INVITATION TO QUOTE
HIGH VOLUME FOOD PROVISION- GLASGOW MELA 2017
EVENT INFORMATION
Glasgow Mela 2017, Scotland’s largest free multicultural festival, will take place in
Kelvingrove Park on Sunday 2nd July. The Glasgow Mela is Scotland’s biggest carnival
of cultural diversity, including music, dance, food and arts. The event celebrates the
myriad of influences that Glasgow’s multi-ethnic population brings to the city.
This years' Mela boasts some of the biggest names ever to appear at the festival as part
of the celebration of the city’s many cultures. Global acts will be joined by local talent
across three stages, and the whole of Kelvingrove Park, to perform in front of the tens of
thousands of visitors the event attracts:- in 2016 Glasgow Mela attracted over 40,000
visitors.
Food and Drink is a key programming strand of the Glasgow Mela, and our ambition is to create an
offering which showcases the most delicious food from all corners of the globe at our annual
multicultural celebration. Glasgow Life Events are seeking competent and suitably qualified high
volume caterers to deliver high quality catering at the event
LOCATION & FACILITIES
Glasgow Life Event Organisers will provide:
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Power for all hired marquees, on approval of power specification (up to 6.5kw) and
associated paperwork. Additional power is also available; charged at: outlet supplying
6.5kw = £50 + VAT, payable in advance separate from the pitch fee.
Polyjohns for caterer use
Euro bins for back of house waste separation in line with Glasgow Life’s waste policy
(please see terms and conditions)
Adequate standpipe provision. Traders should bring their own trolley to assist in carrying
water as the standpipe is located at the main vehicle entrance to the park.
Waste water - shared IBCs for water disposal will be provided as standard.
Outdoor picnic benches for customer use.
Regardless of whether service providers are located within their own mobile unit or have
a space within a marquee provided by Glasgow Life, it is the service provider’s
responsibility to provide:

Relevant fire extinguisher dependent on cooking method (s): to be positioned in
agreement with Glasgow Life’s Safety Coordinator
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Your own hot water hand wash facility. For information on local suppliers please
contact event the team.
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Power for your mobile food truck or catering unit.
REQUIREMENTS
Applications will be evaluated on how well caterers demonstrate that they comply with
the Scotland’s Food Charter for Events. The Charter promotes a sustainable approach
in the method of food delivery from start to finish, encourages food that is fresh, in
season, and meets appropriate quality assurance standards. Food safety, Fair Trade,
sustainable fisheries and animal welfare must also be considered. A Zero Waste
approach to packaging and catering disposables is required. Caterers will be required
to prove that their menus and production methods comply with the principals of the
Food Charter.
Adherence to the principles of the Food Charter is mandatory regardless of whether the service
provider is trading from their own mobile unit or from a pitch provided by Glasgow Life. Below are
the eight main principals of the Food Charter that each caterer must adhere to;
1. Provide food that offers value for money
2. Build relationships and work with Scottish producers and suppliers to support
the local economy
3. Ensure food providers have a food offering that makes the most of the produce in
season using fresh, local or Scottish, sustainable and nutritionally balanced
produce and highlighting healthy options where available
4. Ensure food providers describe the provenance of food on menus and in marketing
materials, highlighting healthy options where available
5. Ensure food providers highlight regional specialties and traditional Scottish dishes, so
that visitors to events know they are enjoying a uniquely Scottish experience
6. Ensure providers use food that is sourced from sustainable stocks
7. Ensure food provided meets European Union legal standards for food hygiene
and food standards and strive for excellence by implementing standards such
as the Eat Safe Award
8. Aim for zero waste by recycling food waste and packaging
For more information on Scotland’s Food Charter for Events please visit:
www.eventscotland.org/assets/show/4642.pdf
As part of Scotland’s Food Charter for Events all traders are required to ensure that ALL
disposables – e.g. plates, cups, cutlery, bin bags MUST be fully compostable. It is a
condition of you being allowed to trade that you use products that can be composted
along with food waste.
Any trader that uses polystyrene takeaway boxes and/or plastic cutlery will be stopped
from trading until they can provide suitable alternatives.
This policy includes but is not limited to: Takeaway boxes, Paper plates, Cutlery, Hot
Cups, Cold Cups and Straws. When purchasing disposables from a supplier please
ensure that the disposables are certified as being BSI Pass 100 Compliant, which means
they are fully compostable.
It is requested that suppliers ensure there is an equal service to audience members with
accessibility requirements. The event organisers will work with vendors to create
accessible routes to and from vendor locations, however suppliers should assist in the
provision of vendor information in alternative formats.
The look and feel and general aesthetic appeal of the stalls and Street Food Trucks at
the event has to be of the highest standard and therefore will be important criteria
when assessing the quality of submissions.
Glasgow Life works in partnership with AG Barr and as such AG Barr has exclusive supplier
rights within soft drinks and water categories for Glasgow Mela 2017. All appointed
catering providers will therefore only be permitted to sell AG Barr products within these
categories. Where there is a product which AG Barr don’t stock, (for example AG Barr do
not stock tonic water) the appointed caterer will be able to stock an alternative. On
appointment of the catering contract further information and product lists will be made
available.
No food service provider is permitted to sell alcohol.
All caterers must provide at least one choice for each of the following within any lot;
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Vegetarian/ Vegan
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Gluten Free
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Children’s portions
Below are the Lots available for High Volume Food Providers, prices are based on trading
one day, Sunday 2nd July 2017 only and financial fees are based on an offers over basis.
All caterers are required to clearly signpost Halal, vegetarian, vegan and gluten free options
within their menu and all caterers are expected to offer children’s portions at reduced
prices.
For Glasgow Mela 2017 we have the opportunity for High Volume Caterers supplying Asian
Main Meals to apply for a our High Volume Covered Catering lot. Space in this area is
limited and lots will be allocated in accordance with the evaluation system details below.
We also invite applications from High Volume Event Caterers trading from their own their
own aesthetically appealing Food Trucks. Please note: if you are bringing your own mobile
unit you are responsible for providing your own power.
All Mela caterers must provide the required safety documentation as specified in the
Document Checklist. Should you have any specific questions please contact Glasgow Life
for more information.
LOTS
Below is an indicative example of the varied types of international cuisine we wish to be on offer at
the Glasgow Mela. Please note we also welcome applications for specialist international cuisine
types not listed below.
Lot
Lot 1
Lot 2
Lot 3
Pitch
fee.
Offers
Over:
Cuisine
Type
Suggested Menu
Items
High Volume
Asian Main
Meals –
COVERED
CATERER
Meat or Vegetarian
Curries, Vegetable
Dishes, Rice, Kebabs,
£950
Hot Jalebi, Gulab
Jamun- Trading from a
12mx6m marquee
supplied by the event.
Meat or Vegetarian
Curries, Vegetable
Dishes, Rice, Kebabs,
£790
Hot Jalebi, Gulab
Jamun- Trading from
your own Mobile Food
Truck.
Noodles, stir-fry, veg,
chicken, pork, satay,
curries, sweet and
£790
sour dishes.
High Volume
Asian Main
Meals –
MOBILE UNIT
Oriental Main,
Japanese &
Thai/Chinese
Pitch
size in
metres
(12mx6m,
9mx3m
etc)
Amount
offered
per
pitch:
12mx6m
£___
__m x __m
£ ___
__m x __m £ ___
Lot 4
Lot 5
Lot 6
Traditional
Main Meals
Continental
Main Meals
Specialist
Indian Ice
Cream
Lot 7
Pizza, Pasta, German
Bratwurst, Paella,
Shawarma, Gyros,
Falafel
Kulfi, Falooda. (1 Lot
and use of up to 3
mobile karts)
Ice Cream, ice lollies
etc.
__m x __m £ ___
£790
__m x __m £ ___
£1,280
__m x __m £ ___
£470 per
pitch- x2
__m x __m
pitches
available
£ ___
Coffee
Tea, coffee, tray bakes, £320- x1
muffins etc.
__m x __m
pitch
available
£ ___
Kelvingrove
Bandstand
Catering
Concession
Any variety or
combination of: Tea,
Coffee, Cakes, Ice
Cream, Light snacks,
Soft Drinks
£ ___
Ice Cream
Lot 8
Lot 9
Hot Dog, Burger, Chips,
Wraps, Fish & Chips,
£790
Baguettes
£250- x1
__m x __m
pitch
available
Caterers are permitted to submit proposals for any individual or combination of lots.
Please note: Glasgow Mela requires a number of caterers onsite therefore the caterer holds no
exclusive rights for the sale of any food product.
Please note: power is only available to caterers trading from a hired marquee stall. All caterers
trading from their own mobile unit must supply their own power.
For information on local generator suppliers please contact the event team.
EVALUATION
QUALITY 60%
FINANCIAL OFFER 40%
Requirement
Weighting %
Proposed Financial Offer
40%
Provide high resolution photographs of the 5% Submit as attachment
Mobile unit(s) you wish bring to Glasgow
Mela 2017. If you are applying for Glasgow
Life provided marquee pitch please supply
photographs of your stand within a
covered structure and ensure it is clear
which stand within the photograph is the
application stand.
Please submit your proposed Food Menu
with prices of all food options. Where
appropriate
please
detail
what
Vegetarian, Vegan, Gluten Free, Halal
options your menu offers.
10% Submit as attachment
Quality – Please give a full and detailed
description of your proposed food offering
including details of cooking and methods
and other details which characterise your
company’s catering. Please detail the
quality of the ingredients used and what sets
you apart as a specialist in providing food
service for the Lot(s) you have chosen to
apply for.
20% Click here to enter text.
Where appropriate please detail what
Children's portions options are available
and if these children portions are available
at a reduced price
5%
Click here to enter text.
Food Charter - Please provide details of
the standards of the formal accreditation of
your products - i.e. PGI Assured, Red
Tractor or Freedom Foods for meat/poultry.
All eggs must be free range. All bananas,
tea, coffee, and sugar must be fair trade.
Highlight how you plan to use locally
sourced produce in your event menu.
5%
Click here to enter text.
Environmental Sustainability- Please outline
your environmental policy, including your
current arrangements for minimizing the
consumption of natural resources, waste
separation and recycling. Please provide
details of the packaging you provide to
customers, to comply with Scotland’s Food
Charter for Events all disposables must be
fully compostable.
5%
Click here to enter text.
Please ensure that you have provided the
documents
below
along
with
your
application as this is part of the weighting
score.
10% Submit as attachment
REQUIRED DOCUMENTS
1
2
3
4
5
6
7
A current and valid copy of your Public Liability Insurance, equal to or greater than 5
million pounds
A current and valid copy of your Employers Liability, equal to or greater than 10 million
pounds
A current and valid copy of your Product Liability, equal to or greater than 5 million
pounds
Glasgow City Council (or equivalent) Compliance Certification for your Mobile Unit or
Details of your registration (if any) as a food business with your local authority.
Detailed final menu and price list for your offer including all children's options where
appropriate
Current gas (Gas Safe Register) safety certificates
8
Electrical safety certificates (PAT Tests) for all electrically operated equipment, with
labels on all appliances showing date of last PAT test.
Food Safety Management System (Cooksafe, HACCP etc) and house rules
9
Fire risk assessments
10
11
Health & Safety Risk assessment
Food Hygiene Training Certificates for staff working at the event
12
13
Covered caterers only:- Layout plan of your working kitchen detailing location of food
storage, food prep area and hand wash facility.
Completed Allergen Matrix applicable to your Glasgow Mela 2017 Menu
14
One high res photograph of the unit / stall you are applying to bring to the event
15
Pressure Test Certificate for Cappuccino Machine if applicable (Must comply with
Pressure System Safety Regulations 2000)
Any additional certification to support your application i.e. Halal certification if offering
Halal products, Approved animal welfare scheme certification etc.
16
All caterers must also bring appropriate fire extinguisher products
ADDITTIONAL INFORMATION
All caterers must provide their own hand wash facilities with both hot and cold water.
Caterers will be allocated 6 caterer wristbands per unit. If you require further
passes please contact Glasgow Life.
There will be no parking adjacent to your catering stand while the event is open to
the public and no overnight parking is available. Only one car park pass will be
allocated to each Catering Unit. This will allow you to park in in neighboring residential
parking bays.
Litter Bond
A Glasgow Mela Litter Bond of £200 is required for all caterers. This will not be cashed and
will be returned post event on the understanding that all waste is disposed of in the
appropriate areas.
Please ensure that the £200 Litter bond is included as a separate cheque for it
to be returned.
Total Cost:
Total Catering Financial Offer to Glasgow Life as detailed above
Total Cost :
£______
Payment is to be enclosed with this Application Form. Cheques to be made payable
to Glasgow Life. This will be returned if you are not successful with your application.
Data Protection
1. Your name and address may be used by Glasgow Life or its agents for notification of
future activities, including Caterer events.
If you do not wish your name and address to be held, please tick here
☐
2. A photograph which includes your participation in the event may be used by
Glasgow Life or its agents for the purposes of future Marketing.
If you do not wish it to be used for this purpose, please tick here
☐
Company Name:
…………………………………..
Contact Name(s):
…………………………………..
Address :
……………………………………
Telephone:
…………………………………..
Mobile :
…………………………………..
Email Address:
…………………………………..
Please return application forms by the closing date of
Friday 28th April 2017 to:
By email: [email protected]
By Post:
Hannah Cruickshank
Glasgow Life Events Team
220 High Street
Glasgow
G4 0QW
If you have any questions relating to this application form please contact 0141 287 4350.