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Contract for Special Events PA and Equipment Hire

City & County of Swansea

This public procurement record has 4 releases in its history.

ContractAmendment

13 Oct 2026 at 12:27

UK10 - Contract Change Notice
Award

17 Sep 2026 at 09:40

UK7 - Contract Details Notice
Award

12 Aug 2026 at 10:55

UK6 - Contract Award Notice
Tender

13 Apr 2026 at 16:32

UK4 - Tender Notice
Summary of the contracting process

City & County of Swansea buys professional public-address services and sound equipment hire for its Special Events Team. The work supports large events at venues, parks and outdoor spaces across Swansea, including the Wales Airshow, Swansea Bay 10k, Christmas Parade and fireworks display, as well as additional equipment and ad-hoc PA provision. Events range from small-scale activities to gatherings of up to 180,000 people; requirements vary with the events that proceed. The service covers supplying a range of high-quality PA equipment, including large-scale systems, and supporting event delivery. Smaller events may require provision at short notice. The buying organisation is Swansea Council, and delivery is across Swansea.

The procurement is complete and contracts have been awarded to Hooke Sound & Light Ltd, trading as Total Sound Solutions, for four lots: Swansea Bay 10k, Christmas Parade, Swansea Fireworks Display and additional equipment/ad-hoc PA. Each award was valued at £26,667 excluding VAT. Contracts were signed on 16 June 2026 and run from 22 June 2026 to 21 June 2029, with an option to extend by up to 24 months. The awards followed an open procedure. Bids were assessed on price, weighted at 60%, and quality, weighted at 40%; quality covered meeting the specification (20%), health and safety (10%) and sustainability (10%). Suppliers could bid for one or more lots and could win multiple lots. Four bids were received for each of the four awarded lots.

This award shows Swansea Council’s continuing requirement for event-ready PA services, professional sound equipment and flexible support across both major public events and smaller activities. A credible competitor would need to supply a range of reliable, high-quality systems, including equipment suitable for large audiences and outdoor locations, and be able to provide additional or ad-hoc kit when required. The winning supplier was an SME, and the procurement was marked as suitable for SMEs and voluntary, community and social enterprises. Strong delivery evidence would need to address how the service meets the specification, manages health and safety and delivers sustainability. Suppliers should also be capable of responsive customer service and adapting provision to changing event plans and requirements.

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Notice Information

Notice Title

Contract for Special Events PA and Equipment Hire

Notice Description

Swansea Council's Special Events Team delivers large-scale events across multiple venues, parks, and outdoor spaces throughout Swansea. Event sizes range from 200 to 180,000 attendees. To support these events, we require a comprehensive range of professional Public Address (PA) services. We are seeking a contractor who is reliable; able to supply a variety of high-quality sound equipment (including large-scale systems); provides excellent customer service; demonstrates strong sustainability credentials; and upholds exemplary health and safety standards. The contract for PA services will run for a 3-year period from 1 June 2026 to 31 May 2029, with the option to extend for up to an additional two years. Requirements will vary annually depending on which events proceed.Lots OverviewThis Requirement is divided into five lots. Suppliers may tender for one or more lots:1. Lot 1 -- Wales Airshow (Distributed PA)2. Lot 2 -- Swansea Bay 10k3. Lot 3 -- Christmas Parade4. Lot 4 - Swansea Fireworks Display5. Lot 5 -- Additional Equipment / Ad-hoc PA ProvisionSmaller-scale events also require PA services throughout the year, sometimes at short notice. All dates for the next three years are subject to confirmation and depend upon events proceeding. A site visit can be arranged prior to tender submission if required.

Lot Information

1. Lot 1 -- Wales Airshow (Distributed PA)

1. Lot 1 -- Wales Airshow (Distributed PA) Please see Schedule 2 - Specification for Details

Renewal: Contract Period: 1st June 2026 - 31st May 2029 With the option to extend for a further 24 months

2. Lot 2 -- Swansea Bay 10k

2. Lot 2 -- Swansea Bay 10k Please see Schedule 2 - Specification for Details

Renewal: Contract Period: 1st June 2026 - 31st May 2029 With the option to extend for a further 24 months

3. Lot 3 -- Christmas Parade

3. Lot 3 -- Christmas Parade Please see Schedule 2 - Specification for Details

Renewal: Contract Period: 1st June 2026 - 31st May 2029 With the option to extend for a further 24 months

4. Lot 4 - Swansea Fireworks Display

4. Lot 4 - Swansea Fireworks Display Please see Schedule 2 - Specification for Details

Renewal: Contract Period: 1st June 2026 - 31st May 2029 With the option to extend for a further 24 months

5. Lot 5 -- Additional Equipment / Ad-hoc PA Provision

5. Lot 5 -- Additional Equipment / Ad-hoc PA Provision Please see Schedule 2 - Specification for Details

Renewal: Contract Period: 1st June 2026 - 31st May 2029 With the option to extend for a further 24 months

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06814c
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/096505-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK10 - Contract Change Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48952000 - Public address systems

79952000 - Event services

79953000 - Festival organisation services

79954000 - Party organisation services

Notice Value(s)

Tender Value
£180,000 £100K-£500K
Lots Value
£180,000 £100K-£500K
Awards Value
£36,667 Under £100K
Contracts Value
£36,667 Under £100K

Notice Dates

Publication Date
13 Oct 20261 weeks ago
Submission Deadline
11 May 2026Expired
Future Notice Date
Not specified
Award Date
9 Jun 20264 months ago
Contract Period
22 Jun 2026 - 21 Jun 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

Hooke Sound & Light Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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