Award

AV Support for Annual Conference

HEALTH DATA RESEARCH UK

This public procurement record has 1 release in its history.

Award

09 Apr 2025 at 13:24

Award Notice
Summary of the contracting process

Health Data Research UK (HDR UK) has completed the procurement process for the provision of AV support and registration/event platforms for their annual conference. The event services will include conference registration software, an online event platform, and comprehensive AV support during hybrid sessions. This includes live streaming, video production, professional photography, and other logistical support. The procurement method used was a competitive quotation below the threshold, and the final contract, valued at £33,585.96, runs from 7th February 2025 to 31st October 2025. The successful supplier is Cameron Presentations Limited, based in Glasgow, Scotland.

This tender presents significant opportunities for businesses specialising in event management, particularly those offering AV and digital event solutions. SMEs and new enterprises looking to enter or expand in the event services industry can leverage their expertise to support large-scale hybrid events. The comprehensive scope including AV support, online platforms, and professional photography highlights the need for versatile and experienced vendors capable of delivering high-quality services in a dynamic event environment. Such projects can enhance supplier portfolios and open doors to future contracts with HDR UK and similar organisations.

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Notice Information

Notice Title

AV Support for Annual Conference

Notice Description

Provision of AV support services and registration/event platforms for annual conference including: * Conference registration software, including the ability to take payments. * Online event platform * Support for delegates reporting difficulties with the platforms * Pre-production project management, including production build, rehearsals for hybrid sessions, and a production manager during and at the event. * Video and live streaming for hybrid sessions, meeting accessibility best practice, for example with live captioning and transcript * Large frame and banner: a branded backdrop and digital lectern for the main stage. * Background music for session starts, breaks, and potential awards. * Design phase (two rounds of revisions), including intro/outro slides, holding cards, and lower third graphics with speaker names for all presentations. Images for the digital lectern. * Timers for speakers and organisers, accessible via a laptop and comfort monitors. * Professional photography services for two days. * Power supply for 16 exhibitors. * Recording of all sessions and providing session recordings in mp4 format with proofed subtitle/caption files provided separately in .vtt or similar format * 10-16 TV screens for exhibitors, with setup and power provided.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-cf72654a-5023-4c8e-89cb-6c66be0e2588
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/d13135ab-3226-46ea-82f1-08451664bddb
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Limited
Procurement Method Details
Competitive quotation (below threshold)
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79952000 - Event services

79961000 - Photographic services

Notice Value(s)

Tender Value
£33,585 Under £100K
Lots Value
Not specified
Awards Value
£33,585 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
9 Apr 202510 months ago
Submission Deadline
24 Jan 2025Expired
Future Notice Date
Not specified
Award Date
7 Feb 20251 years ago
Contract Period
10 Feb 2025 - 31 Oct 2025 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
HEALTH DATA RESEARCH UK
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
NW1 2BE
Post Town
North West London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI36 Camden
Delivery Location
Not specified
Local Authority
Camden
Electoral Ward
Bloomsbury
Westminster Constituency
Holborn and St Pancras

Supplier Information

Number of Suppliers
1
Supplier Name

CAMERON PRESENTATIONS

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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