RBWM Events Management Procurement

Notice Information

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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 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. The Authority is inviting interested suppliers to respond to its market engagement survey and provide expressions of interest - the deadline is 1pm on 29/07/2026. The link can be found here: https://forms.office.com/e/CiwrxPa7Ci.

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

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Publication & Lifecycle

Open Contracting ID: ocds-h6vhtk-06beec
Publication Source: Find A Tender Service
Latest Notice: https://www.find-tender.service.gov.uk/Notice/060680-2026
Current Stage: Planning
All Stages: Planning

Procurement Classification

Notice Type: UK2 - Preliminary Market Engagement Notice
Procurement Type: Standard
Procurement Category: Services
Procurement Method: Not Specified
Procurement Method Details: Not specified
Tender Suitability: Not specified
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: 29 Jun 20263 days ago
Submission Deadline: Not specified
Future Notice Date: 29 Jul 20264 weeks to go
Award Date: Not specified
Contract Period: 31 Mar 2027 - 30 Mar 2032 Over 5 years
Recurrence: Not specified

Notice Status

Tender Status: Planning
Lots Status: Planning
Awards Status: Not Specified
Contracts Status: Not Specified

Buyer & Supplier

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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
Post Town: 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

https://www.find-tender.service.gov.uk/Notice/060680-2026
29th June 2026 - Preliminary market engagement notice on Find a Tender

Notice URLs

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.

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