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Contract for Special Events Marquee Hire, Lot 1 - PVC Framed Marquee Hire & Lot 2 - Additional Equipment Hire

City & County of Swansea

This public procurement record has 2 releases in its history.

Award

13 May 2026 at 15:19

UK7 - Contract Details Notice
Tender

23 Feb 2026 at 14:40

UK4 - Tender Notice
Summary of the contracting process

The City & County of Swansea has completed a procurement process for the "Contract for Special Events Marquee Hire, Lot 1 – PVC Framed Marquee Hire & Lot 2 – Additional Equipment Hire," which falls under the leisure equipment industry category. This procurement was conducted through an open method below the threshold, targeting a public authority at the sub-central government level, and adhering to Welsh devolved regulations. The contract value is split between two lots, covering a period starting from 23rd April 2026 to 22nd April 2029, with an option to extend for up to an additional two years. The location for this procurement is Swansea, United Kingdom, region UKL18, with the contract being awarded to Commercial Marquee Hire Ltd. The procurement stage is complete, with contracts having been signed on 21st April 2026.

This tender creates ample opportunities for SMEs that specialise in marquee hire and event equipment services, emphasising the importance of excellent customer service, quality equipment, and a focus on sustainability and health and safety. The project is ideally suited to businesses capable of supplying a diverse range of marquee sizes and additional event equipment. Companies that demonstrate an understanding of large-scale event logistics and can meet the varied needs of the Swansea Councils Special Events Team will find this contract particularly beneficial for growth. There is also potential for contractual extensions and promotions via event marketing, making this an attractive opportunity for businesses aiming to establish a sustained presence in the public sector event services market.

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Notice Information

Notice Title

Contract for Special Events Marquee Hire, Lot 1 - PVC Framed Marquee Hire & Lot 2 - Additional Equipment Hire

Notice Description

Swansea Councils Special Events Team organise large scale events, the programme of events covers many venues in outdoor parks and spaces throughout Swansea. The scale of each event varies from 200 to 250,000 people. To facilitate these events we need to hire a variety of temporary marquees and sometimes additional equipment such as flooring, furniture etc. We are looking for a contractor that is reliable, able to supply a variety of marquee sizes, sometimes in large quantities, has excellent customer service, excellent quality equipment and a company that has an excellent attitude for sustainability and health and safety. The contract for marquee hire will cover a 3-year period of events from April 2026 to April 2026 with the option to extend for up to a further 2 years. The requirements will change each year. The request for quote is split into 2 lots:- Lot 1 - PVC Clear span framed marquees Lot 2 - Additional equipment Dates for years 2 and 3, during the life of the contract are expected to be broadly similar to the above, where possible actual dates are expected to be confirmed by 31st March of each year. All staff should be fully and appropriately trained. Provide an overview of the training your staff will have received.

Lot Information

Lot 1 - PVC Framed Marquee Hire

Swansea Councils Special Events Team organise large scale events, the programme of events covers many venues in outdoor parks and spaces throughout Swansea. The scale of each event varies from 200 to 250,000 people. To facilitate these events we need to hire a variety of temporary marquees and sometimes additional equipment such as flooring, furniture etc. We are looking for a contractor that is reliable, able to supply a variety of marquee sizes, sometimes in large quantities, has excellent customer service, excellent quality equipment and a company that has an excellent attitude for sustainability and health and safety. The contract for marquee hire will cover a 3-year period of events from April 2026 to April 2026 with the option to extend for up to a further 2 years. The requirements will change each year.

Renewal: Contract Period: April 2026 - April 2029 Option to extend for up to a further 24 months

Lot 2 - Additional Equipment Hire

Equipment to be used along with the Marquee's such as lights, folding chairs, table, heaters, air conditioning, sofa's, etc

Renewal: Contract Period: April 2026 - April 2029 Option to extend for up to a further 24 months

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-065a42
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/044029-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

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

Common Procurement Vocabulary (CPV)

CPV Divisions

37 - Musical instruments, sport goods, games, toys, handicraft, art materials and accessories

CPV Codes

37416000 - Leisure equipment

Notice Value(s)

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

Notice Dates

Publication Date
13 May 20264 months ago
Submission Deadline
23 Mar 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
23 Apr 2026 - 22 Apr 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
City & County of Swansea
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SWANSEA
Postcode
SA1 3SN
Postcode Area
Swansea
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL4 Mid and South West Wales
Small Region (ITL 3)
TLL43 Swansea
Delivery Location
TLL18 Swansea
Local Authority
Swansea
Electoral Ward
Waterfront
Westminster Constituency
Swansea West

Supplier Information

Number of Suppliers
1
Supplier Name

Commercial Marquee Hire LTtd

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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