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Christmas Light Trail for Sir Harold Hillier Gardens

HAMPSHIRE COUNTY COUNCIL

This public procurement record has 1 release in its history.

Planning

05 Aug 2026 at 10:28

UK1 - Pipeline Notice
Summary of the contracting process

Hampshire County Council is in the planning phase of a public procurement process for the delivery of an annual outdoor illuminated light trail at Sir Harold Hillier Gardens near Romsey, Hampshire. This tender, which belongs to the 'Event services' industry category, aims to continue and expand the successful Christmas light trail hosted since 2021. The upcoming contract, valued at £15 million, will begin on 16 January 2027 and run for ten years. Key dates include the publication of the procurement notice on 5 August 2026, with future communication anticipated by 17 September 2026. The Council seeks a collaborator to provide a high-quality visitor experience in alignment with the Gardens' charitable objectives, respecting its Grade II listed landscape.

This tender presents significant opportunities for businesses specialising in event services, particularly those with experience in large-scale illuminated displays. Small and medium-sized enterprises (SMEs) with capabilities in innovative design, logistics, and entertainment management will find this contract an attractive prospect. The appointed provider will be responsible for the complete event management, including lighting design, marketing, e-ticketing, and on-ground logistics. This initiative is positioned to contribute substantially to business growth, with a collaborative partnership approach ensuring alignment with Hampshire County Council's strategic aims and the Gardens' identity. Providers will benefit from additional financial incentives based on ticket sales exceeding 75,000 visitors, further amplifying business prospects.

How relevant is this notice?

Notice Information

Notice Title

Christmas Light Trail for Sir Harold Hillier Gardens

Notice Description

Sir Harold Hillier Gardens (SHHG) is a nationally significant arboretum located near Romsey, Hampshire, comprising approximately 180 acres and housing one of the most comprehensive collections of hardy trees and shrubs in the UK. The Gardens are operated as a registered charitable trust, with Hampshire County Council acting as trustee and retaining responsibility for strategic oversight and governance. Since 2021, SHHG has hosted an annual outdoor illuminated light trail with the aim of reaching a wider audience to support its charitable aims and sustained growth. The event has been successful over the past four years, with year-on-year growth in both visitor numbers and light trail ticket sales. The existing contract for delivery of the light trail expires on 15 January 2027. Given the success of the light trail, SHHG is seeking a provider to continue delivering an annual high-quality outdoor illuminated light trail for public sale that shall be ticketed for the duration of 6 weeks, between the end of November and the beginning of January. The appointed provider will be expected to design and deliver an exciting and immersive visitor experience that showcases the Gardens during evening hours, supports continued growth in visitor numbers towards a target of 90,000 visitors, and aligns with the Gardens' charitable aims. The Council intends to enter into a contract for a total duration of 10 years. The service must be delivered in a manner that respects the sensitivities of a Grade II listed landscape and ensures a safe, accessible, and inclusive visitor experience. The provider will be responsible for all aspects of event delivery, including light trail design, lighting installation, e-ticketing, marketing, and event management. Management of the event will include provision of all required staffing and logistics necessary to deliver the trail, sourcing additional car parking if required, stewarding, security, and health and safety compliance. The provider will also be expected to provide catering facilities at the outset of the contract. A collaborative partnership approach will be required, with the successful provider working closely with SHHG to ensure the event aligns with the Gardens' identity, charitable objectives and its position as part of Hampshire County Council. The Council will charge the provider a fee of PS125,000.00 per annum for use of the Council's premises for performance of the Services, payable in instalments. In addition, there will be an additional fee payable against all income generating ticket sales above 75,000 visitors, calculated on the basis of the per-ticket rate proposed by the provider in its tender submission.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06dc24
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/074084-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK1 - Pipeline Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
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
£15,000,000 £10M-£100M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
5 Aug 2026Today
Submission Deadline
Not specified
Future Notice Date
17 Sep 20262 months to go
Award Date
Not specified
Contract Period
16 Jan 2027 - 15 Jan 2037 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
HAMPSHIRE COUNTY 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
WINCHESTER
Postcode
SO23 8UJ
Post Town
Southampton
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ36 Central Hampshire
Delivery Location
Not specified
Local Authority
Winchester
Electoral Ward
St Michael
Westminster Constituency
Winchester

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. 

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