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Welsh Event Support Framework

Cardiff University

This public procurement record has 1 release in its history.

Planning

10 Sep 2026 at 10:30

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cardiff University is developing a Welsh Event Support Framework for services supporting its presence at Welsh events. The anticipated scope includes transporting equipment; designing, producing, installing and removing exhibition stands; producing branding; supplying furniture, lighting, audio-visual equipment and workspaces; completing booking forms; and liaising with event organisers. The university currently attends the Urdd and National Eisteddfod and is expanding into Tafwyl, with possible additional events included in its strategy. The work will be delivered at events in Wales. This is an event, exhibition and fair organisation services requirement, intended to help the university create and operate prominent stands at these events.

This procurement is at the planning and early market-engagement stage; it is not an invitation to tender. Cardiff University expects to publish the next notice on 3 November 2026. It anticipates a framework running for one year from 28 February 2027 to 27 February 2028, with renewal options extending the maximum period to 27 February 2031. The estimated value is £124,000 excluding VAT, or £148,800 including VAT. The university expects to use a framework agreement. Suppliers are being asked to provide market feedback through a questionnaire by 12 noon on 2 October 2026, to help refine the scope, service levels, data requirements, performance measures and commercial model.

The work is likely to suit event production, exhibition, experiential marketing and stand-design suppliers able to provide an integrated service rather than a single installation task. Relevant capability includes managing equipment logistics, stand construction and removal, branded materials, furniture, lighting, audio-visual production and temporary workspaces. Suppliers should be able to complete venue booking requirements and work proactively with event organisers, considering operational and technical details across multiple events. Cardiff University is seeking evidence from providers with experience of similar contracts, practical lessons learned and sufficient capacity during the busy event season from January or February onwards, particularly for events held in May, June and July. Interested suppliers can help shape the future requirement through voluntary market engagement now.

How relevant is this notice?

Notice Information

Notice Title

Welsh Event Support Framework

Notice Description

Cardiff University is undertaking development of its upcoming procurement for a Welsh Event Support Framework. We are looking to expand our presence at Welsh events, currently attending the Urdd, National Eisteddfod, and are starting to expand into Tafwyl with our stands often being one of the largest. Additional events may be included in our strategy.

Planning Information

Cardiff University is undertaking early market engagement to inform the development of its upcoming procurement for a Welsh Event Support Framework. The purpose of this engagement is to understand the marketplace and suppliers’ offerings and whether they can meet Cardiff University’s needs at Welsh Events. We are looking to expand our presence at Welsh events, currently attending the Urdd, National Eisteddfod, and are starting to expand into Tafwyl with our stands often being one of the largest. Additional events may be included in our strategy. We usually work on a 1-year planning cycle, however, the 2028 National Eisteddfod will be held in Cardiff, so we may have slightly different requirements to our norm, with our presence being slightly bigger due to it being the University’s hometown location. Our busy period is from January/February onwards, with the events being held in May, June and July. We are, therefore, interested in understanding whether suppliers deliver these services, the capacity available, how proactive and knowledgeable they are about these types of events, whether they work directly with organisers to ensure all aspects are thought of, and that technical aspects are considered. We anticipate this framework being a 1 + 1 + 1 + 1 year framework. Scope of Procurement: We are looking to understand the scope that suppliers can deliver as we will likely need the following to be provided: • Transportation of equipment • Stand design, creation, installation and removal • Branding production • Furniture • Lighting • Audio visual equipment • Workspaces • Completing and submitting booking forms • Liaising with event organisers 2. Questionnaire Objectives The pre-market engagement exercise will seek to: • To establish the level of interest in the tender opportunity • To gain an understanding of your experience of similar contracts, incorporating any lessons learnt to drive improvements. • To listen, reflect and mitigate any foreseeable risks within the proposed contract tender exercise to ensure that the service delivered at Cardiff University remains customer centric, efficient and offers value for money. • To inform the University’s final tender strategy, specification refinement, and commercial model. Suppliers interested in the potential opportunity are encouraged to complete and return the questionnaire via the Universities e-tender portal In-Tend. https://in-tendhost.co.uk/cardiffuniversity/ Please return the completed questionnaire on In-Tend by 12 noon on Friday 2nd October 2026. Please note that your response will be kept confidential and will not be shared with other prospective bidders. There is no limit to the amount of text you provide in your response. This stage does not formally commence a procurement process. Participation in this pre-market engagement is voluntary and will not provide any advantage or disadvantage in any subsequent tender process. The University anticipates refining the scope, service levels, data requirements, performance metrics, and commercial structure following this pre market Engagement. Insights gained will inform the final tender documentation.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06f663
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/085710-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Framework
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

79950000 - Exhibition, fair and congress organisation services

Notice Value(s)

Tender Value
£124,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
10 Sep 20266 days ago
Submission Deadline
Not specified
Future Notice Date
3 Nov 20262 months to go
Award Date
Not specified
Contract Period
28 Feb 2027 - 27 Feb 2028 6-12 months
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Cardiff University
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARDIFF
Postcode
CF24 4HQ
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
TLL Wales
Local Authority
Cardiff
Electoral Ward
Cathays
Westminster Constituency
Cardiff South and Penarth

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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