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Audio-Visual Support Services for University Graduation Ceremonies

Edinburgh Napier University

This public procurement record has 2 releases in its history.

Award

18 Feb 2026 at 14:09

Award Notice
Tender

05 Nov 2025 at 14:50

Tender Notice
Summary of the contracting process

The tender for "Audio-Visual Support Services for University Graduation Ceremonies" involves procuring event services to support ceremonies at Queen Margaret University and Edinburgh Napier University, held at the Usher Hall in Edinburgh. The process, initiated by an open procedure, seeks specialist audio-visual companies to film, record, and potentially live stream these high-profile events. The contract is valued at £400,000 with an estimated duration of up to five years, including extensions. Key deadlines include the tender submission period ending on 8th December 2025, with bids opened the same day. The procurement stage is currently active, suggesting that the contract is yet to be awarded.

This tender presents significant business growth opportunities for companies specialising in audio-visual event production, particularly those with innovative and sustainable equipment offerings. The project emphasises quality criteria such as production capabilities and technical innovation, alongside price. Businesses are encouraged to offer services that deliver local value and social benefits, including placements or training for university staff. Given the open nature of the procurement process and the specific requirements for approved service provider status at the Usher Hall venue, experienced firms handling complex, prestigious events are well-suited to compete.

How relevant is this notice?

Notice Information

Notice Title

Audio-Visual Support Services for University Graduation Ceremonies

Notice Description

The provision of audio-visual support services to Queen Margaret University and Edinburgh Napier University for their Graduation Ceremonies in the City of Edinburgh Council's Usher Hall venue. These include provision of audio-visual equipment, lighting and electrical connections, and the actual filming, display, projection (and potentially live streaming) and archiving of the Graduation ceremonies for the actual graduation audiences and participants, marketing and PR purposes, and historical records.

Lot Information

Lot 1

The Universities require the services of specialist audio-visual companies to film, record and near-live webcast their Graduation Ceremonies that take place in The Usher Hall, Edinburgh. This includes the provision, installation and set-up, and post-event removal of the necessary equipment. These services are vital to the performance of the ceremonies, to ensure that these high-profile, prestigious events are captured and broadcast on the day of Graduations for internal and external participants; for marketing and external affairs purposes; and as an historical archived record to be viewed on the Universities' websites for the foreseeable future.

Renewal: The contract is scheduled to run for an Initial Period of three years, with optional extensions of 2 X 1 years to be exercised at the Universities' sole discretion. The estimated contract value figure is calculated for a 5-year term.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05db16
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/014809-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
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

92111210 - Advertising film production

Notice Value(s)

Tender Value
£400,000 £100K-£500K
Lots Value
£400,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£380,935 £100K-£500K

Notice Dates

Publication Date
18 Feb 20266 months ago
Submission Deadline
8 Dec 2025Expired
Future Notice Date
Not specified
Award Date
4 Feb 20266 months ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Edinburgh Napier University
Additional Buyers

Queen Margaret University

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH11 4BN
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM73 East Lothian and Midlothian
Local Authority
City of Edinburgh
Electoral Ward
Sighthill/Gorgie
Westminster Constituency
Edinburgh South West

Supplier Information

Number of Suppliers
1
Supplier Name

Catalyst Event Production Services

Further Information

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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