Award

Christmas Lights Switch-On Event and Big Day Out 2025-2028

DARTFORD BOROUGH COUNCIL

This public procurement record has 4 releases in its history.

Award

20 Aug 2025 at 11:21

Award

07 Aug 2025 at 10:08

TenderUpdate

17 Jul 2025 at 08:23

Tender

01 Jul 2025 at 12:56

Summary of the contracting process

Dartford Borough Council has recently completed the procurement process for organising its "Christmas Lights Switch-On Event and Big Day Out" from 2025 to 2028. The process was conducted through an open competition, specifically below threshold, with an award made to CELEBTIME LIMITED, a company based in Maidstone. The contract was signed on 20th August 2025, following the tender update published on 17th July 2025. The events are set in Central Park, Dartford, classified under event services in the CPV system. The procurement procedure covered two lots, each intended for one of the events, and these have been fully completed.

This procurement provides an ideal opportunity for SMEs specialising in event services to showcase their expertise in managing large public events. The contract includes essentials like stage hiring, sound systems, lighting, and stage management. Firms with capabilities in logistics and technical services for outdoor events can find significant growth opportunities in similar tenders. Moreover, with an opportunity for contract renewal based on performance, businesses that excel in delivering high-quality services can potentially secure extended contracts, thus creating long-term business relationships and stability.

How relevant is this notice?

Notice Information

Notice Title

Christmas Lights Switch-On Event and Big Day Out 2025-2028

Notice Description

Dartford Borough Council Christmas Lights Switch-on is a popular free family event which takes place the first Saturday following Remembrance Sunday in November of each year. Dartford Borough Council's Big Day Out is a popular 2-day free family event which takes place over one weekend, Saturday & Sunday, in July each year. The event location is Central Park, Dartford

Lot Information

Christmas Lights Switch On

The contractor will hire and manage the following: * Stage Limited space means a specified size is required; 6.1m wide x 4.88m deep with roof frame to span over the stage and with front of stage barriers for use on hard standing, including 2m gate for disabled access. The stage must be delivered, built, derigged and taken from site the same day. Access to the site is available from 6.30am. * PA/Sound PA, FOH Stage Monitor System, Control side of stage, Microphones & DI's, RF Equipment and Technical Services * Stage Lighting Technical specification as deemed appropriate by the contractor * Generator Technical specification as deemed appropriate by the contractor * Stage Management

Renewal: Use of 2 x 12 month extensions is dependent on the successful delivery of the initial year events

Big Day Out

The successful contractor will hire and manage the following: * Stage A stage with a maximum size of 7m wide x 45m deep with roof frame to span over the stage and with front of stage barriers, for use on grass. The stage must be delivered and built on the Friday before the event then derigged and taken from site at the close of the event on the Sunday. * PA/Sound PA, FOH Stage Monitor System, Control side of stage, Microphones & DI's, RF Equipment and Technical Services * Stage Lighting Technical specification as deemed appropriate by the contractor, likely minimal given that the event takes place in daylight. * Generator Technical specification as deemed appropriate by the contractor * Mobile screen There will be one mobile screen side stage, wholly managed by the contractor. The Council is open to appropriate recommendations in respect of the screen, but the following has worked well in previous years; 5m x 3m LED screen with 4.8mm Pixel pitch and Audio. The screen to be delivered, installed and taken away, and at least one on-site technician to remain for the 2 days of the event.

Renewal: Use of 2 x 12 month extensions is dependent on the successful delivery of the initial year events

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0556c2
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/050152-2025
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

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

92 - Recreational, cultural and sporting services


CPV Codes

79952000 - Event services

92300000 - Entertainment services

Notice Value(s)

Tender Value
£184,800 £100K-£500K
Lots Value
£184,800 £100K-£500K
Awards Value
£175,000 £100K-£500K
Contracts Value
£175,000 £100K-£500K

Notice Dates

Publication Date
20 Aug 20253 months ago
Submission Deadline
28 Jul 2025Expired
Future Notice Date
Not specified
Award Date
6 Aug 20254 months ago
Contract Period
20 Aug 2025 - 20 Aug 2026 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
DARTFORD BOROUGH COUNCIL
Contact Name
Dartford Borough Council Procurement Team
Contact Email
procurement@dartford.gov.uk
Contact Phone
01322 343434

Buyer Location

Locality
DARTFORD
Postcode
DA1 1DR
Post Town
Dartford
Country
England

Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ4 Kent
Small Region (ITL 3)
TLJ43 Kent Thames Gateway
Delivery Location
TLJ43 Kent Thames Gateway

Local Authority
Dartford
Electoral Ward
Town
Westminster Constituency
Dartford

Supplier Information

Number of Suppliers
1
Supplier Name

CELEBTIME

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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