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RBWM Events Management Procurement

Royal Borough of Windsor & Maidenhead

This public procurement record has 2 releases in its history.

Planning

19 Aug 2026 at 14:19

UK3 - Planned Procurement Notice
Planning

29 Jun 2026 at 11:43

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Royal Borough of Windsor & Maidenhead intends to procure event management services for a diverse programme of high-profile ceremonial, civic and nationally significant events in Windsor town centre and similarly complex environments. The scope is expected to include Royal and State Visits, Royal Weddings and Funerals, national and civic ceremonies, and large public celebrations and commemorations. The appointed provider will maintain strategic event plans and provide operational planning and delivery support. Work will involve temporary event structures, security installations, media compounds, public viewing areas, crowd management systems, communications, contingency planning, emergency response and media operations. Events may involve substantial public and media attention, complex security requirements and coordination across Windsor and the wider Royal Borough of Windsor & Maidenhead.

This procurement is at the planning stage: the Council has announced its future requirement and is undertaking market engagement, not inviting tenders. It expects to use a selective competitive flexible procedure, with an accelerated timetable justified by the planned procurement notice. The planned contract is above the relevant threshold and is divided into one lot. The anticipated contract period is 1 April 2027 to 31 March 2032, with at least one possible five-year extension and potentially a second five-year extension, subject to the final tender. The Council anticipates publishing a future notice by 16 October 2026. Its indicative timetable includes enquiries by 30 October 2026 and expressions of interest by 6 November 2026 at 1pm. The first participation stage may allow around two weeks for case studies and financial checks.

The work is suited to experienced event management organisations, including SMEs, with a proven record of planning and delivering major public events in busy town centres or similarly sensitive environments. Strong candidates will be able to coordinate police, security, emergency services, transport operators, government bodies, the Royal Household, the Crown Estate and national or international media. Required capability is likely to include crowd safety and public protection, stakeholder governance, media accreditation, communications, operational orders, contingency and emergency response planning, and large-scale temporary infrastructure. Suppliers will need capacity and resilience for events exceeding 100,000 attendees, including recruitment, training, welfare, briefing and supervision of more than 800 stewards. The provider must also maintain plans, support all delivery phases and respond to short-notice events.

How relevant is this notice?

Notice Information

Notice Title

RBWM Events Management Procurement

Notice Description

The Royal Borough of Windsor and Maidenhead (RBWM) is seeking to engage with experienced event management suppliers in advance of a future procurement for the delivery of a diverse programme of high-profile ceremonial, civic and nationally significant events over an anticipated eight-year period. The appointed supplier will be required to provide and maintain a strategic event management, operational planning and delivery support for a range of events and provide including, but not limited to: * Royal Visits * State Visits * Royal Weddings * Royal Funerals * National and Civic Ceremonies * Large-scale public celebrations and commemorations These events are likely to attract significant national and international attention, substantial media interest, and large public audiences, regularly involving complex security, operational and stakeholder requirements. Supplier Requirements Summary (pending a full specification) RBWM is seeking suppliers that can demonstrate a proven and successful track record in the planning (maintenance of plans), and delivery of major public events within Windsor town centre or similarly complex and sensitive environments. Suppliers should be able to evidence experience in: * Delivering events in busy operational town centres while maintaining business-as-usual activities and minimising disruption to residents, businesses and visitors. * Working in partnership with multiple agencies and stakeholders, including but not limited to: o Security services o Police forces o Emergency services o The Royal Household o The Crown Estate o Central government departments o Transport operators o National and international media organisations * Managing complex stakeholder engagement and governance arrangements. * Planning and delivering large-scale infrastructure installations, including temporary event structures, security installations, media compounds, public viewing areas and crowd management systems. * Developing and implementing comprehensive event management plans, operational orders, communication strategies, contingency plans and emergency response procedures. * Managing extensive media operations, accreditation processes and communications activity associated with internationally significant events. Capacity and Capability The successful supplier must demonstrate the organisational capacity, resources and resilience to manage events of exceptional scale and complexity, including events that may attract in excess of 100,000 attendees. Suppliers should be capable of: * Coordinating multi-agency operational planning and delivery. * Managing significant crowd safety and public protection arrangements. * Recruiting, deploying and managing a stewarding workforce of over 800 personnel, including associated welfare, briefing, training and supervisory requirements. * Providing experienced event management personnel across all phases of event delivery, from feasibility and planning through to live operations and post-event review. * Maintaining robust business continuity arrangements and the ability to respond to events that may arise at short notice. Market Engagement. This notice is intended to inform the market of RBWM's future requirements and to identify suppliers with the specialist expertise, experience and capacity necessary to deliver events of national significance within the unique operating environment of Windsor. It also intends to create a right for the Authority to reduce the tender period for the participation stage (but not the substantive tender stage). It envisages allowing suppliers up to two calendar weeks to respond to the first stage (which, the Authority anticipates, will consist in case study references and financial checks). It may allow longer or reduce this anticipated window accordingly. The Authority is particularly interested in engaging with organisations that can demonstrate excellence in event delivery, stakeholder management, crowd safety, security integration, operational resilience and the successful management of high-profile events operating under intense public, media and stakeholder scrutiny. The resulting contract cannot guarantee a level of regular events as some of the events outlined above are unplanned or "no notice" events. So, it will be expected the successful provider may for the most part be monitoring and maintaining plans for events listed above until they are activated.

Lot Information

Lot 1

Options: The Authority will articulate a number of options on which it intends to rely for the purposes of s.74 Procurement Act 2023 - it shall articulate these options in the tender notice. However, suppliers should expect this to be options for the authority to call-off additional services as the number of events the Authority has is vulnerable to change (i.e. increase).

Renewal: The Authority envisages a minimum of one option to increase the term by five (5) years (but may include a second option for the same term).

Planning Information

Suppliers are invited to respond to the Authority's market engagement survey by 29/07 (1pm): https://forms.office.com/e/CiwrxPa7Ci.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06beec
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/079046-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK3 - Planned Procurement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

79952000 - Event services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
19 Aug 20261 weeks ago
Submission Deadline
30 Oct 20263 months to go
Future Notice Date
16 Oct 20262 months to go
Award Date
Not specified
Contract Period
1 Apr 2027 - 31 Mar 2032 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Royal Borough of Windsor & Maidenhead
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
MAIDENHEAD
Postcode
SL6 1RF
Postcode Area
Slough
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ1 Berkshire, Buckinghamshire and Oxfordshire
Small Region (ITL 3)
TLJ15 Berkshire East
Delivery Location
TLJ South East (England)
Local Authority
Windsor and Maidenhead
Electoral Ward
St Mary's
Westminster Constituency
Maidenhead

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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