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Contract for Special Events PA and Equipment Hire - Lots 1 - 5

City & County of Swansea

This public procurement record has 2 releases in its history.

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 required professional public address and event equipment hire services for its Special Events Team. The work covers large-scale events across Swansea’s venues, parks and outdoor spaces, with audiences ranging from 200 to 180,000 people. The five service areas were the Wales Airshow’s distributed PA, Swansea Bay 10k, the Christmas Parade, Swansea Fireworks Display, and additional equipment or ad-hoc PA provision. Requirements include a range of high-quality sound equipment, including large-scale systems, together with event support. The services are classified as public address and event services (CPV 48952000 and 79952000). Delivery is in Swansea, and smaller events may also require PA support during the year, including at short notice.

This procurement is complete and has been awarded through an open procedure. Four lots were awarded to Hooke Sound & Light Ltd trading as Total Sound Solutions: Swansea Bay 10k, Christmas Parade and Swansea Fireworks Display at £26,667 net (£32,000 gross) each, and additional equipment/ad-hoc PA provision at £10,000 net (£12,000 gross). The award date was 9 June 2026. Each awarded contract is scheduled from 28 August 2026 to 21 June 2029, with an option to extend by up to 24 months, to 21 June 2031. The award decision used 60% price and 40% quality: meeting the specification, health and safety, and sustainability. Four bids were received for each awarded lot.

This procurement demonstrates recurring demand from Swansea for specialist PA delivery across public events, from organised running events and parades to fireworks and ad-hoc requirements. Suppliers need the operational capability to provide and manage professional sound systems for outdoor audiences ranging from small gatherings to very large events, with equipment suitable for distributed and large-scale PA applications. Credibility also depends on reliable delivery, strong customer service, robust health and safety arrangements, and demonstrable sustainability in event operations. The requirement was suitable for small and medium-sized enterprises and voluntary, community and social enterprises, and all four recorded awarded lots attracted bids from SMEs. A competitor would need flexible capacity for multiple event formats and potential short-notice bookings.

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Notice Information

Notice Title

Contract for Special Events PA and Equipment Hire - Lots 1 - 5

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/076593-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award 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
Not specified

Notice Dates

Publication Date
12 Aug 20262 weeks ago
Submission Deadline
11 May 2026Expired
Future Notice Date
Not specified
Award Date
9 Jun 20262 months ago
Contract Period
28 Aug 2026 - 21 Jun 2029 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active, Pending
Contracts Status
Not Specified

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 t/a Total Sound Solutions

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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