Tender

BFI London Film Festival Gala Production and Reception Management

BRITISH FILM INSTITUTE

This public procurement record has 1 release in its history.

Tender

05 Nov 2025 at 10:53

UK4 - Tender Notice
Summary of the contracting process

The British Film Institute (BFI) has initiated a tender process for the BFI London Film Festival Gala Production and Reception Management. This procurement focuses on services within the promotional and event management sectors, specifically for cultural event organisation. The contract involves managing aspects such as the cinema build and fit-out at gala venues, projection management during the festival, and orchestrating red carpet events across various locations in London, notably at Southbank Centre’s Royal Festival Hall. Expressions of interest must be submitted by 28th November 2025, while enquiries are open until 21st November 2025. The award decision is anticipated by 20th March 2026, with the contract commencing in April 2026. The procurement method is selective, featuring a competitive flexible procedure with prequalification stages leading to Invitations to Tender.

This tender represents a significant opportunity for businesses specialising in event production, venue management, and promotional services, particularly those with expertise in high-profile cultural events. Organisations equipped to handle large-scale gala events, red carpet premieres, and receptions tailored for high-profile guests will find this tender ideal. Such contracts foster business growth by associating with prestigious industry events, increasing visibility, and connecting with influential partners or sponsors. The recurring nature of this contract across festival seasons offers potential continued collaboration, making it a promising prospect for established companies in the cultural event sector.

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Notice Information

Notice Title

BFI London Film Festival Gala Production and Reception Management

Notice Description

Gala Venue Cinema Build and Fit Out - Project Management of the installation of screen, draping, sound and broader fit-out are all within the scope of this contract. Projection of screenings throughout the festival is managed by BFI in-house technical teams. Red Carpet Cinema and Event Production - Across the duration of the 12 days, the festival hosts between 22 and 26 red carpet premieres at our partner gala venue, Southbank Centre's Royal Festival Hall, and occasionally, broader festival venues. The red carpet events feature UK, European and World premieres with on-stage A-list talent introductions. A number of the red carpet premieres are sponsored or in association with the festival's partners. Opening and Closing Night Receptions - The Opening and Closing Nights of the Festival are formal red carpet Gala evenings held at Southbank Centre's Royal Festival Hall, or a venue of similar size and scale, featuring a European or World Premiere of an international prestigious film, followed by a reception at a landmark London venue. Sponsored Gala Receptions - A number of our Sponsored Headline Galas come with pre or post-screening Receptions for c350-500 high-profile guests. These typically run from c 18:00 - 19:30 OR 20:00-00:00 and include drinks, canapes, a DJ and light venue dressing.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05dab6
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/071164-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
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

79342200 - Promotional services

79952000 - Event services

79952100 - Cultural event organisation services

Notice Value(s)

Tender Value
£280,000 £100K-£500K
Lots Value
£280,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
5 Nov 20253 months ago
Submission Deadline
21 Nov 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Apr 2026 - 1 Apr 2028 2-3 years
Recurrence
2029-05-01

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
BRITISH FILM INSTITUTE
Contact Name
Not specified
Contact Email
graham.bellas@bfi.org.uk
Contact Phone
Not specified

Buyer Location

Locality
LONDON
Postcode
W1T 1LN
Post Town
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
TLI London
Local Authority
Camden
Electoral Ward
Bloomsbury
Westminster Constituency
Holborn and St Pancras

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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