Lacrosse Victoria – Event
Management Tender Specifications
Major Events - Background Considerations
In every community, events and ceremonies have a vital role in bringing individuals, groups and
families together to celebrate and share common interests. Well run, successful events can
provide a range of social, economic and cultural benefits to the community. For sporting clubs,
public sporting events are increasingly becoming widespread and provide a positive opportunity
to showcase to a wider community, local and international high performance competition as well
promoting the game itself to prospective players.
Lacrosse Victoria (LV) sees major Lacrosse events as significant and positive opportunities to
successfully meet a number of financial, community and cultural objectives which will positively
showcase and celebrate the sport of the Lacrosse.
LV scope of works
LV is seeking to engage in a strong professionally orientated event management provider(s) with
suitable experience to assume full responsibility for the promotion and operational coordination of
TWO events in 2013. These are :
1. 2013 Lacrosse Victoria Down Under Cup.
2. 2013 Australian National Championships
The information detailed in this document will enable any prospective Tender applicant to
prepare and submit a complying written Expression of Interest. All EOI submissions are to
declare any potential conflict of interest in applying for funds.
Those bids which seek to integrate both events and/or comprise innovative and viable
partnerships, will be accepted for consideration by LV.
Service Agreement
The successful Event management provider will be required to enter into a Service Agreement
with Lacrosse Victoria. The purpose of the Agreement will be to specify an agreed set of
deliverables and responsibilities for both parties ( event management provider(s) and LV ) in the
successful running of the two events.
Tender Specification Set Number (1):
Specific details pertaining to the 2013 Lacrosse Victoria Down Under Cup and the 2013
Australian national Championships are summarised as follows and must be considered in
context of the General Tender Specification Set Number (2):
2013 Lacrosse Victoria Down Under Cup
Major Activity
Specification
1.
Tournament Dates ( inclusive)
JUNE 7 TO JUNE10 2013
2.
Number of team scheduled to play
during tournament
Minimum of 5x Men Teams.
Minimum of 5x Women Teams.
Please note that final team numbers may vary
at closing of team registration period.
3.
Opening and Closing Ceremony
Formal speakers to include: LV President,
Local Club President. Inclusion of additional
speaker(s) must be prior approved by LV.
4.
Tournament Function
To be undertaken by Event manager Function meal quality, dining area and settings
must reflect premier nature of the Tournament.
5.
Scoresheets and Competition
Statistics - Data Entry and
Management
To be undertaken by LV. The successful Event
manager will be required to collect and collate
all required data /score sheets and submit to
LV data entry person.
6.
Other
Event manager will be required to specify a
Tournament coordinator
2013 Australian National Championships
The Australian National Championships are a premier ALA sponsored national sporting event.
It is vital to note that it is an ALA requirement that the successful Australian National
Championships Event Manager ( and its partners) and LV, will be required to fully comply with
the terms and conditions of the ALA By-Laws for National Champion Ships and
Tournaments document.1 Please note any additional ALA requirements when assessing the
following specifications for the Australian National Championships.
Major Activity
Specification
1.
Tournament Dates ( inclusive)
June 5 to June 8 2013
1.
Number of team scheduled to play
during tournament
Minimum of 4x Men Teams
Minimum of 4x Women Teams.
Please note that final team numbers may vary
To obtain a copy – please refer to http://www.lacrosse.com.au/ and search under By-Laws and
Policies tab.
1
at closing of team registration period.
2.
Opening and Closing Ceremony
Yes. Formal speakers to include: ALA
President; LV President; Local Club President.
Inclusion of additional speaker(s) must be prior
approved by LV.
3.
Tournament Function
Yes.
4.
Score and Competition Statistics Data Entry and Management
5.
Other
To be undertaken by ALA / LV. The successful
Event manager will be required to collect and
collate all required data /score sheets and
submit to LV / ALA data entry person
.
Event manager will be required to specify a
Tournament coordinator
General Tender Specification Set Number (2 ):
The successful applicants will consider and respond on the following general specifications.
These general specifications are to addressed in conjunction to Tender Specification Set Number
(1) and where appropriate, the ALA By-Laws for National Championships and Tournaments
document:
Major Activity
Specifications
Specification 1
Applicant
Prerequisites
1. The Lead applicant to have documented
membership with Lacrosse Victoria.
2. The Second tier applicant to have
documented links with community sports.
3. Lead applicant to be a registered and solvent
Association
4. An MOU or similar instrument is in placed
between the lead and second tier
applicants(s)
5. Statement of capacity of all listed applicants
to deliver the said service(s) with no current
or pending legal encumbrances and/or
actions.
Specification 2
Financial and
Corporate
Responsibilities
1. Provide complete operational financial
oversight of all aspects of the event
2. Hold and deploy funds (through the operation
of a specific program account) solely for the
purposes of the agreed event
3. Ensure currency of all applicable insurance
certificates.
4. Be responsible for invoicing all team
competing fees and collections of fees.
Specification 3
Administrative
and Information
Management
Support
1. All media material ( written, audio and image)
is to be submitted and approved by LV prior
to release
2. In all media material (written, audio and
image) the event will be unequivocally
referred to as the Lacrosse Victoria DUC and
will be branded with the current LV logo.
3. Comply with all Industrial Relations
legislation and regulation in the recruitment
and management of all paid and non-paid
staff involved in the event and its
management.
4. Comply with all relevant Occupational Health
& Safety legislation and regulation.
5. Provide LV with copies of all Employment
Policies, when requested.
6. Lead Service to provided LV with the name
of the.
7. Provide a list of key personnel and contact
details who are responsible for :
 Collection, receipting and cash
management of entrance fees;
 Security and crowd control
 Way finding assistance and general
query assistance;
 Team / Match liaison
 Event Operations Management.
Major Activity
Specifications
Specification 4
Venue
1. Venue to be in line with ALA guideline.
and suitable no of playing fields to
facilitate a timely completion .of daily
schedule
Specification 4
Game
Equipment
1. Provide, set-up, maintain and disassemble all
goals and netting in accordance with relevant
International specifications and safety
standards.
Specification 5
Playing Fields
1. To secure unrestricted 24 hour access to
all playing grounds and non-playing
service areas for each game as
scheduled in the Event.
2. To ensure that all the playing field
surface are of sufficient quality to safely
enable high performance play for the
duration of the event.
3. It is recommended that all playing fields
are laid out along a north/south axis for
goal-keeper safety.
4. To ensure that any and all fixed
obstacles are set back by minimum
safety distance of 3.5 meters from the
marked game boundary line.
5. That operational mitigation measures are
in place to safely address any significant
deterioration in the quality of the playing
surface.
6. To ensure the erection and maintenance
of safety approved all weather temporary
shelters for officials, scorers and players
per field.
7. To ensure adequate placement and
maintenance of ball safety warning signs
for spectators around all playing fields.
8. To ensure that boundary lines for each
playing fields have been marked in
accordance with the relevant
specifications and that all field markings
are maintained throughout the event.
Major Activity
Specifications
Specification 6
Buildings and
facilities
1. To provide safe access to a minimum of
FOUR clean change room facilities for
players ( male and female) and referees (
male and female) for the duration of the
Event.
2. To ensure unrestricted access to and use of a
Public Address (PA) system which will ensure
that all announcements are clearly
transmitted and heard.
3. To establish a designated First Aid room or
similar facility nearby to the fields with
unrestricted vehicle access for ambulances or
other medical emergency vehicles. Signage
required.
4. To ensure that the First Aid service is staffed
by appropriately qualified Para - Medical or
First Aid personnel for the duration of the
Event.
5. To ensure safe and comfortable facilities
(seating and other needs) in a designated
area for Life Members, Government
dignitaries, LV Partners and Sponsors.
6. To ensure that hygienic toilet and hand
washing facilities are available to meet
projected spectator and team numbers for the
duration of the event. Disability accessible
toilet and hand washing facilities will need to
be addressed.
Specification 7
LV Event
Management
Plan or
equivalent
1. Completion of an approved LV Event
Management Plan OR equivalent approved
Local Council Event Management Plan.
Specification 8
Profit Share
1. Gate Receipts - 80 % retained by Event
Management, 20% to Lacrosse Victoria
2. Profit share and costs associated with
commercial vendors will need prior approval
by LV.
3. Type of commercial vendors to be prior
approved by LV.
Specification 9
Innovation and
in kind
contributions
1. Promotional introductions by Lead Agency
between LV and local key Club stakeholders
including dignitaries and sponsors.
2. LV is committed to developing local Club
capacities in event management, where
feasible. LV invites the establishment of a
mentor system between the successful event
manager and ONE nominated local nonparticipating Club ( observer status only).
3. Innovative Community partnership activities
e.g. information stalls; local school
involvement etc.
Responses to this Expression Of Interest.
The written EOI submission must address the following information sections :
SECTIONS
DETAILS
Profile of the Lead Event Manager
Including but not limited to - years of
operation, geographic spread, specialist
capabilities, community partnership etc.
Profile of the Second Tier Partners
(if applicable)
Including but not limited to - years of
operation, geographic spread, specialist
capabilities, community partnership etc.
Capability to Provide statement
Clear outline of Event Management support
capabilities.
Please include event management activities
of a similar nature (recent and current)
including any potential conflicts of interests
and those proposed measures to mitigate
them.
Acknowledgment of and agreement with
ALA By- Laws for National Champion
Ships and Tournaments document.
Tender Specifications
Address EACH of the Tender Specifications
as listed above.
Event Manager Expectations of LV
Any additional item or matter the successful
tenderer may require of LV.
Conflict of interest declaration
All EOI submissions are to declare any
potential conflict of interest in applying for
funds.
Other
Please note that some specifications
contain herein may be subject to change
without notification. If unsure - please
contact LV three (3) business days prior to
EOI submission closing date.
EOI Documentation and Timelines
Please deliver 1 x unbound hard copy and 1
x electronic on USB to : Lacrosse Victoria,
Level 2, Sports House
375 Albert Rd
Albert Park VIC 3206
Ph: (03) 9926 1390
Office hours 10-4pm, Mon-Fri
Closing date for written EOI –
3.00 pm Wednesday 20/2/2013.
Interviews ( if required) will be held
during week beginning 25/2/2013
Questions or enquiries should be directed to
Mr. Max Lee
Mobile - 0419 366 558
Mr. John Morgan
Mobile – 0411 121 292
APPENDICES 1(a) – 1(c).
a) Lacrosse Victoria Event Management Planning – Additional
remarks
As participation in public sporting events has become part of modern life, in both urban and
rural settings, there is an expectation that events will be enjoyable, well organised and safe.
LV and member Clubs share with all our local communities, an expectation that the
responsibility for a positive event outcome lies with the good event management. Therefore
LV commits itself to ensuring that any successful contracted event manager will need to show
a high level of awareness of their responsibilities in making the event(s) enjoyable, well
organised and safe.
Experience has shown that the management of a successful event requires a detailed
planning and consultation process. LV sees that the development and tailoring of an Event
Management Plan which will comply with LV specifications, is vital. Event Management plans
account for the health, safety and comfort of event spectators, staff members and players,
officials, and to minimise any disruption and harm caused to the community.
b) Lacrosse Victoria Event Management conditions
Please note – that LV reserves the right to:1. Enter into further negotiations with Tender applicants
2. Not necessarily accept the lowest bid.
3. Not proceed with any Tender applicant as a result of this Tender EOI process.
c) Definitions
Event Type : Defined and structured. These events are defined by a set venue and duration. They
have strict entry and exit points, usually charge an entrance fee, and cater for particular groups of
patrons e.g. sporting events, concerts, balls and formal parties.
Event Management Plan : an agreed and binding document between key stakeholders which
will specify the tasks and responsibilities to account for the health, safety and comfort of event
spectators, staff members and players, officials and the local community.
d) Lacrosse Victoria EOI Assessment and Awarding process
The key steps to be undertaken by the LV Board, Board approved Major Events sub-committee
members and Tender Assessment Panel nominees in order to transparently assess, manage and
determine the best event provider(s) for the event, is outlined below.
 LV Tender Assessment responsibilities
For the 2013 Down Under Cup event, LV is committed to securing quality event management
providers through a tender process and has not entered into any arrangements with any
prospective provider outside of the Tender process.
LV will through its oversee the Tender EOI process and will require that the process be in
accordance with all relevant LV and applicable statutory guidelines and policies.
The LV Major Event Sub-Committee will recommend the successful Tender applicant by
requesting interested to express their interest in the role. This Tender process is undertaken on
a selected basis where all LV registered Clubs are eligible to submit in partnership with another
Club and/or local Organisation as Local Government for example.
The details of the partnership arrangement between all applicants must be clearly articulated by
an agreed MOU or similar instrument - which will include but not limited to, for example
responsibilities of lead and secondary providers; extent of authority of lead provider over
secondary provider; dispute resolution; commercial confidentiality and insurance coverage and
exclusions
The LV Major Events sub-committee and/or Tender Assessment Panel will :
1) Use its professional skill, qualifications and experience to identify the preferred service
provider for the specific LV event ;
2) Evaluate all compliant Tender submissions in accordance with all relevant probity
requirements;
3) Produce an evaluation report, and recommendation for provisional approval by the LV Board
to award the event contract and/or to pass over any or of the tender applicants.
4) Final confirmation will be subject to signing the LV Service Contract Agreement.
 Confidential Tender document verification and storage
guidelines
Verification of all the submissions is to be undertaken and recorded by the LV Major Events
sub-committee and/or Panel prior to evaluating the tender submissions . The steps are as
follows :
Step
No.
1
Step Description
2
The Sub-committee and/or Panel will confirm that all originals and copies
are date stamped and signed by the LV Managing Director and LV Staff
member.
3
All electronic and hard copy documents are strictly confidential and to be
managed and stored in a safe manner with restricted access.
The Sub-committee and/or Panel will confirm numbers of documents,
nomenclature, EOI schedule deliverables, and provision of copies.