Planning

Exhibition displays - supply, storage, asset management and installation services

LEEDS TRINITY UNIVERSITY

This public procurement record has 1 release in its history.

Planning

27 Jun 2025 at 14:44

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Leeds Trinity University is initiating a preliminary market engagement for an upcoming tender related to the supply, storage, asset management, and installation services of exhibition displays. This procurement process is currently in the planning stage, with key activities focusing on developing the University's requirements and the design of the procurement strategy. Potential suppliers have until 31st July 2025 to express interest in participating in this initial market consultation. The university aims to eventually launch a full procurement process under the main procurement category of goods, specifically targeting the exhibition stand industry. The procurement is planned for a contract period beginning in January 2026 and ending in January 2031, focusing on operations mainly in Leeds, United Kingdom.

This engagement offers significant growth opportunities for businesses specialising in exhibition stand services, particularly those adept at managing inventory, providing modular design solutions, and ensuring logistical efficiency for large-scale events. Companies with expertise in environmentally and economically beneficial solutions will have an advantage. Small to medium-sized enterprises (SMEs) that can demonstrate capacity for managing simultaneous, nationwide event setups will find this procurement particularly well-suited to their operational models. Opportunities also exist for businesses involved in graphic design, technical drawings, and asset transportation/logistics, as the requirements include the management of modular displays and interchangeable graphics for multiple configurations and locations.

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Notice Information

Notice Title

Exhibition displays - supply, storage, asset management and installation services

Notice Description

Exhibition displays - including supply, storage, asset management and installation services

Planning Information

In respect of the above Leeds Trinity University seeks advice from independent experts/authorities/market participants with a view to developing any plan to conduct its procurement procedures, including: a) developing the University's requirements and approach to the procurement. b) designing the procurement, its procedure, conditions of participation or award criteria. c) preparing the tender notice and associated tender documents. d) identifying suppliers that may be able to supply the goods, services or works required. e) identifying likely contractual terms. f) building capacity among suppliers in relation to the contract being awarded. Details of the University's envisaged requirements, and how this Preliminary Market Engagement can assist are provided at Appendix A. Relevant information exchanged or resulting from this preliminary market engagement will be documented and if not of a confidential or commercially sensitive nature, may be communicated to other candidates and tenderers participating in any resultant procurement procedure. This is to ensure suppliers participating in the preliminary market engagement are not put at an unfair advantage, and competition in relation to the award of the public contract is not otherwise distorted. For the avoidance of doubt, this is not a Tender Notice: No call for competition has been made, nor are quotations expected at this juncture. Requests to participate in this preliminary market consultation will be received until 31st July 2025 In the first instance, please indicate your interest and address queries by e-mail to Mark Hayter, Head of Procurement at m.hayter@leedstrinity.ac.uk We hope to hear from you soon. With kind regards Mark Hayter Head of Procurement   Appendix A - Requirements Primarily, this Preliminary Market Engagement is entered into in order to identify suppliers that might be able to provide the goods and services. At the same time evidence is required to demonstrate that a) a future competitive tendering procedure will be advantageous to the University, and b) there is appetite within the market to participate in a competitive tendering procedure. In summary, the University's current arrangement includes all of the below: • supply of configurable displays • production of graphics panels • storage of our assets, and inventory management • carriage to and from site • on-site set up and dismantling of displays It is envisaged that in the first instance, any new supplier will be assigned the University's existing stock of displays, which are relatively new, with a view to extending the useful life of all current assets. Any consideration to renew or replace hardware must be both economically and environmentally beneficial. We set out below a description of the events and support activities as currently serviced: 1. Open Days • Approximately twelve (subject to variation) Open Day events are held annually, taking place simultaneously across two geographically separate venues within Leeds (Horsforth campus and Leeds city centre). • Each event requires a unique and non-repeating configuration of up to 25 modular display units, distributed across multiple discrete locations within each venue, necessitating dual operational teams for concurrent installation and dismantling. • Event setups are guided by bespoke floorplans, which may involve extensive intra-site equipment transport and on-the-day adjustments. • Coordination of venue access times, internal routing, and multi-point setup under restricted timelines is required. 2. UCAS Shell Events • Modular exhibition structures must be stored, maintained, and reconfigured for twelve individually unique events between February and June, with setup and dismantling required on consecutive days across nationwide venues. • Each event space demands a customised technical layout, requiring precise drawings and pre-event mock assembly (pre-builds) to verify dimensional accuracy and compatibility of structural and graphic components. • Graphic panels and modular frames differ by small margins, requiring meticulous sorting, labelling, and packing to ensure correct asset deployment, especially when multiple configurations must be preloaded for back-to-back events. • Transport vehicle loading strategies must account for component fragility and retrieval sequencing. • Electrical socket requirements and exact positioning must be calculated and communicated in advance to the University's estates team for every event. 3. UCAS and UKUni Campus Events • Circa 30+ events annually across the UK using either a 2m or 4m display configuration. Requirements vary and are often subject to change at short notice. • Cross-scheduling necessitates the ability to manage simultaneous deployment of duplicate but non-identical stands, with real-time logistical reallocation and contingency planning. • Transportation and accurate quantity estimation for varying volumes of promotional materials and prospectuses is required for each event, often with less than 24 hours' notice. 4. Storage and Asset Management • Supplier must provide secure, climate-appropriate storage for: o Modular aluminium frameworks, graphic panels (Foamex), counters, lighting equipment o Multiple palletised consignments of printed literature and promotional merchandise • Inventory must be organised in a manner that enables rapid identification and retrieval of specific-sized components under tight scheduling conditions. • Condition reports, maintenance scheduling, and annual inventory reconciliation must be provided. 5. Technical Drawings and Configuration Validation • Each unique stand configuration must be modelled digitally (preferably in SketchUp or compatible format) to confirm spatial compatibility and correct frame-panel combinations. • Supplier is expected to cross-reference layouts with supplied CAD floorplans and ensure all graphic overlaps and joins are accurately aligned in final assembly. 6. Graphic Panel Management • Graphic panels must be precision-cut, labelled, and sorted for over 30 distinct configurations, with variations in trim and artwork alignment. • Supplier is expected to manage annual production and pre-installation validation builds of all configurations, ensuring consistency in dimensions, structural compatibility, and graphic alignment.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05555e
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/035876-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

39 - Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products

CPV Codes

39154100 - Exhibition stands

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
27 Jun 20258 months ago
Submission Deadline
Not specified
Future Notice Date
31 Jul 2025Expired
Award Date
Not specified
Contract Period
5 Jan 2026 - 4 Jan 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
LEEDS TRINITY UNIVERSITY
Contact Name
Not specified
Contact Email
m.hayter@leedstrinity.ac.uk
Contact Phone
Not specified

Buyer Location

Locality
LEEDS
Postcode
LS18 5HD
Post Town
Leeds
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE42 Leeds
Delivery Location
Not specified
Local Authority
Leeds
Electoral Ward
Horsforth
Westminster Constituency
Leeds North West

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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