production and presentation of the world … · 2018-04-10 · 6 1.3 taekwondo events background...

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PRODUCTION AND PRESENTATION

OF THE

WORLD TAEKWONDO

GRAND PRIX 2018

&

WORLD TAEKWONDO

CHAMPIONSHIPS

2019

INVITATION TO TENDER

APRIL 2018

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Contents

1. INTRODUCTION ................................................................................................................................................. 5

1.1 Introduction to Taekwondo ............................................................................................................... 5

1.2 Taekwondo in Great Britain ............................................................................................................... 5

1.3 Taekwondo Events Background ....................................................................................................... 6

1.4 Event Stakeholders ................................................................................................................................ 6

2. TENDER REQUIREMENTS .............................................................................................................................. 7

2.1 Vision, Mission & Objectives ............................................................................................................. 7

2.2 Budget ........................................................................................................................................................ 8

2.3 Presentation ............................................................................................................................................. 8

3. WORLD TAEKWONDO GRAND PRIX 2018 ........................................................................................... 9

3.1 Supporting Background Information ............................................................................................. 9

3.2 Core Event Format ................................................................................................................................. 9

3.3 Competition Schedule ...................................................................................................................... 10

3.4 Top Line Production and Presentation Requirements .......................................................... 10

3.5 Host Broadcasting .............................................................................................................................. 11

4. OUTLINE OF PRODUCTION AND PRESENTATION REQUIREMENTS FOR THE 2018

GRAND PRIX..................................................................................................................................................... 11

4.1 Arena Design and Production ........................................................................................................ 12

4.2 Main Arena Layout ............................................................................................................................. 12

4.2.1 Main Presentation drape and Athlete Entrance – Drape 1 ........................................ 12

4.2.2 Additional drape lines .............................................................................................................. 13

4.2.3 Optional Drape Line.................................................................................................................. 13

4.2.4 Lighting & Sound rig ................................................................................................................ 14

4.2.5 Audio .............................................................................................................................................. 14

4.2.6 LED Video board ........................................................................................................................ 14

4.2.7 LED perimeter boards ............................................................................................................... 15

4.2.8 Technical Officials, Media & VIP’s area ............................................................................. 15

4.2.9 Lighting solution for Athlete walk in .................................................................................. 16

4.2.10 Mixed Zone - Media Backdrop Lighting ........................................................................... 16

4.2.11 Back of house lighting ............................................................................................................. 16

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4.3 Ancillary Areas .................................................................................................................................. 17

4.3.1 VIP Lounge ................................................................................................................................... 17

4.3.2 Flattage .......................................................................................................................................... 17

4.4 Production Support............................................................................................................................ 18

4.4.1 Scoreboards ................................................................................................................................. 18

4.4.2 Power & cabling ......................................................................................................................... 18

4.4.3 Production and Broadcast area ............................................................................................ 19

4.4.4 Rigging .......................................................................................................................................... 20

4.4.5 Access equipment ..................................................................................................................... 20

4.4.6 Crew & Transport ...................................................................................................................... 20

5. SPORTS PRESENTATION & ENTERTAINMENT ............................................................................... 20

5.1 In venue compare(s) / Announcer(s) ........................................................................................... 21

6. WORLD TAEKWONDO CHAMPIONSHIPS 2019 ........................................................................... 233

6.1 World Taekwondo Championships Background .................................................................... 23

6.2 Core Event Format .............................................................................................................................. 23

6.3 Competition Schedule: ..................................................................................................................... 23

6.4 Top Line Production and Presentation Requirements .......................................................... 25

6.5 Host Broadcasting .............................................................................................................................. 26

7. OUTLINE OF PRODUCTION AND PRESENTATION REQUIREMENTS FOR THE 2019

WORLD TAEKWONDO CHAMPIONSHIPS ......................................................................................... 26

7.1 Arena Design and Production ........................................................................................................ 26

7.2 Main Arena Layout ............................................................................................................................. 27

7.2.1 Main drape line 1 ....................................................................................................................... 27

7.2.2 Back of house lighting ............................................................................................................. 28

7.2.3 Presentation stage 1 ................................................................................................................. 29

7.2.4 Catwalk stage ............................................................................................................................... 29

7.2.5 Competition mats x 6 (ground level) .................................................................................. 29

7.2.6 LED perimeter boards ............................................................................................................... 30

7.2.7 Main drape line 2 ....................................................................................................................... 31

7.2.8 LED Video board(s) ................................................................................................................... 32

7.2.9 Main Court & Presentation stage 2 .................................................................................... 33

7.2.10 Flag Poles ...................................................................................................................................... 33

7.2.11 Medal Presentation Flag Bar ................................................................................................. 33

7.2.12 Lighting & Sound rig .............................................................................................................. 333

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7.2.13 Audio .............................................................................................................................................. 34

7.2.14 Technical Officials, Production & Broadcast Tribunes ................................................. 35

7.2.15 International Officials and Media Tribunes ...................................................................... 35

7.2.16 Mixed Zones - Media Backdrop Lighting ......................................................................... 36

7.3 Ancillary Areas ...................................................................................................................................... 36

7.3.1 VIP Lounge ................................................................................................................................... 36

7.4 Production Support.......................................................................................................................... 377

7.4.1 Production and Broadcast area ............................................................................................ 37

7.4.2 Power supply ............................................................................................................................... 37

7.4.3 Un-interruptible power supply ............................................................................................. 37

7.4.4 Broadcast Area ............................................................................................................................ 38

7.4.5 Rigging ........................................................................................................................................ 388

7.4.6 Access equipment ................................................................................................................... 388

8. SPORTS PRESENTATION & ENTERTAINMENT ................................................................................ 38

8.1 Ancillary Events .................................................................................................................................... 40

8.2 In venue compare(s) / Announcer(s) ........................................................................................... 41

9. CREDENTIALS ................................................................................................................................................... 42

10.CONFIDENTIALITY ...................................................................................................................................... 422

11.QUOTATION CONDITIONS .................................................................................................................... 422

12.TIMESCALES AND PROCEDURES ........................................................................................................... 42

13. TENDER TERMS & DISCLAIMERS..........................................................................................................44

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1. INTRODUCTION

1.1 Introduction to Taekwondo

Taekwondo is a global Olympic Sport and dynamic Martial Art originating in Korea that is practised by

over 70 million people across the world.

Taekwondo has featured in the last 5 Olympic Games as a full Medal Sport having been first

introduced as a demonstration event at the 1988 Seoul Games.

Taekwondo literally translates from Korean as “The way of the Hand and Foot”.

Competitors wear either Red Colour (Hong) or Blue Colour (Chung) electronic protective equipment

that “scores” points when kicked and punched correctly.

The World Taekwondo Federation (trading as “World Taekwondo”) is the IOC globally recognised

governing body.

1.2 Taekwondo in Great Britain

GB Taekwondo is the High-Performance arm responsible for the delivery of World Class Athlete

Performance programmes in partnership with UK Sport and Sport England.

GB Taekwondo is also responsible for delivering a major events program supporting high

performance ambitions.

British athletes are highly successful on the international Taekwondo stage.

Great Britain achieved three medals at the Rio Olympic Games, with Jade Jones achieving her second

Olympic Gold, Lutalo Mohammed gaining silver and current double world champion Bianca Walkden

attaining bronze.

The Great Britain squad and National Academy is based in and around East Manchester and consists

of approximately 30 full time athletes complimented by Junior and Cadet development teams.

Some of this squad are World, continental and major event medallists with high public profiles.

It is very important that the UK hosts regular and credible international events to support our

high-performance plan.

Through hosting major events on home soil, we give our elite athletes significant benefits such as wild

card entry into world level events that are otherwise inaccessible, the potential to attain additional

world ranking points that impact on Olympic selection and seeding, plus, well documented home soil

advantages in terms of minimising team travel, inspirational local support and venue design benefits.

These events also provide significant international relations opportunities for NGB personnel.

British Taekwondo is the National Governing Body for the Martial Art and Sport of Taekwondo in the

UK, responsible for membership, promotion, insurance and grass roots development.

GB Taekwondo and British Taekwondo collaborate regularly across a range of projects.

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1.3 Taekwondo Events Background

Great Britain has an unrivalled reputation for hosting quality Taekwondo events with strong sports

presentation, including drape lines, star-cloth backdrops, light and sound production, in venue

presentation, broadcast and online audience offers.

These developed organically through hosting regular British International Opens from 2008 to 2011

and a very successful European Championships in 2012.

These were all reasons which contributed towards World Taekwondo (WT) forging a partnership with

GB Taekwondo to stage the inaugural World Taekwondo Grand Prix in Manchester in December 2013.

This highly successful event established the ground breaking commercial exposure model and

international TV platform that WT had hoped for, and, set the stage for a regular annual series of GP

events around the world.

As a direct result, Great Britain has since played an event series anchor role, hosting three further

editions of this event, in October 2014 and October 2015 in Manchester and most recently in October

2017, on the Queen Elizabeth Olympic Park in London.

Coming out of Rio 2016, our credibility and experience as a host placed us in a very strong position

when bidding for events in this Tokyo Olympic Cycle.

Built on this foundation, Great Britain has now secured the rights to host another edition of the Grand

Prix event this year followed by the pinnacle World Taekwondo Championships next year.

The Grand Prix event will take place between the 19th – 21st October 2018.

The World Championships event will take place between the 15th – 19th May 2019.

Both events provide a unique opportunity to influence the growth and profile of the sport in Great

Britain and are a fantastic opportunity to demonstrate to live & highlight show TV audiences, viewers

across the world via online platforms and spectators within the event venue, the unique combination

of speed, strength, agility, endurance and mental toughness that this full contact Olympic and

Paralympic sport has in abundance.

The Grand Prix event has a well-understood format, that is designed to be replicated in other venues

across the world, based on the standard FOP layout model, kit and production requirements.

The World Championship, whilst having a few base line concept ideas, is an opportunity for

production partners to present and showcase innovative proposals that match our vision and mission,

and that meet the objectives of the stakeholders as described further in this tender.

1.4 Event Stakeholders

The key funding and supporting stakeholders for these events are;

❖ UK Sport (UKS)

❖ Manchester City Council (MCC)

❖ GB Taekwondo (GBT)

❖ British Taekwondo (BT)

❖ World Taekwondo (WT)*

*It is worth noting that these events are the intellectual property of World Taekwondo

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2. TENDER REQUIREMENTS

2.1 Vision, Mission & Objectives

Modelled around the larger World Championship, our vision and mission for both flagship events has

a number of clear themes, that prospective production and sports presentation partners must

consider and factor into everything they submit during tender stage.

Our Vision: “Deliver an exceptional World Championship experience for all”

Our Mission: “Work collectively to deliver a World Taekwondo Championships which inspires,

innovates, educates, entertains, engages and is commercially sustainable”

The statements above and the strategy work undertaken since, generated a core number of

objectives, with the following elements specific to this tender.

• Create an innovative venue layout to:

- Make Taekwondo accessible and understandable for new audiences

- Using technology solutions to inform & entertain

• Enhance the sports presentation

Targeting younger (adolescent to young adult) audiences with:

- Specific programs of entertainment

- Contemporary music

- Venue presentation style and output relevant to target audience

• Efficient and coordinated scheduling

- Maintaining energy

- Filling gaps in the program with content

• A coordinated spectator journey from start to finish

- ensuring brilliant basics in venue

- creating magic moments

Stakeholders are seeking to appoint a Production and Sports Presentation partner with a

proven track record of designing and delivering successful events.

Stakeholders also want to ensure a level of continuity and experience of a major Taekwondo event for

all delivery partners working at the second, larger World Championship event.

Therefore, this tender and the subsequent single contract will be awarded for both events.

Stakeholders do reserve the right however, to conduct a review of the production and presentation

partner performance following the 2018 Grand Prix and terminate any contract on a no-fault basis by

either party.

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2.2 Budget

The principle of this tender and subsequent contracts is to appoint the same production and

presentation partner to deliver both events in this document, subject to a review after the 2018 Grand

Prix event detailed further in this document.

However, we appreciate that we are working across different time frames, venues, operating

requirements and accounting periods as well as with separate event budgets.

Therefore, we ask candidates to show all costs as two separate quotations, with any terms and

conditions associated to each event.

If there is a discount or saving available for the awarding of both events, please detail this separately.

To assist companies in this competitive tender process, we can give an indicative budget range for all

production and sports presentation in total including all associated venue costs (such as rigging and

power) - as follows:

World Taekwondo Grand Prix 2018 approx. range £ 55’000 - £ 75’000

World Taekwondo Championships 2019 approx. range £ 120’000 - £ 170’000

The above is a guide for your quotation and our expectation.

However, as this is part of a mixed and balance budget that forecasts commercial revenue from

sources such as ticket sales and sponsorship, we are looking for innovative ideas that provide best

value.

Once a production and presentation partner is appointed, the event management and successful

company will work to refine the specification required to fit within expected budgets.

2.3 Presentation

As detailed in the Mission and vision objectives above, stakeholders are placing a very strong

emphasis on live event presentation, crowd engagement and entertainment.

Whilst this tender document is quite specific in terms of a base line production requirement (for

staging, light, sound, LED boards etc) stakeholders are very interested to hear:

a) How presentation partners would use these suggested assets in new and creative ways?

b) Alternative venue setup ideas (based around the core FOP design that is required that are

more innovative / cost effective / impactful?

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3. WORLD TAEKWONDO GRAND PRIX 2018

3.1 Supporting Background Information

World Taekwondo have a rolling 4-year events program, generally consisting of:

• Olympic competition every 4 years

• World Championships every 2 years

• Continental Championships every 2 years

• 3 Grand Prix events per year (featuring the top 32 athletes in each weight category)

• 1 Grand Prix final per year (featuring the top 8 in each weight category)

• A new Grand Slam end of year series based solely out of China with significant prize money.

• Various Open Championship events (that are locally organised but sanctioned by WT)

Most successful mainstream international sports have an established event series featuring only the

best global athletes competing in flagship locations on a regular basis.

Examples: ATP Tour (Tennis)

Formula 1 (Motor Racing)

PGA Tour (Golf)

Judo Grand Prix

Track Cycling World Cup

World Taekwondo’s initial strategic global intention was to build a showcase event series that was very

attractive to international broadcasters, with the aim of generating significant exposure to attract global

and domestic commercial sponsors to the sport over the short to medium term.

From this, WT, in partnership with GB Taekwondo, developed the GP series brand, to replicate the

successes of other similar sports’ models.

This model has been successful and the ambition is to refine production values and sports presentation

further to continually raise the bar, striving to achieve the objectives set out in the vision & mission, and

keep Great Britain’s position as the flagship event.

3.2 Core Event Format

Competing Athletes:

Top 31 athletes in each Olympic weight category based on current World Ranking positions.

The host nation can also enter one additional athlete in each category (meaning that Great Britain

could enter an additional 8 athletes into this event, giving the home crowds plenty of opportunity to

show their support)

This means that only the best athletes in the world will be competing with a maximum possible

number of 256 across 3 days of competition.

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Categories: There are 4 Male Weight Categories and 4 Female Weight Categories

Male - 58 kg Female - 47 kg



Male + 80 kg Female + 67 kg

3.3 Competition Schedule

(Appendix 1 – Draft Top Line Production Schedule 2018)

This event will take place from 19 to 21 October 2018 and will be staged at the Regional Arena,

Etihad Campus, Manchester M11 3FF

The competition schedule is yet to be 100% confirmed but will broadly be as follows;

Day 1 (19th October 2018)

Preliminary matches session on 3 competition courts 9:30am - 1:00pm

Further prelims and quarter final session on 3 courts 2:30pm - 5:30pm

Evening show of 6 semi-finals & 3 Finals on 1 court 6:15pm – 10:00pm

Day 2




Day 3

Preliminary and quarter final session on 3 courts 9:30am - 12:00pm



Build Schedule:

Monday 15th October Seating installation

Tuesday 16th October Main Production installation (including start of Broadcast installation)

Wednesday 17th October Installation continued until completion

Thursday 17th October Testing and rehearsals

19th – 21st October Live event

Sunday 21st Oct (from 8pm) Partial strip down

Monday 22nd October Strip down and load out

3.4 Top Line Production and Presentation Requirements

In line with the Vision & Mission of the event - the core production and presentation ambition for this

event is to both inform and entertain the in-venue audiences, whilst delivering an integrated and

polished presentation plan for the live TV broadcast show each evening.

This event has been designed to have two very different operational phases.

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Phase 1

During the daytime phase 1 of the Grand Prix, all preliminary and quarter final rounds will take place

across all three competition areas, in constant use throughout the day as athletes go through the

knockout phases. There will be no TV broadcasting during these rounds, however, all matches on all

courts will be live streamed.

An engaging and entertaining sports presentation package will be required to introduce and

close each session with added content or features where appropriate, ensuring brilliant basics

and a flow to the event, filling any gaps in action, and engineering magic moments.

The main house lights will be on and used throughout these sessions.

Phase 2

The daily evening show for the Grand Prix event will only use the main central court and will be

broadcast live via Satellite around the World and to domestic audiences.

This will require a “dark” venue production with full use of truss mounted light and sound assets,

creating a focal point of athlete entrances, walk in’s, match introductions and ongoing atmosphere

enhancements.

It is a specific requirement that a full second by second presentation plan is drawn up with the

host broadcast provider, integrating in-venue presentation with on screen and in-venue

content, in a well scripted, joined up approach.

Tendering companies are asked to set out top line ideas for how they would utilize the

presentation assets and enhance the presentation of this live show.

3.5 Host Broadcasting

The appointed Production and Sports Presentation partner will be expected to work closely with the

appointed Host Broadcaster, taking the lead in developing the evening show, creating content and

agreeing a second by second scripted presentation plan.

4. OUTLINE OF PRODUCTION AND PRESENTATION REQUIREMENTS

FOR THE 2018 GRAND PRIX

The key objectives for a Production and Sports Presentation company are to enhance the core

event design, propose and quote for the delivery of the following services:

➢ Arena Design and Production

➢ Main Arena Layout

➢ Ancillary Areas

➢ Production Support

➢ Presentation

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4.1 Arena Design and Production

Taekwondo has held successful Grand Prix events for many years at venues across Manchester, and

most recently London.

This has benchmarked a model of drape lines, star-cloth, LED panels and display screens.

Based on this experience, World Taekwondo and event partners have a base line production template,

with a core technical set up, look and feel for this event as detailed below.

Whilst the specification detailed below is quite specific, stakeholders are always wanting to fine tune

this model, and would welcome alternative or enhanced proposals from tendering companies –

referencing our vision and mission objectives.

4.2 Main Arena Layout

(Appendix 2 – venue layout – Slide 1)

• A main presentation drape line (potentially including star-cloth) with entrances (Drape 1)

• Suspended black background drape lines providing backdrop for decked tribune and athlete

seating areas to create a “closed in cauldron” effect & hiding surrounding arena. (Drapes 2-5)

• Suspended Box truss lighting and sound rig over main central court

• Suspended video boards (back to back) over main court

• 3 ground level competition areas (14.4m x 14.4m matted areas)

• Field of play surrounded by 80cm high Branded board wall.

• Central court partially surrounded on 3 sides by LED boards to display sponsor content

• Spectator & Athlete seating forming 2 sides

• Technical officials, VIP and media areas will flank the 3rd side on raising deck tribune style

platforms.

• Lighting solution for athlete walk in’s during evening show

• Lighting for interview area media board

4.2.1 Main Presentation drape and Athlete Entrance – Drape 1

(Appendix 2 – Slide 1 & 2)

This main arena focal point will act as a separator between the field of play and back of house

functional areas, and the suspension point for a large public screen and branding.

It will also serve as the main “show” entrance for participants onto the field of play.

Production companies are invited to quote for the supply, installation and management of:

❖ Black Drape line suspended from truss- Approx. width 36 metres at 7 metres height

❖ LED Star-cloth overlay to cover full width

❖ 2 x featured “show” entrance doorways for participants with feature lighting / spots

❖ Back panels for show entrances (so that you cannot see through into backstage areas)

❖ One undressed athlete doorway for athlete exit (via mixed zone)

❖ 1 x Projection Screen (Minimum 3.5 metres high x 6-metre-wide) suspended from main truss

(This could be a LED board set up if more cost effective)

❖ 1 x Projector (to display content onto the above)

- Projectors should be flown on none vibrating truss at an appropriate distance from the

screens and have sufficient strength to effectively display live imagery.

(Suggested minimum 15’000 lumens)

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- AV Control rack including Switcher and monitor.

- All cabling (using Fibre Optic HD cable) back to the production / host broadcast position.

- Mixer desk (e.g.: Tri-caster) to switch between different inputs (live & broadcast content /

logos / flags / results outputs)

❖ The production partner may also be asked to mount PVC banner branding onto this drape.

❖ 2 x 1.2m by 1.2 m raised decks (200mm height approx.) for athletes to stand upon as they

enter arena. (Our carpeting provider will cover these small decks)

Note:

Production partners will be responsible for providing all hanging points within the venue and submission of a detailed loading

plan. Please ensure your quote includes this provision as additional costs for this element will not be covered by the event

budget if presented as an extra.

Proposers are asked to consider cost effective options in design that minimise the number of trusses / hanging points required

by combining drape, lines, lighting, sound and display assets onto single trusses.

4.2.2 Additional drape lines

(Appendix 2 – Slide 1)

The field of play will be enclosed on two sides by temporary tiered seating blocks provided by the

venue and external suppliers. These will form a physical and visual barrier, creating atmosphere with a

bowl effect wrap around design.

The third side of the field of play will be used for competition management, production, broadcast,

media, VIP’s and officials. All these areas will be “behind” broadcast camera sight lines.

To create and enclose these functional areas, additional drape lines are required.

❖ Drape 2 – Approx. 18 metres at a minimum height at 7 metres (to adjoin main drape 1)

❖ One undressed entrance/ exit for broadcast / production and referee access to back of house

area.

❖ Drape 3 – Approx. 24 metres at a minimum height at 7 metres (to adjoin drape 2)

❖ Drape 4 - Approx. 9 metres at a minimum height at 7 metres (to adjoin drape 3)

❖ One undressed entrance/ exit for VIP access.

❖ One undressed entrance / exit for public & teams access

4.2.3 Optional Drape Line


If budget permits, event organisers have the option of installing a further drape line behind the

Athlete Seating block to enclose the arena space further and create a more closed in effect.

An additional 29 metre drape line at a minimum height at 7 metres may be required.

Production companies are invited to quote separately for the supply, installation and management of

this truss and drape line.

A final decision on the use of this drape line would be taken 1 month before the event.

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4.2.4 Lighting & Sound rig


The event will have two very distinct formats each day as previously described.

For the morning and afternoon sessions, three competition areas will be in use simultaneously.

The main house lighting will be sufficient for these sessions.

The evening sessions, with the focus on one main central “show court” requires a centrally mounted

(box truss style) lighting system that creates a showpiece finale to broadcast lighting standards.

In addition, we have previously used 12 x 1 metre High Output LED Batten lights to create red & blue

lighting effects and would like to continue with this option.

Within this lighting proposal, tendering companies should ensure that lighting provision is made for

key outlying activity such as round breaks, where athletes return to the coach’s position (as shown on

Appendix 2 – Slide 4) and athlete walk ins as described in detail in item 4.2.7 below.

Production companies are invited to submit detailed proposals and quote for the supply, installation

and management of a cost-effective truss and lighting system that will successfully provide these two

elements on a limited budget with creative and multiple use of the same lighting assets.

4.2.5 Audio


and management of a cost-effective sound system that will successfully broadcast music, live voice

content and video sound output to the two main seating blocks within the venue.

The main field of play will be surrounded on 3 sides by spectator / VIP seating and an audio

distribution plan should be developed to effectively serve these groups and also act as a general PA

system at other times.

All systems should be cabled back to the Production and Broadcast positions, with the ability to

distribute audio content from both parties available.

Note: Production partners will be responsible for providing all hanging points within the venue and submission of a detailed

loading plan. Please ensure any quote includes this provision.

Proposers are asked to consider cost effective options in design that minimise the number of trusses / hanging points required

by combining drape, lines, lighting, sound and display assets onto single trusses or none intrusive ground based alternatives

that do not “blast” spectators at close quarters.

4.2.6 LED Video board


This event requires 2 large video boards (minimum size 2-metre high x 3.5-metre-wide) mounted back

to back and suspended centrally from the main lighting box truss.

This board must be positioned correctly so that it does not impact on the TV quality lighting (creates

shadows) or blocks sight lines of the action for TV cameras and spectators.

These boards show a variety of content including live scoring information, results service, promo

videos and sponsor messaging.

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Production companies are invited to quote for the supply, rigging, installation and management of

these boards including all power, cables, computer control system and specialist engineer for the

duration of the event.

Production partners would be expected to provide a 3D drawing of the venue showing the positioning

and sight lines of this equipment in situ at least 1 month before the live event.

4.2.7 LED perimeter boards

(Appendix 2 - Slide 3)

This event requires LED perimeter panels to show sponsor messaging and crowd engagement

content. This has become part of the standard Grand Prix model and we would require the following

minimum specification.

46 x 500mm x 500mm LED panels, or similar (linear lengths 4m + 4.5m + 6m + 4.5m + 4m) including

control and specialist engineer.

(We would mount the panels in custom made timber frames on site alongside your engineer)

Production companies are invited to quote for the supply, installation and management of these

panels including all power and cable supply.

4.2.8 Technical Officials, Media & VIP’s area


A tiered competition management seating and workstation area is to be created for technical officials,

sports presentation, broadcast, media & VIP’s who need close access and good views of the field of

play. It is proposed to use a raised deck platform system over 3 levels to achieve this as follow:

Raised Level 1 - Tables and seating for 28 persons

(Tables to be dressed in black cloth and supplied with 2 x 4 gang power)

Level 2 - Media - Tables and seating for 8 persons


- VIP – Decked area with space for 2 rows of 25 banqueting style chairs

This VIP deck should be subdivided further and slightly raised with the

second row of seating slightly higher than the first.

Level 3 - Tables and seating for 13 persons


- VIP – Decked area with space for 2 rows of 15 banqueting style chairs

Production companies are invited to quote for the supply, installation and management of this

functional area including steps and safety panels (to ensure workstation/tables/ people do not drop

forwards off the platforms).

Please specify the total footprint size and suggested deck height levels on your proposal. If you can

suggest alternative or more cost-effective ways to create these functional areas, please include in your

proposal.

The event can supply the tables and chairs needed.

The event can arrange for these areas to be carpeted by the flooring contractor following installation.

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Please note – a broadcast camera tower of approximately 5 metres in height will be positioned within this seating

area as shown on the plan and a gap of 2.4m x 2.4m has been allowed for this item.

(supplied and installed by the host broadcaster)

4.2.9 Lighting solution for Athlete walk in


During the live broadcast evening TV shows, when the venue is in full dark mode with house lights off,

athletes and coaches move from the lit show entrances to the central court.

This corridor (shown with yellow highlight on Slide 4) requires a lighting solution to ensure TV

cameras pick up this walk-in activity correctly as part of the atmosphere building sequence.


and management of a cost-effective venue lighting system that will successfully provide this element

including all cabling and control systems.

4.2.10 Mixed Zone - Media Backdrop Lighting


Additional lighting is required to illuminate a small media board (2.4 x 2.4m) situated in the mixed

zone. This area will be used for athlete interviews and presentations and will feature on broadcast

content.


and management of a cost-effective venue lighting system that will successfully provide this element


4.2.11 Back of house lighting


Production companies must research this element and confirm that adequate lighting will cover this

area (either supplied by either the venue or production partner.)

Note:

a) During the daytime sessions, when full house lighting is being used, house lights may be

adequate and there may not be any requirement for additional lighting.

b) During evening “dark” sessions - if house lights can be segmented at the correct location,

again, additional lighting may not be required.

Within your tender, please set out what the solution will be and if lighting is required, include within

your quote.

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4.3 Ancillary Areas

4.3.1 VIP Lounge


Using a Squash court inside the venue, we wish to create a quirky VIP room with comfortable

surroundings and furniture serving teas / refreshments etc.

To achieve this – we are considering installing a (free standing) large projection screen with drape

surround across the back wall of the court to show the live action TV coverage taking place in the

arena, as well as for making presentations at certain times.

The space would require the following IT equipment to allow the hosts to make the presentations,

play background music and show VT content as needed:

❖ Screen and drape surround to cover width of approx. 5 metres

❖ Projector Unit (Projector needs to be mounted aesthetically tidy and does not interfere with

the layout and flow of the VIP room

❖ All with Power and connections to a laptop.

❖ Sound system with roving microphone unit (also capable of playing music and amplifying a

sound feed from a TV, DVD or laptop unit)

In addition to the above, production partners are invited to suggest other ways to enhance the look

and feel of this main VIP space, possibly using uplighter’s, temporary wall coverings, flowers etc.

A separate itemised cost is requested for all items above including enhancement suggestions and

would be agreed at a later stage.

The event will supply all tables, chairs and furniture.

4.3.2 Flattage

As shown on Appendix 2 – Slide 1 (Burgundy red vertical lines), there is a requirement to further

separate some functional groups as described below (marked –items 4.2.5) by means of free standing

black “flattage” panels, without impacting significantly on critical sight lines of the field of play,

especially for officials and media. Approximate overall distance is 12 linear metres at a height of 1m.

In addition, Team GB occupy an area within the Squash Court part of the building. This needs a

physical and visual barrier installing to separate it from other functional areas (where officials eat).

This can be achieved by using 2-metre-high flattage (with feet).

Approximate length 10 metres.

Production candidates are invited to quote for the supply, installation and management of these

partial separation sections and/or suggest creative alternatives to achieve this requirement.

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4.4 Production Support

Taekwondo presentation has become heavily dependent on technology over recent years and there are

several areas of this event that require the supply of IT hardware and/or support as detailed below:

4.4.1 Scoreboards

(as shown on Appendix 2 - Slide 5)

Each of the three ground based competition areas requires 4 scoreboards, mounted at set locations

onto the timber frame wall surround (built by the event joiner) and controlled by a single laptop that

the event competition management provider will supply.

Taekwondo currently owns these 40-inch TV screens, VGA cable and the splitters to achieve the above

configuration but production partners will be required to install these assets and provide power as

specified.

All screens on each court as detailed above should be cabled back to the main control desk on each

competition area and connected to this single laptop enabling the same visual output to be displayed

on all screens.

4.4.2 Power & cabling


The venue can/ will provide 3 phase power from 3 mains distribution points as agreed with the

approved production partner, upon submission of an agreed power distribution plan in writing prior

to the event. As part of this production tender and in addition to the standard cabling for truss

lighting and sound described in the sections above, we would ask you to include the costs of

supplying all power cabling to the areas shown on the plan and detailed below, and subsequently

provide the venue with an acceptable power distribution plan that fulfils current industry and safety

regulations ensuring no trip hazards in walkways, as follows.

Note: Some direct source power points (e.g.: sockets already in the floor or walls) may be available to

use in some areas. Agreement with the venue would be needed prior to using these points.

3 Competition courts

Each competition area will require standard power points to feed the following

- Plasma/LED TV at each corner (4)

- Video camera charger and spare at each corner

- (1 x 4 gang socket extension would serve the above)

- 3 x 4 gang power sockets (on each control table to feed laptops, printer, additional monitors.

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Un-interruptible power supply (UPS)

(Appendix 2 Slide 7)

World Taekwondo are requesting that the 3 key competition areas control table laptops, and the

tribune containing the on-venue (OVR) position, the TV Graphics (TVG) position, the Protector Scoring

System (PSS) & Instant Video Review (IVR) technicians, are connected to and protected by an

uninterruptible power supply in the event that mains power is temporarily interrupted.

Production companies are requested to describe how you would service this requirement and the

capacity of each UPS system.

You are also requested to highlight this cost separately within your quote.

Power supply

As stated above, the venue requires a full power plan detailing the loadings required and mains

connection points necessary to distribute supply to the functional areas described above.

The venue may wish to supply some of the ground level power themselves, using existing floor well

sockets. Production partners will be required to work with the venue to agree the most efficient way

without the event host incurring unnecessary / further cost.

4.4.3 Production and Broadcast area

This area will be for the shared use of your production team and the host broadcaster.

This area will be at ground level and will be provided with tables and chairs.

As part of your proposal, please specify the following:

- The minimum space required to accommodation your production suite.

- How many tables and chairs (you will be required to dress these tables appropriately).

Please note – all production and broadcast connections and cabling should be tracked back to this

distribution position in a safe and acceptable manner.

Broadcast Area

You will be requested to provide mains power cabling to the Host Broadcast provider position to

enable them to run all of their desks, cameras and associated IT.

The host broadcast position is situated alongside the main production position and in the Satellite

truck outside.

Production partners will be required to consult with the Broadcast provider to agree a power

distribution plan for their needs.

Functional Areas

Please ensure your quotation includes power cabling to the workstation areas mentioned in Items

4.2.5

Screens

There are a number of information and display screens, supplied by the event, placed around the

arena.

Production partners are expected to provide power sockets to these positions as per the power plan

shown on Slide 6.

These screens will be fed by the host broadcaster.

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4.4.4 Rigging

As described throughout this document, the appointed production partner is responsible for

providing all rigging points. Please ensure that your quotation includes all costs associated with this

element.

A full rigging point and loading plan must be submitted to the venue and GB Taekwondo’s Health &

Safety manager for approval before the event.

4.4.5 Access equipment

Please ensure that your quotation includes the full costs for all access and working at height

equipment needed to fulfil this production requirement, considering the venue concerned and any

unique challenges and restrictions it may have.

All operators must be fully qualified and certified.

4.4.6 Crew & Transport

Please ensure your quotation includes all costs for Crew, any accommodation, subsistence & transport

that are required to fulfil your proposal.

From previous experience, we would also request that a technical “trouble-shooter” is on hand for the

3 days of the event to deal with IT and power issues.

5. SPORTS PRESENTATION & ENTERTAINMENT

To meet the objectives set out in our Vision & Mission - stakeholders will look to appoint a Sports

Presentation company with exciting proposals to give spectators and participants a memorable and

informative experience by creating atmosphere, excitement and urgency within the venue at key times

using the latest and innovative presentation techniques and entertainment content.

Bidders are invited to demonstrate how they will maximise and leverage the production assets

detailed and propose, with costs, novel / entertaining ideas that can enhance the audience experience

and create the magic moments set out in our vision.

To inform your proposals – consider that the event will have two distinct sessions and requirements

per day.

Phase 1 - Sessions One and Two (Appendix 1 – Draft Top Line Production Schedule)

- Will consist of qualifying rounds of competition across all three competition areas

- Will have a 90-minute lunch break

- Will be live streamed across all courts for all matches

These sessions will require some presentation elements including session start music and verbal intro

set pieces (combined with some broadcast & graphics content as requested).

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Matches will take place constantly during these periods, so crowd engagement, whilst important and

we would like to hear ideas of how this can be factored in, should not impact on the core sport

activity.

Phase 2 - Session Three (Appendix 1 – Draft Top Line Production Schedule)

- Will consist of a 45-minute pre- show

- Followed by individual semi-final and final matches - televised across domestic TV and

Satellite platforms as well as being live streamed.

These daily sessions will require an enhanced and detailed sports presentation package featuring the

following minimum elements:

For the pre-show

- Enhanced entertainment and crowd engagement

- Set piece build up “moments” (e.g.: interviews, crowd competitions, VT’s)

For the live TV show

- Music and light intro’s and links for each match

- Athlete entrance intro set pieces

- Between rounds music and light effects

- End of match effects

- End of match interviews and features

Successful companies will be expected to work with the event director and host broadcaster to create

and then deliver a second by second scripting of all display assets and content within a running order

detailing a full music, lighting and entertainment plan.

5.1 In venue compare(s) / Announcer(s)

Key learnings from previous Taekwondo events and work around the vision and mission for this event

has indicated that production values and presentation style should be targeted at younger (adolescent

to young adult) audiences with specific programs of entertainment, the use of more contemporary

music linked together by a younger venue presentation style connected with target audience.

Bidders are requested to describe effective presentation styles and specific individuals that would fulfil

this brief, showing costs for any venue presenter(s) - detailing relevant experience and confirming

availability.

This person / person’s will be required to undertake all public announcements during the event, deliver

session opening pieces, entertainment set pieces, interviews of key characters and any linking voice

content required in the live environment.

The appointed production and presentation partner will be expected to appoint a producer to

participate and/or coordinate all presentation rehearsals and presentation plan implementation,

ensuring continuity with broadcast units, activity on cue and overall control of live show content

bringing together all presentation and production assets seamlessly.

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A full quotation for all of the above services including breakdowns where noted is requested. Tender notes

• To assist our tender and budget evaluation, please quote for the above Grand Prix event

separately (however, the contract for this event and the 2019 World Championships will

preferably go to the single partner, if appropriate, to ensure continuity.)

• Bidding companies are asked to highlight any further discount or concessions they could offer

if both contracts are awarded to the same company.

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6. WORLD TAEKWONDO CHAMPIONSHIPS 2019

6.1 World Taekwondo Championships Background

A World Taekwondo Championships, held every 2 years, is the pinnacle career event for all Taekwondo

athletes and a major milestone for qualification towards the 2020 Tokyo Olympic Games.

This is the first time Great Britain has ever hosted the event, which not only brings teams from over 200

countries, but includes hundreds of delegates and VIP’s attending international congress events and

meetings across a 2-week period.

The most recent World Championships were held as follows:

2017 MUJU SOUTH KOREA

2015 CHELYABINSK RUSSIA

2013 PUEBLA MEXICO

6.2 Core Event Format

Competing Athletes: Based on previous events, we anticipate approximately 1000 athletes

in 2019, taking part, across a range of senior male and female divisions over 5

days of competition.

Categories: There are 8 Male Weight Categories and 8 Female Weight Categories








Male + 87 kg Female + 73 kg

6.3 Competition Schedule:

(Appendix 3 – Draft Top Line Production Schedule)

This event will take place from 15 to 19 May 2019 and will be staged at the Manchester Arena,

Hunts Bank, Manchester M3 1AR

The competition schedule is yet to be 100% confirmed but will broadly be as follows;

Day 1 (15th May 2019)


Further prelims and quarter final session on 3 courts 1.00pm - 4.00pm


Medal Presentations 7.15pm – 7.30pm

Opening Ceremony 7.30pm – 8.30pm

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Day 2 (16th May 2019)



Evening show of 6 semi-finals & 3 Finals on 1 court 6:30pm – 8.45pm


Day 3 (17th May 2019)





Day 4 (18th May 2019)





Day 5 (19th May 2019)





Opening Ceremony 7.00pm – 8.00pm

Build Schedule:

Monday 13th May 02:00 Production installation starts

(Access time to coordinate with load out of preceding event).

- Installation continues until completion

- Round the clock access is possible if event build requires

(please consider and specify in quote)

09:00 – 17:00 - Overlay of Sport Specific IT

Tuesday 14th May 00:00 – 23:59 Production installation to completion

14:00 – 19:00 Testing and rehearsals

00:00 – 05:00 Completion of fit out, look and feel

- Round the clock access is again possible if remaining

event build requires it please specify)

15th – 19th May Live event

Sunday 19th May 20:00 Partial strip down

Monday 20th May Completion of strip down and load out

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6.4 Top Line Production and Presentation Requirements

Stakeholders would like to appoint a dynamic production and sports presentation partner that will

develop the learnings from the earlier Grand Prix and proposes exciting and engaging presentation

content to enhance our core production specification.

In line with the Vision & Mission of the event - the core production and presentation ambition for this

event is to both inform and entertain the audience, and deliver an integrated and polished

presentation plan for the live TV broadcast each evening.

As part of your overview proposal and any summary, we do welcome other different and

inspirational ideas to present our sport.

This event has two very different operational phases.

Phase 1

A World Championships is primarily a large participation event.

During the “daytime” phase, all preliminary and quarter final rounds will take place across seven

competition areas in constant use throughout the day as athletes go through the knockout phases.

There will be no TV broadcasting during these rounds.

However, all matches on all courts will be live streamed.

As illustrated in the arena mock up (Appendix 4 Slides 1 & 2) six of these courts are planned to be

based at ground level, separated by an elevated catwalk style access runway.

A further, elevated seventh “show court” at the end of the catwalk will complete the FOP layout at the

far end of the arena.

The main house lights will be on and used throughout these sessions.

An engaging and entertaining sports presentation package will be required to introduce and close the

morning and afternoon sessions, with content or features where appropriate, ensuring brilliant basics

and filling gaps in the action.

Phase 2

The daily evening show for the World Championship event will only use the elevated main show court.

As illustrated in the venue FOP plan & mock up’s (Appendix 4 Slide 1 & 3), a unique venue re-

configuration concept has been floated, budget permitting, using a temporary drop-down drape line

(on motorized winches) that segments the arena to create a smaller amphitheatre setup around the

show court stage.

The elevated show court and the adjoining platforms will serve as the stage for all TV content, semi-

final and final matches, medal presentations, opening and closing ceremonies, entertainment

/exhibitions and general focal point of the event for in-venue audiences.

Phase 2 activity will be broadcast live via Satellite around the World and to a domestic broadcast

audience.

This will require a “dark” venue production with full use of box truss mounted light and sound assets,

creating a focal point of athlete entrances, walk in’s, match introductions and ongoing atmosphere

enhancements.

It is a specific requirement that a full second by second presentation plan is drawn up with the host

broadcast provider, integrating any in venue presentation with on screen and in venue content across

all commentary teams, in a scripted, joined up approach.

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6.5 Host Broadcasting

The appointed Production and Sports Presentation partner will be expected to work closely with the

appointed Host Broadcaster, taking the lead in developing the evening show, creating content and

delivering a second by second scripted running order.

7. OUTLINE OF PRODUCTION AND PRESENTATION REQUIREMENTS

FOR THE 2019 WORLD TAEKWONDO CHAMPIONSHIPS

Referencing the event vision & mission objectives, Production and Sports Presentation

companies are invited to propose and quote for the delivery of the following services:

➢ Arena Design and Production

➢ Main Arena Layout

➢ Ancillary Areas

➢ Production Support

➢ Presentation

➢ Ancillary Events

7.1 Arena Design and Production

As a new event to Great Britain, the World Championship presents us with an exciting opportunity to

break the standard “business as usual model” for this event and show Taekwondo in a new and

exciting technology led format, learning from world leading British sports events production of recent

years.

For tendering comparison and budget management purposes, this document below describes a first draft arena design and production specification. Whilst this is very detailed and we ask

candidates to quote against this base line - stakeholders would also welcome alternative

proposals, referencing the vision and mission objectives, that are more innovative and provide

better value or budget savings.

Our draft concept is to create a two-venues in one set up, which allows us to complete the larger

participation event for athletes during the daytime sessions, then quickly transform the venue into a

smaller intimate cauldron amphitheatre for the semi-finals, finals, ceremonies and shows each

evening, by deploying a drop-down truss / drape line with attached pre-installed presentation assets.

Whilst this has been discussed with the venue and deemed possible, it is imperative that tendering

production & presentation companies fully research and confirm this is deliverable within the budget

and scheduling constraints of the event.

The production concept detailed below is based upon these assumptions.

Alternative proposals would be considered if logistically and/or economically more viable.

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7.2 Main Arena Layout

(Appendix 4 – Slide 1 venue layout)

• Main drape line 1 – venue owned and deployed

- Production partners will be required to supply and run additional presentation assets on

this (central part) drape as described below in 7.2.1

• Lighting solution for back of house/ athlete process areas

• Presentation stage 1

• Central “catwalk” runway

• 6 ground level matted competition areas – Taekwondo owned

• 6 x LED boards

• Main drape line 2

To be ready assembled with presentation assets and winched/ stored in roof space, to be

deployed for evening shows and presentations as described below in 7.2.7

• Presentation stage 2 – venue owned and deployed

• Main show court stage – venue owned and deployed

• 1 x LED board

• Suspended Box truss lighting and sound rig over main show court

• 2 Tier Raised deck tribune style platform for Technical team & Production

• 2 Tier Raised deck tribune style platform for Media & World Taekwondo

• Lighting solution for athlete walk in’s during evening show

• Lighting for 2 interview areas with media boards

• Flag bar and motorized rigging for medal ceremonies

7.2.1 Main drape line 1


This main arena focal point will act as a separator between the field of play and back of house

functional areas.

It will serve as the main FOP entrance for participants during all daytime sessions.

These drape lines are owned and supplied by the venue.

The venue, as part of their setup / derig of the previous event will install & position these assets.

Production partners would be expected to work in cooperation with the venue during the previous

event derig / build process to ensure duplication of work does not occur.

(For example – raising and lowering this truss & drape line unnecessarily to attach presentation assets)

Production partners will be expected to supply, install and manage the following items on or in front

of this drape line and trusses

❖ 2 x featured “show” entrance doorways for participants - with feature lighting / spots

❖ Back panels for show entrances (so that you cannot see through into backstage areas)

❖ All staircases and any landings for athlete entrances (to match level of presentation stage &

catwalk – (venue may have some that can be utilized)

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❖ One ground level undressed athlete doorway for athlete exit (via mixed zone)

❖ 1 x Jumbo Projection Screen (Please define recommended size and cost within your quote)

(This could be a LED board set up if more cost effective)

❖ 1 x Projector (to display content onto the above)

- Projectors should be flown on none vibrating truss at an appropriate distance from the

screens and have sufficient strength to effectively display live imagery.

(Suggested minimum 15’000 lumens)

- AV Control rack including Switcher and monitor.

- All cabling (using Fibre Optic HD cable) back to the production / host broadcast position.

- Mixer desk (e.g.: Tri-caster) to switch between different inputs (live & broadcast content /

logos / flags / results outputs)

This screen (or LED board if more appropriate / cost effective) would show a variety of content

including:

- live scoreboard, video replays and sponsor rotations

(This will require the same cabling and connections to the central control table of the

main court).

- Live and upcoming matches, athlete biog’s and results services

(This will require cabling and connection between the production position and OVR (On

venue results) to enable content to be shown on boards via a switcher mechanism at

agreed intervals.

- promo videos, sponsor messaging and other general content

(Pre-supplied to production partner and played as per an agreed running order).

- Country flag graphics for athlete intros at session start times.

❖ The production partner may also be asked to mount PVC banners & branding onto this drape.

7.2.2 Back of house lighting


Production partners must research this element and confirm that adequate lighting will cover this area

(either supplied by either the venue or production partner.)

Note:

- During the daytime sessions, when full house lighting is being used, house lights may be

adequate and there may not be any requirement for additional lighting.

- During evening “dark” sessions - if house lights can be segmented at the correct location,

again, additional lighting may not be required.

Within your tender, please set out what any solution will be.

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7.2.3 Presentation stage 1


Production partners will be expected to supply, install and manage the following items in front of

Drape line 1

❖ Stage deck of 37m (24ft) x 2.4m (8ft) at approx. height of 1 metre with 2 small staircases

(Note: PVC branding would be hung from the front and sides of this stage on either side using cable

ties – hiding the underside and carpeting / branding on the surface area)

7.2.4 Catwalk stage


Production partners will be expected to supply, install and manage the following items leading from

Presentation stage 1

❖ Feature promenade stage deck of 37m (120ft) x 2.4m (8ft) at approx. height of 1 metre with 4

small staircases

(Note: PVC branding would be hung from the top of this catwalk on either side using cable ties –

hiding the underside)

Tendering companies are requested to suggest and cost innovative ways to highlight & feature this

item to create an eye-catching centre piece within the arena, (potentially with transparent deck,

uplighters or other ideas)

7.2.5 Competition mats x 6 (ground level)


Two large matted areas, either side of the catwalk runway, will form the 6 competition areas used

during the daytime sessions of the event.

Each matted area will cover a surface area of 33 metres x 14 metres

These mats are Taekwondo owned and will be installed by event staff and volunteers.

(Production partners will be expected to supply, install and manage power to each court control desk as detailed

further in this tender)

Competition mats x 1 (Stage level)


One large matted area, positioned on the main raised platform stage, will form the 7th competition

court and adjoining presentation area. This court will also be used during the preliminary daytime

sessions and for the evening show semi-final and final matches.

All ceremonies and other presentations will take place in this space.

The matted area will cover a surface area of 18 metres x 14 metres

These mats will be provided and installed by the event.

30

7.2.6 LED perimeter boards

(As shown in Appendix 4 - Slide 1 & 2)

This event requires ground based LED perimeter panels at the rear of each competition area as per the

following specification:

❖ 6 separate linear lengths (1 length for each ground level court) of 10 metres wide x 1 metre

high

❖ 1 linear length of 14 metres wide x 1 metre high mounted along spectator seating facia

directly opposite the front leading edge of the raised court and at the same height (approx.)

as the stage surface.

❖ Including all mounts (to free stand vertically for the 6 ground level boards and fix to the

spectator seating facia in the case of the raised court), controls and specialist engineer.

Each panel should have a pitch (distance between the pixels) of between P12 and P25 so that the

resolution is very clear when showing any live action imagery on the boards and so there is no flicker

effect visible when the panels are shown on TV footage.

Each panel should also have the processor capacity/capability to receive and show different content

simultaneously as follows: (As shown in Appendix 4 - Slide 4)

❖ Preloaded sponsor rotation (covering central area approx. 8 metres x 0.8m)*

- Via a link with the competition management system this should be overwritten when a

score is made and this area of the board will show what type of point was scored.

❖ Hit level power bar (covering upper board area 8 metres x 0.2m)**

– This occurs via a link with the competition management system that measures the hit

level of impacts each athlete makes)

❖ Score board x 2 (at either end of the LED board, each covering an area of 1m x 1m)***

– This occurs via a link with the competition management system that measures the hit

level of impacts each athlete makes)

- This scoreboard visual also switches to a video replay facility via a switcher located on the

court control desk.

Note: Each of the 7 boards should operate independently – receiving all of its live information from

the competition management software (which will need configuring initially) on each court.

In cooperation with the event, who will supply high res images or animations - the production

company will be expected to create the repeating sponsor logo loop.

* This sponsor loop will become the default player when the scoring system is not showing activity.

** This input comes from the competition management system located on the main control table for

each court. Production partners will be required to supply all cabling and connections (from the LED

board control positions to the main control table laptop.

***This input comes from the competition management system located on the main control table for

each court. Production partners will be required to supply all cabling and connections (from the LED

board control positions to the main control table laptop.

Production partners should ensure the boards have the necessary hardware /software and

engineer to facilitate all of these elements.

Production companies are invited to quote for the supply, installation and live event management of

these panels including all power and cable supply.

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7.2.7 Main drape line 2


This secondary drape line concept is looking to transform the large arena into a more intimate

amphitheatre type setting, focussed around the main elevated show court.

It would serve as the main FOP entrance for participants during the evening sessions and the

backdrop for all event ceremonies, performances and entertainment, thereby reducing the scale

required and costs associated with these elements.

Tendering companies are asked to propose cost effective ways to bring this concept to life,

considering a challenging event schedule that would require that this drape is pre-rigged in some

way, (potentially on motorised winches, stored in the ceiling space of the arena during the daytime

sessions) and deployed, within an hour, immediately following the end of the afternoon sessions.

❖ Production partners will be expected to supply, install and manage on a daily basis this

straight central drape line of approx. 40 metres to a suitable and aesthetically acceptable

height.

Within your tender, please also investigate & propose solutions that could completely screen the

areas either side and above this drape line, hiding the rear part of the arena from view, as follows:

❖ How the unused seating areas beyond this drape line could also be hidden from view.

- Initial discussions with the venue suggested a pre-installed “tie back” solution which could

be pulled back / deployed from the upper bowl seating area each day.

❖ How the void area above the main drape line could also be hidden from view.

- Initial discussions with the venue suggested a permanent, fixed position second drape

panel, installed above the main (drop down) drape.

In addition to the above, production partners are asked to suggest and quote for the following items

on or in front of the drop-down drape line, again in such a way that they are preinstalled or rapidly

installed within the one-hour session break period.

❖ 2 x featured “show” entrance doorways for participants with presentation effects.

❖ Back panels solution for show entrances (so that you cannot see into backstage areas)

❖ Temporary staircases and landings for athlete entrances (to level of presentation stage 2)

❖ LED Star-cloth overlay on main 40m width (please provide separate quote for this element in

case unaffordable)

❖ The production partner may also be asked to mount PVC banners & branding onto this drape.

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7.2.8 LED Video board(s)


This event would like to deploy a video board set up, mounted between and either side of the two

athlete entrances mentioned above.

These boards would show a variety of content including:

- live scoreboard, video replays and sponsor rotations as described in section 7.2.6

(This will require the same cabling and connections to the central control table of the

main court).

- Live and upcoming matches, athlete bio’s and results services

(This will require cabling and connection between the production position and OVR (On

venue results) to enable content to be shown on boards via a switcher mechanism at

agreed intervals.

- promo videos, sponsor messaging and other general content

(Pre-supplied to production partner and played as per an agreed running order).

- Country flag graphics for athlete intro’s & medal presentations

- Sponsor board backdrop for the medal presentations, opening / closing ceremonies and

entertainment activity.

Suggested sizes could be:

Central board: 7 metres wide x 2.5 metres high

Outer board left: 1.5 metres wide x 2.5 metres high

Outer board right: 1.5 metres wide x 2.5 metres high

As described in 7.2.7 above – any proposals must consider the daytime venue configuration and the

required ability to raise the board(s*) to a height that allows spectators to see the full arena.

Production companies are invited to suggest other creative ways to achieve these dual use

concepts that may be more visually and/or cost effective.

Initial ideas could be:

- Keeping the outer boards as permanent installations to use as score boards (for the main

court) and sponsor messaging during the daytime sessions.

(i.e.: not winching them out of the way and reducing the weight that any truss would have

to bear)

- And / or continuing to use and operate all LED boards but raising the temporary drape

line, (and LED board(s) attached to the same truss) to a suitable height to enable

spectators to still see through to the remaining area for the daytime session.

(i.e.: in effect, using the boards at a higher position)

Production companies are invited to describe and quote for the supply, rigging, installation and

management of these boards including all power, cables, computer control system and specialist

engineer for the duration of the event.

33

7.2.9 Main Court & Presentation stage 2

(Appendix 4 – Slide 1,2 & 3)

Directly in front of the Drape line 2 position – the venue will supply and erect a second stage deck.

This deck will be surrounded on three sides by a run off safety ramp (supplied and installed by the

event)

❖ Deck size 18.50m (60ft) x 14.75m (48ft) at an approx. height of 1 metre (Venue supplied)

❖ Run off ramp surround footprint - approx. a further 2 metres (on three sides). (LOC supplied)

❖ 4 Staircase insets (LOC supplied)

❖ Matted area featuring the brand Manchester (LOC supplied)

❖ Matted area for show court (LOC supplied)

7.2.10 Flag Poles

For the opening and closing ceremony, the event requires up to 3 temporary flag poles, at a position

to agree that will not interfere with other activity or performances on the main court presentation

stage.

Production candidates are invited to describe and quote for the supply, installation and management

of this feature.

7.2.11 Medal Presentation Flag Bar


For the 16 medal presentation ceremonies (average of 3 per day), the event requires a national flag

bar capable of:

- Supporting 4 flags

- Moving up and down in sync with the playing of National Anthems

- Positioned above the front leading edge of the main court for flag bearers to attach and

remove flags as required in real time.

Production companies are invited to describe and quote for the supply, rigging, installation and

management of this feature, including all power, cables, control system and any specialist engineer for

the duration of the event.

7.2.12 Lighting & Sound rig

The event will have two very distinct formats each day as previously described.

For the morning and afternoon sessions, all competition areas will be in use simultaneously and the

main house lighting should be sufficient for these sessions.

(There will be a low key “show” requirement for these sessions apart from opening intros, crowd

interaction, entertainment and closing music with in venue presenter comments at times.)

The evening sessions, on the main central “show court” only, require a centrally mounted (box truss

style) lighting rig system that creates a showpiece finale to meet broadcast lighting standards.

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In addition, we have previously used 12 x 1 metre High Output LED Batten lights to create red & blue

lighting effects and would like to continue with this option.

Within this lighting proposal, tendering companies should also ensure that lighting provision is made

for key outlying activity such as round breaks, where athletes return to their coach position (shown on

Appendix 4 – Slide 6).

This lit area and presentation assets will also be used for a number of activities, described in detail

below (in presentation section 8.1), including the opening & closing ceremonies, daily medal

presentations and entertainment shows.


and management of a cost-effective truss and lighting system that will successfully service these

elements on a limited budget with creative and multiple use of the same lighting assets.

7.2.13 Audio


and management of a cost-effective sound system that will successfully broadcast music, live voice

and general PA content and video sound output to the occupied seating areas within the venue.

Production partners are advised to research what existing provision, if any, exists within the venue,

confirming suitability, reach and clarity to service the audience groups and confirming within any

tender what can be achieved with any in house system and what augmentation is required with

additional equipment.

Within your quote, please specify exactly what audio equipment will be used and where.

All control systems should be cabled back to the Production and Broadcast positions, with the ability

to distribute audio content from both parties available.

Note:

Production partners are responsible for researching all hanging point rules for this venue as part of this tender

process, and ensuring that all costs for installation of hanging points are included in any quotes submitted.

Please ensure your quote includes this provision as additional costs for this element will not be covered by the

event budget if presented as an extra.

Proposers are also asked to consider cost effective options in design that minimise the number of trusses /

hanging points required by combining drape, lines, lighting, sound and display assets onto single trusses.

Please also note that the venue will require the submission of a detailed loading plan closer to the event.

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7.2.14 Technical Officials, Production & Broadcast Tribunes


A tiered competition management seating and workstation area is required for technical officials,

sports presentation and broadcast commentary, who need close access and good views of the field of

play.

It is proposed to use a raised deck platform system over 2 levels to achieve this, as follows:

Raised Level 1 - 40ft (12.3m) x 8ft (2.4m) - (to accommodate approx. 20 persons)

- To be supplied with 10 x 4 gang power sockets

- (Dressed tables and seating supplied by event)



- (Dressed tables and seating supplied by event






proposal.



7.2.15 International Officials and Media Tribunes


A tiered competition management seating and workstation area is required for World Taekwondo

officials working the event and for some media people who need close access and good views of the

field of play.

It is proposed to use a raised deck platform system over 2 levels to achieve this, as follows:



- (Dressed tables and seating supplied by event)



(Dressed tables and seating supplied by event




36



proposal.



7.2.16 Mixed Zones - Media Backdrop Lighting

Additional lighting is required to illuminate two separate media board (2.4m x 2.4m) areas.

These will be used for athlete interviews and presentations and will feature on broadcast content.

One board is located adjacent to drape line 1 and is used by all athletes leaving the field of play after

matches during the preliminary (daytime) phase of the event.

The second board is located next to the World Taekwondo tribune position and will be under the

seating stands.

This area and mixed zone, will be used by all athletes leaving the field of play after matches during the

semi-final and finals (night-time) phase of the event.

Both areas need to factor the safety and cosmetic aspects of lighting positioning considering the flow

of athletes out of the arena and opportunities for the media to interview by athletes against the media

backdrop.


and management of cost-effective lighting systems that will successfully provide these elements


7.3 Ancillary Areas

7.3.1 VIP Lounge

Using an existing venue bar area, we wish to create a quirky VIP room with comfortable surroundings

and furniture serving teas / refreshments etc.

We are considering installing a (free standing) large projection screen with drape surround along one

wall to show the live action TV coverage taking place in the arena, as well as to use for other

presentations at certain times.

The space would require the following IT equipment to allow the hosts to make the presentations,

play background music and show VT content as needed:

❖ Sound system with roving microphone unit (also capable of playing music and amplifying a

sound feed from a TV, DVD or laptop unit)

❖ Projector Unit (Projector needs to be mounted aesthetically tidy and does not interfere with

the layout and flow of the VIP room

All with Power and connections to a laptop.

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In addition to the above, production partners are invited to suggest other ways to enhance the look

and feel of this main VIP space, possibly using uplighter’s, temporary wall coverings, flowers etc.

A separate itemised cost is requested for all items above including enhancement suggestions and

would be agreed at a later stage.

The event will supply all tables, chairs and furniture.

7.4 Production Support

Taekwondo presentation has become heavily dependent on technology over recent years and there are

several areas of this event that require the supply of IT hardware as detailed below:

7.4.1 Production and Broadcast area

This area will be for the shared use of your production team and the host broadcaster.

This area will be at ground level and will be provided with tables and chairs.

As part of your proposal, please specify the following:

- The minimum space required to accommodation your production suite.

- How many tables and chairs (you will be required to dress these tables appropriately).

Please note – all production and broadcast connections and cabling should be tracked back to this

distribution position in a safe and acceptable manner.

7.4.2 Power supply

(4 gang units) (Appendix 4 Slide 5)

The venue can/ will provide 3 phase power from 3 main distribution points as agreed with the

approved production partner, upon submission of an agreed power distribution plan in writing prior

to the event. As part of this production tender and in addition to the standard cabling for truss

lighting and sound described in the sections above, we would ask you to include the costs of

supplying power from your production position to the points shown (and again providing the venue

with an acceptable power distribution plan that fulfils current industry and safety regulations.

7.4.3 Un-interruptible power supply

(UPS) (Appendix 4 Slide 5)

World Taekwondo are requesting that the 7 key competition areas control table laptops, and the

tribune containing the on-venue (OVR) position, the TV Graphics (TVG) position, the Protector Scoring

System (PSS) & Instant Video Review (IVR) technicians, are connected to and protected by an

uninterruptible power supply in the event that mains power is temporarily interrupted.

Production companies are requested to describe how you would service this requirement and the

capacity of each UPS system.

You are also requested to highlight this cost separately within your quote.

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7.4.4 Broadcast Area

Production partners will be requested to provide mains power / cabling to the Host Broadcast

provider position, to enable them to run all of their desks, cameras and associated IT.

Please include this facility within your quote.

The host broadcast position is situated alongside the main production position and in the Satellite

truck outside. (Production partners will be required to consult with the Broadcast provider to agree a

power distribution plan for their needs)

7.4.5 Rigging

As described throughout this document, the appointed production partner is responsible for

providing all rigging points. Please ensure that your quotation includes all costs associated with this

element.

A full rigging point and loading plan must be submitted to the venue and GB Taekwondo’s Health &

Safety manager for approval before the event.

7.4.6 Access equipment

Please ensure that your quotation includes the full costs for all access and working at height

equipment needed to fulfil this production requirement, considering the venue concerned and any

unique challenges and restrictions it may have.

All operators must be fully qualified and certified.

7.4.7 Crew & Transport

Please ensure your quotation includes all costs for Crew, any accommodation, subsistence & transport

that are required to fulfil your proposal.

From previous experience, we would also request that a technical “trouble-shooter” is on hand for the

3 days of the event to deal with IT and power issues.

8. SPORTS PRESENTATION & ENTERTAINMENT

To meet the objectives set out in our Vision & Mission - stakeholders will look to appoint a Sports

Presentation company with exciting proposals to give spectators and participants a memorable and

informative experience by creating atmosphere, excitement and urgency within the venue at key times

using the latest and innovative presentation techniques and entertainment content.

This will be particularly challenging in a venue like Manchester Arena during daytime sessions.

Whilst we are proposing to use the lower bowl only, with the upper bowl curtained off, this still gives

us a large 6000+ seat venue.

If the split venue concept is viable for the evening shows, then this challenge is slightly reduced as we

condense into one end of the venue around the main show court.

However, this still presents its own challenges due to the increased expectation around production

and presentation for the semi-final and finals shows.

39

Production companies are invited to demonstrate how they will maximise and leverage the production

assets detailed and propose, with costs, novel / entertaining ideas that can enhance the audience

experience and create the magic moments set out in our vision.

As described earlier in this document and to inform your proposals for this larger World

Championship event further – consider that the event will have two distinct sessions and requirements

per day.

Phase 1 - Sessions One and Two (Appendix 3 – Draft Top Line Production Schedule)

- Will consist of qualifying rounds of competition across all seven competition areas

- Will have a 60-minute lunch break & 60-minute break before the finals shows

- Will be live streamed across all courts for all matches

These sessions will require some presentation elements including session start music and verbal intro

set pieces (combined with some broadcast & graphics content as requested).

Matches will take place constantly during these periods.

Crowd engagement where possible is important and we would like to hear ideas of how this can be

factored in, whilst not impacting on the core sport activity.

Phase 2 - Session Three (Appendix 3 – Draft Top Line Production Schedule)

- Will consist of a 15-minute pre- show

- Followed by individual semi-final and final matches - televised across domestic TV and

Satellite platforms as well as being live streamed.

These daily sessions will require an enhanced and detailed sports presentation package featuring the

following minimum elements:

For the pre-show

- Enhanced entertainment and crowd engagement

- Set piece build up “moments” (e.g.: interviews, crowd competitions, VT’s)

For the live TV show

- Music and light intro’s and links for each match

- Athlete entrance intro set pieces

- Between rounds music and light effects

- End of match effects

- End of match interviews and features

Successful companies will be expected to work with the event director and host broadcaster to create

and then deliver a second by second scripting of all display assets and content within a running order

detailing a full music, lighting and entertainment plan.

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8.1 Ancillary Events

In addition to the daily activity in the main venue as described above, there are a number of special

events taking place across the event period on the main presentation stage.

Production and presentation teams will be expected to participate in these events, deploying and

managing the range of production assets to compliment and/or drive the range of activity described

below:

Opening Ceremony

On Wednesday 15th May at 19:30 hours, an opening ceremony will take place, potentially featuring:

- World Taekwondo display team

- Dance & Music groups

- Speeches

- Anthems

- Flag raising

- Country & team introductions

The event is currently working up ceremony plans with Manchester City Council.

The appointed production partner will be expected to work closely with any external agencies running

this ceremony to ensure maximum use of the presentation assets (lighting effects, music, boards etc)

Medal Presentations

At the end of each competition day, up to a maximum of 4 formal medal presentation ceremonies will

be conducted.

The appointed production and presentation partner will be expected to work up and agree the format

and running order of these ceremonies with World Taekwondo and the LOC to ensure they meet the

expected standard.

These ceremonies will take place on the main court presentation stage, with a small podium, against

the LED board backdrop which should show agreed sponsor content throughout.

The appointed production and presentation partner will work alongside the event competition

manager and will be expected to deliver these elements on site.

This will include:

- Creation of presentation party entrance sequence and music

- Selection and delivery of emotive ceremony background music

- Sourcing and playing of National Anthems

- Sourcing and displaying digital National flags

- Management of formal flag (bar) raising process

It is imperative that this presentation area is well lit as all activity in this area, such as athlete

intro’s and medal presentations will be shown on TV.

Daily Entertainment show

The World Taekwondo demonstration team will be in attendance at this event, and will give a

scheduled performance (lasting 15 – 30 minutes depending on time pressures) each competition day

on the main centre court.

For this performance, the demonstration team will require a level of production & presentation

support including:

- Running order delivery alongside their own producer / director

- Music and in venue presenter build up and introductions

- Lighting

41

- Cueing and playing of set piece music segments (they will provide)

The appointed production and presentation partner will work alongside the event competition

manager and demonstration team lead and will be expected to facilitate and deliver these

performances.

Closing Ceremony

A smaller closing ceremony will be conducted on the last day on competition (Sunday 19th May) This

will include some entertainment, potentially music based, a flag lowering and exchange ceremony

with the next hosts and a small number of speeches.

This is not expected to be a significant presentation piece, and the appointed production and

presentation partner will be expected to work with the creative director (most likely of the Opening

ceremony) to put together a running order using existing presentation assets in the best possible way

to deliver a simple but memorable closing ceremony.

8.2 In venue compare(s) / Announcer(s)

Key learnings from previous Taekwondo events and work around the vision and mission for this event

has indicated that production values and presentation style should be targeted at younger (adolescent

to young adult) audiences with specific programs of entertainment, the use of more contemporary

music linked together by a younger venue presentation style connected with the target audience.

Bidders are requested to describe effective presentation styles and specific individuals that would fulfil

this brief, showing costs for any venue presenter(s) - detailing relevant experience and confirming

availability.

This person / person’s will be required to undertake all public announcements during the event, deliver

session opening pieces, entertainment set pieces, interviews of key characters and any linking voice

content required in the live environment.

The appointed production and presentation partner will be expected to appoint a producer to

participate and/or coordinate all presentation rehearsals and presentation plan implementation,

ensuring continuity with broadcast units, activity on cue and overall control of live show content

bringing together all presentation and production assets seamlessly.

A full quotation for all of the above services including breakdowns where noted is requested. Tender notes

• To assist our tender and budget evaluation, please quote for the above World Championship

event separately (however, the contract for this event and the 2018 World Taekwondo Grand

Prix will preferably go to the single partner, if appropriate, to ensure continuity.

(This clause is our preferred option but stakeholders will reserve the right to conduct a review

of the Production and Presentation company’s performance following the 2018 Grand Prix

before committing to contract on the 2019 event.

• Bidding candidates are asked to highlight any further discount or concessions they could offer

if both contracts are awarded to the same company.

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9. CREDENTIALS

The appointed company should be able to demonstrate the ability to bring significant value to events

through innovations in production design, content generation and presentation with skills and expertise

in the following areas:

• Understanding the individual and collective needs of event partners, the event and the sport of

Taekwondo.

• Working in partnership with event management teams and a variety of stakeholders including

NGBs, Manchester City Council and other public funding agencies.

• Planning, implementation and delivery of comprehensive event production and presentation

plans.

• Effective delivery management and demonstration of best practice.

Previous experience of working with Taekwondo would be an advantage but is not essential.

10. CONFIDENTIALITY

All information exchanged between stakeholders and the tendering company is to be treated

as confidential until such time as the two parties agree that it may be more widely disseminated.

11. QUOTATION CONDITIONS

All quotations should include equipment, cabling, connections, technicians and staff.

All quotations should show VAT

All quotations should list any additional / related expenses.

12. TIMESCALES AND PROCEDURES

Tender documents submitted should include:

• A summary on how the company intends to fulfil the brief, including a proposed top

line Project Plan from appointment to conclusion of the event outlining all areas of

activity.

• Supporting evidence of relevant skills and experience in the company (e.g. list of

relevant previous events, projects and references) that will meet the event needs.

• CVs of staff to be employed on the project, their qualifications to carry out the work,

individual time commitment to the project and identification of areas which they will

be working on.

43

• Detailed breakdown of all costs related to your proposal.

12.1 Interested companies are requested to submit their tenders to arrive no later than 12:00pm on

Friday 18th May 2018.

Tenders should be addressed to:

Ian Leafe

Head of Events

GB Taekwondo

National Taekwondo Centre

Ten Acres Lane Sports Complex

Ten Acres Lane

Manchester

M40 2SP

Email: [email protected]

12.2 Stakeholders will inform all companies whether or not they are shortlisted by Wednesday 23rd

May 2018.

Interviews, if needed, would take place W/C 28th May

12.3 The successful company will be expected to begin consultation work immediately.

12.4 Event representatives will be available to answer any queries between now and the submission

of your tender.

12.5 Stakeholders reserve the right not to appoint any of the tenderers should it is felt that none of

the tenderer’s sufficiently meet their requirements.

mailto:[email protected]

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13. TENDER TERMS & DISCLAIMERS

• All queries relating to the information contained in this document or the tender process

should be directed to Ian Leafe, Head of Events at GB Taekwondo

([email protected])

• If an organisation is successful it will be required to enter into a formal agreement with

Manchester City Council

• All costs and expenses associated with the preparation of this proposal and the tender

process are the responsibility of the applicant.

• Proposals submitted outside the timescales in the tender document will not be accepted.

• The tender documentation is an indication of stakeholder needs, it should not be seen as an

exhaustive list of requirements. Successful applicants will be expected to work with GB

Taekwondo and stakeholders to further define requirements and provide additional support

as and when required.

• All information supplied by GB Taekwondo in connection with this tender shall be treated as

confidential by applicants, except that such information may be disclosed so far as is

necessary for the purpose of obtaining referees and information necessary for the preparation

and submission of the tender.

• GB Taekwondo must be made aware of any potential conflicts of interest at the time of

submitting a proposal.

• By submitting the tender, GB Taekwondo will assume that the applicant has sufficient

authority to enter into an agreement on behalf of the organisation.

• Documentation provided by the applicant during this process will be held on file for three

years (as evidence of the tender) and/or disposed of in a secure manner.

• The tender is issued on the basis that nothing contained in it shall constitute an inducement

or incentive nor shall have in any other way persuaded an applicant to submit a tender or any

other contractual agreement.

• GB Taekwondo reserves the right to:

- Amend the terms and conditions of the invitation to tender process,

- Cancel the evaluation process at any stage; and/or

- Require the applicant to clarify its tender in writing and/or provide additional

information. (Failure to respond adequately may result in the tender application not

being selected or proceeding to the next stage)

mailto:[email protected]

production and presentation of the world … · 2018-04-10 · 6 1.3 taekwondo events background...

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