Planning

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

RBWM Events Management Procurement - Market Engagement Webinar

The Royal Borough of Windsor and Maidenhead Council

This public procurement record has 3 releases in its history.

Planning

01 Sep 2026 at 14:15

UK2 - Preliminary Market Engagement Notice
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

Royal Borough of Windsor & Maidenhead is preparing a service contract for strategic event management, operational planning and delivery support for high-profile ceremonial, civic and nationally significant events in Windsor town centre and similarly complex environments. The anticipated programme includes royal and state visits, royal weddings and funerals, national and civic ceremonies, and large public celebrations and commemorations. Services will cover event planning and plan maintenance, infrastructure such as temporary structures, security installations, media compounds and public viewing areas, crowd management, communications, media operations and accreditation. Delivery will require coordination with police, emergency services, security organisations, the Royal Household, the Crown Estate, government, transport operators and national and international media. The procurement is for event services, with activity taking place in the United Kingdom.

This is a planned procurement at the market-engagement stage, not an invitation to tender. The Authority expects to use an accelerated competitive flexible procedure with selective participation, with electronic submissions allowed in English. It anticipates an expression-of-interest deadline of 6 November 2026 at 13:00 UTC, an enquiry period ending on 30 October 2026 at 13:00 UTC, a future notice on 16 October 2026, and an award decision by 30 March 2027. The anticipated contract period is 5 July 2027 to 4 July 2032, with an extension option potentially taking it to 4 July 2037. The Authority expects options for additional services if event numbers increase. Likely selection requirements include credit and turnover checks and two scored case studies.

The work will suit experienced event-management organisations with a proven record of planning and delivering major public events in busy town centres or similarly sensitive environments. Suppliers should be able to manage events attracting more than 100,000 people, while maintaining normal local activity and limiting disruption to residents, businesses and visitors. Strong capability is needed in multi-agency planning, stakeholder governance, crowd safety, public protection, security integration, media management, communications, contingency planning and emergency response. Providers should have the resources and resilience to deploy and manage more than 800 stewards, including welfare, training, briefing and supervision, and to provide experienced personnel from feasibility through live operations and post-event review. Robust business continuity and short-notice response arrangements will be important. Small and medium-sized enterprises are considered suitable.

How relevant is this notice?

Notice Information

Notice Title

RBWM Events Management Procurement - Market Engagement Webinar

Notice Description

The Authority would like to underline that this is the second preliminary market engagement notice for this requirement. We have previously invited suppliers to respond to our survey (for which we received a very healthy number of responses) but now the Authority would like to build on this engagement by way of a webinar. This will also be an opportunity would you to ask questions. Se the participation section for registration information. See below the summary from the previous notice: 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 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. 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

The Authority is invited suppliers to join an online Teams-based webinar on 10/09/2026 for one hour (14:00). This will be to build on the feedback we helpfully received from the market engagement survey as well as an opportunity for suppliers to ask questions to the Authority. NB this webinar is open to all suppliers and it is not a requirement for suppliers to have responded to the survey in order to attend - however, the Authority will not be re-opening the survey. Please register by 09/09/2026. The link to register can be found here: https://events.teams.microsoft.com/event/1a828018-1e6a-45f4-9285-1d69a403b15e@da6ec132-9c96-4152-9258-cb3819973491?source=copyLinkLegacyShareEventDialog.

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/082695-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement 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
1 Sep 2026Today
Submission Deadline
30 Oct 20262 months to go
Future Notice Date
16 Oct 20262 months to go
Award Date
Not specified
Contract Period
5 Jul 2027 - 4 Jul 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
The Royal Borough of Windsor and Maidenhead Council
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

JSON Markdown

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.

Loading OCDS record...