Victoria Racing Club LTD Catering Services ... - Melbourne Cup

Victoria Racing Club LTD
Catering Services
Expression of Interest
2014 - 2015
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Melbourne Cup Carnival
The Melbourne Cup Carnival is an unparalleled four day celebration of racing, food, wine, fashion
and glamour. For one week in spring, fabulous Flemington becomes the corporate, social and
sporting epicentre of Australia.
With the best thoroughbreds from Australia and increasingly, around the world taking centre stage
throughout the world’s most vibrant racing Carnival, it is a celebration not be missed and never to
be forgotten.
The VRC’s Food & Beverage Vision
“To deliver a consistent world class experience to our Members’, Corporate Partners and Public
Attendees, with a strong focus on creativity, quality, sustainability and promotion of our local
produce. Our objective is to increase visitation and revenue by exceeding our customers’
expectations”
Melbourne Cup Carnival 2013 dates
AAMI Victoria Derby Day – Saturday 2 November 2013
Emirates Melbourne Cup Day – Tuesday 5 November 2013
Crown Oaks Day – Thursday 7 November 2013
Emirates Stakes Day – Saturday 9 November 2013
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Introduction
The Victoria Racing Club (VRC) is seeking responses from highly capable catering companies for the
delivery and management of catering services in one or more of the following facilities over the four
days of the 2014 & 2015 Melbourne Cup Carnivals (MCC). VRC will be looking for caterers that will
provide our guests with the highest quality of service, menu innovation and culinary creativity.
Please be aware that catering packages described in this Expression of Interest (EOI) have been
approved for 2013. Please use as a guide only when considering menu creativity.
Incumbent caterers please note the following changes from our last tender;
• The Elms Enclosure
o The same caterer will be used for Trackside, The Village & Champions Lounge (refer
to location map)
• Members’ Car Parks
o The Birdcage caterers will not automatically receive an accreditation to cater in the
Rails, Domain, Nursery and Members’ car parks
• Birdcage
o Caterers to set a minimum food spend per head of $150per person (pp)
Timeline
EOI opening date
Wednesday 7 th August 2013
EOI closing date
Wednesday 14 th August 2013
RFP opening date
Wednesday 11 th September 2013
RFP closing date
Friday 29 th November 2013
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The Elms Enclosure (Trackside, The Village & Champions Lounge)
Trackside
Overview
- Situated within the Elms area of the racecourse
- Sixteen (16) individual 84sqm hexangular marquees with front and rear access. All have large
outdoor balconies which overlook the track. These marquees sit on elevated platforms and
have a maximum capacity of 80 seated or 100 cocktail
- Houses high end corporate clients as well as VRC sponsors and official hospitality on-sellers.
Approximately 50% of the marquees are booked by individual companies for use over the
four days of MCC with the remainder occupied for single day use
- Each purpose built marquee is situated on a raised platform. Presently this is contracted to a
major VRC sponsor for all four days of the Carnival and holds up to 330 guests. Includes
large balcony with separate VIP area, kitchen space and toilets situated underneath the
facility. Guest chefs also utilise a kitchen within the actual marquee
- One (1) 15 x 15m standalone marquee accommodating 115 guests with balcony on raised
platform. Exclusively booked for all four days of MCC
- Service to commence one hour prior to the first race (approximately 11.00am except for
Melbourne Cup Day 10.00am) and conclude half an hour after the last race (approximately
5.40pm Derby, Cup & Stakes Days and 6.20pm on Oaks Day)
- The caterer will receive client details from the VRC and will be required to contact the client
direct
Minimum menu requirements and pricing
- Stand-up all day grazing style menus with price point starting from $155pp (with the ability
to modify and upgrade courses as required)
- Buffet style menus with price point start from $175pp (with the ability to modify and
upgrade courses as required)
- Three beverage packages from $65pp
- Additional items such as coffee machine, cocktails and flexibility to alter menus as required
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- Caterers must provide menus with full pricing, inclusive of all operating costs, infrastructure
expenses (which will be outlined in the RFP) to the VRC for review. A 20% commission on
gross revenue is payable to the VRC
Notes
- Capacities for 2013 MCC;
o AAMI Victoria Derby Day - 17 facilities (1715 pax)
o Emirates Melbourne Cup Day - 17 facilities (1715 pax)
o Crown Oaks Day - 17 facilities (1715 pax)
o Emirates Stakes Day - 17 facilities (1715 pax)
- Trending towards stand-up style offerings
- Average spend per head in 2012 was $233 Excl. GST
Site map/s
- These layouts pertain to the 2013 MCC. Variations may occur and discussions with the
successful caterer will take place as required
Please refer to attachments
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The Village
Overview
- Situated within the grounds of the Elms Enclosure, this semi private area has access to track
views, super screen and live entertainment
- Fourteen (14) 6 x 3m open fronted marquee structures with 3 x 6m outdoor garden area
- Stakes Day 2013 will see a children’s price with a specific children’s menu - beverage
package removed and the price therefore reduced, to promote a family friendly
environment. Cash bar will be operating
- Service to commence one hour prior to the first race (approximately 11.00am except for
Melbourne Cup Day 10.00am) and conclude half an hour after the last race (approximately
5.40pm Derby, Cup & Stakes Days and 6.20pm on Oaks Day)
- The VRC will order and be invoiced directly with the caterer
Minimum menu requirements and pricing
- Stand-up all day grazing style menu with all day beverage package (excluding Stakes Day)
- Communal bar – cash facility required for package upgrades
- Mainly single day client comprising lower end corporate staff entertaining and social groups
- Optional upgrades can be offered including butler service, boat trips and additional food
items
- Caterers must provide menus with full pricing, inclusive of all operating costs, infrastructure
expenses (which will be outlined in the RFP) to the VRC for review. This area requires a 20%
commission on gross revenue payable to the VRC
Notes
- Capacities for 2013 MCC;
o AAMI Victoria Derby Day - 14 facilities (420 pax)
o Emirates Melbourne Cup Day - 14 facilities (420 pax)
o Crown Oaks Day - 14 facilities (420 pax)
o Emirates Stakes Day - 14 facilities (420 pax)
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- Average spend per head in 2012 was $184 Excl. GST
Site map/s
- These layouts pertain to the 2013 MCC Carnival. Variations may occur and discussions with
the successful caterer will take place as required
Please refer to attachments
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The Champions Lounge
Overview
- A 15 x 35m marquee servicing a capacity of 412 pax. accompanied by a tree-shaded
courtyard area
- Whilst remaining a grazing facility, a reserved furniture upgrade option has been added for
2013 to cater for groups wanting to have a reserved table
- Stakes Day 2013 will see a specific children’s menu on offer along with the beverage package
removed therefore a reduced price point
- Service to commence one hour prior to the first race (approximately 11.00am except for
Melbourne Cup Day 10.00am) and conclude half an hour after the last race (approximately
5.40pm Derby, Cup & Stakes Days and 6.20pm on Oaks Day)
- Caterers will be required to provide menus with full pricing, inclusive of all operating costs
and infrastructure expenses (which will be outlined in the request for proposal - RFP)
- This product does not attract a commission payable on food to the VRC
- Any cash bar sales made will require a 20% commission on revenue payable to the VRC
- The VRC will order and be invoiced directly with the caterer
Minimum menu requirements and pricing
- Stand-up all day grazing style menu with all day beverage package (excluding Stakes Day)
- A coffee cart and food station available in the courtyard
- Pricing in 2013 for this product is as follows;
o
o
o
o
$620 Incl. GST - AAMI Victoria Derby Day
$780 Incl. GST - Emirates Melbourne Cup Day
$550 Incl. GST - Crown Oaks Day
$270 Incl. GST - Emirates Stakes Day
Site map/s
- These layouts pertain to the 2013 MCC Carnival. Variations may occur and discussions with
the successful caterer will take place as required
Please refer to attachments
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Lawn & Hill Stand Enclosure
Makybe Diva Marquee
Overview
- Located next to the Lawn Stand, this facility has a capacity of 838 pax
- The facility is 25 x 50m and consists of two separate dining areas with a central indoor
courtyard. The larger side holds approx. 530 pax and the smaller side holds approx. 308 pax
- The current layout requires two kitchen structures
- The marquee is made up of shared tables of 10, with some tables of 12 available
- A private front lawn with track views and patrons have access to a section of reserved
seating in the Lawn Stand
- Service to commence one hour prior to the first race (approximately 11.00am except for
Melbourne Cup Day 10.00am) and conclude half an hour after the last race (approximately
5.40pm Derby, Cup & Stakes Days and 6.20pm on Oaks Day)
- Caterers provide menus with full pricing, inclusive of all operating costs and infrastructure
expenses (which will be outlined in the RFP)
- This product does not attract a commission payable on food to the VRC
- Any cash bar sales made will require a 20% commission on revenue payable to the VRC
- The VRC will order and be invoiced directly with the caterer
Minimum menu requirements and pricing
- Sit down style menu with an all-day beverage package, with consideration for the following;
o Minimum three courses
o The duration of the event day
o Dietary requirements
- Pricing in 2013 for this product is as follows;
o $710 Incl. GST - AAMI Victoria Derby Day
o $900 Incl. GST - Emirates Melbourne Cup Day
o $620 Incl. GST - Crown Oaks Day
o $400 Incl. GST - Emirates Stakes Day
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Site map/s
- These layouts pertain to the 2013 Carnival. Variations may occur and discussions with the
successful caterer will take place as required
Please refer to attachments
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The Rose Room
Overview
- New in 2012, this 15 x 60m marquee is built above the Lawn Stand seating and has a
capacity of 564 pax per day
- Table sizes of 4, 8, 10 and 12 are located over three distinct tiers in a non-shared
environment
- In 2012 the menu consisted of a 4 course lunch with alternating main, plus on arrival canapé
and petit fours. The 2013 offering has been amended to a longer more degustation style
menu
- Service to commence one hour prior to the first race (approximately 11.00am except for
Melbourne Cup Day 10.00am) and conclude half an hour after the last race (approximately
5.40pm Derby, Cup & Stakes Days and 6.20pm on Oaks Day)
- Caterers provide menus with full pricing, inclusive of all operating costs and infrastructure
expenses (which will be outlined in the RFP)
- This product does not attract a commission payable on food to the VRC
- Any cash bar sales made will require a 20% commission on revenue payable to the VRC
- The VRC will order and be invoiced directly with the caterer
Minimum menu requirements and pricing
- Sit down style menu with a premium all-day beverage package, with consideration for the
following;
o Minimum four courses
o The duration of the event day
o Dietary requirements
- Pricing in 2013 for this product is as follows:
o $1,000 Incl. GST - AAMI Derby Day
o $1,200 Incl. GST - Emirates Melbourne Cup Day
o $850 Incl. GST - Crown Oaks Day
o $550 Incl. GST - Emirates Stakes Day
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Site map/s
- These layouts pertain to the 2013 Carnival. Variations may occur and discussions with the
successful caterer will take place as required
Please refer to attachments
W
i
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Winning Post Enclosure
Overview
- This enclosure is situated in the centre of the racecourse
- Twenty-five (25) on ground 6 x 9m facilities catering packaged for 40 guests with capacities
of 70 to 80 people stand up and 40 to 50 seated. The marquees are divided by an internal
walling system with front and rear doors, rear doors are for catering access only. Each
marquee has an outdoor covered furnished area
- Eighteen (18) elevated double story 7.5 x 12m facilities packaged for 70 guests with
capacities of 95 stand up and 72 seated. Marquees are on 2 levels and include large outdoor
balcony with views of the track. Marquees are front entrance only and are accessed by a
staircase (external for level 1 and external and internal for level 2). Caterers have separate
staircase leading to both levels with kitchens on ground level. A large number of clients in
this area are official on-sellers who have booked the marquees for all 4 days of MCC. The
remaining clients are mostly single day clients
- Service to commence one hour prior to the first race (approximately 11.00am except for
Melbourne Cup Day 10.00am) and conclude half an hour after the last race (approximately
5.40pm Derby, Cup & Stakes Days and 6.20pm on Oaks Day)
- The caterer will receive client details from the VRC and will be required to contact the client
direct
Minimum menu requirements and pricing
- Stand-up all day grazing style menus with price points starting from $175pp (with the ability
to modify and upgrade courses as required)
- Buffet style menus with price points starting from $140pp (with the ability to modify and
upgrade courses as required)
- Three beverage packages from $65pp
- Additional items such as coffee machine, cocktails and flexibility to alter menus as required
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- Caterers must provide menus with full pricing, inclusive of all operating costs, infrastructure
expenses (which will be outlined in the RFP) to the VRC for review and provide a 20%
commission on the revenue payable to the VRC
Notes
- Capacities for 2013 MCC;
o AAMI Victoria Derby Day - 43 facilities (3710 pax)
o Emirates Melbourne Cup Day - 43 facilities (3710 pax)
o Crown Oaks Day - 43 facilities (3710 pax)
o Emirates Stakes Day - 43 facilities (3710 pax)
- Client profile generally mid-tier business’s with an even selection of buffet and stand up
style menus
- Average spend per head in 2012 was $267 Excl. GST
Site map/s
- These layouts pertain to the 2013 Carnival. Variations may occur and discussions with the
successful caterer will take place as required
Please refer to attachments
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Members’ Reserved Car Parks
Overview
- Comprising of the Domain, Rails and Nursery car parks, Members’ are able to book a car site
along with pedestrian passes for a limited number of guests per site
- Members’ have the ability to self-cater both food and beverage or engage one of the VRC’s
accredited caterers
- Currently 10-15% of the sites in these 3 areas are catered for by accredited caterers.
Members’ have the opportunity to select from the VRC’s chosen panel of reserved car park
caterers
- The Member will contact the caterer directly once the Member has confirmed their reserved
car site booking with the VRC
- Caterers must provide details of full retail pricing to the VRC for review, inclusive of all
operating costs, infrastructure expenses (which will be outlined in the RFP)
- A 15% commission on food and beverage revenue is payable to the VRC
Minimum menu requirements and pricing
- Current offerings to Members’ include but are not limited to hampers, gourmet barbecues,
and all day grazing. Beverage packages are also offered
- Unlike private facilities where packages must be all inclusive (and therefore the entire
package price including labour and equipment is commissionable), food and beverage
revenue only is subject to commission in the Members’ Reserved Car Parks. This is to assist
the caterer in controlling prices for the Member and encourage uptake of the caterers’
services in these areas. There is an expectation by the VRC that this be taken in good faith by
the caterer and ensure that profit is driven through food and beverage revenue rather than
labour and equipment hire revenue. Full pricing of all services is required. All inclusive
packages can be presented but a breakdown of cost allocations is required to clearly identify
the percentage of the package that would be considered commissionable. Labour,
equipment and any other items would need to be included at cost in this matrix
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Notes
In 2012 the following numbers of sites were catered for across the three areas;
o
o
o
o
97/1,300sites sold AAMI Derby Day (1,515 pax)
68/1,300 sites sold Emirates Melbourne Cup Day (1,202 pax)
92/1,300 sites sold Crown Oaks Day (1,686 pax)
31/1,300 sites sold Emirates Stakes Day (547 pax)
- 7 caterers are currently accredited to operate in these areas (including the 3 Birdcage
caterers)
- Please note - the final number of accredited caterers for the term of the coming contract has
not been finalised. The VRC will make this decision during the response review period with
consideration to a number of factors including the variety of responses, logistical
requirements and space availability
- As per previous years if you were a caterer in the birdcage you also had to tender for the car
parks, this is not the case with this tender
Site map/s
- These layouts pertain to the 2013 Carnival. Variations may occur and discussions with the
successful caterer will take place as required
Please refer to attachments
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Overview
The Birdcage
- An enclosure located east of the public lawn, the Birdcage contains many of the VRC’s
sponsors along with a limited number of Members’ and syndicated corporate facilities
- 2013 will house a total of 35 facilities
- Caterers must provide details of full retail pricing to the VRC for review, inclusive of all
operating costs, infrastructure expenses (which will be outlined in the RFP) and provide a
20% commission on food and beverage revenue to the VRC
Minimum menu requirements and pricing
- Clients have the opportunity to select from the VRC’s chosen panel of Birdcage caterers. This
process means that caterer offerings need to be very specific to each client’s requirements.
To provide the VRC with sufficient information for this selection process, a number of
example menus showcasing the ability of the caterer to provide a very high level offering of
food and beverage and service
- Sponsors will be required to have a minimum spend of $150pp on food in The Birdcage.
Caterers will be required to apply these charges
- Due to the individual nature of the product offering and service, quotes for these clients are
often structured with a food and beverage component, a labour component and an
equipment component (price structures for all items must be provided). These price lists will
be approved by the VRC in each year of the contract
- Unlike private & shared facilities where packages must be all inclusive (and therefore the
entire package price including labour and equipment is commissionable), food and beverage
revenue only is subject to commission in The Birdcage. This is to assist the caterer in
controlling prices for the client in an area where clients often have intensive labour and
equipment requirements. There is an expectation by the VRC that this be taken in good faith
by the caterer and ensure that profit is driven through food and beverage revenue rather
than labour and equipment hire
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Notes
- Capacities for 2013 MCC;
o AAMI Victoria Derby Day (4,000 pax)
o Emirates Melbourne Cup Day (4,000 pax)
o Crown Oaks Day (4,000 pax)
o Emirates Stakes Day (3,500 pax)
- For the term of the previous contract, 3 caterers were accredited to operate in this
enclosure. The final number of accredited caterers for the term of the coming contract has
not been finalised. The VRC will make this decision during the RFP response review process
with consideration to a number of factors including the variety of responses, logistical
requirements and space availability
- Please note - as per previous years Birdcage caterers, received automatic access into the
Members’ Reserved Car Parks. This will not be the case for this tender
Site map/s
- These layouts pertain to the 2013 Carnival. Variations may occur and discussions with the
successful caterer will take place as required
Please refer to attachments
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For further information or any queries, please contact;
Elise Ramondetta, Catering Executive
03 8378 0835
e.ramondetta@vrc.net.au
Garth Bateson, Senior Manager – Sales & Commercial Operations
03 8378 0610
g.bateson@vrc.net.au
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