Agenda for Full Board Meeting
Date: Friday 26th July 2019 Time: 10.00
Location: Pilgrim House
Details Time Item Allotted 1. Welcome (1 min)
2. Apologies for Absence (1 min)
3. Presentations Graham Snow, Memorial Project (10 mins) Peter Davies – CSAS Funding (10 mins)
4. Declaration of Interest (1 min)
5. Approval of the Previous Minutes 28th June and Actions Taken (10 mins)
6. Financial Report (5 mins) Events funded to date and feedback - Claudia (5 mins
7. Improve Night Time Economy Strategy – Richard (2 mins) Council/Unitary update - Chris/Steve (2 min) Day Time Economy (Inc Shop Watch & Hotel Watch) - Chris/Steve / Jonathan (5 mins) Hanging Baskets - Claudia/Helen (5 mins) Town Centre Manager update - Ed Warr (10 mins) CSAS/Police Update - Jonathan (5 mins) Golden Broom Award – Claudia (5 mins) Recycling Scheme DWP/Veolia – Claudia (5 mins) Heritage Update – Claudia (5 mins) Plastic Free Weymouth – Claudia (2 mins) Car Parking - Claudia (1 mins) Weymouth Nights Programme – Claudia (1 min) 8. Market Digital Storm Update – CM/TK-M (10 mins) Activate Proposal for Sept 2020 – Claudia (10 mins) Dorset Echo Marketing Proposal – Claudia (10 mins) It’s A Knockout – Claudia (5 mins) July 2019 BID Board Agenda Page 1 of 3 Wifi login BID2019!
Details Time Item Allotted Halloween Ideas – Claudia (5 mins) Promoting Weymouth as the base for visiting West Dorset - Richard (5 mins) 9. Governance and Engagement Communication and Engagement - Richard/Ian/Claudia (5 mins) BID Accreditation -Claudia (2mins)
10. Funding Applications Christmas Committee (10 mins)
11. A.O.B. Weymouth Gift Card update (2 mins)
12. Agenda items for next meeting
13. Proposed dates for next and subsequent meetings: 23rd August, 20th September, 22nd October, 13th December
TOTAL 2 hr 45 min
ACTIONS FROM 28th June MEETING
Item What When ASAP 6.0 CM to arrange Marketing update meeting with Digital and TK-M end July. CM to arrange training dates for staff with Digital 7.0 CM to contact Council following their meeting for Councillor names. ASAP SB to report on ShopWatch for next meeting. Nxt Mtg Peter Davies, Council Officer to be invited to next Board Meeting to update CSAS information. ASAP JO to report to next meeting on private security company Nxt Mtg CM to bring full Golden broom proposal to next board meeting. Nxt Mtg Discuss Veolia Proposal next meeting. Nxt Mtg CM to order benches and arrange logistics. ASAP 8.0 CM to inform Echo, Getaway Digital and Digital Storm of the Dine for Less decision. ASAP CM to contact Dorset Council and Digital Storm re Bus Shelters ASAP CM to contact Historical Promotions about running children’s workshops for October half term. ASAP CM to contact Knockout Challenge about event on beach and lead in time. Nxt Mtg CM to contact Red Bull and report back. Nxt mtg CM to contact some Christmas market companies and speak to council ASAP officers about lighting. CM to speak to Pub Watch about NYE Fireworks ASAP 10.0 CM to notify WTC and request a quote for more nights for fireworks ASAP July 2019 BID Board Agenda Page 2 of 3 Wifi login BID2019!
CM to notify funding applicants of board decisions. ASAP 11.0 CM/Admin to send out a doodle poll with suggested dates. ASAP
July 2019 BID Board Agenda Page 3 of 3 Wifi login BID2019!
Weymouth BID Ltd
Minutes of Board Meeting
Date: Friday 28th June 2019 Time: 10.00
Location: Pilgrim House
Item Details Action Attendees and Apologies Present: Board Members : Chairman, Richard Lamb (RL) Nothe Tavern Vice Chair, Ian Ferguson (IF) Weyline Taxis, Bee Cars, Streetcars Chris Truscott (CT) McDonalds Lynne Fisher (LF) St John’s Guesthouse Jonathon Oldroyd (JO) Gloucester House Hotel Roger Stockley (RS) – Belle’s Bakery Ron Challiss (RC) – The Waterloo Present: Non Board Members: Claudia Moore (CM) BID Chief Operating Officer Helen Toft (HT) BID Executive Assistant Edward Warr (EW) Town Centre Manager Trevor Hedger (TH) Dorset Council Senior Economic Regeneration Officer Attending for a Presentation Steve Davies – Weymouth Town Council Events Team Charlotte Sheppard – Weymouth Town Council Events Team Apologies: Tamsin Mutton-McKnight (TM-M) Sealife Centre, Merlin Stephen Bassett (SB) Londis Dennis Spurr (DS) The Fantastic Sausage Factory
28th June 2019 BID Board Minutes Page 1 of 9
Item Details Action 1.0 Welcome RL welcomed those present and introduced the two new members Roger Stockley and Ron Challiss.
2.0 Guest Presentations Steve Davies from the Town Council Events Team gave an outline of the role of the Events Team and listed some of the many events that take place throughout the year that they are involved with the organisation of the last one being the Veterans Weekend which was very well attended. Historically the BID has supported the publication of the Events Programme with 50,000 copies being produced and circulated across the county. This year a second updated edition will be produced to reflect the many events that have been planned since the beginning of the year. 20,000 copies planned but not addition funding asked from the BID. Currently the Event Team is seeking funding towards 3 evening firework displays during the summer on 3 Sunday nights, beginning, middle and end of summer. Between 10,00 –15,000 people attend the fireworks
which were previously held on every weekend in the summer but not for the last few years.
The overall cost of the displays is £17,000 and there is a major local
partner providing sponsorship and a contribution of £5,000 is being
asked from the BID.
Sunday nights have been chosen because it will tie in with the 150 anniversary of the Lifeboats on the first night as well as the end of the Beach Volleyball Festival. 10.30 Steve Davies and Charlie Sheppard left the meeting
4.0 Minutes of last Meeting 19th December 2018 The minutes were agreed as a true record and signed by RL.
4.1 ACTIONS FROM LAST MEETING
5.0 All board members to review the Financial Report and submit comments ASAP – work has been done with Mel on this but still some alteration to information shown needed. 8.0 CM to contact Slick Events and set up initial meeting ASAP – Meeting and inspection of location with Slick and Events Team has taken place.
28th June 2019 BID Board Minutes Page 2 of 9
Item Details Action 9.0 CM to contact all Funding Applicants with outcomes from the meeting ASAP – Done CT meeting with Bob Savage the Lighting Officer to look at lights across the town – still not arranged – CT to contact Bob again.
5.0 Financial Report The latest report has been circulated to Member and put on the website. There were no matters arising from the report at this meeting.
6.0 Marketing Report from Digital Storm • Completion and launch of the We are Weymouth website for the week commencing the 8th of July. • Following the launch, further increase marketing activity with a range of new email marketing and also the interviewing of local businesses and levy payers for on-site content. • The new backend features that all businesses on the directory will have access to regarding posting news, events, offers and updating their businesses listing will increase engagement with WAW and provide more content for social media. • The Weymouth BID website is currently being designed visuals will be sent by the second week of July. It should be built and launched in early August.
Social Media Reach • Instagram 16.7% increase in followers (that's 281 new followers) - we are aiming for 2000 followers by the month's end. We have published 230 posts since late April when we took over, these posts have achieved 110,492 impressions with a reach of 36,891 people. • Facebook has seen an increase of 2.3% in followers during the same time frame and now sits at 21,250 likes. History Leaflet • The tri-fold is being worked on next week ACTION: CM to arrange Marketing update meeting with Digital and TK-M end July. CM to arrange training dates for staff with Digital
7.0 Improve Night Time Economy/Pubwatch/Purle Flag – EW is providing the Street Pastors, with branded Purple Flag water bottles to hand out. Looking into purple flip flops (also handed out by Street Pastors). Purple Flag banners going up soon. Pubwatch members have been asked to
28th June 2019 BID Board Minutes Page 3 of 9
Item Details Action consider doing Purple Flag deals thought-out the summer. EW will raise this again at Pubwatch monthly meeting next week.
Council/Unitary Update – Dorset Council is still reorganising with job cuts planned and interviews taking place. Town Council is organised but maintenance man to work with EW and Events Team across the town not in post yet.
Town Council not selected Councillors to attend Board Meetings as observers yet. On agenda for next Council Meeting.
ACTION: CM to contact Council following their meeting for Councillor names.
Discussion took place about Councillors being voting Board Members but this is not permitted by the Articles of Association.
Day Time Economy inc ShopWatch/HotelWatch – HotelWatch has now agreed their information sharing and will become more active. HotelWatch is a national scheme to help hoteliers to share information on non-paying or dubious customers. They also work with the Police to lookout for suspicious activity, such as human trafficking.
ShopWatch – No update SB not present.
ACTION: SB to report on ShopWatch for next meeting.
Bunting/Hanging Baskets – all baskets are now up. Complaints from just two levy payers not happy with the location and the company has agreed to relocate their baskets. The Echo is going to do a piece on the baskets when they are in full bloom. Bunting for this year has been put on hold as it was delayed by Council agreement. Samples of various types have been received and the project will be revisited in September for bunting for early 2020.
CSAS Officers – Invoice received from Council for this year and next year for officers. EW said that there are now two CSAS officers in post. The BID has received no information from Council recently.
ACTION: Peter Davies, Council Officer to be invited to next Board Meeting to update CSAS information.
A meeting has been arranged with JO and a private security company to discuss the type of role provided by the CSAS officers to better understand cost and alternative provision.
ACTION: JO to report to next meeting on private security company.
Inspector Barry Gosling has been invited to next board meeting to speak about the Police 100 days of summer scheme and town policing.
28th June 2019 BID Board Minutes Page 4 of 9
Item Details Action
Town Centre Manager Report
• Versant has approved the placing of a town centre map on the hoarding on Rodwell Avenue for cruise visitors.
• Purple Flag Application going in this week.
• Looking at applying for Great British High Street Awards.
• Fingerposts still going up. Nearly finished.
• Looking into Digital Wayfinders.
• Working on a Youth Market with CM and Baron Miles.
• Toilet Scheme getting underway in next couple of weeks. Businesses agreeing to advertise the availability of their toilet facilities for visitors use.
• Versant will be using the front area of Brewers Quay as a compound from September and will put up hoarding. Plans to use this hoarding for promotions and advertising and perhaps stalls.
Golden Broom Award – Included in the Business plan. Initiatives to encourage and reward businesses across the town for looking after their premises and keeping the town tidy. All agreed.
ACTION: CM to bring full proposal to next board meeting.
Recycling for Businesses – Recycling across town currently very haphazard. Businesses have to pay for recycling. CM seeking a proposal from Veolia.
ACTION: Discuss Veolia Proposal next meeting.
Benches for Cruise Ship Passenger – Currently no seating for passengers waiting for the shuttle bus back to Portland at the bottom of Rodwell Avenue. Large verge there suitable for seating. 3 benches proposed the same as those along the harbour side. £1,000 each. Benches to have BID/WAW branding. Board unanimously agreed to fund these.
ACTION: CM to order benches and arrange logistics
Weymouth Quay Regeneration Project – Meetings have taken place to discuss the architects ‘brief’ for the proposed Harbour building which will need to be submitted shortly. All stakeholders are working on what they want the building to provide for them. CM part of this working group.
28th June 2019 BID Board Minutes Page 5 of 9
Item Details Action
8.0 Market
‘Dine for Less’ Proposal – a joint proposal from the Dorset Echo and Getaway Digital (Loving Weymouth website) to run an October 2019 and January 2020 Dine for Less campaign in the newspaper and on social media to draw people into the town for special meals, drinks and hotel promotions. The board agreed to work with the Echo for £3,000 for each campaign but not to work with Getaway on the digital promotion as the new WAW website should be the one delivering the promotion and engaging with levy payers.
ACTION: CM to inform Echo, Getaway Digital and Digital Storm of the Dine for Less decision.
Bus Shelter Advertising Proposal – Dorset Council marketing department are offering space on 10 bus shelter locations. The BID currently has marketing on three shelters.
Discussion took place about continuing the marketing but to change the content from photos of the town attractions to more informative content such as town maps and information about, Blue, Green and Purple Flags. Board unanimously agreed to £2,000 to be spent on advertising space. Digital Storm to be asked for their ideas for the content.
ACTION: CM to contact Dorset Council and Digital Storm.
Halloween Half Term Proposal – Historical Promotions and Events company proposal to provide various characters dressed as trolls, ghosts, witches or monsters to walk around the town and engage with children during half term to provide photo opportunities. Also to run workshops in a venue or marque with children’s activities.
‘A standard day would consist of a drop-in system, whereby around 200 children would come and go as they please, each one making something to take home based around something spooky’.
The Board agreed that the walk around figures were too expensive but wanted CM to explore the workshops and discuss suitable venues.
ACTION: CM to contact Historical Promotions about running children’s workshops for October half term.
Witch hunt run last year in St Alban Street area was successful and could be run across town this year.
Spooky Market Proposal – The company who put on the continental market are coming back to town with a spooky market on 23-29th October. They are not asking for money. BID to work with them to
28th June 2019 BID Board Minutes Page 6 of 9
Item Details Action ensure comprehensive marketing of the event and appropriate permissions.
It’s a Knockout Proposal – Knockout Challenge Company proposal to stage an event in September 2019 or May 2020. Inflatable type assault course for adults. Previously run at Lodmoor in 2016. The Board supported the idea but had questions about location and lead in time. CM to enquire.
ACTION: CM to contact Knockout Challenge about event on beach and lead in time.
JO suggested to the Board inviting Red Bull to come to Weymouth with one of their extreme assault course challenges. Board asked CM to make contact with Red Bull and report back.
ACTION: CM to contact Red Bull and report back.
Christmas Committee – CM fed back to the Christmas Committee those ideas from their £100,000 proposal that the BID was happy to support such as lighting up a building and the light tunnel. The committee has requested a meeting with CM and RL to discuss.
Discussion took place about other events for December and the board asked CM to find out about Christmas Markets and purchasing additional Christmas lighting for the next meeting.
ACTION: CM to contact some Christmas market companies and speak to council officers about lighting.
New Year’s Eve Fireworks – Fireworks on New Year’s Eve ceased in Weymouth a few years ago and has impacted on the turnout of people on the evening. The board agreed in principle to funding fireworks for the evening and discussion took place about location. More information needed. Liaise with Events Team.
ACTION: CM to speak to Pub Watch
9.0 Governance and Engagement
Code of Conduct for Board members was approved and will be put on the BID website.
10.0 Funding Applications
Weymouth Town Council - Firewoks – After discussion, the contribution of £5,000 requested for fireworks over 3 nights was unanimously agreed by members. BID sponsorship for the events to be clearly shown.
ACTION: CM to notify WTC and request a quote for more nights.
28th June 2019 BID Board Minutes Page 7 of 9
Item Details Action
Arkadia – Shore Thing Festival (revised) – A 3 day artisan, arts, craft and food festival on harbour side with live music and shows. Fire dancers jugglers etc. Has shown support from many local businesses but no additional funding stream. £10,850 requested. Discussion took place and it was felt that the business model was not robust enough and that the board would only consider a more self-funding model. Unanimous agreement No to funding.
ACTION: CM to notify funding applicants. 11.0 A.O.B.
Ask Clive Posters – Like ‘Ask for Angela’ for bars and pubs to promote so that they have a safe word ‘Clive’ for people who are victims of LBGTQ or any other discrimination. Board agreed to idea. CM to speak to PubWatch Chairman Jamie. ACTION: CM to take to next PubWatch meeting. A request was made for meetings to take place on different days/times. CM stated that the room is booked for the times and dates until the end of the year. Item for discussion at next meeting. RS suggested that the board should have a meeting without a set agenda to discuss the overall Strategy for the next year. Meeting to be set before the next levy payer forum which is 6th September. ACTION: CM/Admin to send out a doodle poll with suggested dates.
12.00 Agenda Items for next meeting
13.00 Date of next Meetings Friday July 26th 2019, Friday 23rd August
Meeting ended 12.45
ACTIONS FROM THIS MEETING
Item What When 6.0 CM to arrange Marketing update meeting with Digital and TK-M end ASAP July. CM to arrange training dates for staff with Digital
7.0 CM to contact Council following their meeting for Councillor names. ASAP SB to report on ShopWatch for next meeting.
28th June 2019 BID Board Minutes Page 8 of 9
Peter Davies, Council Officer to be invited to next Board Meeting to update CSAS information. JO to report to next meeting on private security company CM to bring full Golden broom proposal to next board meeting. Discuss Veolia Proposal next meeting. CM to order benches and arrange logistics. 8.0 CM to inform Echo, Getaway Digital and Digital Storm of the Dine for Less decision. CM to contact Dorset Council and Digital Storm re Bus Shelters CM to contact Historical Promotions about running children’s workshops for October half term. CM to contact Knockout Challenge about event on beach and lead in time. CM to contact Red Bull and report back. CM to contact some Christmas market companies and speak to council officers about lighting. CM to speak to Pub Watch about NYE Fireworks 10.0 CM to notify WTC and request a quote for more nights for fireworks ASAP ASAP CM to notify funding applicants of board decisions. 11.0 CM/Admin to send out a doodle poll with suggested dates. ASAP
Signed as a true record by
Richard Lamb Chairman ……………………………..
Date ……………………………..
28th June 2019 BID Board Minutes Page 9 of 9 PROJCT FUNDING APPLICATIONS APPROVED BID2 YEAR 1
Date Who What Amoun t Nov- Lions Harbour Swim 750 18 Nov- Weymouth Area Dev Contribution towards a bid for £3.5M regeneration 7936 18 Trust fund Nov- Open for Art 2019 Open for Art Festival Contribution 1500 18 Dec- Rotary Club Christmas in the Square 1100 18 Dec- WPBC Contribution towards 50,000 Events Leaflet 2000 18 Jan- Pride Contribution 10000 19 Jan- WPBC Dorset ciculation of events leaflet 700 19 Jan- Purple Flag Contribution towards 2019 application 5000 19 Mar- Wessex Folk Festival Contribution towards running of festival 2000 19 Mar- Harbour Master Contribution towards new electricity supply points 1500 19 Mar- Wessex FM Easter Bunny Hunt 1350 19 Mar- CSAS Contribution towards 2 officers training etc 10000 19 Apr-19 Weymouth Heritage History video, leaflet etc 1760 Group May- Weymouth Beach £13,000 requested towards grandstand and 1000 19 Volleyball branding May- Fayre in the Square £1650 was requested as contribution 500 19 May- Crabbing with Kindness Leaflets to promote sustainable crabbing £200 500 19 requestd May- Coastal Communites Weymouth Seafront Lighting Contribution 5000 19 Jun- Weymouth Town Summer Fireworks x 3 5000 19 Council 57596
Weymouth’s Golden Broom Awards
When? This will launch on 1st October 2019 - voting will start on this date through the We are Weymouth website. Winners will be announced on the 1st November 2019 and presented with their awards.
What?
The hunt to find Weymouth’s best-loved business is on with the launch of a new contest aimed at “showcasing the best of the Weymouth”.
This is YOUR chance to highlight those businesses that are going the extra mile to make Weymouth the place to be - for everyone living, working and visiting the area.
Who?
The community is being urged to rate town centre businesses in the new Golden Broom Awards organised by the Weymouth Business Improvement District (BID) – which is paid for by town centre businesses.
Every Friday a short review of a shop, restaurant, pub or service-based company will be published on We are Weymouth and promoted on our Facebook, Twitter and Instagram accounts.
Members of the public are then encouraged to give the business a star rating for each of the categories, including customer service, quality of offering and shop front/window display.
The businesses with the highest ratings will then be shortlisted for an award.
There will be awards given for the following:
• Best Window Display
• Best Customer Service
• Best Social Media presence
• Best Kept Business Premises
• Best Community Initiative E.g. Street, Community Centre etc
• Best kept ‘Watering Hole’
• Best floral display
• The best all-round ‘Golden Broom’ award
Why? There are some fabulous, quirky and unique goods on sale, tasty places to eat and drink in our town centre and we feel it’s time to start celebrating them!
How to take part - This competition is open to all businesses in the Weymouth BID area.
Subject: Veolia Waste Management
Apologies for the delay in getting this over to you, our management team were in discussions over the services and containers we can provide in Weymouth. See below break down:
Mixed Recycling:
Container: Price per lift: 1100L £8.00 660L £7.50 360L £6.50 240L £6.00
Glass:
Container: Price per lift: 240L £5.20
Food Waste:
Container: Price per lift: 240L £7.85 120L £6.85
Unfortunately we do not offer all the different sized containers as your previous quote, however we hope that our service and environmental focus will have an impact on the decision made.
Please let me know if you need any further information. INSIDE OUT DORSET Weymouth BID Investment Proposal 2020June 2019
OF U
Who We Are ______
Activate (Performing Arts Ltd) is the strategic organisation in Dorset focused on producing large scale outdoor performing arts and creating an infrastructure to support the wider dance and theatre sector.
Activate is committed to challenging perceptions that the arts are elitist and not for everyone. We seek to remove barriers to participation, particularly for under-represented groups and individuals and champion arts for its inherent value as well as the effect it has on our general well-being and health.
Activate has been based in Dorset for over 28 years as a charitable company, helping to put the county on the map with a high calibre of artistic work. We are an ambitious, hard-working and committed organisation, delivering social justice through the arts and maintaining the rich talent and venue development that supports the county. We deliver high quality presentations underpinned by high quality producing and development in the knowledge that the arts can be transformational.
Twelve years ago we launched the first Inside Out Dorset, a festival of outdoor art celebrating extraordinary events in extraordinary locations. Our work outdoors is now nationally distinctive. It is arguably the only place that is committed to a model that deliberately works across both urban and rural locations; that choses locations and the artists based on our artistic vision and clearly offers a programme that is particular to our area. Our relationship with artists, partners, audience and place is rooted in an ethical practice that equally values these aspects of the work.
Inside Out Dorset 2020 in Weymouth ______
Taking place on Friday 11th and Saturday 12th September our Weymouth programme will launch the Inside Out Dorset festival in 2020, and as such continues the strong relationship between the festival and the town. It will support the Weymouth BID’s core areas, improving the feel of Weymouth and attracting people to spend money in the town by creatively animating the town – building on Weymouth’s reputation as a premiere seaside resort, its rich and distinct local character and notable landmark assets as well as the local cultural assets of Activate.
As the opening event of the 2020 festival we will also host a reception in Weymouth on the Friday evening, for our investors, partners, supporters and other notable figures. We then expect over 5,000 people to attend the two evening performances taking place through the town centre.
An experienced event organiser, Activate will deliver the proposed project, the outdoor parade show Sense of Unity by two of Europe’s most in-demand outdoor arts companies: southern Germany’s Dundu and the north of England’s Worldbeaters. There will be two evening performances in Weymouth town centre. The exact route is still to be finalised but it is anticipated the parade will cover the area from South Harbour to The Esplanade.
Sense of Unity combines visual spectacle, live music and snippets of audience interaction, bringing communities together for an evening of captivating, free outdoor theatre.
Worldbeaters lead a procession in search of the puppets, performing high-energy beats on their unique LED-lit drums and setting the atmosphere for the performance. Once discovered, the audience encounters the world of Dundu, first through Baby Dundu, a playful and charming character who leads the procession onto Giant Dundu. The giant puppet’s transparent, flexible body is lit from inside, illuminating him against a darkening evening sky. Handled and steered by a team of five skilled puppeteers who collectively breathe life into the figures as they interact with the audience, Dundu is a gentle soul, sharing love and light where he goes.
Audiences are invited to experience an unfolding visual scenario charting the universal theme of growth from birth to maturity, with continued audience interaction woven around a musical soundscape inspired by world rhythms and the West African kora.
Sense of Unity has played to audiences of all ages at Light Night Stoke, Brighton Festival, Greenwich & Docklands International Festival, Imagine Watford, St Leonards Festival, Out There Festival in Great Yarmouth, Bournemouth Arts By the Sea Festival and Lightpool Festival in Blackpool. Worldbeaters continue to tour the world with their show ‘Spark!’ and Dundu have garnered huge international acclaim following their appearances on the CBS TV show ‘The World’s Best’ in America.
A video of the performance can be viewed at vimeo.com/248154187.
In addition we will be working with B Sharp, the music and enterprise charity based in Lyme Regis and working across West Dorset. B Sharp support children and young people, developing their creativity through music, and we plan to integrate these performers into the two performances of Sense of Unity.
There are also opportunities to undertake outreach visits in the area. Previously members of Dundu have visited schools, a children’s hospice and other charitable organisations with their puppets.
Finally we propose working with Weymouth BID to identify a vacant unit in Weymouth town centre that can be used as a pop-up Inside Out Dorset festival venue. Open in the weeks leading up to the launch of the festival, the space would offer an opportunity to engage with the communities of Weymouth and reflect on the idea of a ‘sense of unity’. It would also function as a promotional site for the festival.
Working with the Weymouth BID ______
We were delighted to partner with the Weymouth BID for our Inside Out Dorset Signature Event in 2017, part of the tenth anniversary celebrations of the Dorset Seafood Festival. We aimed to attract large audiences across a broad range of age ranges including families, helping enhance Weymouth’s reputation as a welcoming place to visit, and animate a less-prominent site in the town. Prior to this, Weymouth BID supported Inside Out Dorset 2016, helping bring Ray Lee’s hugely-popular to the seafront at Weymouth Pavilion.
We anticipate that Inside Out Dorset 2020 will build on this work, attracting further media coverage, improving the town’s profile and generating local and national interest from new and existing visitors. It offers further ways for the BID to secure its reputation in the town and the wider region and supports two of the three core priorities in the 2018 – 2023 Business Proposal.
Weymouth BID Priority 1: Improve Weymouth
Outdoor arts is proven to attract diverse audiences and Sense of Unity will attract audiences to Weymouth across a broad range of age ranges including families. By programming a family- friendly and community-engaged performance Activate will help improve Weymouth’s reputation, making the town a more attractive destination for all demographics. The event will take place on the streets of Weymouth town centre at dusk on a Friday and Saturday evening. As well as providing local retailers an opportunity to extend their opening hours and benefit from the extra footfall, it will also encourage people to visit the town later than they might usually, helping boost the night-time economy and supporting Weymouth’s Purple Flag status.
We recognise the impact empty shops can have on people’s perception of a town and would like to work with Weymouth BID to identify vacant premises in the town centre that could be used as a pop-up Inside Out Dorset community engagement space.
Weymouth BID Priority 2: Marketing Weymouth
As both Weymouth BID and Activate are aware, well-organised events generate visitors, improve accommodation bookings, increase footfall and generate income for local businesses. Our economic impact assessment of Inside Out Dorset 2018 showed that a high proportion of our audiences undertook additional activity around their visit to festival, including staying in paid-for accommodation in the area. By bringing high-quality international work such as Sense of Unity to Weymouth we will help the town hold its own against UK BIDs in coastal towns with comparable populations – Scarborough (Yorkshire Coast), Morecombe, Bognor Regis and Great Yarmouth – who utilise culture as a key driver in the socioeconomics of their towns.
Outdoor arts events also affect a sense of ‘local pride’ – reporting by the Audience Agency showed 70% of people surveyed at similar activities strongly agreed that an event is good for the image of a place. This supports Weymouth BID’s goal to ‘Celebrate Weymouth in every way’ and make ‘visitors aware of what the town offers’.
Activate have a long history of working in Weymouth and our most recent event in the town, Pages of the Sea shows the reach we have. 14,000 people attended the two events we produced at Weymouth (& Lyme Regis) on 11th November 2018, part of the 1418 NOW commemorations of World War One. Research showed that 48% of UK adult population were aware of Danny Boyle’s beach project and that impact was reflected in Dorset. There were 22,000 visits to Activate website and the local marketing campaign, delivered by Activate generated 31 items of coverage in print, online and broadcast, including Dorset Echo (7), Bridport News (3), Lyme Online (4), Bournemouth Daily Echo (1), Somerset Live (1) plus live radio broadcasts on BBC Solent Breakfast and Wessex FM. Dorset beaches also featured in the national coverage of the event. On social media 24 Activate Facebook posts appeared on 100,000 newsfeeds – one featuring our event ambassador Billy Bragg post reached 48,000 user newsfeeds alone.
We will work with the BID to find ways to promote the We Are Weymouth visitor brand prominently across the festival site, while remaining sensitive to the artistic and environmental nature of the locations. Print collateral will be distributed from spring 2020, while online marketing, advertising and other PR channels provide additional exposure. We will also be hosting a reception for investors, partners and other supporters and press launch prior to the public opening. This is an excellent opportunity to further promote Weymouth BID and network with like-minded organisations.
Investment ______
Investment from Weymouth BID will help fund the place-making agenda for Weymouth and support the artistic, outreach, and audience development costs for the presentation of the proposed event as detailed below.
Total project cost is £55,226. This includes artistic, outreach, production, overheads, marketing, evaluation and modest contingency costs.
Investment of £25,000, or 45% of the total budget is confirmed from our core funder, Arts Council England. We have already been in contact with Weymouth Town Council and b-sharp in Lyme Regis and anticipate in-kind contributions worth approximately £3,500 from them. We are asking Weymouth BID for £20,000 plus VAT, or 36% of total budget. In addition we continue to fundraise for our festival and will approach a variety of grant-making bodies, trusts and foundations to raise the outstanding £6,726.
Project Finance Costs Description Amount (£) Artistic & Outreach 23,800 Production 13,500 Staff and Project Management 6,000 Audience Development & Evaluation 6,905 Subtotal 50,205 Contingency Recommended minimum 10% 5,021 Project Costs TOTAL 55,226
Project Finance Proposed Investment Source Amount (£) Arts Council England - confirmed 25,000 Weymouth BID - requested 20,000 b-sharp (in kind) - unconfirmed 2,000 Weymouth Town Council (in kind) - unconfirmed 1,500 To be raised 6,726 Investment TOTAL 55,226 Project Costs TOTAL 55,226
Contact ______
Inside Out Dorset is produced by Activate Performing Arts and our team will be happy to answer any questions you may have.
• Kate Wood – Executive and Artistic Director • Bill Gee – Co-Artistic Director • Dom Kippin – Inside Out Dorset Producer • Jen Walke-Myles – Executive Producer
Please contact [email protected] or call 07866 482769 for further information.
Activate is an Arts Council England South West National Portfolio Organisation and receives core funding from Dorset Council and Bournemouth, Christchurch and Poole Council. A MARKETING STRATEGY TO ENGAGE BOTH LOCAL & NATIONAL AUDIENCES THE HOLIDAY- THE VISITOR MAP DINE FOR LESS MAKER & INDEX DAY TRIPPER
ANNUAL VOLUME WEEKLY NEWS PAGES TO PROMOTE KEY ROUND UP EVENTS IN THE CALENDAR ONLINE DISPLAY ADVERTISING 700,000,000 THE HOLIDAY- Around 1.5 million visitors are accessing holiday and travel PREMIUM MAKER & related content across our network each month. CREATIVE ADS We have online solutions that will promote Weymouth … delivered to areas DAY TRIPPER accommodation to consumers who are more likely to book specified by you e.g. Oxford, Midlands, a weekend break or holiday in Weymouth. Worcester etc over a 6 month window We deliver your message to the right audience, In the right place at the right time, making sure Weymouth Package includes re- can be seen and found! targeting and delivery on all devices Your campaign will also be managed by a dedicated account handler in our head office to oversee visibility, viewability and engagement; adjusting the campaign to maximise ROI £8,000+ VAT
WE WILL ALSO PRINT AND PRODUCE YOUR ACCOMODATION GUIDE IN A NEW & IMPROVED FORMAT! The BID will have up to 10,000 copies of the Weymouth and Portland map to use as required for cruisers, day trippers and holiday makers (30,000 copies will be printed 10,000 COPIES in total) Storage provided The Dorset Echo will store the map and top up as required Top up and deliveries THE CRUISER arranged for you to individual drop off points or in bulk – you tell us what Prominent branding works for you. Press launch
The BID will be official sponsors of the map with prominent branding and an editorial launch piece so that attractions and retailers know the map is available and being seen!
£1,000 + Vat An easy to operate scheme that allows ALL the restaurants, cafés, hotels and takeaways to participate in the Dine for Less Scheme within 2 CAMPAIGNS the BID levy paying area. EACH YEAR
The Echo will host a DINE FOR LESS dedicated Dine for Less tab on the website. Each campaign runs over an 8 week period or as specified. A Facebook post will run each week on the Dorset Flexibility for participants in terms of their offers Echo news feed.
Each participating venue will Significant promotion worth over £20k for each rotation also receive a FREE 100mm x 87mm advertisement. Multi media coverage to ensure at least 8 out of 10 local adults get the message!
Offer extended to hotels offering food and drink £6,000 + Vat (£3k for each campaign) Exclusive to BID levy payers You will have a number of events to promote during the course of a year and the media partnership provides you with a fixed number of pages to use when you need them. ANNUAL VOLUME
12 full pages in newsprint The pages can be used in any of the Dorset titles (Bridport 6 full pages in magazines EVENT News, Dorset Echo, Bournemouth Echo) with the option to Or also have space within the areas premium Lifestyle 24 half pages in newsprint 12 half pages in magazines PROMOTION magazines, Dorset Living (monthly) and Dorset Prime (bi- monthly) PLUS
An editorial spread in Dorset This also gives you flexibility to split your pages into half Living twice each year pages to extend the volume/reach of the opportunity A double page spread of content in the annual Going Out Guide
£3,200 + Vat Create a ‘news from the BID’ column (1/2 page portrait) that appears every week in print with content collated and supplied by the BID. BID weekly column and monthly The content will be easy to supply and dropped into a Facebook post WEEKLY NEWS templated format that you choose (2 or 3 styles to select from). You will be given an approximate word count and Templated column PANEL proofs will be provided each week. Continuity of message Your words not ours To compliment the in paper message, the Dorset Echo will A variety of templates also produce one commercial Facebook post each month. Facebook to boost views This post will appear with your branding but within our trusted, highly read news feed. You give us the proposed wording and pictures and we will do the rest for you!
£2,800 + VAT It’s a Knockout
May Bank Holiday 2020
Our prices Include. Compere, show crew, arena roping, generators, £5m public liability insurance, PA sound system, prizes. Customers gain access to the "Client Section" of our website. Here there are posters, media for Facebook & Twitter promotion, HS documents and certificates, high resolution images and documents that can be used to publicise your day, plus a Gift-aid Form for charities. IMPORTANT - Our T&C’s can be found via our Business Small Print Page here. We ask for a 20% deposit payable within 14 days of booking. We need to park our equipment vehicles next to the games area as the generators that power the games are built into them. Not Included - Any venue costs (such as hire), arrangement for a water supply for the water based games. We ask that a first aid post is set up. The Teams - We recommend teams of "up to 10 people". However a team of 6 will get more "exhausted" than a team of 10. Children can take part, but not at the time as adults (in case they get knocked over). Prices - Our prices are distance-travelled related. The prices below relate to your area and include all travelling costs and are (after the initial deposit) via cheque on the day payment.
The Bronze Show: £ 2,700.00 + vat Brief details - Seven games that can last up to 3 hours, just under half the size of a football pitch of space is needed approximately, the price is for up to 12 teams taking part. Extra teams and games can be added. Advantages - Ideal for small and medium events. Cheaper than the Silver Show but still great knockout fun, so is a good entry point for people booking knockout for the first time. Can be ran dry and indoors A PDF Games Picture Sheet - here.
The Silver Show: £ 3,300.00 + vat Brief details - Eight larger games, just over half the size of a soccer pitch in space, price above is for up to 18 teams taking part. Extra teams and games can be added. 3 to 4 hours of games. Advantages - This show travels on 2 lorries (Bronze Show = 1 lorry), so more and better/visual games (e.g - Bronze Show slide inflatable is 30ft long, Silver Show slide is 50ft long). Can be ran dry and indoors A PDF Games Picture Sheet - here.
EXTRA TEAMS OR SESSIONS. You can run extra sessions of the games. For example, for family days, one session of children’s teams, followed by one session of adult teams. The extra session allows up to the same amount of teams covered by the first session. The extra session price for the Bronze Show is £250.00 + vat (for 12 teams), the Silver Show is £300.00 + vat (for 18 teams). Or, just add extra teams to a single session for £ 60.00 + vat each. For example, if 22 teams are to take part in the Silver Show, 18 are automatically covered with the starting price, so an extra 4 @ £60.00 needs to be added = £240.00 + vat.
Videos & Social Networking. On our Youtube page you can also watch short videos of some of our games. The details of this and our Twitter & Facebook pages can be found on www.knockout-challenge.co.uk. Holding Dates: We recommend “holding” a show if possible. We can (without obligation) hold a show for a date for 10 days, after this time we need to be contacted again if it is to be held further. Please note that at this time a firm booking from someone will take precedence over an intension to re-hold of date.
Finally. Please do get back to us if prices do not fall into your budget. We would hate to lose a booking if you are “comparing the market” for knockout as some operators have a couple of small bouncy obstacles, buckets and balls and call it "knockout". The best way to ensure peace of mind is to read our Testimonials. Please also remember that we have a number of Discounted Dates listed on our website.
I hope all the information here has helped. If you have any further questions, please do not hesitate to contact us and I would be pleased to chat to you about the options available. Thank you for your interest in us, we hope to hear from you again soon.
Weymouth BID July 2019
Meets requirements for accreditation award
Weymouth BID has recently started its second term (September 2018) following a successful ballot. The BID Manager is relatively new and has made great strides to introduce new policies and procedures following some challenges from levy payers during the BID’s first term.
It is evident from the frank information in the Chair’s annual report that the BID team recognise the difficulties and frustrations expressed by levy payers in the first term and the financial irregularities. As a result, it is clear that they are committed to improvement and to listening to levy payers; indeed, they have made adjustments in relation to new policies and procedures, tightened up their financial management and introduced strong communications. With 600 levy payers to serve and a small staff team, this is no mean feat.
Importantly, Weymouth BID communicate with levy payers on many levels and through a variety of channels in a genuine attempt to be open and transparent; they encourage levy payers to get involved in the BID by holding levy payer forums (separate to the AGM), setting up sub groups to deal with particular issues as they arise and regular communications via a range of mediums including face to face. They are not afraid to involve people who are non-BID supporters and in fact have a Director on their Board who was opposed to the BID at the last ballot to provide challenge internally.
There are some very good examples of best practice with governance and communications both internally and externally. They have an excellent welcome pack for new levy payers which includes a section about how the business can make the most of their levy contribution which is linked to the projects and services the BID delivers. Weymouth BID also have a clear company membership application form, comprehensive staff appraisal and staff handbook and it also seems that the Chief Operations Officer works very closely with the Board and has a good relationship with the local authority. They have financial procedures which include the Board authorising any expenditure over £500 which whilst low, is probably an appropriate response to past issues.
Levy payers can keep up to date with financial information (posted on website) and performance data is also shared with them. Weymouth BID also carry out research both with levy payers and consumers and there is evidence that this is genuine in that the responses are followed up and acted upon.
The BID’s efforts towards a successful second term and their commitment indicated in the honest Chairman’s statement are particularly encouraging. The Advisory Board wanted in particular to congratulate Weymouth BID in responding to their previous challenges; a great example of a BID listening to concerns and responding in a positive and dramatic way. The honest approach taken by the Chair was also recognised as being worthy of praise and hopefully, levy payers appreciate that too. As with all BIDs, there are further improvements to be made and some areas requiring further work or sign off, outlined in the recommendations below; some of which are relatively straightforward and quick to implement.
Recommended Areas For Improvement:
1. Terms of reference - needs to be signed off and fully adopted by the Board with a separate document for sub-groups. It should include how each group makes decisions, frequency of meetings and in the case of sub- groups, how they relate to the main Board – this is required for full compliance
2. Baselines - Progress preparation of suitable Town Council baselines that are relevant to the BID activities including a Police baseline particularly since this BID delivers a lot of projects around safety and security – this is required for full compliance
3. Contracts - need to be drawn up by BID with clauses around monitoring and ability to terminate contracts on non-performance. This will protect the company ensuring contracts represent the BID’s interests
4. Insurance - Take out professional indemnity insurance to cover Directors
5. Additional Income: Weymouth BID to strive for additional income contributions over the BID 2 term – it is generally good practice to achieve additional contributions of circa 20% of levy income. Whilst this is not in the business plan, any additional contributions will be valid and exceed expectations
6. Marketing and Communications Plan: Create a documented Marketing and Communications Plan/Strategy for BID use – this is required for full compliance
7. Declaration of Interests: recommended to have ‘declarations of interest’ as a standing item on agendas at the start of Board meetings so that any declarations can be dealt with a the beginning of meetings and the register updated as appropriate
Report on Christmas Proposals by Weymouth Community Christmas Committee
19th July 2019
Introduction
The revised proposals from the Weymouth Community Christmas Committee contained in this report take account of comments from Board members, financial constraints and restrictions on public open space to carry out some events.
We have compromised on some of our original ideas and aspirations butrequest the Board support our overall vision of creating a new structure of events and features to reverse the town’s decline in it’s Christmas programme. Our aim to entertain and attract local residents, especially families into town and support levy paying businessesthroughout December and not just for one day, remains our primary aim.
In order for us to deliver our aims, we are against ‘watering down’ some of our proposals such as the Craft Market, Santa’s grotto and Food Market. We have therefore included them in our revised plans. The original aim to spread the benefits with events to the south side of the harbour cannot be sustained this year due to the proposed closure of Hope Square. The spine of the plans is now from Debenhams down New Bond Street and St Alban Street to the Esplanade. Attractions are also proposed along the whole of St Thomas St and St Mary Street.
We invite Board members to work with us on implementing the plan or suggesting ideas and improvements that will take the plans forward.
1. Markets
The Committee thought a one day craft market in the Ocean Room would not be unique or seasonal and a food/retail Market using outside caterers even for one day, would be against levy payers interest and generate bad publicity for both BID and the Committee. We cannot therefore support this proposal. We feel a month long ChristmasCraftMarket is viable and would be a popular attraction. We havetherefore included the log cabins in our new proposals, based along the Esplanade. Almost 100 crafters have expressed an interest in renting a unit and we have created an online booking form. The cabins would generate a reasonable income and with several years of future use, will easily cover the purchase and storage costs and so be cost neutral. If acceptable, this proposal requires immediate action to book up potential crafters.
We propose using a Weymouth based company, Weymouth Sheds and Fencing Ltdto supply the cabins and the Prince’s Trust based at Weymouth College have offered students during the last week of November to erect the cabins. Dismantling and storage details to be confirmed.
We reconfirmour support for a 12 unit food court outside Debenhams, made up predominantly of levy payers (8 to date, many more expressed an interest) to service the shoppers and audiences at the afternoon and evening entertainment. We have taken on board comments from Roger Stockley regarding storage of gazebos and suggestbusinesses use their own with half provided by the Town Centre Manager. This will save a proposed £3600 in our original proposals. Any unlet space will be offered to non levy paying local businesses, several of which have expressed an interest. Our proposed retail market along the main streets did not generate enough interest and sois not being pursued.
We have the offer of a self-supporting, self-fundedand licensed ‘Alpine Bar’ in the main square which we will be accepting to increase the beverage offer.
2. Land Train
Our primary attraction of a brightly lit land train offering pleasure rides under the Christmas lights to various locations such as Hope Square canregretfully no longer be delivered. We undertook extensive research into BID lease purchasing a land train to run at Christmas and during summer monthsto generate considerable revenues to re-invest in other projects. It would have beencoloured in BID colours and promoted the BiD brand, but this has not been supported by the Board. The alternative proposal of hiring the Sealife land trainfor a few hours at weekends in December was suggestedand supported by the Board. After much discussionthe Committee felt it’s vision of a brightly lit train offering pleasure rides under the Christmas lights to various locations would not be achieved by daytime rides finishing at 3pm. Furthermore, it would not support the aim of attracting people into town later for the entertainment or to make them stay longer. The unwillingness of Sealife to consider extending the time of operations when applying for a Vehicle Special Order (VSO)to cover the new routehas been disappointing as a well run land train would have been a good source of income as well as good publicity for Sealife itself.
We have contacted a private operator, Tony Poole regarding use of a private land train he is planning to hire/purchase but he could not give assurances that a train would be available for Christmas. If this situation changes, we would reconsider this option.
3. Ringo Slide
The Committeeare proposing a giant ringo slide on the Esplanade opposite the Kings Statue, measuring 20m x 5m and 6m in height. This will be a major attraction for all ages, be visually exciting and a strong focal point formedia attention. It is a costly hired in item but could generate good financial returns on perimeter advertising and slide rides, priced at say £5 for 3 rides.
After researching local scaffolding companies, we suggest the way forward is with a professional contractor called Creative LeisureLtd who have experience in building slides in other towns. The price has been negotiated down from £26k to just over £21k. The cost includes all Health and Safety reports, risk assessments and operating manuals. The position on the Esplanade was suggested by Weymouth Town Council and they envisage no licensing issues. Townsend Amusements are willing to supply experienced staff (paid) to operate the ride.
4. Entertainment
We are committed to offering a full and varied programme of entertainment on a stage in the main Square to entertain shoppers, attract people to the town including parents of participants and encouraging people to stay longer and increase spending. We have an on-line booking system where admins can book in time slots for acts to fill the programme. We have some confirmed acts and lots of further interest from primary schools, local dance schools, theatre groups and bands. With the commitment from BID to a decent stage, lighting rig and PA system, we can begin to fully source acts to fill this programme.
On Saturdays in December, we plan a programme starting at 2pm with school choirs, dance groups and youth theatres; local bands and acts will perform from 5-8pm and an X factor style singing competition from 8pm to 9.30pm. This will compromise 2 semi-finals of 8 persons on the 7th and 14th December and an 8 person final on 21st December. Auditions will be held at local pubs during November which will support these businesses during the quiet months. We require 4 venues and we have several interested in taking part . These premises will be providing the prize money for the winner and we will be seeking to attract corporate sponsorship of this event. We have two experienced organisers on our team who have run similar eventsand feel this feature alone will attract a lot of local media and social media publicity.
Any gaps in the programme can be filled with open mic or ‘carol-oke’, where Christmas songs are sung to backing tracks with the snow machine blowing out snow.
We include quotations for stages from various companies, two local, one national for comparison.Phil Say at the Pavilion was unable to quote for the stage.
We would like the Board to consider hiring a video wall to live stream the actsto the audience and on to a Facebook or YouTube channel. We propose that individual one minute adverts for each levy payer are screened between acts to promote local businesses as a thank you for their support. Peter Lythgoe of Zipp Media is willing to undertake the filming at a reasonable rate.
5. Christmas Theme and Parades
We have devised a strong central theme to anchor our entertainment events based on Charles Dickens’ Christmas Carol. Christmas Past will be on the 7-8th December, Christmas Present 14-15th December and Christmas Future 21st-22nd December. Stage acts and entertainment will be theme around these focussed weekends.
I. Christmas Past We are fortunate to secure the popular Live Nativity, organised by Nick and Cherry Clarke of St. Mary’s Church, to be the focus of Christmas Past. This event will take place on 7th December, starting at the main stage and travelling up St Thomas Street then down St Mary's St to St Mary's Church. The climax of the route will be a service at the grotto, representing the stable where Jesus was born.
We also aim to bring back Georgian Christmas Weekend, based around St Alban Street. We intend to move the snow machines to either end of the street, have roasted chestnuts stalls and encourage businesses to dress in costume, decorate premises appropriately and open late on the 6th and 7th December. We have researched businesses on St Alban St and 75% are in favour of the proposals. We request BID reconsider the lighting proposals from Sara Evans of Bibi’s, drawn up by Bob Savage at DCH, to add light, colour and atmosphere to this important part of town.
Ii. Christmas Present
Projection mapping of Christmases around the world and messages and images from local school children.Possible lighting of boats in the harbour. Lantern parade by children with lanterns made in the craft workshops. Children’s fancy dress parade. iii.Christmas Future The centre piece of Christmas Future will be abstract projection mapping on various buildings provided by Gavin Borthwick of Light FX UK who is a WCCC member. Possible hiring of Virtual Reality equipment to simulate Santa’s sleigh ride. Climate change messages and the dangers of plastic pollution, based around the igloo.
6. Children’s Activities
The Committee think it is a vital part of their plans to engage with local families and school children and encourage them to participatein communal activities.For logistical and financial reasons, our original plan to make use of a ‘pop up shop’ in town is not being pursued and the craft studio and function room at the Palm House Play Café by Swannery Lake will be used instead.This venue is large enough to cater for 40+ children in child friendly surroundings at nominal cost. We have experienced craftpeople on board, DBS checked, who will run the craft workshops.These will be paid positions.
The programme will run every Saturday morning from 30th November to 21st December from 10am to 1pm in a workshop format. We anticipate the cost of entry will cover staff, heating and craft material costs. We expect there to be no overall financial cost to BID.
Suggested crafts and activities: Christmas card competition Tree decorations to hang on Christmas trees by the grotto Glitter slime making Snow globe making Reindeer racing on grass track (available at the Palm House)
7. Grotto
The Committee strongly believe that Weymouth should have it’s own iconic independent grotto to entertain and attract families into the town centre. The proposed location is on the grass area adjacent to St Mary’s Church. This is an ideal location to attract people to this end of St Mary’s Street and the church has agreed to supply power and toilet facilities. The suggested grotto to be purchased by BID for long term use is a timber log cabin formed of interlocking boards that can easily be assembled and dismantled. The Veterans Hub have expressed an interest in constructing the grotto. We have made contact with a Christmas tree grower and would like to peruse the contract growing of several fir trees at less than half price to decorate this area and create an authentic forest setting.
We have advertised for potential Father Christmases and have made contact with professional character actors but this is a relatively high cost option.. With a exciting grotto scene, a quality Father Christmas character, professional photo opportunities and good marketing, the operating costs of the grotto should be covered by the charges. The dates and times of opening to be confirmed.
8. Light Tunnel
We appreciate the Board’s support of this feature. We have included the supplier cost and a quote for a LED lighting programme by a specialist Dorset company. We await other quotes. Power to be supplied from a junction box on New Bond Street. The tunnel to be secured at night with 2 heras fence panels across the entrances.
9. IBC Units
BID have previously agreed to purchase 20no IBC units with LED lights. Suggested locations around the Alpine Bar near Debenhams, the craft market and the Sandworld Exhibit. IBC units to be backdrop for a designated ‘selfie’ area in main Square.
10. Fairground Rides
Townsend Amusements have offered to position 5/6 small fairground rides during each Saturday and Sunday around St Thomas and St Mary Street, the Esplanade by Edz and possibly Harbourside locations. They will kindly donate 10% of revenues to the Committee.
11. Straw Snowmen
Local sources of baled straw to be sourced, decorated and positioned at the Jurassic Roundabout.
12. Giant Igloo
A giant igloo is proposed, made of recycled milk cartons collected from local school children with images of the Northern Lights projected on it. The igloo will carry messages about the dangers of plastic pollution in the oceans. A suitable location is to be sought.
13. Other ideas at Development Stage
Silent Christmas Disco – outdoors around the main stage or in the Ocean Room at the Pavilion. Advent Calendars– Displays in shop windows based around the Christmas Carol theme, changing each week. Pawmas – Best dressed Christmas dog competition on the beach. Maybe ask Pets at Home for sponsorship. Sandworld Christmas Display – contact made with Mark Anderson to create a Christmas scene in sand at the beach exhibit area complete with fairy lights and IBC units. Harbour Boat Lights – contact made with Weymouth Marina to encourage boats to display fairy lights on the Christmas Present weekend. Light Switching On Ceremony – 30th November. Santa arrives by boat or jet ski and walks around the features on the Esplanade to the main stage. It is filmed live to the crowd on the video screen. Lee Redwood has agreed to perform a pantomime scene on the stage. Additional choirs and dancers. Santa’s Secret Holiday– publicity stunt involving Santa popping up at various events during the summer and autumn to create a ‘buzz’. We took pictures of Santa at the Seafood Festival and got over 3000 views in 2 days. Wrapping Station – Christmas gift wrapping station to generate revenue Mini Steam Train Rides – discussions being held with local operators to provide mini steam train rides on a straight 50m line at the top of St Thomas Street.
Summary
As a community group, we are committed to creating an exciting and inclusive Christmas experience that will benefit both residents and levy paying businesses. We will aim to supplement BID’s financial support with corporate sponsorship, crowd funding, multiple revenue streams and volunteer labour wherever possible. We believe Weymouth Town Council should also make a financial contribution towards the costs of providing Christmas activities to residents.
Our plans cover the whole of the quiet early winter period and not just one day. Therefore we consider them to fully comply with the BID’s remit. The plans represent excellent value for money for a 23 day event with a balance of free elements to drive footfall and paid elements to generate excellent income streams. By investing in fixtures and fittings this year, BID will also have assets on its balance sheet and heavily reduced on-going capitalcosts for future years. We trust BID will support our revised proposals in their entirety to reverse the decline in Christmas activity in Weymouth and build infrastructure, revenue streams and goodwill for many years to come.
CHRISTMAS ACTIVITIES 2019 COST ESTIMATE Rev A All prices excl VAT Infrastructure - Long Term Assets £ £ £ Light Tunnel 20m x 1,8m 9,925 IBC Units x 16 1,200 Santas Grotto 3.8x3.2m 1,800 Grotto fixtures and fittings 200 Wooden Craft Cabins x 20 11,900 Cabin Locks, internal lighting, fairy lights 1,000 Professional snow machine x 1 995 Total excl VAT 27,020
Hire Ringo Slide 21,658 Inflatable tubes x 20 500 IBC Unit lighting 1,700 Tunnel Lighting Effects 2,390 Stage 36m2 3,000 Giant Video Screen £1165/day4 days 4,600 Projection Mapping 9 days hire 1,500 2 storage containers per annum 1,200 Total excl VAT 36,548
Provisional Sums Ringo Slide Operatives 1,280 Children's actvities co-ordinators 400 Stage Lighting Hire 2,500 PA System Hire 2,000 Straw Snowmen at roundabouts 200 20 no. real fir trees to create forest by grotto 500 Children's craft supplies, room hire 200 Santas Gifts 200 Snow machine fluid 400 Licensing 1,050 Insurance 1,000 Levy Payer free promotional videos 1,000 Total excl VAT 10,730
Other Potential Costs Restroom Facilities 150 Site Security 1,000 Santa hire 1,000 ideas in development stage 1,000 Contingency 1,500 Total excl VAT 4,650
Total 78,948
Costs based on priced priced quotations already received and best cost estimates MAX PROTENTIAL CHRISTMAS REVENUE 2019 Revision A
Markets Food Market 12 units £20/day 8 days 1,920 Craft Market 20 units £15-£25/day 20 days 6,400 8,320
Santas Grotto Visit/photo £6.50 3,640
Ringo Slide 23 days £5pp/ 100 per day 9,600
Sponsorship Light Tunnel 5,000 Ringo Slide, stage 6,000 11,000
Children's Acvtivities £5 for 2 crafts 600
Video Screen Advertising 8 days 1,600
Fairground Ride Income 700
Crowdfunding Page 1,000
WTC Contribution 5,000
Total Potential Income 41,460
WHO ARE WE?
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We are here to help you. Insanely passionate about events, our creative team thrive on delivering innovative events and experiences.
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IT’S IN THE DETAILS
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OUR CLIENTS
WHO WE WORK WITH THE TEAM A TEAM OF HIGHLY ENTHUSIASTIC AND CREATIVE INDIVIDUALS OUR WORK
A SNAPSHOT INTO WHAT WE DO BOURNEMOUTH CHRISTMAS MARKET BOURNEMOUTH – 2017 & 2018
SEVENTA EVENTS OPERATE (SINCE 2017) THE BOURNEMOUTH CHRISTMAS MARKET.
FULL DESIGN, BUILD AND OPERATION.
40 MARKET TRADERS AND CHALET STALLS.
TWO-STOREY ALPINE LODGE BAR.
OPERATIONAL FOR 7 WEEKS WITH 1,000,000+ VISITORS.
SKYLIGHT LONDON – SUMMER 2017
A FULLY DESIGNED POP UP BAR LOCATED AT TOBACCO DOCKS.
DESIGN & BUILD MANAGED BY SEVENTA EVENTS.
TWO CUSTOM BUILT POP UP CONTAINER BARS.
CROQUET LAWNS.
CUSTOM BUILT PERGOLAS.
CUSTOM FURNITURE & THEMING.
SKYLIGHT LONDON – WINTER 2017
TRANSFORMING THE SUMMER POP UP TO THE UK’S FIRST EVER ROOFTOP ICE RINK BAR.
CREATIVE DESIGN.
EVENT PRODUCTION.
ON-SITE BUILD MANAGEMENT.
PRODUCTION OF CUSTOM FURNITURE & LIGHTING.
FOOD & DRINK EVENTS NATIONWIDE
POP UP BARS.
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DESIGN & BUILD.
STAFFING.
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SUMMER BEACH BARS ALL THE WAY THROUGH TO WINTER ICE RINKS AND CHRISTMAS MARKETS.
To support the annual Christmas light switch on we have been asked to design an event that focuses on family and the local community.
We have looked to create a day of engaging activities and entertainment that is inclusive to all age ranges – along with incorporating various areas around the town centre.
A perfect excuse to come into town, enjoy some festive festivities before the grand reveal!
THE BRIEF CHRISTMAS WONDERLAND
THE CONCEPT
This year Weymouth will be transformed into an immersive Christmas Wonderland which visitors of all ages can enjoy.
With an engaging programme of experiences, entertainment and activities - visitors will be treated throughout the day before it culminates in the annual Christmas light switch on.
A bespoke entertainment programme will be curated featuring both roaming performers as well as acts on the main stage outside of Debenhams. A feature tree will provide an opportunity for visitors to make a Christmas wish whilst supporting a local charity, whilst a DIY bauble craft activity providing endless entertainment as well as a sweet keepsake.
There will be plenty of photo opportunities around the town centre to provide key moments for visitors and families to get in the festive spirit!
All these moments will create a unique, fun and festive day that is inclusive and engaging for those visiting Weymouth whilst spreading some festive cheer!
THE CHRISTMAS WISH TREE
A key feature of the weekend is the Christmas Wish Tree – a stand out real fir tree that will create a really beautiful feature.
Visitors are able to write out their Christmas wish or message before tying it to the the tree – creating a stunning interactive feature for the town.
Visitors can make a small donation to a chosen local charity before they write out their Christmas wish, further adding to the community element.
THE STAGE
The stage will be situated in the area between Debenhams and the White Hart.
This bandstand will feature entertainment such as a Christmas Choir, Winter Wonderland Ballerinas and a live band. Each act will perform sets with breaks in between to ensure that there is a steady stream of entertainment provided throughout the day.
The music performed will be a mixture of traditional Christmas carols as well as more modern music - catering to all ages and tastes. ROAMING ENTERTAINMENT
A variety of roaming performers and acts will be one of the main events of the evening. To compliment the static performances on the stage – the performers will interact with the crowd and create a festive and fun atmosphere.
Examples of entertainment would be:
● Acrobatic Elves
● Roller Skating Christmas Characters
● Cheeky Elves
DIY BAUBLES
We propose a pop-up Christmas Chalet where children and families can DIY their own bauble!
There will be a range of Christmas decorations which visitors can use to personalise their baubles.
Located near WHSmith this pop-up chalet will provide the perfect pit stop for families as they enjoy the day’s activities.
WINTER WONDERLAND
A series of faux Christmas trees will be positioned near The Body Shop to create a wintery, festive photo backdrop.
This Winter Wonderland will feature faux, snowy Christmas trees and faux snowflakes with a Santa’s sleigh positioned in the middle. The perfect spot to capture a festive moment with family and friends!
Visitors will be encouraged to take a selfie and share it to social to win festive prizes. This is a fantastic opportunity to get local retailers involved with the event as they could donate prizes for visitors to win – all whilst generating a social buzz online!
THE PHOTO MOSAIC HUT
An added extra is a fun and engaging activation - the pop-up Beach Hut.
Inside our Beach Hut will be an interactive photo experience – a live Photo Mosaic Wall. This clever technology takes live event photos in real-time which are then transferred to a sticky image. This photo is then applied to a 2m x 2m photo board which once full creates a beach themed artwork – made up of all the individual images taken throughout the day!
After the event this art piece is yours to display wherever you wish!
A LITTLE BIT EXTRA
LET IT SNOW
A snow machine can be added to the band stand stage to add some further magic and sparkle to the event.
This static snow machine can provide plenty of the faux snow to entertain and delight!
There would be a burst of snow released for fifteen minutes every hour.
FINALLY…
THE SMALL PRINT
We love working with our clients to design the perfect festive experience.
Included within this proposal are our initial concepts but we would be delighted to work alongside you to finalise concepts and design.
A couple of things to note:
• We will provide all the relevant H&S documentation required for the elements we are managing • We have based our costs on power being available along the high street – if this is not the case then an additional charge will be included for generator hire • The stage is based on a build and de-rig either day of the main event day • A dressing room area will be required for the performers
CREATE
INSPIRE
ENGAGE
INNOVATE
DELIVER
WWW.SEVENTA.CO.UK
Seventa Events, Lion Works Building, 543 Wallisdown Road, Bournemouth, Dorset, BH12 5AD. Registered in England and Wales. Company Number: 07577672. VAT Number: GB 109 8047 11 EVENT COSTINGS
Event Ref: 12218
ITEM QUANTITY COST (EACH) TOTAL COST
WISH TREE 6ft real Christmas Tree 1 £720.00 £720.00 Wish tree tags - waterproof 500pcs 2 £20.00 £40.00
STAGE ENTERTAINMENT Winter Wonderland Ballerinas - 3x dancers, 1x 10 min performance 1 £1,620.00 £1,620.00 The Crackers Live Band - 4x performers w/ PA system & sound engineer, 140 mins of performance time 1 £2,250.00 £2,250.00 Christmas Choir - 4x singers, 3x 30 min sets 1 £1,020.00 £1,020.00
ROAMING ENTERTAINMENT Acrochaps - 3x 45 min sets 1 £2,220.00 £2,220.00 Holly & Ivy - 3x 30 min sets 1 £1,074.00 £1,074.00 Rollerskating Christmas Characters 2 £690.00 £1,380.00
DIY BAUBLES Clear baubles - 36 pack (based on 1000 baubles) 28 £17.00 £476.00 Glitter - 6 pack 8 £16.00 £128.00 Glass markers - 10 pack 1 £20.50 £20.50 Table + 4 chairs 1 £60.00 £60.00 Chalet Hut 1 £1,020.00 £1,020.00 Picket fencing 4 £20.00 £80.00
WINTER WONDERLAND PHOTO SET Alpine backdrop 1 £300.00 £300.00 Santa's Sleigh 1 £354.00 £354.00
PHOTO MOSAIC Mosaic technology - incl printer and photo board 1 £3,414.00 £3,414.00
TECHNICAL PRODUCTION Sound - PA system Bandstand 1 £474.00 £474.00 Staging - Bandstand 4.8m x 5.6m 1 £2,388.00 £2,388.00 Bandstand install/ derig 1 £111.00 £111.00 Technical crew - live event hours 1 £510.00 £510.00
STAFF Security staff - overnight 12 £ 15.00 £180.00 Hosts - rate per hour 3 £ 120.00 £360.00
LOGISTICS (Install & De-rig) Transport 2 £180.00 £360.00 Fuel (per mile) (Vehicles for Install & De-rig) 70 £0.45 £31.50 Crew Accomodation 2 £120.00 £240.00 Crew Catering 5 £36.00 £180.00 Consumables/ Cleaning Materials 1 £96.00 £96.00
SEVENTA LABOUR Install & De-rig 1 £1,484.00 £1,484.00
SUBTOTAL: £ 22,591.00 EVENT MANAGEMENT FEE 1 £ 2,259.10 £ 2,259.10
SUBTOTAL: £ 24,850.10 VAT @ 20%: £ 4,970.02
TOTAL: £ 29,820.12
The above costings are valid for 7 days of and are subject to change. All costs are subject to site visits and availability of performers. Performer travel and accomodation will be calculated once final selection is confirmed By agreeing to the above costings you are agreeing to our standard T&C's. Our terms & conditions can be viewed at www.seventa.co.uk
Dear Claudia
Thank you for considering using our company for your Christmas Entertainment & Lighting Programme.
Within the proposal, I have listed the infrastructure we can supply along with an example of a proposed lighting installation which could be designed, manufactured and installed, all of which is subject to your approval.
The lighting installation is very difficult to show as it is bespoke and it would be very unique, so I have tried to give you an idea of what we are looking at and attached a couple of PDF’s which are animated to hopefully give you a better example.
I have also included within the proposal, pictures of previous bespoke lighting installation which we designed and built for BCP Council.
Please contact me if you have any questions or there is anything else we can help you with.
If you were looking to go ahead with the proposal, we would need to know as a matter of urgency to ensure we could deliver the project on time.
Please note that all of our pricing is subject to VAT.
I hope that you will find our price competitive, as we are confident of providing you with a first class professional service, with a team of experienced dedicated staff, and hope to receive the favour of your much valued custom.
David Williams
David Williams Date 25th July 2019
CHRISTMAS ENTERTAINMENT
Saturday 30th November (12pm – 6pm) & Sunday 1st December (11am – 4pm)
o Stage Crew Friday 29th November o Main Stage Hire (Modular Stage) 6m x 4m o Professional Sound System o 1 x Sound Engineer o Lighting Rig o Snow Machine o Bubble Machines o Power Distribution o Entertainment Acts - Saturday 30th November 2019 o Entertainment Acts - Sunday 1st December 2019 o Event Crew x 2 o Stage Manager – Entertainment
o Gazebo Acoustic Performance area (Outside coffee shop) o Small battery operated sound system. o 1 x Event Crew to operate sound system o Acoustic Acts - Saturday 30th November 2019 o Acoustic Acts - Sunday 1st December 2019
o Face painters o Face painters marquee o Kids Crafts o Event Manager o Kids Rides (Subject to available space)
o Friday 29th November 1 x SIA Overnight (12pm – 9am) o Saturday 30th November 1 x SIA (12 noon - 8pm) o Saturday 30th November 1 x SIA Overnight (8pm - 8am) o Sunday 1st December 1 x SIA (11am - 4pm) o First Aid (Sat 12pm-6pm & Sun 11am-4pm) Price £13,210.00
CHRISTMAS LIGHTING INSTALLATION
Provision and installation of a Street Curtain from St Mary’s to St Thomas Street.
This installation will be available in cool or warm white and glittering lights with installation late October/early November 2019 with derig early January 2020.
The curtain will be fixed to new catenary connected to the buildings with tested anchor bolts.
The curtain is to be around 6m wide and 40m long and we would endeavor to get as close to the junction as possible and this will run between St Thomas Street and St Mary’s Street.
Client to provide power supply and cover fees for license application.
Price £4,000.00
CINDER TRAIL
The Concept
An animated trail designed to encourage families to follow a planned route through the streets of Weymouth to help increase footfall and movement across the whole town. (Locations chosen by client).
The Cinder Trail will consist of 6 individually designed stand-alone light installations which will be designed to tell the story of Cinderella.
Each installation will have its own unique design and animation . The installations consist of 6 pieces.
1. Cinderella in castle next to fire with ugly sisters (Picture box) 2. Fairy Godmother 3. Pumpkin carriage 4. The clock strikes 12 5. Crystal slipper on cushion 6. Cinderella & the Prince Wedding (Picture box)
Installations number 1 and 6 are giant picture box style structures that will be over 3 meters wide by 2.4 meters high and sit on a plinth.
These giant picture box style installations will have images that will be 3 dimensional with images that will be inlaid with lighting and effects including sound. The idea for the inside of the picture box to show the layering to make the image look like it stands out 3 dimensional
Example 1 : Cinderella in the castle with her ugly sisters will set the scene for the start of the story and will be animated with moving lights sound and colour changing scrolls on the side of the boxes with the start of the story.
“Once upon a time in a castle near Weymouth lived a girl Named Cinderella etc. etc.”
Impression of the idea for the inside of the picture box to show the layering to make the image look like it stands out 3 dimensional.
Idea of colour scheme
Ideas of animation
Castle lit up, Stars in background twinkling, dress sparkling, trees animated Music similar to Cinderella soundtrack.
Installations 2, 3, 4 & 5 are shaped installations rather than picture boxes, for example:
3. The Carriage.
The carriage will be a giant 3 dimensional structure covered in glittering lights
4. The clock strikes 12 (see attached PDF)
This will be a giant grandfather clock that will have an animated face and pendulum the clock will chime and change colour on the clock striking 12.
Examples or previous projects:
To help show the design is very difficult at this early stage, so below we have shown an example of something which we provided for BCP Council to commemorate WW1.
This shows the initial drawing and the final finished light project which changes colour and has a mirrored background to give reflection both to the poppy and to focus the mind.
Initial drawing:
Finished Poppy:
Lightbox again designed for BCP Council’s Christmas Wonderland:
6 x Light Boxes for Cinder Trail, to include:
• Design • Manufacture • Transportation • Installation • Derig
Price £25,400.00