Part one open to the public
ITEM NO.
A1
REPORT OF THE DIRECTOR OF MARKETING AND COMMUNICATIONS
To
Leaders Briefing Meeting
On
Monday, 2 March 2009
TITLE:
Events Programme 2009
RECOMMENDATIONS:
1. To agree an Events Programme for 2009/10
EXECUTIVE SUMMARY:
An outline events programme was considered by the Events Steering Group on February 4
2009. Members are now asked to confirm an events programme for 2009/10.
INTRODUCTION:
A draft programme of events has been drawn up with indicative budgets (and possible
income sources) against each one.
A set of events objectives (Appendix A) were agreed by members of the Events Steering
Group and each proposed event has been assessed against these.
PROPOSALS FOR EVENTS IN 2009/10:
The events proposed for inclusion in the 2009/10 programme are:

Manchester International Festival: This has already received member approval
and a budget exists for this event. Salford will host an event as part of the festival –
a newly-commissioned ballet featuring Carlos Acosta staged at The Lowry. Plans
are currently being drawn up for an education/community engagement element.

Salford 10k Run & Cycling Race: There have been a number of approaches to
Salford to host a 10k run similar to the Great Manchester Run. Sports International,
who started the City of Manchester 10k some years ago and currently manage the
Harriers' multi lap event in April, are seeking to host an official 10k run in Salford
followed by a cycling circuit race for elites, beginners, veterans, children and a
corporate relay. They have the relevant experience and current structures in place
including volunteers, marshals and an extensive list of athletes wanting to participate.
They believe the costs of staging the event would be minimal as it would be based on
an entry fee model, with entry fees covering staging costs.
D:\219512795.doc
1

Proms in the Park: An 8,000 capacity Proms in the Park event with the BBC
Philharmonic Orchestra and a headline act; this could be part of the Last Night of the
Proms with a Royal Albert Hall link-up and national TV coverage.

Bonfire Night: Annual large-scale traditional bonfire and firework shows at Buile Hill
and Prince’s Park, Irlam; record numbers attended the 2008 events.

Salford Film Festival: Annual film festival, now well established and in its fifth year.
Currently funded and co-ordinated by Salford City Council but managed by an
independent Film Festival board. The event attracts 2,000 participants and
spectators, with one of the 2008 films winning a BAFTA award. Salford City Council
would remain a major partner.

Ice rink: Ice rink and supporting Christmas activities for the community running
during December and the early New Year period, attracting in excess of 12,000
participants. Members have expressed a wish for this event to remain at its previous
location outside the Civic Centre.
The total cost of the proposed events is £667,372. This can be met from within existing
budgets and through anticipated income of £193,000; the net cost of the programme is
£474,472.
BACKGROUND DOCUMENTS:
(Available for public inspection)
N/A
ASSESSMENT OF RISK:
Medium
Current risk rating
Target risk rating
8 (high amber)
3 (mid green)
A detailed risk analysis is available. For each event that progresses, an individual risk analysis
and assessment will be undertaken.
SOURCE OF FUNDING:
An events programme which meets objectives can be delivered from within existing budgets and
through income generation.
COMMENTS OF THE STRATEGIC DIRECTOR OF CUSTOMER AND SUPPORT SERVICES
(or his representative):
1. LEGAL IMPLICATIONS
Provided by: Ian Sheard, Assistant Director (Legal Services); ex 3084;
ian.sheard@salford.gov.uk
D:\219512795.doc
2
It will be necessary to ensure that in relation to events which proceed, the appropriate
legal documentation is put into place prior to the event
2. FINANCIAL IMPLICATIONS
Provided by: John Spink, City Treasurer; ex 3230; john.spink@salford.gov.uk
It is anticipated that the net cost of the Events programme can be contained with the
existing budget allocation.
3. ICT STEERING GROUP IMPLICATIONS
Provided by: Not applicable
PROPERTY (if applicable):
Not applicable
HUMAN RESOURCES (if applicable):
Not applicable
CONTACT OFFICERS:
Susan Wildman (Director of Marketing and Communications) x 2550
WARD(S) TO WHICH REPORT RELATE(S):
All wards
KEY COUNCIL POLICIES:
Tourism Marketing Strategy
City Marketing Strategy
D:\219512795.doc
3
APPENDIX A
Cultural events’ objectives
1. Showcase Salford as a quality and potentially world class venue for events
2. Promote Salford as a cultural, sporting and creative city
3. To generate positive local, regional and national PR and media coverage for Salford
4. To increase the number of visitors to the city including their dwell time and
associated spend
5. To establish Salford’s tourism product as an integral part of the regional offer
6. To raise the profile of Salford and enhance the city’s reputation locally, regionally,
nationally and internationally
7. To engage and enthuse local residents and disperse them and their associated
spend around the city
8. To help the city deliver elements of its seven pledges; specifically improving health,
reducing crime, encouraging learning, leisure and creativity, creating prosperity and
enhancing life in Salford.
9. To visually celebrate Salford’s diverse and vibrant cultural offering and promote
community cohesion
10. To develop mutually beneficial partnerships with key stakeholders and partners to
ensure future support and investment for the city
11. To support the local economy and associated businesses
Individual event targets should include:

To deliver a safe and sustainable event

To maximise the number of spectators and participants

To maximise potential income and secure external and partners’ investment

To ensure access to all
D:\219512795.doc
4
APPENDIX B
Proposed events programme 2009/10
This appendix outlines the proposed events programme for 2009/10 with a breakdown of
costs.
The programme includes the following events:
MANCHESTER INTERNATIONAL FESTIVAL (MIF)
SALFORD 10K RUN AND CYCLING RACE
PROMS IN THE PARK
BONFIRE EVENTS – BUILE HILL PARK AND PRINCE’S PARK, IRLAM
SALFORD FILM FESTIVAL
ICE RINK 2009/2010
Name of event
Manchester
International
Festival
Salford 10k run
and cycling race
Proms in the
Park
Bonfire events
(Buile Hill Park,
Prince’s Park)
Salford Film
Festival
Ice rink
TOTAL
SPONSORSHIP
(fixed costs)
TOTAL
ORGANISER
(estimated
costs)
TOTAL COSTS
Cost
SCC Role:
SCC Role:
Sponsorship Organiser
(fixed cost)
(estimated
costs)
£110,000 YES
£10,000 YES
NO
NO
£244,386
YES
£50,536
YES
£24,000 YES
£228,450
Potential
Notes
for income
generation
YES
£103,500 Based on 100% of
tickets sold
£4,500 Potential
(funfair) reduction on
police costs:
under discussion
NO
£85,000 Enhanced event
could be provided
at £246,450
£144,000
£523,372
£667,372
£193,000
TOTAL EVENTS COST 2009 (all event costs minus projected income generated):
£474,472.
D:\219512795.doc
5
Manchester International Festival (MIF)
8 – 12 July 2009
Salford’s role/Cost category - sponsorship (commissioning partner)
Total cost to Salford City Council
£110,000 (fixed cost)
Manchester International Festival is keen to build upon the successful partnership with
Salford City Council which began in 2007. The proposal for 2009, accepted and approved
via a Record of Decision in August 2008, is an original dance commission from Carlos
Acosta performed at The Lowry. There is no prospect of income generation due to the
nature of the sponsorship deal.
Costs obtained from MIF (Carlos Acosta event only):
Commission
Origination
Running costs
Contingency
TOTAL
Income from ticket sales
Remaining balance
£ 73,600
£ 89,831
£113,480
£ 13,771
£290,662
£189,889
£100,793
Any remaining budget (currently £9,207) is expected to contribute to the proposed
community engagement programme that MIF are currently developing.
D:\219512795.doc
6
Salford 10k Run and Cycling Race
August 2009
Salford’s role/Cost category - sponsorship (venue partner)
Total cost to Salford City Council
£10,000 (fixed cost)
Sports Tours International stage outdoor races and cycling events in the UK and are
proposing to hold a 10k run followed by a cycling race within Salford. Sports Tours
International provides all event infrastructure, marshalling and event management. Salford’s
financial contribution of £10,000 as venue sponsor is a fixed cost. It is not anticipated that
there would be any additional costs. The event would be funded by entry fees from
participants and the council is not liable for underwriting any income shortfall experienced by
the event organisers.
Whilst there is potential to attract additional sponsors, any income generation would be used
by the event organisers to subsidise their event, therefore there is no prospect for the council
to attract any further income from or reduce costs for this event.
D:\219512795.doc
7
Proms in the Park
12 September 2009
Salford’s role/Cost category - event provider/co-organiser
Total cost to Salford City Council
Cost:
Income generation target:
£ 244,386
£ 103,500
Detailed contract talks are currently underway with the BBC and BBC Philharmonic
regarding facilities they require at the event (which may differ from the Proms in the Park
event which took place in Salford in 2008). Delivery of the event will be subject to final
agreement with the BBC of inclusion in all available national media coverage and their
delivery of specific infrastructure elements such as the giant screen and associated
equipment.
As this event is intended to be part of the official BBC Proms event programme which will be
featured on BBC television’s Last Night of the Proms, there may also be additional TV
requirements which will incur further costs; these will be analysed and carefully monitored as
part of the current contractual negotiations.
Ticket prices have been provisionally agreed as follows:
4,000 x tickets to Salford residents at £10.00 each
4,000 x tickets to general public outside Salford at £15.00 each.
If all tickets were sold, the maximum income generated would be £100,000. There may also
be income from car parking (£1,500 is felt to be achievable) and from concessions (£2,000).
The outline event costs below have been updated from actual costs in 2008.
item
stage costs
site transport
power
fencing
cabins
branding and signage
production costs
Pre planning costs
Communications
Transport & artist riders
cleansing
crew
health and safety / infrastructure
headline artist costs
fireworks
event management and staff fees
Total
notes
inc lights, stage, sound, delay towers, PA towers
plant hire etc
stage, tower lights, fuel, generators
pit barrier, crowd control, herras
site production, crew, dressing rooms, box office
site signage, venue dressing, passes, gantries
tape, ties etc
site plans, draughtsman hours
site radios for staff
crews, artists, production teams riders artist catering
crew and skip hire
site manager, artist liaison, site crew etc
medics, toilets, security, police, highways
cost to headline artists plus choirs
for end of show
Production staff, crew, event management etc
cost
£60,800
£1,800
£14,700
£9,000
£3,000
£10,900
£900
£400
£1,000
£9,200
£2,000
£9,000
£41,736
£32,000
£10,000
£37,950
£244,386
Note: this budget does not include any contingency costs.
D:\219512795.doc
8
Bonfire events – Buile Hill Park and Prince’s Park, Irlam
5 and 7 November 2009
Salford’s role/Cost category - event provider and organiser
Total cost to Salford City Council
Buile Hill
£ 33,789.86
Irlam
£ 16,746.56
Total
£ 50,536.42
Income generation
£ 4,500 (potential)
Total cost to council:£ 46,036 (projected
costs)
Salford City Council has organised a bonfire event in both Prince’s Park in Irlam and Buile
Hill Park for a number of years. Costs increased significantly for the 2008 event following
increased policing, bonfire construction and environmental costs.
Note:
 This budget does not include any contingency costs
 This budget includes income from 2 x funfairs (one each for Irlam and Buile Hill
Park); whilst we have had expressions of interest from funfair providers we do not
have a guaranteed supplier and there is a potential risk that none will wish to provide
a funfair at these events.
 The budgets include policing costs; these are currently the subject of discussion with
Salford police.
Proposed budget costs for 2009:
Buile Hill Park
actual costs 2008
notes
GMP Police
£
6,540.45
May be possible to reduce
Star Fireworks
£
10,000.00
EventPlus
barriers
£
2,995.00
G4S Ltd
Security
£
3,365.25
Rocky's
pa system & technician
£
1,500.00
Wernick
cabins
£
2,000.00
Swiftloos
Toilets
£
1,250.00
Roy Fernley Tech
tower lighting
£
1,250.00
Manchester Medical Services
First Aid
£
560.00
Golf buggy hire
buggies
£
218.00
Citywide
room booking
£
39.00
Pcbrickwork
bonfire build
£
1,470.00
Volunteer / staff expenses
travel and subsistence
£
102.16
Buile Hill Park
grounds maintenance team
£
900.00
UDP
traffic cones
£
1,600.00
£
33,789.86
D:\219512795.doc
9
Prince’s Park, Irlam
cost
GMP Police
£
869.24
Walk The Plank
fireworks
£
5,750.00
EventPlus
barriers
£
1,845.00
G4S Ltd
security
£
1,547.75
Rocky's
pa system & technician
£
1,500.00
Wernick Hire
cabin
£
600.00
Swiftloos
toilets
£
500.00
Roy Fernley Tech Services
tower lighting
£
1,000.00
SNS Marquees
flooring
£
300.00
Manchester Medical Services
First Aid
£
290.00
Walk The Plank
Bonfire build
£
2,250.00
golf buggy hire
buggies
£
218.00
show expenses
£
D:\219512795.doc
76.57
£16,746.56
total
TOTAL
May be possible to reduce
£
50,536.42
10
Salford Film Festival
November 2009
Salford’s role/Cost category - sponsor (core funder)
Total cost to Salford City Council
£24,000 (fixed costs)
Salford City Council has supported the Salford Film Festival for a number of years.
Previously, the council’s contribution was provided by way of marketing and promotional
support, but now the council provides financial support directly to the event itself.
The money provided to the Salford Film Festival contributes towards:






a staff member employed by the Salford Film Festival
venue hire for events during the festival
marketing and promotion of the film festival and individual events within the festival
any film costs / licences / rights to broadcast
print costs of publicity and marketing materials including the overall programme
design costs of publicity and marketing materials including the overall programme.
D:\219512795.doc
11
Ice rink 2009/2010
December 2009 – January 2010
Salford’s role/Cost category - event provider/co-organiser
Total cost to Salford City Council
[basic event]
Total cost to Salford City Council
[enhanced event]
projected costs
£228,450
income generation
£ 85,000
(combination of sponsorship and ticket sales
- potential)
total cost to council £143,450
projected costs
£246,450
income generation
£ 85,000
(combination of sponsorship and ticket sales
- potential)
total cost to council £161,450
The ice rink at Salford Civic Centre has proved to be a popular attraction for young people
and families during Christmas and New Year. Following detailed discussions with the event
company brought in to stage the event in 2008/9, a detailed provisional budget for 2009/10
is provided below.
Note:
 There is the potential for additional income generation from a catering concession
(approximately £2,000 - £3,000)
 There is potential to increase income from ticket sales. However, it should be noted
that if the ice rink is open longer to accommodate additional ticket sales, then costs
will be correspondingly higher.
 There is potential income generation from sponsors, but this has yet to be
determined. Given the current economic climate it is not possible to estimate income
potential from sponsorship.
 This budget does not include any contigency costs.
ITEM
Ice etc
base and staging (bigger for 2009/10)
IBC unit (water storage and piping)
Generators (power for ice freezing and lighting)
AMF and control system (all electrical controls)
Fuel tanks (for storage of fuel)
Cables and distribution (all cables and hardware)
Electricians
Generator transport with crane (large artic)
Fuel for generator *
Heaters for skate hire area
Plant hire - including forklift
Security (basic as per 2008)
Security (for extended opening hours and enhanced viewing area)
Box office portacabin
Toilets (3 x basic portaloos)
Toilets (1 x posh portacabin style toilets - 3 cubicles)
Toilets servicing
Fencing
Skate shop marquee (basic as per 2008)
Skate shop marquee (50% larger, with windows, dressing and doors)
Viewing furniture (new for 2009, for increased dwell time)
D:\219512795.doc
cost for basic
event
£70,000
£20,000
£700
£1,100
£1,500
£1,200
£6,000
£3,000
£1,500
£20,000
£2,000
£700
£21,000
£700
£1,000
£600
£1,000
£3,500
cost for
enhanced event
£70,000
£20,000
£700
£1,100
£1,500
£1,200
£6,000
£3,000
£1,500
£20,000
£2,000
£700
£25,000
£700
£1,500
£600
£1,000
£8,000
£2,000
12
Décor (Christmas trees, skim, festive decorations - new for 2009)
PA system (for security and H&S, plus to play music)
Lighting (basic, white light bulbs)
Lighting (LED, colour washes etc)
Miscellaneous
Health and Safety(for set up, de-rig and skating operations - staff and
public)
Insurance (public liability for set up, skating and de-rig)
Helmets (hire of for under 16s)
Production Director (strategic set up and planning)
Production Manager (set up delivery)
Production Assistant ( runner, staff rotas, signage etc)
Overall rink management
Box office services (Quay tickets - all pre sales, web, and on site tickets)
First Aid
Rink/venue manager (higher cost for 2009 for extended role)
Ice marshals
Total - basic event
Total - enhanced event
£2,500
£1,000
£2,000
£1,000
£4,000
£2,000
£4,000
£5,600
£2,600
£11,250
£10,000
£3,000
£8,000
£16,000
£228,450
£2,000
£2,500
£6,000
£2,000
£1,000
£4,000
£2,000
£4,000
£5,600
£2,600
£11,250
£10,000
£3,000
£8,000
£16,000
£246,450
* Fuel costs - this is variable depending on fuel prices in December plus the actual weather conditions the warmer the weather the higher the cost to keep the ice frozen. This cost reflects warm weather
therefore higher costs. It is difficult to predict fuel prices, however, and this cost may yet change.
D:\219512795.doc
13