SIAL 2014

Stand Construction brief

Background

Quality Meat Scotland

Quality Meat Scotland is the levy funded promotional and development body for the Scottish Red Meat Industry. It is a Non Departmental Public Funded Body (NDPB) QMS provides information, consumer assurance and marketing support for the three core brands - Scotch Beef PGI, Scotch Lamb PGI and Specially Selected Pork.

A key objective of QMS is to provide a marketing platform, from which the Scottish industry can present themselves and their products to existing and potential customers in the UK and abroad.

The attendance at major international fairs such as SIAL and ANUGA is therefore very important.

An area of 160 square metres with 3 open sides has been requested by QMS for SIAL 2014. The exact dimensions have not been specified. The allocation from SIAL is not expected until early March. However we would hope to have an area of approximately 11m x 15m.

Stand construction criteria

At such events, QMS expects to be well supported by approximately 8 individual companies who will attend the fair(s) for varying lengths of time and will use the stand as a base from which to work.

However, as QMS is a Non Departmental Public Funded Body (NDPB) State Aid Rules must apply. Individual company branding is not permitted unless the relevant costs are apportioned. As the majority of participating companies do not wish to do this, no dedicated private offices or individually allocated space will be required.

Feedback from past fairs has identified the main elements required by participating companies as follows:

  • Open area with good access
  • Reception / information point
  • Seating / tables / chairs for informal meetings
  • Availability of at least 2 private / semi private areas for company meetings – not enclosed – but with access / view to front.

In addition the stand must meet their expectations by also providing the following:

  • Business facilities, providing one computer set up withWord and Internet access. A printer will be supplied by QMS
  • Secure and separate working Wi Fi for more than 10 users. QMS will expect the successful contractor to install and take responsibility to ensure an adequate service is provided.
  • A PA system will be supplied by QMS. The stand contractor will also be required to install and set this up if and when required.
  • 2 dedicated chilled display areas for Scotch Beef PGI and for Scotch Lamb PGI
  • Additional display facilities offering easy access toQMS leaflets, company brochures and general promotional material
  • Adequate,secure storage for promotional material, coats, etc.
  • A full working kitchen that is sufficiently well equipped to provide meat platters / sampling plates during the day and if required cater for press reception(s) / evening or lunch function(s) for additional invited guests.
  • Provision of an additional private room with a capacity for 6 – 8 persons for a private meeting or lunch.

Overall Branding

The QMS stand at SIAL 2014 is part funded by the EU so only products with PGI status can be promoted.

The Logos of only 2 of the 3 core QMS brands will be required to be prominently displayed. Those will be Scotch Beef PGI and Scotch Lamb PGI.

Acknowledgement of EU funding must also be visible and the stand design must be submitted by QMS to the RPA for approval prior to being sent to SIAL for their approval.

Reference to Quality Meat Scotland (QMS) is of secondary importance and the overall branding should reflect the products not the organisation.

The overall image of the stand should reflect Scottish origin.

It should be open and welcoming while offering the participating companies an element of privacy when required.

The positioning of product should encourage visitors to enter the stand, preferably there should be no barriers making entry difficult.

Graphics/Imagery

Strategically placed graphics should represent The People, The Place and the Products. Suitable images will be supplied by QMS if required. Please include the cost to produce any proposed graphics to be used in your creative solution.

The Kitchen

The kitchen is a very important facility and should have the capability to supply light snacks, taster plates and refreshments for all 5 days of the fair. Adequate shelving and secure storage facilities should also be provided.

The kitchen should be out of bounds for individual company staff.

The kitchen should contain, as a minimum, space for the following:

A food preparation area

A wash up area

A serving area

There should be adequate space in preparation areas to ensure that raw and cooked products are kept separate.

Equipment – the following items, in good working order, should be included

2 sinks

1 oven

1 hob

1 dishwasher

Adequate chilled storage for separation of raw and cooked meats, vegetables, soft drinks and water.

Tea and coffee making facilities should also be provided for visitors and company personnel – circa 100 per day.

Adequate power and power points for several additional pieces of electrical equipment

The contractor will also be required to provide the following for 60 covers

Dinner plates

Tea plates

Cups and saucers

T spoons, dinner knives and forks

Wine glasses

Water tumblers

Staffing

Please include costs of 1 person to manage the stand and remain on-site throughout the fair to assist when required with e.g. IT or electrical issues, shopping, cleaning and general maintenance etc.

Delivery

The fully equipped stand as per the above specification must be completed and handed over to QMS by no later than 11am on Friday 18th October

Budget

The total creative and construction costs for the above must not exceed £40K

Duration of Contract

The successful contractor will be appointed initially for 1 year commencing with SIAL in October 2014. However there will be an option to extend for a further defined period.

Tenders

Contractors are requested to sendinitial plans andestimated costs by post and E-mail for Quality Meat Scotland to arrive no later than Wednesday 5th March 2014. Documents received after this date may not be accepted.

Thereafter full tender documents and a presentation QMS will be scheduled on either 12th or 13th March 2014 at QMS offices in Edinburgh.

Address

Tender documents should be sent to the following address:

Quality Meat Scotland

Rural Centre – West Mains

Ingliston

Newbridge

Midlothian

EH28 8NZ

For the attention of Margaret Stewart

E mail

February 2014