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Supply of Events Services including Equipment and Event Stewarding

South Tyneside Borough Council

This public procurement record has 4 releases in its history.

Award

31 Jul 2026 at 13:06

UK7 - Contract Details Notice
Award

13 Mar 2026 at 11:59

UK6 - Contract Award Notice
Tender

22 Oct 2025 at 14:08

UK4 - Tender Notice
Planning

02 Oct 2025 at 11:29

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

South Tyneside Borough Council established an events-services framework covering equipment and event stewarding for events across South Tyneside and the wider North East. The scope is divided into specialist services: barriers; large outdoor festival stages; big screens; temporary chemical toilets; temporary offices, storage and welfare units; outdoor-event public-address systems; outdoor-event lighting; marquees, tables and chairs; radio systems; event stewarding; indoor-event public-address, lighting and audiovisual provision; and mobile stage packages for small events. The work combines equipment hire, installation or delivery, event support, maintenance and, for stewarding, personnel services. The framework is intended to support the Council’s large-scale and smaller public events, with purchase orders used for individual requirements.

The procurement has been completed and contracts were awarded on 11 March 2026, with contracts signed on 31 March 2026. It used an above-threshold open procedure to create a framework with up to three ranked suppliers per lot. Awards were made for Lot 1 barriers to Hi-Lights Theatre Services, Sunbelt Rentals and GAP Group, worth £50,000 gross; Lot 2 large festival stage to Hi-Lights, £148,000; Lot 3 big screens to Lightmedia Displays, Big-TV and ADI UK, £76,000; Lot 6 outdoor PA to Hi-Lights, £188,352; Lot 7 lighting to Hi-Lights, £34,200; Lot 8 marquees, tables and chairs to Belle Tents, £55,900; Lot 9 radio systems to Direct Communications Radio Services and Sunbelt, £11,544; Lot 10 stewarding to Chase Services Group, Phoenix FM Services and Constant Security Services, £147,200; Lot 11 indoor PA, lighting and AV to Hi-Lights, £36,804; and Lot 12 mobile stages to K.W. Reader & Sons and Hi-Lights, £14,000. Lots 4 and 5 reached final status without an award. Each awarded contract runs from 1 April 2026 to 31 March 2029, with an option to extend by up to 12 months. Direct awards may be used for similar priced services; otherwise further competitions use lowest price.

This procurement shows sustained demand from South Tyneside Borough Council for event infrastructure and operational support delivered across multiple specialist areas. Suppliers well placed for a future requirement would have dependable stock or equipment fleets, rapid delivery and installation capability, planned and reactive maintenance, and robust customer-service and contract-management arrangements. Relevant technical strengths include temporary structures and barriers, staging, screens, professional sound, lighting, audiovisual production, radios, welfare units and event logistics. Stewarding providers would need an available, suitably skilled workforce and effective personnel management. The evaluation also indicates that inspection, equipment quality, stock availability, delivery timescales, reactive repairs, skills and experience, customer service and quality assurance matter alongside price. The framework was marked suitable for small and medium-sized enterprises and voluntary, community or social enterprises, supporting specialist suppliers with credible capacity and event experience.

How relevant is this notice?

Notice Information

Notice Title

Supply of Events Services including Equipment and Event Stewarding

Notice Description

South Tyneside Council wish to establish a framework agreement for the supply of event services including equipment and event stewarding. It is envisaged there will be a maximum of 3 suppliers for all Lots dependent on the number and quality bids received. The 3 highest scoring suppliers will be ranked on each Lot. Direct Award - for services of and identical or very similar nature to that already priced, it is intended that this work will be directly awarded to the first ranked supplier. In the event that they are unable to carry out the work it will be awarded to the 2nd ranked supplier, then 3rd ranked supplier. Further competition - for services where direct award is deemed not appropriate, e.g. it is not of similar nature to priced at set up of framework. Such competition will be subject to lowest price. The Framework Agreement will be drawn down by way of purchase order.

Lot Information

BARRIERS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

LARGE FESTIVAL STAGE FOR OUTDOOR FESTIVAL EVENTS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

BIG SCREENS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

TEMPORARY TOILETS

Provision of chemical toilets for hire at mass events The equipment provided must meet relevant industry standards. Under the Disability Discrimination Act 1995* suitable sanitary facilities will be made available and must be fit for purpose and accessible.

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

TEMPORARY OFFICES & STORAGE

Provision of accommodation, storage and welfare units at mass events South Tyneside Council require suitable and adequate anti vandal storage and office units for use at the large-scale events. The above DO NOT require furniture

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

PA SYSTEMS FOR OUTDOOR EVENTS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

LIGHTING FOR OUTDOOR EVENTS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

MARQUEES FOR EVENTS OUTDOOR, TABLES AND CHAIRS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

RADIO SYSTEMS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

EVENT STEWARDING

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

PA, LIGHTING AND AV PROVISION FOR INDOOR EVENTS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

MOBILE STAGE PACKAGE, SMALL EVENTS

Renewal: 3 years with options to extend for a period of up to 1 x 12 months

Planning Information

The scope of the engagement will be to advise all service providers within the North East of the opportunity and to advise them to register on the NEPO OPEN e-procurement https://open-uk.org/ If you would like to submit a expression of interest please contact clare.mcloughlin@southtyneside.gov.uk Additionally all bidders must be registered on the Central Digital Platform: Suppliers: How to register your organisation and first administrator on Find a Tender in three easy steps (HTML) - GOV.UK

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05a686
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/072705-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
Large, 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

79950000 - Exhibition, fair and congress organisation services

92300000 - Entertainment services

Notice Value(s)

Tender Value
£829,168 £500K-£1M
Lots Value
£984,000 £500K-£1M
Awards Value
£634,997 £500K-£1M
Contracts Value
£634,997 £500K-£1M

Notice Dates

Publication Date
31 Jul 20262 months ago
Submission Deadline
19 Nov 2025Expired
Future Notice Date
20 Oct 2025Expired
Award Date
11 Mar 20267 months ago
Contract Period
1 Apr 2026 - 31 Mar 2029 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
South Tyneside Borough Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SOUTH SHIELDS
Postcode
NE33 2RL
Postcode Area
Newcastle upon Tyne
Country
England
Major Region (ITL 1)
TLC North East (England)
Basic Region (ITL 2)
TLC4 Northumberland, Durham and Tyne & Wear
Small Region (ITL 3)
TLC43 Tyneside
Delivery Location
TLC North East (England)
Local Authority
South Tyneside
Electoral Ward
Beacon and Bents
Westminster Constituency
South Shields

Supplier Information

Number of Suppliers
12
Supplier Names

Hi-Lights Theatre Services

Sunbelt Rentals Limited

GAP Group Limited

Lightmedia Displays Ltd

BIG TV UK LTD

ADI UK Ltd

BELLE TENTS LIMITED

DIRECT COMMUNICATIONS RADIO SERVICES LIMITED

Chase Services Group Ltd

Phoenix FMS Ltd

CONSTANT SECURITY SERVICES LIMITED

K.W. READER & SONS LIMITED

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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