Tender

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

Christmas Light Trail for Sir Harold Hillier Gardens

Hampshire County Council

This public procurement record has 2 releases in its history.

Tender

30 Sep 2026 at 15:38

UK4 - Tender Notice
Planning

05 Aug 2026 at 11:28

UK1 - Pipeline Notice
Summary of the contracting process

Hampshire County Council is seeking a provider to design and deliver an annual ticketed illuminated light trail at Sir Harold Hillier Gardens, near Romsey. The Gardens are a 180-acre arboretum with a major collection of hardy trees and shrubs, and the event is intended to attract visitors and support the Gardens’ charitable aims. The trail is to run for six weeks each year, from late November to early January, and create an immersive evening experience. The provider will take responsibility for the full event, including design, lighting installation, e-ticketing, marketing and management, with staffing, logistics, stewarding, security and health and safety. Catering must also be provided at the start of the contract. Delivery must respect the Grade II listed landscape and provide a safe, accessible and inclusive experience.

The Council invited offers through an open procedure for a single concession contract. The enquiry deadline was 19 October 2026 at 17:00, and the bid deadline was 30 October 2026 at 14:00. The contract period is 16 January 2027 to 15 January 2037. The estimated value is £15 million excluding VAT (£18 million including VAT). The Council charges an annual premises fee of £125,000 excluding VAT, payable in instalments; a further concession fee applies to ticket income above 75,000 visitors, at the per-ticket rate offered by the supplier. Evaluation gives 30% to the proposed concession fee and 70% to quality, including trail concept, design and branding, refresh and creativity, weather planning, customer experience and booking, stakeholder communication, and local and social impacts.

This suits an event-production supplier able to deliver a substantial seasonal attraction end to end, combining creative illuminated-trail design with lighting installation, ticketing, marketing and live event operations. Bidders need capacity to provide staffing, logistics, stewarding, security, health and safety management, and catering, while working collaboratively with the Gardens and protecting a sensitive listed landscape. The requirement calls for an accessible and inclusive visitor experience, plans for adverse weather, and a strong approach to customer satisfaction and stakeholder communication. Suppliers must confirm effective health and safety arrangements, PCI DSS compliance for payment card data, relevant legal compliance and corporate social responsibility commitments covering equality and sustainability. They must show at least one comparable contract, have 12 months of trading history, achieve a minimum Creditsafe business risk score of 30/100, and hold or commit to obtain the required public and employer’s liability insurance. SMEs are eligible to bid.

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 concession contract for provision of the services 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 (excluding VAT) for use of the Council's premises for performance of the Services, payable in instalments. In addition, there will be an additional Concession 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/092509-2026
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
Open procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

92 - Recreational, cultural and sporting services

CPV Codes

79952000 - Event services

92331000 - Fair and amusement park services

Notice Value(s)

Tender Value
£15,000,000 £10M-£100M
Lots Value
£15,000,000 £10M-£100M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
30 Sep 20266 days ago
Submission Deadline
30 Oct 20264 weeks to go
Future Notice Date
17 Sep 2026Expired
Award Date
Not specified
Contract Period
16 Jan 2027 - 15 Jan 2037 Over 5 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
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
Postcode Area
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
TLJ3 Hampshire and Isle of Wight
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.

Loading OCDS record...