invitation to tender - … · saturday 11 august to tuesday 28 august 2018 . 2 . the book festival...

Catering Tender An exciting opportunity has arisen to provide public catering and author and industry hospitality services at the Edinburgh International Book Festival. Deadline for submissions: Wednesday 4 April 2018 If you would like to discuss any aspect of these opportunities in more detail, please contact Sophie Moxon, Executive Director on 0131 718 5643 or [email protected] Background The Edinburgh International Book Festival, a non-profit making organisation, is a distinctive international showcase celebrating the written word, literature and ideas. It brings leading and emerging international, British and Scottish authors and thinkers together to inspire each other and audiences in an extensive programme of public events. In recent years, debate, discussion, performance and interactive events have become prominent features of the Festival, complementing the more traditional interview-style events and readings, and contributing to the Book Festival’s reputation as a powerful forum for the public to exchange views with writers and experts on a wide range of issues: social, ethical and political as well as literary and cultural. At the heart of the Book Festival’s activity is an integrated approach to creative learning with the aim of expanding participation in democratic discussion, fostering a love of reading and developing engaged, knowledgeable audiences of all ages and backgrounds. The first Edinburgh International Book Festival took place in Charlotte Square Gardens in 1983 with around 30 author events; now it stages over 900 each August, attracting around 250,000 visits, making it the largest public celebration of the written word in the world. The Book Festival takes place in a temporary, tented Festival Village, created and built each year in Charlotte Square Gardens and also more recently on neighbouring George Street. The Book Festival’s children’s programme offers a comprehensive series of author events, activities and workshops for audiences ranging from babies to young adults, attracting audiences of 20,000 each year. In addition, an extensive schools programme is created especially for primary and secondary pupils, attended by around 14,000 school children. Festival dates 2018 George Street The evening of Friday 3 August 2018 to Sunday 26 August 2018 Charlotte Square Gardens Saturday 11 August to Tuesday 28 August 2018

mailto:[email protected]

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The Book Festival at Charlotte Square Gardens

The Book Festival at Charlotte Square Gardens

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George Street 2017 (please note the theatre space and layout will be different in 2018)

George Street 2017 (please note the theatre space and layout will be different in 2018)

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What are we looking for? We are seeking a vibrant, creative and well-resourced local company (or companies) to provide retail food and drink to the public in addition to hospitality catering to authors and press. There are several opportunities which are offered either in their entirety or as separate packages as outlined below. The successful contractor(s) will have substantial experience of retail catering and will clearly demonstrate their understanding of, and ability to meet, the challenges presented by the Book Festival - a high profile public event drawing in a significant number of people over a short, intense period. Contractors should also demonstrate their awareness of the restrictions of operating on a temporary site and in venues that serve multiple purposes. Our key aims We require the highest standards of customer service and the ability to meet intense levels of demand within short periods of time. Companies must be willing to work closely with the Book Festival team to ensure a seamless, high quality experience to the Book Festival's audience and participants. In addition, we need the retail catering offer to be: Value for money We need a high quality offer at an accessible price point. We want a broad range of people to feel welcome and able to eat, drink and spend time at the Book Festival. Local and sustainable We want to work with local suppliers and producers to support Scotland’s food ecosystem and reduce environmental impact. Caterers at the Book Festival must strictly adhere to our policies on environmental sustainability, as detailed under Terms. Diverse We want the different outlets to have distinct characters, adding to the “village” feel of the Festival and creating an interesting proposition for audiences. We also want a good range of food and beverage options to appeal to a broad range of customers.

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Audience and customer profile In 2017 footfall to the Book Festival’s site in Charlotte Square Gardens reached 250,000. All areas of the site are busy and whilst there are short periods of time when the site can feel quieter, this can quickly change when hundreds of people exit one or more of our larger venues at the end of an event. The Book Festival has a loyal core audience who book for multiple events every year: they are on the site frequently and often for a large proportion of the day. New and less frequent visitors book tickets each year, attending once or twice, and may or may not return the following year. The quality of the overall experience (including catering) will usually be the factor that determines whether they come back. Edinburgh residents make up a significant proportion of the audience and large numbers of households attend from other locations in Scotland and the UK. There are several hundred international visitors each year. From surveys and booking data we know our current audiences and their behaviour well. Top Mosaic Types Rental Hubs: Central Pulse (12%) Entertainment-seeking youngsters renting city centre flats in vibrant locations close to jobs and night life. Mostly single, some have children. City Prosperity: A02 Uptown Elite (12%) High status households owning elegant homes in accessible inner suburbs where they enjoy city life in comfort. City Prosperity: A01 Premium Fortunes (7%) Influential families with substantial income established in distinctive, expansive homes in wealthy enclaves. Prestige Positions: B04 Diamond Days (8%) Retired residents in sizeable homes whose finances are secured by significant assets and generous pensions. Suburban Stability: F25 Ageing Access (6%) Older residents owning small inner suburban properties with good access to amenities. City Prosperity: A03 Metro High-Flyers (5%) Ambitious 20 and 30-somethings renting expensive apartments in highly commutable areas of major cities.

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Frequency of attendance • 48% visitors attend every year

20% attend most years 15% have never attended before

• 58% attend 1-3 events every year 23% come to 4-6 events each year 19% attend 7+ events each year

Food and drink

• 45% buy food when they visit 62% buy drink when they visit

Some of the top reasons why they come

• 52% come to the Book Festival ‘because it is a nice place to spend time’ 49% come to relax or hang out

59% come to spend time as a family Audience development The Book Festival is committed to Equality, Diversity and Inclusion and is working towards increasing access and facilities for groups of people who don’t currently attend in large numbers. The catering offer on site will play its part in this work, as will the other aspects of the Festival which contribute to a customer having a well-rounded and enjoyable experience at the Book Festival. We are currently focussing on developing family audiences, independent young people (16-30) and people from different ethnic groups, socio-economic backgrounds and those with specific barriers to overcome, such as mental and/or physical health problems.

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The opportunities Retail catering for the public is provided in several sites across our Festival Village in Charlotte Square Gardens and George Street. Proposals may include all areas of the operation or a specific package(s) as detailed below.

1. The Edinburgh Gin Signing Tent Café Bar, the Edinburgh Gin pop-up gin bar and author and press hospitality (Charlotte Square Gardens)

This package includes holding the alcohol licence for Charlotte Square Gardens. This will include supervising the alcohol service of other approved caterers.

2. The Spiegeltent bar and outdoor pod (Charlotte Square Gardens) We envisage this package will also be delivered in conjunction with the Edinburgh Gin Signing Tent Café Bar as the two areas serving alcohol within the Charlotte Square Gardens area of our site.

3. The Bookshop Café (Charlotte Square Gardens)

4. George Street bar

This includes holding the alcohol licence for the George Street site. This may include supervising the alcohol service of other approved hospitality caterers.

5. George Street café/street food Further information on each package is below. Please also refer to the Appendix for full technical specifications (including furniture and equipment provision), dimensions/capacities, limitations and considerations and opening hours for these venues, in addition to site plans. There are additional opportunities to provide hospitality catering for sponsors and their guests on site during the festival. The successful contractor will have the opportunity to pitch for these separate events as one of a list of approved caterers maintained by the Book Festival.

1. The Edinburgh Gin Signing Tent Café Bar The Edinburgh Gin Signing Tent Café Bar is a hard-sided marquee in which the authors appearing in the Baillie Gifford Main Theatre (750 capacity) and Spiegeltent (c. 250 capacity) sign copies of their book after their events. It is designed to accommodate large queues of audience members at book signing tables, and has bookshelves and a till point for book sales. It has a large covered outdoor decked area at the front with tables and chairs. In 2018 we are increasing the size of this venue, including more indoor and outdoor seating and positioning it as the main food and drink retail venue in Charlotte Square Gardens. We are also moving the onsite kitchen to adjoin this venue to enable the sale of a wider range of food. The exact layout of this space will be agreed with the catering provider. We anticipate the bar/serving area will be at the front of the venue, looking out on to the decked area.

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The venue is sponsored by Edinburgh Gin, the exclusive gin of the Book Festival. Edinburgh Gin have branding rights to this venue and we also have an agreement to sell other spirits from Ian Macleod Distillers. The Edinburgh Gin pop-up gin bar This small gazebo bar is located on the “village green” in the centre of the Gardens and sells Edinburgh Gin and Edinburgh Gin cocktails. It operates to a consistent schedule at peak times throughout the Festival. Author and press hospitality The author and press hospitality area is located next to the Edinburgh Gin Signing Tent and Café Bar and kitchen in a group of adjoined Mongolian yurts. We welcome over 900 authors throughout plus their families, chairpeople, publishers and other industry professionals. The press tent plays host to a range of local, national and international media and photographers.

2. The Spiegeltent Bar and outdoor pod The Spiegeltent is an atmospheric 1930s Belgian travelling theatre. In previous years, the Spiegeltent has hosted ticketed events from the programme in the morning and evening but also opened as a dedicated café/bar during the day. In 2018 we are making a significant change to this space and its usage. For the first time, we will use the larger Tivoli Spiegeltent which will now host ticketed events throughout the entire day and evening. There will be a total of six events per day including some regular Spiegeltent events such as Unbound, our signature series of late-night events (free and drop-in), which provide a platform for new, innovative and experimental ways of presenting the written word, often in combination with live music. We will also programme a range of new events in this venue including performance based shows. Whilst the Spiegeltent will no longer operate as a dedicated café during the day, it will still have a bar which will sell alcoholic drinks, tea, coffee, soft drinks and light snacks/cakes to audiences who are attending events in the venue. The outdoor pod, historically a small wooden hut, is situated in front of the Spiegeltent and sells alcoholic drinks, tea/coffee, soft drinks and a small range of snacks and is very popular with the large numbers of audience members who congregate on the “village green” at the heart of the Festival. Note: there are no cooking facilities in the Spiegeltent or outdoor pod

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3. The Bookshop Café The Bookshop Café is situated at the back of the main Bookshop and aims to have a warm, cosy café atmosphere - a place to relax and enjoy hot drinks, cakes and snacks in a relatively quiet and reflective environment. The Bookshop sells books for adults and is consistently busy throughout the Festival. We also operate a separate children’s bookshop. We are seeking to increase awareness of the fact we run our own independent bookshops, in part through messaging and signage and also through dressing the space to create a warm, eclectic, non-corporate feel. We would like the café to reinforce this ambience. Note: there are no cooking facilities in the Bookshop Café.

4. George Street bar N.B. Operational from the evening of Friday 3 August 2018 to Sunday 26 August 2018 This a new venture for the Book Festival and a brilliant opportunity to position this part of our site as a festival destination and hub. The bar will sit at the heart of the George Street site and offer a range of alcoholic drinks, tea/coffee, soft drinks and light snacks. There will be large covered seating area under a canvas stretch tent. The structure in which the bar is housed will be agreed between the contractor and the Festival. Please note, we are currently in discussion with a potential sponsor of the bar. Their sponsorship package would include branding and exclusivity rights and there is also the possibility they may provide some infrastructure. We will also operate a large bookshop with workshop space, a 320-seat theatre and a small Signing Tent on George Street. In addition, local restaurants also have temporary outdoor seating areas on the street during the period. These are run and licensed separately, however we aim to build a positive working relationship with these stakeholders. As noted above, the George Street area of the site operates to a different timescale to Charlotte Square Gardens, opening a week before and closing two days earlier. This is to meet the requirements of the City of Edinburgh Council and our delivery partners, Essential Edinburgh. During the period from Friday 3 August to Friday 10 August, we will work in partnership with another festival operator who will deliver a programme of events in the theatre on George Street. The Book Festival events on George Street will begin on Saturday 11 August in line with Charlotte Square Gardens. Note: there are no cooking facilities on George Street.

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5. George Street café/street food N.B. Operational from the evening of Friday 3 August 2018 to Sunday 26 August 2018 This will be located in the same area as the George Street bar and should offer an interesting proposition for our audience and passersby. It may be integrated within the bar or sit separately. Note: there are no cooking facilities on George Street.

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Author and industry hospitality This must be delivered in conjunction with the Edinburgh Gin Signing Tent and Café Bar and Edinburgh Gin pop-up gin bar. The remit for author and industry hospitality is to provide 17 days of full catering during the Festival plus 1 half day of catering for Schools Gala Day (the final day of the Festival when the site is open exclusively to primary school groups). The remit also includes all dishwashing and ensuring an adequate supply of clean glasses/crockery is available at all times. All author hospitality is delivered from the Authors’ Yurt, a Mongolian nomadic soft-sided tent which acts as a ‘green room’ preparation and relaxation area for the 900+ authors and their families, and other industry professionals, who are invited to the Book Festival. The Yurt is fully staffed by the Book Festival and all Yurt staff undergo the required minimum two hours of training on alcohol service. The types of food detailed below are based on what was supplied to the Yurt over the 18 days of the 2017 Book Festival and is intended to be an indication of the range of food required; variations and suggestions are welcome to be included in your proposal. Vegetarian, vegan and gluten free options should be available. The amounts are estimates based on consumption in previous years and indications of attendance levels based on current plans for the 2018 Festival. On Schools Gala Day, the Authors’ Yurt is open for a half day (covering breakfast and lunch but not supper) for approximately 30 covers. Please include this in your indication of costs. In addition to the requirements detailed here, alcoholic drinks have traditionally been sourced directly by the Book Festival. Should you have access to preferential terms, we would be happy to discuss a joint approach to procuring these supplies. Please indicate in your proposal whether you would wish to discuss this further. Items to be delivered in advance Tea/Coffee/Juice/Snacks

• Two large coffee urns and one hot water urn for tea etc • We anticipate coffee will be supplied by a sponsor

Historically the Book Festival has sourced the following items but please indicate costs if you would interested in supplying:

• Tea – selection of different types (traditional/herbal/fruit etc) to include 1300 breakfast tea bags, large boxes of chamomile, peppermint and Earl Grey (3 of each)

• 325 x 1 litre cartons of orange juice • Other juices – a selection of approx 75 x 1 litre bottles of other juice (please provide

suggestions) • 200 x 100g bags of crisps/pretzels or similar

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Cups/disposables/sundry items • Sufficient disposable items: wooden stirrers, paper napkins, plates, cutlery etc to cover

the hot food and drink consumption • We anticipate sugar will be supplied by a sponsor • Approximately 2,000 paper cups • Disposable wine glasses x 200

China/glasses

• Wine glasses (240 x 175ml) • Whisky glasses (192 x 10oz) • Ceramic bowls/plates x 200 (exact quantity/spec depends on nature of food offer) • White china mugs

To be delivered daily Semi-skimmed milk – 4 x 2 litre jugs per day to be delivered at 8.30am Breakfast – 50-60 covers per day To be provided fresh, daily and delivered at 8.30am. We welcome suggestions from caterers covering a range of sweet and savoury options. Previous offers have been:

• Selection of breakfast pastries • A seasonal fresh cut fruit platter • Hot bacon/egg rolls (replenished regularly through the breakfast period)

Lunch – 120 covers per day To be provided fresh, daily and delivered by 12.00pm. Please provide suggestions for a diverse lunch provision suitable for standing and eating, along the lines of:

• A mixed selection of small filled rolls (meat/ vegetarian/ vegan) in a variety of breads. Feedback suggests that a bias towards vegetarian would be preferred.

• Soups, either all vegetarian/vegan or one vegetarian and one non-vegetarian per day • A selection of bite-sized savoury pastries/nibbles or similar • A selection of bite-sized sweet pastries, biscuits, nibbles or similar.

Supper – 40-50 covers per day To be provided fresh daily and delivered at 5.30pm.

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We invite caterers to offer their suggestions for hot food provision for up to 50 covers per day and any associated staff costs. A dedicated staff member for the delivery, service and clean-up of the evening food and to liaise with the Yurt Management is very helpful; please include a costing for this. We have had success in the past with a range of hot and cold bowl food that can be easily eaten while standing. Dessert/cheese – 50 covers per day To be provided fresh daily and delivered by 8pm. These should be small and easy to serve with drinks. In previous years dessert and cheese canapes have proved successful but we invite suggestions. The Press Pod – tea and coffee only Please note the Press Pod is not open on 28 August, the additional half day where supply is still required for the Yurt.

• 1 drip filter machine and 3 airpots • The quantities of tea, coffee and disposables required for the Press Pod are included in

the figures for the Yurt above

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Terms Commission The Book Festival will charge commission at 20% on the gross VAT-exclusive revenue from all food and drink supply on site (including retail sales and catered events, but excluding supplies to the Book Festival). The commission (plus VAT at the standard rate) will be invoiced on receipt of figures which should be provided weekly, along with a full summary and breakdown at the end of the Festival. The commission charge covers all the services and equipment provided by the Book Festival and specified in this tender and technical appendix including the provision of tents and storage, water, sewerage, electricity, waste disposal, security, cleaning, specified furniture and ancillaries. Metered utilities provided will be subject to a fair usage policy. The Book Festival will pay separately for all catering provided for authors and press in line with the quotation included in your tender. Payment will be made at the end of the festival on receipt of an invoice. Alcohol licence The caterer operating the Edinburgh Gin Signing Tent and Café Bar is responsible for obtaining, holding and ensuring compliance with the terms of a premises licence for Charlotte Square Gardens (including theatres, gardens and hospitality spaces) for the duration of the festival. The premises licence also covers the service of alcohol by other approved caterers, and by Book Festival staff in the Author’s Yurt. The caterer holding the premises licence is expected to work with the Book Festival team to facilitate and supervise this activity. The caterer operating the George Street Bar is responsible for obtaining, holding and ensuring compliance with the terms of a premises licence for the George Street area for the duration of the festival. For hospitality events, it is a condition of inclusion as an approved caterer that these companies provide at least one Personal Licence Holder to manage their event, and submit their licence details in advance. They also agree to comply with any instructions from the premises licence holder’s duty manager in relation to alcohol service on site. The Book Festival will ensure that any Book Festival employees serving alcohol in the Authors’ Yurt have received the minimum two hours’ training in alcohol service (or will pay for the caterer to provide this training).

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Discounts The caterer is expected to offer a discount of 20% off all food and beverages in each public outlet to current Friends of the Book Festival on production of a valid membership card. It is desirable that the caterer provides a discount to staff working at the Book Festival (around 150 staff) and to festival participants (around 900 people, though the majority are only present for one or two days and have access to the food and drink provision in the Authors’ Yurt). Please provide details of any benefits that would be offered to staff and participants in your proposal. The Book Festival will consider the promotion of any further discounts or offers that the caterer might wish to offer Friends and staff throughout the year. Sponsorship agreements The Book Festival may negotiate sponsorship agreements with food or beverage suppliers to promote their product on site. The caterer will be expected to work with the Book Festival’s Development team and the sponsor to identify and deliver agreed sponsorship benefits on behalf of the Book Festival. This may include exclusively stocking a particular supplier’s product, branding aspects of the catering operation or use of particular ingredients in menus or recipes. Caterers may also be asked to service free sampling opportunities for the Book Festival’s food and drinks sponsors – in which case we would usually expect the caterer to negotiate a reasonable fee for any staffing, glassware, etc directly with the sponsor. The caterer may wish independently to negotiate with suppliers to provide discounted or loaned product, equipment or other items in exchange for positioning or branding. Any such proposal must in the first instance be discussed with the Book Festival’s Development team who will have the right to approve or reject any commercial partnership on the festival site. Sampling opportunities Successful caterers will be expected to work with the Book Festival team to provide sampling opportunities as part of sponsorship arrangements between the Book Festival and food and drinks brands. See section 5.6 for more details. Previous caterers have also offered sampling opportunities in their own right to some of the Book Festival’s guests – for example by providing free or discounted wine for the opening night party, or canapés and staffing for one or more Book Festival cultivation events. Please indicate in your proposal whether you would be willing to discuss such opportunities with the Book Festival’s Development team. Other caterers The Book Festival maintains a list of approved caterers which sponsors, partners or donors hosting a private reception on site may approach to service their requirements. Inclusion on the list is at the Book Festival’s discretion and is subject to conditions to ensure the quality, safety and legality of catering on site. All approved caterers agree to pay a commission to the Book Festival.

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The successful bidder(s) for this tender will be included on the approved caterers list. Other catering outlets not available for tender Di Rollo of Musselburgh is the ice cream supplier for Charlotte Square Gardens serving locally made ice cream daily from a small trike on the village green. Contract Term On completion of the tender process, we will award contracts for a two-year initial term with an option to renew. The contract will include specified termination rights in the event of failure to deliver an appropriate quality of service or to meet commission targets.

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Safety and Operations Electrical safety Due to the temporary, outdoor nature of the site, it is vital that all contractors adhere to the following electrical safety guidelines. All electrical equipment (portable or not) brought onto site must have passed a Portable Appliance or equivalent electrical safety test within the last twelve months and evidence of this must be available on request. If equipment has not been tested within the last three months, the Technical Manager must be notified before it is used on site in order to arrange for an additional visual inspection where possible. Advance notification must be made of any appliance fitted with anything other than a standard 13A plug, including details of supply requirements and most recent safety test. The caterer will ensure that the total loading of their equipment does not exceed the supply limits notified by the Book Festival. Catering equipment must only be connected to sockets and supplies designated as catering power. Except where it is part of the plug or body of an appliance, only Book Festival approved staff may reset any circuit breaker, fuse or other protective device on site. While we will try to assist where resources allow, the Book Festival will only be responsible for providing the agreed power supplies and not for maintenance or fault-finding on the caterer’s equipment. The Book Festival may choose to inspect any electrical equipment brought on site and prohibit or limit its use if the Technical Manager believes it is unsafe. Glass As with other outdoor events, the City of Edinburgh Council have generally sought to include in the premises licence a condition that no drinks are to be served in glassware anywhere on site. To date, the caterer has successfully negotiated for consent to use glass in private events, and this should be included in licence applications going forward. The caterer must also, however, be prepared to provide suitable high quality compostable or plastic glasses should permission be refused.

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Insurance The Book Festival will insure the structures in which the catering areas are located and any equipment provided by the Book Festival. The caterer will be responsible for insuring their own catering equipment and other contents and will maintain adequate cover in respect to its liabilities to third parties. Both the Book Festival and the caterer must be able to supply evidence of adequate insurance cover as required by either party. Construction and deliveries During the erection and dismantling of the site a temporary loading area is available within the Gardens for vehicles of any size – all usage must be scheduled and agreed with the Head of Site & Production well in advance. Some suspended parking bays are available around the Gardens for essential contractors’ vehicles – again, usage must be co-ordinated with the Head of Site & Production. Whilst the festival is open there is no vehicle access to Charlotte Square Gardens and no dedicated loading or parking facilities in surrounding streets (metered parking is available). Deliveries are made to the kerbside at the south-east and north-east corner of Charlotte Square (gate 2 & 6 on the attached site plan). There are steps between the street level and the gate to the Gardens. Deliveries to the George Street area of the site must be made during an agreed time period in the early morning (usually 6am to 9am).

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Approximate key dates for 2018

Thursday 26 July Site build commences in Charlotte Square Gardens

Sunday 29 July Site build commences on George Street

Monday 30 July Stretch Tent erection on George Street over bar area. Bar and catering equipment to George Street site.

Thursday 2 August George Street inspection

Friday 3 August George Street build completed. Bar/street food opens (or potentially morning of Saturday 4 – for discussion)

Wednesday 8 August Deliver and commission kitchen and bar equipment to Charlotte Square Gardens

Thursday 9 August Initial licensing inspection – all setup to be complete

Friday 10 August Venues available for staff training and induction

Saturday 11 August Festival opens in Charlotte Square Gardens

Sunday 26 August George Street closes to the public in the afternoon. Catering and bar equipment off site.

Monday 27 August George Street clear by lunchtime

Monday 27 August Last public day of festival in Charlotte Square Gardens

Tuesday 28 August Schools Gala Day (Signing Tent Bar Cafe open, author hospitality required) Site get-out begins from 5pm

Wednesday 29 August Official start of the get-out. Signing Tent Bar Cafe, Bookshop Café, Spiegeltent & Pod cleared.

Thursday 30 August All catering, bar equipment and furniture off site.

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Environmental sustainability Caterers at the Book Festival must adhere to the following conditions to ensure the lowest possible impact on the environment by the Festival. Packaging, cups, plates, cutlery, stirrers and napkins We want to minimise packaging and disposable food service materials - in particular the use of plastics - wherever possible without compromising health and safety. As far as possible, all disposable items should be compostable. Previous caterers have sourced all cups, plates and cutlery from Vegware. Where suitable compostable products are not available, items should be recyclable and ideally made from recycled materials. All plastic items must be marked with the type of plastic for recycling purposes, and polystyrene is not permitted. Hot drink cups should be substantial so that they can be used safely without requiring additional holders. Lids should be provided on request. Straws and similarly unnecessary items should not be used. For pre-packed beverages, aluminium cans and glass bottles are preferred over tetra packs or other more difficult to recycle packaging. Contractors may wish to offer discounts to customers using reusable coffee cups or similar. Cleaning products To minimise unnecessary chemicals being released into the environment we request that environmentally friendly cleaning products are used on site at all times. Food We prefer that food is sourced locally. Items which have high food miles are actively discouraged and Scottish and British based alternatives should be sourced. Beverages All coffee must be Fair Trade and labelled accordingly. Other beverages should come from Scottish and then British sources, with healthy options available. Water and energy Caterers are expected to take appropriate steps to minimise wasteful consumption of water and energy. Detailed electrical requirements – including hours of operation – should be negotiated in advance with the Technical Manager to allow the Book Festival to make the most efficient use of generator and mains power and minimise the carbon cost of energy on site. Recycling and waste disposal The Edinburgh International Book Festival is dedicated to minimising the carbon impact of waste, by working to compost or recycle wherever possible.

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The Book Festival will provide composting and recycling facilities which must be present, accessible and clearly labelled in all catering venues. The Book Festival recycling team will work with your team to support these needs and can provide recycling information and training for all catering staff. The costs of sorting, processing and disposing of waste from site are met by the Book Festival. How to apply Please prepare a written proposal covering at least:

• A description of your company, including your scale and trading history, experience relevant to this contract and information on the named members of staff who will be responsible for delivering the contract if awarded.

• A clear statement on which area(s) of the tender you wish to bid for. • An outline approach for each of the public concessions including an overall concept for

each outlet, an indication of product range and pricing, and confirmation of the level (if any) of staff and participant discount you would make available.

• An itemised quotation to provide the hospitality catering for authors and press (if relevant)

• An indication of any promotional or complimentary provision you may offer • Information on how you would handle food preparation and production, including – if

your bid includes the Edinburgh Gin Signing Tent & Café Bar – an outline of how you would intend to use and equip the kitchen onsite.

• Initial thoughts on the design of furniture, bar counters and other service points and point of sale for each of the spaces.

• Your response to the Environmental policy. Please provide a copy of your environmental policy if you have one, or an explanation of what steps you will take to minimise impact on the environment, with your proposal.

• Contact details for referees from two previous clients for whom you have provided services relevant to this tender in the past two years.

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Appendix Layout and technical specifications The Edinburgh Gin Signing Tent Café Bar

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Structures and Dimensions Tent 20m x 15m hard sided marquee, accommodating cafe bar, internal & external

seating area, two signing stages, bookshop sales counter and bookshelves. Internal Seating Layout tbc External decking

Approx 20m x 10m of decking in front of the Café & Signing Tent with exterior tables and chairs. Customers can also take food and drink elsewhere on site.

Bar area Layout tbc Opening times 09:30 – late. The site is licensed to 1am but bars may close earlier depending on customer numbers. Early closure must be approved by the Duty Manager. The Signing Tent/Café Bar is open from 09:30 to around 15:00 on the Schools Gala Day at the end of the festival. Venue management, security and staffing Book Festival provides:

Booksales and front of house staff to manage all booksales and signing queues. A Duty Manager and licensed door stewards to cover the whole site when open to the public (09:30 – 01:00 daily). Licensed security guards overnight for duration of build, festival and strike. Overnight cleaning service for public areas.

Caterer to provide:

All staffing for service, food preparation and ongoing clearing and cleaning of public seating areas within the Signing Tent Café Bar and on the decking immediately outside.

Furniture, fittings and equipment Book Festival provides:

Fire extinguishers and fire blanket as appropriate. Tables, chairs and parasols for the exterior decking.

Caterer to provide:

Tables and chairs for seating areas within the Signing Tent Café Bar (quantity to be agreed depending on final layout) Bar counter and all service facilities including tills, fridges, chillers, point of sale displays and display lighting as required. Water heater or hand wash unit as required. All crockery, cutlery, disposable cups, plates, napkins, trays, etc (see environmental conditions). Cold storage trailer of up to 2.4m x 6m if required. Beer python

Electrical, lighting and utilities Book Festival to provide:

Electrical sockets by request. Heavier appliances, dishwashers, cookers etc can be accommodated as long as total load is within 120A limit. General lighting to Signing Tent Café Bar and decking, including emergency lighting and spot-lighting to the bar counter area. RCD protection to all electrical supplies. Mains cold water connection to counter area.

Caterer to provide:

All internal plumbing to bar counter. Any point of sale lighting required in addition to the Book Festival’s spotlights.

Other notes

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Gas cannot be used or stored on site due to licence conditions. All cooking appliances must be electrical unless otherwise negotiated with City of Edinburgh Council and Lothian & Borders Fire Brigade. There is no sewerage connection to the Signing Tent.

The Edinburgh Gin pop-up gin bar

Structures and Dimensions Tent Small pop-up gazebo with bar N.B. the structure is subject to change but the

basic parameters will remain the same Opening times A consistent schedule at peak times to be agreed in advance with the Festival and Edinburgh Gin Venue management, security and staffing Book Festival provides:

A Duty Manager and licensed door stewards to cover the whole site when open to the public (09:30 – 01:00 daily). Licensed security guards overnight for duration of build, festival and strike. Overnight cleaning service for public areas.

Caterer to provide:

All staffing for serving and clearing


The structure - gazebo and bar unit – courtesy of Edinburgh Gin Trestle tables

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Fire extinguishers and fire blanket as appropriate.

Caterer to provide:

Handwash facility Cloths for trestles Disposable glasses and any other requirements for serving the product


General lighting to Gardens

Other notes Gas cannot be used or stored on site due to licence conditions. There is no sewerage connection to the Edinburgh Gin pop-up gin bar.

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The Bookshop Café

Structures and Dimensions Tent 25m x 25m hard sided bookshop marquee, with a café area in the rear Service and Seating Area

A space approximately 25m wide by 5m deep along the back wall. Exact layout to be agreed

Opening times 09:30 – 21:30 daily. The Bookshop Café is closed on the Schools Gala Day at the end of the festival. Venue management, security and staffing Book Festival provides:

A Duty Manager and licensed door stewards to cover the whole site when open to the public (09:30 – 01:00 daily). Licensed security guards overnight for duration of build, festival and strike. Overnight cleaning service for public areas.

Caterer to provide:

All staffing for service, food preparation and on-going clearing and cleaning of public seating areas within the Bookshop Café area.


Fire extinguishers and fire blanket as appropriate. A lockable storage container (approx 2m x 3m) to the rear of the bookshop.

Caterer to provide:

All tables and chairs for the café seating area.

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Bar counter and all service facilities including tills, fridges, chillers, point of sale displays and display lighting as required. Water heater or hand wash unit as required. All crockery, cutlery, disposable cups, plates, napkins, trays, etc (see environmental conditions).

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The Spiegeltent

Structures and Dimensions Tent Approx 20m round Spiegeltent (see attached groundplan). Internal seated

capacity c. 250 depending on venue set-up. External decking & Pod

Approx 20m x 6m of decking in front of the Spiegeltent with exterior tables, chairs. Customers can also take drinks elsewhere on site.

Bar area See attached groundplan for a guide to the space available for a bar and fridges (to be provided by caterer). Note: the sound control position (dimensions 1.5m x 1.5m) must also be accommodated beside the left hand row of booths with a clear access route to the body of the tent.

Opening times 9.45 – 11:15 The first event will be at 10.15am, with further events at 12 midday, 13.45,

16.30 and 18.30. 20:15 – 21:00 Event preparation for Unbound 21:00 – 23:00 Unbound – live performance, free and drop-in – bar service available

throughout. 23:00 – 01:00 Bar service Exceptions: On the first night of the Festival (Saturday) the Spiegeltent is closed to the public from 18:00 for the Book Festival opening night party for invited guests only. Door managed by Book Festival staff, caterer to provide bar service staff.

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Venue management, security and staffing Book Festival provides:

Front of house staff to handle all seating and queue management for ticketed events. A Duty Manager and licensed door stewards to cover the whole site when open to the public (09:30 – 01:00 daily). A venue manager (sound and lighting technician) for all live events. Licensed security guards overnight for duration of build, festival and strike. Overnight cleaning service for public areas.

Caterer to provide:

All staffing for service and ongoing clearing and cleaning of public seating areas within the Spiegeltent and on the decking immediately outside.


All public seating within the venue and on the decking outside. Fire extinguishers and fire blanket as appropriate. Small storage container (if required)

Caterer to provide:

All service facilities including tills, fridges, chillers, point of sale displays and display lighting as required. Tablecloths for indoor public tables (with spares) Laundry of tablecloths as required during the festival. All crockery, cutlery, disposable cups, plates, napkins, trays, etc (see environmental conditions). Beer python


Electrical sockets by request. Heavier appliances may be accommodated as long as total load is within 120A limit. General lighting to Spiegeltent and decking, including emergency lighting. RCD protection to all electrical supplies.

Caterer to provide:

All internal plumbing to bar. Any additional point of sale lighting required to bar area.

Other notes Gas cannot be used or stored on site due to licence conditions. All cooking appliances must be electrical unless otherwise negotiated with City of Edinburgh Council and Lothian & Borders Fire Brigade. There is no water or sewerage connection to the Spiegeltent bar area.

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The Spiegeltent Pod

Structures and Dimensions Structure To be supplied by the caterer and not exceed 3m x 2m External decking

Approximately 20m x 6m of decking in front of the Spiegeltent with exterior tables, chairs. Customers can also take drinks elsewhere on site.

Opening times 9.30 to evening – exact closing time to be agreed Exceptions On the first night of the Festival (Saturday) the Spiegeltent and pod is closed to the public from 18:00 for the Book Festival opening night party for invited guests only. Door managed by Book Festival staff, caterer to provide bar service staff. Venue management, security and staffing Book Festival provides:

Front of house staff to handle all seating and queue management for ticketed events. A Duty Manager and licensed door stewards to cover the whole site when open to the public (09:30 – 01:00 daily). Licensed security guards overnight for duration of build, festival and strike. Overnight cleaning service for public areas.

Caterer to provide:

All staffing for service and ongoing clearing and cleaning of tables on the decking immediately outside.


All public seating within the venue and on the decking outside. Fire extinguishers and fire blanket as appropriate. Small storage container to be shared with the Spiegeltent (if required)

Caterer to provide:

The temporary structure. All service facilities including tills, fridges, chillers, point of sale displays and display lighting as required. All crockery, cutlery, disposable cups, plates, napkins, trays, etc (see environmental conditions).


Electrical sockets by request. Heavier appliances may be accommodated as long as total load is within 120A limit. General lighting to decking including emergency lighting. RCD protection to all electrical supplies.

Caterer to provide:


Other notes Gas cannot be used or stored on site due to licence conditions. There is no water or sewerage connection to the Spiegeltent area.

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The George Street bar

George Street in 2017 (please note the theatre/layout will be different in 2018)

Structures and Dimensions Structure To be supplied by the caterer and not exceed 4m x 3m x 2m External seating

To be supplied by the Book Festival

Opening times 9.30 to late evening – exact closing time to be agreed Venue management, security and staffing Book Festival provides:

Front of house staff to handle all seating and queue management for ticketed events. A Duty Manager and licensed door stewards to cover the whole site when open to the public Licensed security guards overnight for duration of build, festival and strike. Overnight cleaning service for public areas.

Caterer to provide:



All public seating Fire extinguishers and fire blanket as appropriate. Small storage container (if required) and space for keg store

Caterer to provide:

The temporary structure/ bar.

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All service facilities including tills, fridges, chillers, point of sale displays and display lighting as required. All crockery, cutlery, disposable cups, plates, napkins, trays, etc (see environmental conditions). Cold storage


Electrical sockets by request. Heavier appliances may be accommodated as long as total load is within 120A limit. General lighting within stretch tents. RCD protection to all electrical supplies.

Caterer to provide:



The George Street café/street food

Structures and Dimensions Structure To be supplied by the caterer and not exceed 6m x 3m External seating

To be supplied by the Book festival and shared with the bar area.

Opening times 9.30 to late evening – exact closing time to be agreed Venue management, security and staffing Book Festival provides:

Front of house staff to handle all seating and queue management for ticketed events. A Duty Manager and licensed door stewards to cover the whole site when open to the public Licensed security guards overnight for duration of build, festival and strike. Overnight cleaning service for public areas.

Caterer to provide:



All public seating Fire extinguishers and fire blanket as appropriate. Small storage container (if required)

Caterer to provide:

The temporary structure(s) All service facilities including tills, fridges, chillers, point of sale displays and display lighting as required.

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All crockery, cutlery, disposable cups, plates, napkins, trays, etc (see environmental conditions). Cold storage


Electrical sockets by request. Heavier appliances may be accommodated as long as total load is within 120A limit. General exterior lighting. RCD protection to all electrical supplies.

Caterer to provide:

All internal plumbing to bar. Any additional point of sale lighting required within structure.


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The Authors’ Yurt

Structures and Dimensions Tent A set of connected Mongolian nomadic tents Catering area Self-service from trestle tables around the perimeter of an area Opening times 09:00 – 22:00 daily. Venue management, security and staffing Book Festival provides:

All hospitality and service staffing

Caterer to provide:

A supervising staff member to oversee delivery of food, dishwashing and liaise with Book Festival Yurt management. We have also found it beneficial to have a member of staff available throughout the dinner period, depending on the exact nature of the food offer.


Larder fridge Water cooler Storage for disposable products, coffee, tea, and other non-perishables which may be delivered in bulk on occasion during the festival.

Caterer to provide:

All equipment and crockery. All food, beverage and disposable supplies as detailed in section 4.

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Adequate power sockets

Other notes There is no water or sewerage connection to the Authors’ Yurt

The Press Pod

Structures and Dimensions Tent A set of 3 connected Mongolian nomadic tents Catering area Self-service from tables within the Yurt Opening times 09:00 – 22:00 daily. Venue management, security and staffing Book Festival provides:

All hospitality and service staffing

Caterer to provide:

A supervising staff member to oversee delivery and liaise with Book Festival Yurt management.


Water cooler All furniture Storage for disposable products, coffee, tea, and other non-perishables which may be delivered in bulk on occasion during the festival.

Caterer to provide:

Pour-over coffee machine All food service crockery and equipment. All beverage, and disposable supplies as detailed in section 4.


13A socket for pour-over coffee pot. RCD protection to all electrical supplies.

Other notes There is no water or sewerage connection to the Press Pod.

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Charlotte Square Gardens – site plan

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George Street – site plan

invitation to tender - … · saturday 11 august to tuesday 28 august 2018 . 2 . the book festival...

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