Some of the interesting details of the RFP. Not much we didn't already know.
During the Vancouver 2010 Olympic and Paralympic Winter Games, the BC Olympic and Paralympic Winter Games Secretariat (BC Secretariat) of the Ministry of Finance will be promoting British Columbia, in areas such as business development, business investment and tourism to domestic and international audiences. Various programs and initiatives will be established to meet this goal, including Robson Square, which uses an existing central and primarily public venue as the hub for all British Columbian activities during the 2010 Winter Games.
Robson Square will be one of the celebration sites in greater Vancouver and will highlight the spirit, enthusiasm and beauty of this province. It is an opportunity to build on what is known about British Columbia and reinforce the perception of British Columbia as a dynamic, creative, innovative player on the world stage. The schedule for the restoration of Robson Square’s upper and lower plaza will be at a point in the late summer that will allow it to be open to the public. This will be a lead-up to having the entire area of Robson Square, during the Olympic and Paralympic Games, designed to promote BC to the world and host activities for families, communities and businesses. Live televisions broadcasts from the British Columbia International Media Centre, business programs at the 2010 Commerce Centre, special events at the BC Showcase and skating at the GE Plaza are just some of what will take place at Robson Square.
The purpose of this RFP is to select a Contractor to supply comprehensive event management services for Robson Square. Working under the direction of the BC Secretariat, the Contractor will plan and deliver the integration of activities and events of those groups that are using Robson Square – including industry sectors, provincial government ministries, the federal government, the media, etc. – to maximize use of the venue and ensure the success of Robson Square. It should be noted that Robson Square includes the following spaces:
· 2010 Commerce Centre;
· BC Showcase and Hosting area;
· GE Plaza – expected to open in August 2009, with an ice rink operating from November 2009 through March 2010;
· BC International Media Centre (BCMC) – located in the space usually occupied by UBC’s downtown campus, expected to operate from February 1 through 28, 2010; and
· The Great Hall and Atrium of the Law Courts (during non-business hours).
It is envisioned that there will be three “waves” of activity with different levels of activation – pre-Games, Olympic Games-time (February 2010) and Paralympic Games-time (March 2010). The Olympic and Paralympic Games-time “waves” (February – March 2010) are expected to be much more intensely programmed; therefore, the BC Secretariat reserves the right to contract additional event management services for these periods as required.
3.1 Ministry Context
The BC Secretariat is the branch of the Ministry of Finance responsible for ensuring the complete benefits associated with British Columbia’s hosting the 2010 Winter Games are identified early, realized before, during and after the Games, and evolved into enduring legacies for communities and businesses throughout British Columbia.
The BC Secretariat is searching for every opportunity to achieve these goals. In British Columbia, Canada and internationally, the BC Secretariat is looking to increase British Columbia’s profile as “the” place to visit, work and invest. Operating Robson Square as a multi-use venue to welcome visitors, the local public, and media attending the 2010 Games and to host business activities is an opportunity for British Columbia to demonstrate its talents to the international community.
3.2 Background
With over 3 billion television viewers around the world, the 2010 Winter Games is an invaluable opportunity to present the diversity of British Columbia, in areas such as business, art, tourism, culture and sport. As host of the 2010 Winter Games, British Columbia has the chance to leverage knowledge about its products and services, to increase international trade and investment and to raise awareness of tourism and culture.
Robson Square is a public venue expected to be re-opened, following its restoration/construction work, in August 2009. Hours for public events and activities have not yet been set; however, it can be expected they will be extended during the Olympic and Paralympic periods. During the 2010 Winter Games, Robson Square will be the Province’s signature hosting venue, and in February 2010, will be the home of the BC International Media Centre (BCMC).
The 2010 Commerce Centre, BC Showcase and Hosting area at Robson Square are designed primarily for invited guests only and will have activities (e.g. business seminars) that take place before and after public opening hours.
A programming plan and organizational calendar needs to be developed for the space, which will specify month-to-month, week-to-week and day-to-day themes and activities. The calendar should reflect specific sectoral goals and incorporate key milestones, signature events, hospitality events and activities taking place at Robson Square.
Activities for the calendar should focus on achieving the overall goals for Robson Square and may include, but are not necessarily limited to the following:
· An official opening of Robson Square in mid-September;
· An official opening of GE Plaza’s ice rink in mid-October;
· Signature events to highlight and celebrate BC;
· Live performances and visual and musical arts programming running from August 2009 through March 2010; and
· Athlete celebrations during the 2010 Olympic and Paralympic Games.
3.3 Goals
BC-Canada Place at the Torino 2006 Olympic and Paralympic Winter Games was a huge success, hosting 100,000 visitors, 86 British Columbian businesses, 125 journalists and generating over $30 million in editorial coverage for British Columbia. Similarly, the BC Canada Pavilion at the Beijing 2008 Olympic and Paralympic Summer Games was another success – hosting 32,000 visitors, 871 Canadian and British Columbian business delegates, 150 journalists and generating over $56 million in editorial coverage. The BC Secretariat is looking for a Contractor to supply comprehensive event management services to help ensure that, as BC’s signature 2010 venue, Robson Square is even more successful.
More specifically, the BC Secretariat has the following goals for Robson Square:
1. Following the completion of the restoration of this historic landmark venue, to raise its profile as a public venue and “the” place to go in downtown Vancouver.
2. Leave visitors to Robson Square with an impression that BC is a vibrant and exciting place to live, work, play and invest.
3. Secure positive international media coverage that shows BC as a great place to visit, live, work and invest.
4. Creatively showcase and promote British Columbia internationally.
5. Provide a location for businesses, individuals and communities to tap into the 2010 Games, regardless of whether they have an event ticket.
6. Demonstrate both the Province’s and Canada’s strong commitment to sustainable buildings that incorporate design, construction and operational practices that combine healthy and high performance advantages with reduced environmental impacts, particularly in relation to greenhouse gas emissions.
The event management and planning services that are subject of this RFP should reflect these core goals.
3.4 Project Scope
The purpose of this RFP is to select a Contractor with proven expertise in large-scale, multi-stakeholder event planning and event management. The Contractor will be responsible for the following:
· Developing a comprehensive event management plan, in conjunction with and subject to the approval of the BC Secretariat, to stage the key events and activities planned for Robson Square leading up to the February and March 2010 activations;
· Developing an overall calendar of events and programming for the period August 2009 through March 2010 (While it is envisioned that there will be three “waves” of activity with different levels of activation – pre-Games, Olympic Games-time (February 2010) and Paralympic Games-time (March 2010) – the calendar system must allow for consistency throughout);
· Developing an overall implementation plan subject to the approval of the BC Secretariat which sets out the key milestones, deadlines and budget for the activities from August 2009 through January 2010 (pre-Games) – the next “waves” (Olympic & Paralympic Games-time) are expected to be much more intensely programmed and the BC Secretariat reserves the right to contract additional event management services for these periods as required;
· Under the direction of the BC Secretariat, delivering these plans. This will involve working closely with Robson Square staff and sponsors, and BC Secretariat contractors (i.e. communications/media, catering, administrative services, etc.);
· Organizing and facilitating the physical needs of the key events, including any additional equipment required;
· Ensuring that users of Robson Square enter into facilities use agreements, as directed by the BC Secretariat, and use suppliers designated by the BC Secretariat (e.g., caterer);
· Assigning experienced staff dedicated to the key events that will be sensitive to the needs of the BC Secretariat and other key stakeholders involved;
· Strategically conceptualizing and developing specific themes and event plans;
· Identification of key challenges and opportunities, and the strategies and tactics to meet these identified challenges and opportunities, and to take advantage of all opportunities to achieve the goals of Robson Square; and
· Providing an overview of how the events management plan will be evaluated on its success
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