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South Africa Conference

London School of Hygiene & Tropical Medicine

This public procurement record has 2 releases in its history.

Tender

18 Aug 2026 at 15:04

UK4 - Tender Notice
Planning

22 Jul 2026 at 09:31

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

London School of Hygiene & Tropical Medicine is procuring services for ANH Academy Week 2027, an international hybrid conference to be held in South Africa. Lot 1 covers venue hire, conference accommodation and catering for around 400 in-person delegates, including a plenary hall, six additional rooms, poster and exhibition space, networking areas, accessibility for international guests, hybrid capability and a single-use plastic-free environment. It also includes accommodation arrangements or preferential hotel rates for around 100 people. Lot 2 covers end-to-end event management and technical delivery, including registration, local supplier coordination, logistics, photography, videography, committee liaison, on-site operations, audio-visual equipment, Zoom integration, recording, editing, connectivity and technical testing. The buyer will work with ANH Academy, Stellenbosch University, the venue and local partners.

The procurement has reached tender: the buyer invited offers through an open competitive flexible procedure. It has two stages: an initial Conditions of Participation stage followed by an Invitation to Tender. Requests to participate had to be submitted through the Mercell portal, with only the top five qualifying organisations for each lot progressing to the ITT. Enquiries were due by 27 August 2026 at 23:00, and tender submissions are due by 26 October 2026 at 13:00. The contract period is 1 December 2026 to 1 December 2027. The estimated value is £288,000 excluding VAT (£360,000 gross), comprising £176,000 excluding VAT for venue hire and £112,000 excluding VAT for event management. Each lot is evaluated 60% on technical quality and 40% on cost. The intended award period ends on 2 November 2026.

This opportunity suits conference venues, hotels, event agencies and specialist audio-visual or hybrid-event providers. Lot 1 is suitable for a venue able to host around 400 delegates across a plenary hall and multiple breakout and meeting rooms, provide catering and exhibition facilities, support hybrid delivery, meet accessibility needs and offer accommodation arrangements for around 100 people. Sustainability capability, including a single-use plastic-free environment, is also relevant. Lot 2 suits an experienced event-management supplier able to deliver complex national or international conferences and coordinate local suppliers, registration, help-desk services, travel, logistics, committee communications and on-site operations. It also requires audio-visual and online-event expertise covering displays, sound, Zoom, speaker support, recording, editing, secure file transfer, connectivity and a full technical simulation. Both lots are identified as suitable for SMEs and voluntary, community or social enterprises.

How relevant is this notice?

Notice Information

Notice Title

South Africa Conference

Notice Description

Lot 1 - Venue Hire - venue hire and accommodation for 2027 conference These covers the provision of a suitable conference venue in South Africa for ANH Academy Week 2027. The venue should accommodate approximately 400 in-person delegates and provide a main plenary hall, four smaller breakout rooms, two medium-sized rooms, space for poster displays and exhibitions, catering through a day delegate package, and informal networking areas where possible. The venue should be accessible, suitable for international guests, able to support hybrid conference delivery, and aligned with ANH Academy's commitment to sustainability, including a single-use plastic-free environment. This lot also includes accommodation arrangements or preferential hotel rates for approximately 100 people, with clear information on availability, costs, accessibility, booking terms and proximity to the venue. Lot 2 - Events Management - Provide event management services and work with selected venue. Covers the planning, coordination and delivery of end-to-end event management and technical support for ANH Academy Week 2027. The appointed supplier will support the successful delivery of a hybrid international conference by coordinating local suppliers, registration and help desk services, event materials, photography and videography, travel and logistics, committee liaison and on-site event operations. This lot also includes the provision of audio-visual and hybrid delivery services, including displays, sound systems, Zoom integration, online speaker support, session recording, video editing, secure file transfer, connectivity support and a full technical simulation before the event. The supplier should have relevant experience delivering complex national or international conferences and be able to work closely with LSHTM, ANH Academy, Stellenbosch University, the venue and other local partners.

Lot Information

Lot 1 - Venue Hire

These covers the provision of a suitable conference venue in South Africa for ANH Academy Week 2027. The venue should accommodate approximately 400 in-person delegates and provide a main plenary hall, four smaller breakout rooms, two medium-sized rooms, space for poster displays and exhibitions, catering through a day delegate package, and informal networking areas where possible. The venue should be accessible, suitable for international guests, able to support hybrid conference delivery, and aligned with ANH Academy's commitment to sustainability, including a single-use plastic-free environment. This lot also includes accommodation arrangements or preferential hotel rates for approximately 100 people, with clear information on availability, costs, accessibility, booking terms and proximity to the venue.

Lot 2 - Events Management

Covers the planning, coordination and delivery of end-to-end event management and technical support for ANH Academy Week 2027. The appointed supplier will support the successful delivery of a hybrid international conference by coordinating local suppliers, registration and help desk services, event materials, photography and videography, travel and logistics, committee liaison and on-site event operations. This lot also includes the provision of audio-visual and hybrid delivery services, including displays, sound systems, Zoom integration, online speaker support, session recording, video editing, secure file transfer, connectivity support and a full technical simulation before the event. The supplier should have relevant experience delivering complex national or international conferences and be able to work closely with LSHTM, ANH Academy, Stellenbosch University, the venue and other local partners.

Planning Information

In order to understand the market, solutions and potential tenderers LSHTM requests interested suppliers respond to the questions below. Responses should be submitted through the e-tendering system message facility. The information provided will be used by the LSHTM project team to decide the best route to market, inform and develop the business case, invitation to tender and other documentation, it will not be used as a means of comparison or evaluation.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06d06c
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/078605-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

32 - Radio, television, communication, telecommunication and related equipment

55 - Hotel, restaurant and retail trade services

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

CPV Codes

32321200 - Audio-visual equipment

55120000 - Hotel meeting and conference services

79952000 - Event services

Notice Value(s)

Tender Value
£288,000 £100K-£500K
Lots Value
£288,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
18 Aug 20264 weeks ago
Submission Deadline
26 Oct 20262 months to go
Future Notice Date
28 Aug 2026Expired
Award Date
Not specified
Contract Period
1 Dec 2026 - 1 Dec 2027 1-2 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
London School of Hygiene & Tropical Medicine
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
WC1E 7HT
Postcode Area
Central London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI36 Camden
Delivery Location
Not specified
Local Authority
Camden
Electoral Ward
Bloomsbury
Westminster Constituency
Holborn and St Pancras

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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