the venue (under 5 minutes) f) Spacious individual Suite Rooms g) Dinner, Bed and Breakfast rate h) Arrival Monday 16 th October depart Monday 23 rd October All agreed costs mentioned in Items 2.1, 2.2, 2.3 & 2.4 above are covered by and guaranteed by the event budget. 7
3. VIP paying guests The event also attracts dignitaries from across the world including WTF 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. However, in this instance, Taekwondo Events Limited or any of the event Stakeholders cannot be held liable for any losses or unpaid fees of any kind in relation to this element. Accommodation partners are invited to quote for this requirement, detailing The net cost of good quality accommodation that meets the following criteria: i) Within walking / shuttle distance of the venue (under 5 minutes) j) Rates for Twin and Single occupancy rooms k) Bed and Breakfast rate and an additional cost for dinner if required l) Arrival various starting from Monday 16 th October depart Monday 23 rd 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. 4. Athletes & Staff Under the terms of international agreements, athletes and their support teams are not obliged to stay in official or appointed hotels, and local organising committees cannot force them to do so. However, teams will not get access to other services such as transport if they do not use official accommodation providers. 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 over 75% of teams use the official service provider. This is booked directly between the teams and accommodation partner.. The key objectives for a accommodation partner are to offer visitors a range of hotel options across all budgets and an easy, accessible, online booking system The Taekwondo community will have diverse needs. Many of the athletes and teams attending the World Para Taekwondo Championships will be either selffunded of partially funded by their government sporting agencies, so may have limited budgets for travel and accommodation. However, many of the athletes attending the World Grand Prix event are the best Olympic level athletes in the world and part of professional, well-funded elite athlete programs within their own countries, who travel extensively to events across the globe. These groups have a high hospitality expectation and may look for slightly higher quality accommodation. Within both groups though, there will be a proportion of athletes and teams from less affluent / emerging countries who are nevertheless world ranked talented competitors who are eligible to compete in this event. 8
The appointed accommodation partner will be required to manage all aspects of these team s accommodation and catering whilst in London including; - Event information desk / points at hotels - 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 for up to 8 nights commencing Sunday 15 th October (Each group may have slightly different arrival dates. Most Para event teams will depart on Friday 20 th October and Grand Prix teams departing Monday 23 rd October) with an additional price option for Dinner and Lunch. - In venue booth / help point Accommodation partners are invited to quote for this requirement, detailing: The service level proposed for assistance and contact points The total cost per room or per person of good quality accommodation that meets the following criteria: m) Within walking or 5-minute shuttle distance of the Copperbox Arena n) Twin Room & Single Room price options o) Bed and Breakfast rates with additional price options for Dinner & Lunch 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. In this instance, Taekwondo Events Limited or any of the event Stakeholders cannot be held liable for any losses or unpaid fees of any kind in relation to this element. 5. Spectators There will be many 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 offers similar to those made to teams and athletes could be made available. As with athletes and teams, Taekwondo Events Limited has no obligation or liability in this market and all bookings are taken by the Accommodation partner at their own 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 if capacity permits. 9
6. Commission Stakeholders require a revenue return to the event budget in the form of commission on room sales for Athletes, supporting teams 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 catering 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 14 per room per night sold when quoting hotel rates for groups mentioned in Items 3, 4 & 5 above. 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 nett by the event budget) 7. 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 elite sport. How to work in partnership with event management teams and a variety of stakeholders including NGBs, city agencies and other public funding agencies. Planning and implementation of comprehensive event plans. Effective delivery management and demonstration of best practice. 8. Confidentiality All information exchanged between Taekwondo Events Limited and the tendering company is to be treated as confidential until such time as the two parties agree that it may be more widely disseminated. 9. 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. All quotations should be VAT exclusive (no VAT) However, please state clearly on each section what the applicable tax rate(s) would be. 10
10. Timescales & 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 the event(s) 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. 10.1 Interested companies are requested to submit their tenders to arrive no later than: 12:00pm on Friday 26 th February 2017. Tenders should be addressed to: Ian Leafe Event Director Taekwondo Events Limited National Taekwondo Centre, Ten Acres Sports Complex, Ten Acres Lane, Manchester M40 2SP Or Email: ian.leafe@taekwondoeventsltd.co.uk 10.2 The successful company will be expected to begin work alongside event managers immediately. 10.3 Taekwondo Events Limited and stakeholder representatives will be available to answer any queries between now and the submission of your tender. 10.4 Taekwondo Events Limited reserve the right not to appoint any of the tenderers should it be felt that none of the tenderers sufficiently meet their requirements. 11. Transport This document sits alongside a separate tender invitation for transportation services at these events. We would be very interested to hear from companies that can provide a seamless end to end service, integrating all of the elements contained within both tender documents. This can be provided by a single company or in collaboration with another service provider. If this is the approach, we would like to understand the robustness of your operation, your commitments around other work at the same time as our events, and details of any cost savings or benefits achieved as a result of a single combined service. 11