Tender

Filton Festival

FILTON TOWN COUNCIL

This public procurement record has 2 releases in its history.

TenderUpdate

15 Oct 2025 at 15:23

UK4 - Tender Notice
Tender

15 Oct 2025 at 13:00

UK4 - Tender Notice
Summary of the contracting process

Filton Town Council is actively seeking a qualified event management contractor to oversee the planning, execution, and evaluation of the Filton Festival 2026. This festival, celebrating both its 25th anniversary and the 50th anniversary of the first Concorde flight, is slated for Summer 2026 in Elm Park, Bristol. The procurement process is currently at the tender update stage, with an open competition method employed, inviting interested parties to submit tenders before 30th November 2025. The festival will focus on showcasing local heritage and culture while promoting sustainability. The role requires full management of various aspects, including safety, site management, and stakeholder engagement, with the contract expected to commence on 1st January 2026 and conclude by the end of August 2026.

This tender presents a substantial opportunity for businesses in the events industry to expand their portfolio and profile by collaborating with a significant local authority. Companies with a proven track record in executing large-scale public events are well-suited, particularly those capable of partnering locally and fulfilling rigorous sustainability and inclusion standards. By securing this contract, a business can gain exposure through local media coverage and online engagement, aligning themselves with an event emphasising community involvement and environmental responsibility, thus supporting their growth in the vibrant events sector.

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Notice Information

Notice Title

Filton Festival

Notice Description

1. Overview Filton Town Council (FTC) is seeking an experienced event management contractor to plan, manage, and deliver the Filton Festival 2026 - a one-day summer celebration attracting over 2,000 visitors to Elm Park. The 2026 event marks the 25th anniversary of the Festival and coincides with the 50th anniversary of the first Concorde flight (1976). The festival aims to celebrate local heritage, culture, and community while strengthening Filton's reputation as a vibrant and inclusive town. ________________________________________ 2. Vision and Aims FTC's Vision: "To celebrate, with all the communities of Filton, the heart and soul of the town in the unique setting of Elm Park in 2026." Festival Aims: * Showcase Filton's talent, culture, and heritage. * Celebrate Filton's diversity and community spirit. * Promote town facilities such as Elm Park Leisure Centre and sports grounds. * Highlight Filton's aerospace and armed forces connections. * Stimulate the local economy through tourism and participation. * Ensure environmental and financial sustainability. ________________________________________ 3. Contract Scope and Responsibilities The appointed contractor will assume full responsibility for event management, covering planning, logistics, delivery, health and safety, finance, and evaluation. Key duties include: * Designing a safe, inclusive, and sustainable festival appealing to all ages and backgrounds. * Developing local partnerships, ensuring community involvement and volunteer opportunities. * Implementing robust health & safety and crowd management systems compliant with national regulations. * Managing all site operations, including infrastructure, staging, waste, accessibility, and traffic. * Securing sponsorship, fundraising, and concessions to supplement the Council's investment. * Maintaining high environmental standards, including 70% recycling rates and reduced carbon footprint. ________________________________________ 4. Roles and Partnership Filton Town Council (FTC) * Retains overall event ownership and veto rights on sponsors and programme content. * Provides site access, oversight, and strategic support through a Steering Group. * Reviews milestones and progress against Key Performance Indicators (KPIs). Contractor * Leads event delivery from concept to post-event evaluation. * Provides monthly (then fortnightly) reports and budget updates. * Liaises regularly with FTC and relevant agencies, including police, emergency services, and South Gloucestershire Council. * Manages sub-contractors, performers, suppliers, and site personnel. ________________________________________ 5. Key Delivery Areas Event Planning and Safety * Submission of full Operational and Event Safety Management Plans (Appendix A). * Compliance with CDM Regulations (2015), Martyn's Law (Protect Duty), and H&S at Work Act (1974). * Provision of comprehensive risk assessments, emergency and accessibility plans, and multi-agency coordination. Production and Site Management * Oversee infrastructure setup and removal, power, water, sound, and lighting. * Provide sufficient toilets, accessible facilities, and crowd control barriers. * Maintain a clean, safe, and accessible site, reinstating any damage post-event. Accessibility and Inclusion * Adhere to Attitude is Everything - Charter of Best Practice. * Ensure full physical and digital accessibility (e.g., ramps, accessible toilets, clear signage). * Design inclusive programming and "quiet hours" for families and neurodiverse audiences. Sustainability * Produce an Environmental Management Plan, highlighting waste minimisation and recycling targets (70%+). * Promote sustainable travel and local suppliers. * Embed green messaging throughout festival PR and marketing. Programming and Content * Minimum 85% of acts to be local or regional. * Programming to include cultural diversity, local heritage, schools, and community collaborations. * Music and themes inspired by the 1970s Concorde era. * Affordable food and beverage concessions prioritising local, sustainable produce. Marketing and Communications * Create and deliver a comprehensive Marketing and PR plan, co-branded with FTC. * Ensure inclusive representation across all imagery and publicity. * Secure at least five pieces of positive media coverage and a 20% social media engagement increase compared to 2025. Finance and Sponsorship * FTC contribution capped at PS26,000; contractor to raise additional income through sponsorship, concessions, and grants. * Open-book accounting and profit-share model. * All sponsorships subject to FTC approval. ________________________________________ 6. Key Performance Indicators (KPIs) The contractor's performance will be monitored against specific KPIs, including: 1. Financial sustainability - keep Council subsidy <= PS26,000. 2. Safety & compliance - achieve 100% adherence to legal and H&S standards. 3. Environmental impact - minimum 50% biodegradable/recyclable vendor packaging; publish sustainability report. 4. Diversity & inclusion - at least 25% of acts from diverse cultural backgrounds. 5. Reputation & engagement - minimum 5 positive media features and 20% rise in online engagement. 6. Local participation - involve >= 30 local businesses, schools, or community groups. Failure to meet milestones may result in payment deductions. ________________________________________ 7. Contract Terms and Timetable * Tender submission deadline: 30th November 2025 * Contract award: December 2025 * Service Level Agreement (SLA) start: 1 January 2026 * Festival delivery: Summer 2026 * Payments tied to milestone completion; no more than 50% paid before the event, final payment after delivery and evaluation. ________________________________________ 8. Evaluation and Legacy The contractor must provide a post-event evaluation report, including: * Attendance analysis and public feedback. * Environmental and waste performance review. * Financial summary and recommendations for future improvements. FTC will use this to inform its Scope and Vision Report for subsequent festivals, ensuring continuous improvement and long-term community benefit. ________________________________________ 9. Summary The Filton Festival 2026 Tender sets out an ambitious plan for a landmark community celebration-combining heritage, inclusivity, sustainability, and creativity. The successful contractor will deliver a safe, vibrant, and financially sustainable event that strengthens Filton's community identity and regional profile while embedding best practice in accessibility, environmental management, and stakeholder collaboration.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05cd53
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/065696-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

79953000 - Festival organisation services

Notice Value(s)

Tender Value
£26,000 Under £100K
Lots Value
£26,000 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
15 Oct 20254 months ago
Submission Deadline
30 Nov 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Jan 2026 - 31 Aug 2026 6-12 months
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
FILTON TOWN 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
BRISTOL
Postcode
BS34 7PS
Post Town
Bristol
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK5 West of England
Small Region (ITL 3)
TLK52 Bath & North East Somerset and South Gloucestershire
Delivery Location
TLK South West (England)
Local Authority
South Gloucestershire
Electoral Ward
Filton
Westminster Constituency
Filton and Bradley Stoke

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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