R.B.K.C. Corporate Templates

THE ROYAL BOROUGH OF KENSINGTON AND CHELSEA

PUBLIC REALM SCRUTINY COMMITTEE

5 JULY 2018

REPORT BY THE HEAD OF CULTURE AND SPECIAL PROJECTS DONNA PENTELOW

NOTTING HILL CARNIVAL 2019-2021 GRANT FUNDING AWARD PROCESS EVALUATION AND RECOMMENDATION PROCESS

This report describes the proposed grant funding award process evaluation for the award of a three-year funding arrangement. The Scrutiny Committee is asked to comment on the process for awarding funding before a decision is made by the Council’s Leadership Team. FOR COMMENT

1. EXECUTIVE SUMMARY

1.1. Notting Hill Carnival is a major event in London and the biggest street Carnival in Europe, and attracts thousands of visitors. It is a multicultural event and one of the most consistent and visible cultural contributions made by London’s Caribbean community. The event is led by the Carnival community, with financial and logistical support provided by the two local authorities, police, and the Mayor of London.

1.2. The council is a committed supporter of Carnival, both in terms of finance and the importance to our communities, so we provide grants and operational support to Notting Hill Carnival, as well as the carnival arts. As part of this, the council awards a grant of £100,000 annually to support planning and event management. It’s expected that the grant recipient will engage the wider Carnival community in planning and delivery, and liaise with the local authorities and statutory agencies.

1.3. This document lays out the process for those submitting expressions of interest for the council’s grant to plan and coordinate the event management of Notting Hill Carnival, how their submissions will be evaluated and the successful submission recommended.

1.4. A glossary of terms is at Annexe A to this document.

2. AIM 2.1. The aim of this process is for those evaluating the submissions, to make a fair, sound and transparent recommendation for the grant recipient, to the Leadership Team of the Royal Borough of Kensington and Chelsea.

3. BACKGROUND 3.1. In 2018 the grant funding agreement to plan and coordinate the event management of Notting Hill Carnival, engaging the wider Carnival community in planning and delivery was only awarded for one year.

3.2. A new funding agreement needs to be put in place for the next three Carnivals to enable the successful grant recipient the opportunity to plan the event in the medium term.

3.3. The grant funding agreement sets out the requirements and statutory agencies’ expectations for the organisers of Notting Hill Carnival, aimed at delivering a spectacular and safer Carnival. These requirements are subject to a final formal decision from the Leadership Team at Kensington and Chelsea Council. The final funding agreement will also include the Royal Borough of Kensington and Chelsea’s standard terms and conditions for funding, as well as funding milestones.

3.4. The grant funding agreement requirements have been published to ensure transparency, and were developed in response to debrief and community feedback meetings including,  The 2017 residents survey on Notting Hill Carnival  Community feedback meetings including Reclaim Our Carnival meeting on 25 September 2017 and the public meeting on 30 October 2017  Strategic Partners Group Workshop on 13 October 2017  Debrief meetings from the 2017 event  Recommendations from the Movement Strategies report 2016 and 2017.

3.5. The grant funding requirements may change annually to reflect the issues that require addressing for the forthcoming Carnival, for example, following the debriefs of the 2018 Carnival.

4. FUNDING AVAILABLE 4.1. £100,000 of funding per year (totalling £300,000) is available from the Royal Borough of Kensington and Chelsea to plan and coordinate the event management of Notting Hill Carnival 2019, 2020 and 2021, to deliver a safer Carnival. 4.2. Further funds may be available from other public agencies subject to satisfactory event plans.

5. Notting Hill Carnival 2019-2021: requirements summary 5.1. The council’s grant funding is awarded to: plan and coordinate the event management of Notting Hill Carnival, engaging the wider Carnival community in planning and delivery, and liaising with the local authorities and statutory agencies.

5.2. The Requirements Summary is based upon the requirements of the statutory agencies and the outcomes of the consultation detailed above. The grant recipient will be accountable to the wider carnival community and the statutory agencies to deliver detailed plans for NHC covering a range of key requirements. The detailed list of requirements is at Annexe C.

6. PROCESS AND TIMINGS

6.1. The indicative evaluation and recommendation process will be carried out as follows. There are advantages to bringing the formal decision earlier if possible. Announcement of grant funding award process for Early July 2018 2019, 2020 and 2021 Carnivals.

Notting Hill Carnival 2018 25th, 26th and 27th Opportunity to visit event operations and see the event August 2018 ‘live’.

Contact [email protected] by 01 August 2018 to book a visit to event operations

Closing date for notifying RBKC of intention to Friday 31st August submit an expression of interest 2018

Closed Briefing for those intending to submit an w/c 24th September expression of interest Final Expression of Interest submitted By 5pm on 10th October 2018 Presentation to Grant Award Advisory Panel w/c 22nd October 2018

Evaluation of Expressions of Interest By 2nd November 2018

Formal Decision by the Leadership Team at Royal 14th November 2018 Borough of Kensington and Chelsea (tbc) Public Realm Scrutiny Committee considering Notting 15th November 2018 Hill Carnival 2018 (tbc) Attendance at Operational Safety Planning Group January 2019 (date tbc) (OSPG) Draft Event Plans circulated to OSPG March 2019 Draft Event Plans considered at OSPG March 2019 Final plans submitted subject to table top contingency July 2019 planning exercise

6.2. Final Expressions of Interest. The final expressions of interest are to be submitted electronically to the RBKC Carnival Office by 5pm, 10th October 2018. The submissions must address all those functions detailed in Annexe C to this document. RBKC will then forward them to the evaluation team members.

6.3. Presentation to Grant Award Advisory Panel. Organisations who have submitted an expression of interest will be invited to present their EOI to the panel and stakeholders. The council may shortlist if a large number EOIs are received. There will also be the opportunity for questions and answers.

6.4. Evaluation of Expressions of Interest. The expressions of interest are to be evaluated by council officers and members of the Grant Advisory Award Panel and returned to the RBKC Carnival Office by 2nd November 2018. Evaluation is

completed by using the format at Annexe D to this document. The preferred submission will be that which scores highest on points, subject to discussion and confirmation.

6.5. Formal Decision and Confirmation. The preferred submission will be subject to a final decision by the Leadership Team of RBKC on the 14 November 2018. Once confirmed, those responsible for the preferred submission will become the grant funding recipient for 2019 - 2021. A statement will be disseminated confirming the funding arrangement.

6.6. The Grant Recipient will be required to attend OSPG in January 2019 to discuss the planning process, timings and the requirements of statutory agencies and others.

6.7. The Grant Recipient will submit draft event plans to RBKC, in March 2019 for onwards circulation to OSPG for consideration.

6.8. OSPG will discuss draft event plans in March 2019 and agree a draft project plan for the delivery of NHC19.

6.9. The final event plans, having been agreed, will be subject to a confirmatory table- top contingency planning exercise in July 2019.

7. REVIEW

7.1. Throughout the planning process, the work being undertaken by the Grant Recipient will be reviewed for efficacy and progress, by SPG and OSPG. The timings for this will form part of the agreed multi-agency project plan. (see also table 6.1. above.)

7.2. Review will also be achieved through a training and exercising programme.

8. COMMUNITY INVOLVEMENT 8.1. Community involvement is fundamental to this process. With their agreement, it is hoped community groups could be involved as follows,

 The creation of a Grant Funding Advisory Panel to provide a diverse view from the local and Carnival community on the expressions of interest submitted.  The Advisory Panel could also be involved in the ongoing review of carnival planning and community activity.

8.2. The Advisory Panel would consist of no more than 6 members. An open call for Advisory Panel members will be made, inviting people to submit their details and reasons why they are suitable for the role (plus any possible conflict of interest) by 31st August 2018.

8.3. Panel members will be selected by the council’s Culture and Community Engagement Teams with the Lead Member for Communities and Culture.

8.4. In addition to the Grant Funding Advisory Panel, the Grant Recipient is expected to implement ways for the community to engage in the Carnival planning process such as potential community drop-in events.

8.5. A proposed and not definitive list of community stakeholders could be:  Local residents (including Residents Associations)  Carnival arenas, Band leaders, Steel Orchestra Groups and Sound Systems  Local schools that are involved in Carnival  Individuals, local organisations and community groups writing into the Council with an interest in this work.  And the wider local community

9. Role of Grant Funding Advisory Panel member:  To read the expressions of interest.  To make an honest recommendation based on the presentation day and submitted expressions of interest.  To actively participate in the presentation day for interested parties.

10. Process for establishing Grant Funding Advisory Panel (GFAP)

Call for Grant Funding Advisory Panel members to 30th June 2018 advise on funding award.

Closing date for applications 31st August 2018 Selection of panel members w/c 10th September 2018 Confirmation of Grant Funding Advisory Panel 28th September 2018 members Expressions of Interest circulated to GFAP members 12th October 2018 Presentation day to GFAP and stakeholders w/c 22nd October 2018 Evaluation of expressions of interest By 2nd November 2018

ANNEXE A GLOSSARY OF TERMS AND RESPONSIBILITIES

The council The Royal Borough of Kensington and Chelsea (RBKC). Grant Recipient The organisation in receipt of the council’s grant to plan and coordinate the event management of Notting Hill Carnival, engaging the wider Carnival community in planning and delivery, and liaising with the local authorities and statutory agencies. Funding Agreement The agreement by which the council’s funding is awarded NHC Notting Hill Carnival Requirements Summary What the Grant Recipient is required to deliver, see Annexe B. OSPG Operational Safety Planning Group, comprises all NHC stakeholders, e.g. Metropolitan Police Service, Transport for London, London Fire Brigade and the Greater London Assembly. SPG Strategic Partners Group, comprising strategic representatives of the NHC stakeholders, including Mayor’s Office for Policing And Crime, Greater London Assembly, Westminster City Council, Metropolitan Police Service and RBKC. Statutory Agencies Members of OSPG

ANNEXE B

THOSE TO BE INVITED TO BE A MEMBER OF THE GRANT AWARD ADVISORY PANEL

Organisation Grenfell United Lancaster West Residents Association Bramley House Residents Association Silchester Residents Association Treadgold Residents Association Grenfell Walk Residents Association Tavistock Crescent Residents Association Portobello Court Residents Association Pembridge Association Blenheim Crescent Residents Association

Carnival Community British Association of Sound Systems Association of British Calypsonians Caribbean Music Association Carnival Arts and Masquerade Foundation British Association of Steelpans UK Centre for Carnival Arts

Strategic Partners Chair of OSPG Greater London Assembly Metropolitan Police Service Mayor’s Office for Policing And Crime Arts Council Westminster City Council

Members of Public Realm Scrutiny Committee Ward councillors

ANNEXE C

Information for those intending to submit an expression of interest for the council’s grant for Notting Hill Carnival 2019 - 2021.

Funding arrangements for Notting Hill Carnival 2019 - 2021.

A new funding agreement needs to be put in place for the next three Carnivals to enable the successful grant recipient the opportunity to plan in the medium term for the event, and be in a position to attract additional funding and sponsorship for the event.

The grant funding agreement sets out the funding requirements and statutory agencies’ expectations for the organisers of Notting Hill Carnival aimed at delivering a safer Carnival. These requirements are subject to a final formal decision from the Leadership Team at Kensington and Chelsea Council. The final funding agreement will also include the Royal Borough of Kensington and Chelsea’s standard terms and conditions for funding.

The grant funding agreement requirements have been published for reasons of transparency, and were developed in response to debrief and community feedback meetings from Carnival 2017 including,  The 2017 residents survey on Notting Hill Carnival  Community feedback meetings including Reclaim Our Carnival meeting on 25 September 2017 and the public meeting on 30 October 2017  Strategic Partners Group Workshop on 13 October 2017  Debrief meetings from the 2017 event  Recommendations from the Movement Strategies report 2016 and 2017.

The grant funding requirements may change annually to reflect the issues that require addressing for the forthcoming Carnival. For example, the funding requirements may change following the debrief of the 2018 Carnival.

£100,000 of funding is available annually (totalling £300,000) from the Royal Borough of Kensington and Chelsea to plan and coordinate the event management of Notting Hill Carnival, to deliver a safer Carnival. Further funds may be available from other public agencies subject to satisfactory event plans.

Notting Hill Carnival 2019-2021: requirements summary The following requirements have been drawn up in response to the various agency debrief meetings and community meetings following Notting Hill Carnival 2017 and subsequent planning meetings for 2018 Carnival.

The grant funding requirements may change annually to reflect the issues that require addressing for the forthcoming Carnival raised through community feedback meetings, planning and debrief meetings.

The funding agreement will require the grant recipient to be accountable to the wider Carnival community and statutory agencies to deliver detailed plans for Notting Hill Carnival that cover the following functions: 1. Governance, Finance and Legal 1.1. Strategic overview of the event

1.2. Qualifications of Directors: Directors all able to demonstrate proven track record of their exercise of Companies Act duties (as applicable) and their suitability for the role. 1.3. In a governance statement, confirmation of how the election or choosing of board members, arena leads, directors and advisors will be made for the duration of the funding agreement, to assure that public authorities’ support and facilitation is optimised for Carnival, local communities, participants and performers; 1.4. Financial transparency, filing of full accounts and an end to small companies exemption under Companies Act (if applicable) 1.5. Budget management approach and summary budget. 1.6. Financial plans for 2019-21 and beyond for the public agencies alongside the local community, that provision is made for Carnival’s creative art direction and the safety of the public, participants and performers 1.7. Financial plan to deliver sponsorship and or additional external funding to deal with the shortfall in potential funds of at least £75,000 p/a. 1.8. Management of supplier and personnel contracts, including training programmes 1.9. A governance structure that provides oversight and responsibility for all roles identified as part of the Carnival’s management structure 1.10. Confirmation of feedback mechanisms to Strategic Partners Group and Operational and Safety Planning Group, and attendance at multi agency operational meetings 1.11. Confirmation of lines of decision making throughout the year and assurance that the “on the day” structure and channels of liaison and communication are robust.

2. Marketing and Communications 2.1. Communications expertise and facilities with clear year-round channels to key stakeholders including carnivalists, residents (including those most affected by the Carnival), non-carnivalists, local businesses and visitors 2.2. Demonstrate how messages, information, and intent in planning to facilitate the event will be relayed, received and understood and acted on by the local community, performers, participants and public 2.3. Sponsorship approach and plan 2.4. Engagement plan with the local community through meetings, social media and agency networks, including a series of local resident meetings highlighting what’s happening providing an opportunity for issues to be raised and solutions found. 2.5. To ensure internal communications with all bands, sound systems and Carnivalists takes place and is acted upon 2.6. A published strategy and plan for all Carnival Weekend public communications

3. Operations 3.1. Planning assumptions for each Carnival event will be confirmed at the start of each calendar year by OSPG. 3.2. Security and safety planning are paramount. 3.3. Operational issues and challenges identified in debriefs from previous Carnivals are addressed, with a focus on the Carnival procession. 3.4. Provide comprehensive Event Management for all aspects at the event (in 2018 this was the Judging Zones, World Music Stage on Powis Square, Panorama on Emslie Hornimans, the opening ceremony and static sound systems) covering as a minimum: 3.4.1. detailed event plans, 3.4.2. method statements, 3.4.3. risk assessments and risk management approach, 9

3.4.4. insurance and licences 3.4.5. contingency planning, 3.4.6. safety planning, 3.4.7. artistic excellence, 3.4.8. “on the day” structure and channels of liaison, ELT representation, and lines of decision making 3.4.9. the statutory agency requirements, including timely applications for licences, the response to previous event debriefs and the recommendations of Movement Strategies reports 2016, 2017 and 2018 (available on request), 3.5. The plan should also outline how the Children's Day will be reinvigorated, as requested by the community. 3.6. Co-ordination of the arenas to deliver a safer Carnival 3.7. Demonstrate commitment and plans for consistent presence throughout the year, including in February and March (which have been periods in the past for which attendance has paused planning, considerably reducing planning time and has contributed towards miscommunication) 3.8. To provide a detailed debrief report post Carnival highlighting issues important to Carnival’s future success and is separate from the information provided in the public authorities’ debrief

3.9. Stewarding and Crowd Dynamics 3.9.1. Provision of stewarding plans, to include local stewarding opportunities and integrated with a well developed volunteering programme, a training programme for local stewards and the resources to apply in a timely manner for a grant to cover the cost and management of the stewarding contract 3.9.2. Demonstrate understanding of the Movement Strategies report 2016, 2017 and 2018 recommendations, all the actions arising and implementing as appropriate. 3.9.3. Review Sound System locations in light of the new licensing policy in RBKC 3.9.4. Review stewarding at Sound Systems and of bands 3.9.5. Full review of procession route and access points

3.10. Bands and Route Support 3.10.1. Manage the administration of all bands 3.10.2. Manage float passes including the co-ordination and provision of information requested by the police including and timescales stipulated 3.10.3. Manage and carry out health and safety briefings to all bands 3.10.4. Band liaison – including on the day contact details for contactable person(s) and GPS tracking functioning 3.10.5. Document and agree diversion and contingency routes and demonstrate how these affect Carnival management and local impact on the day

3.11. Production support 3.11.1. Provide assurance of how structures on the footprint are safe and signed off by a competent person. 3.11.2. Confirmation of all key contacts for the event 3.11.3. Confirmation of administration support for static sound systems and producing plans for static sound systems 3.11.4. Provide information and radio communications that support and assure internal and external parties’ actions on the day

4. Community Engagement 4.1. Comprehensive year round community engagement plan with key stakeholders including carnivalists, residents, non-carnivalists, local businesses, and visitors, outlining the mechanisms for engaging with these diverse groups.

5. Development and Partnerships 5.1. To demonstrate efforts to raise further support in kind and cash for 2019 (excluding the public agencies) and forward plans explaining how opportunities for 2020 and beyond will be maximised.

6. Timelines for applying for the council’s grant funding. Announcement of grant funding award process for Early July 2018 2019, 2020 and 2021 Carnivals.

Notting Hill Carnival 2018 25th, 26th and 27th Opportunity to visit event operations and see the event August 2018 ‘live’.

Contact [email protected] by 01 August 2018 to book a visit to event operations

Closing date for notifying RBKC of intention to Friday 31st August submit an expression of interest 2018

Evaluation of Expressions of Interest By 2nd November 2018

Expression of Interest Please provide an expression of interest which addresses the following points by 5pm on 10th October 2018 and submit to [email protected]  Details of organisation, biography of directors confirming suitability for the role, recent audited accounts and organisational structure.  Indicative project timescales and milestones.

 For each of the five functions listed (Governance, Finance and Legal; Marketing and Communication; Operations; Community Engagement; Development and Partnerships) state how you will achieve the requirements set (as a guide, please work to a maximum of 1,000 words per function).

ANNEXE D

EVALUATION CRITERIA

General Score Comment Available Details of organisation x / 20

Biography of directors x confirming suitability for the role / 50

Provision of recent audited x accounts / 50

Fit for purpose organisational x structure. / 80

Timetable and Milestones x / 80

Method and Approach, including timelines and milestones: Governance, Finance and Legal / 100 x Marketing and Communication / 100 x Operations / 100 x Community Engagement / 100 x Development and Partnerships / 100 x Relevant Experience x / 70