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Event Services Framework at the National Portrait Gallery

National Portrait Gallery

This public procurement record has 2 releases in its history.

TenderUpdate

14 Sep 2026 at 14:35

UK4 - Tender Notice
Tender

14 Sep 2026 at 10:00

UK4 - Tender Notice
Summary of the contracting process

The National Portrait Gallery is establishing an event services framework for events held at its gallery premises in London, including the Main Gallery and Weston Wing. It covers five lots: event catering; floral displays and floristry; event production, including lighting, audio, video, rigging, staging and project management; furniture hire, including lounge and dining furniture, bars and DJ booths; and entertainment. The requirement supports internal events, corporate and sponsor bookings, private venue hires, fundraising dinners, receptions, exhibition openings, portrait unveilings, product launches and fashion shows. External clients may also select approved suppliers directly for their events. The work is service-based and takes place at the Gallery’s sites, which host around 150 out-of-hours events each year.

The procurement has reached tender: the Gallery invited offers through an open competitive flexible procedure. Questions were due by 2 October 2026 at 12:00, and tenders were due by 15 October 2026 at 12:00; electronic submission is allowed in English. The framework is expected to run from 1 May 2027 to 30 April 2031, with an option to extend to 31 July 2031. Its estimated total value is £7,639,200 excluding VAT, or £9,167,040 including VAT, across five lots: catering £4,720,000 excluding VAT; floristry £508,000; production £2,240,000; furniture hire £63,200; and entertainment £108,000. Evaluation combines price with quality, including operational expertise, customer service, social value, lot-specific responses and case studies; practical assessments apply to shortlisted suppliers for catering and production.

This opportunity suits specialist event suppliers able to work in a prestigious, historic gallery environment and adapt quickly to varied briefs, budgets and client groups. Catering businesses need excellent food and presentation, sustainable sourcing, robust food safety controls and the ability to manage allergies and changing dietary requests. Florists need innovative, high-standard designs and suitable resources for safely moving and assembling displays around priceless paintings. Production companies need capability in lighting, sound, video, rigging, staging and project management, with access to compliant, maintained equipment and the ability to train agency staff or subcontractors. Furniture suppliers need varied, current hire stock and event management capability. Entertainment suppliers need a broad offer, appropriate staffing and consistently high service for late-running events. SMEs and VCSEs are explicitly suitable; external-client work carries commission of up to 10%, while Gallery contracts do not.

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Notice Information

Notice Title

Event Services Framework at the National Portrait Gallery

Notice Description

The Gallery wishes to establish a Framework Agreement for the provision of Event Services for events, which will be held at the National Portrait Gallery (NPG) site(s). The Framework will consist of 5 lots, namely: Catering; Floristry; Production; Furniture; Entertainment Note that the values for each Lot are estimates only and actuals may vary; these estimates include spend by external clients as well as Gallery spend. Inclusion on the Framework does not guarantee any minimum level of work either directly for the National Portrait Gallery or for clients who choose from the Approved Supplier List. Inclusion on the Framework does not guarantee any minimum level of work either directly for the National Portrait Gallery or for clients who choose from the Approved Supplier List. This framework will be for a four year period, with one option to extend for a three month period. The Gallery hosts approximately 150 'out of hours' events per year. This includes a number of internal events, corporate partner and sponsor bookings and private Venue Hires. Events range from internal private views, fundraising dinners, Director's receptions, supporters' events, and portrait unveilings to external Venue Hire receptions and dinners and the occasional product launch and fashion show. In addition to events in the Main Gallery, the Weston Wing provides a separate events offer in the new home for our Contemporary collection, offering a more intimate space for out of hours events. The Approved Supplier List covers events for external clients including Corporate Members and Sponsors, Venue Hire Clients and Donors. This spend does form part of the estimated Framework value, though any contracts awarded by external clients will be agreed by them directly, and shall be invoiced directly to the external client. Inclusion on the Approved Supplier List does not guarantee any minimum level of work - the decision on any award of contract is down to the external client. Commission at the rate of 10% is payable by the Supplier to the National Portrait Gallery on any contracts awarded from the Approved Supplier List.

Lot Information

Catering

Provision of event catering services for events hosted in gallery premises. The Gallery hosts a huge variety of events ranging from receptions for hundreds of people hosted by global companies and parties for private individuals, to major exhibition openings attended by high profile individuals from across the UK and internationally. As such the Supplier must be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet the Gallery's policies and procedures. All caterers working on events at the Gallery must supply food that is of excellent quality (in terms of taste and presentation), using produce from sustainable sources and with evidence that food safety laws and procedures have been fully adhered to at every stage of the production journey. The ability to manage food allergies and specific dietary requirements that puts no strain on clients or guests is required, as well as managing such requests at the latest possible moment.

Renewal: if required for operational reasons

Floristry

Provision of floral displays and other floristry services for events hosted within gallery premises. The Gallery hosts a huge variety of events ranging from receptions for hundreds of people hosted by global companies and parties for private individuals, to major exhibition openings attended by high profile individuals from across the UK and internationally. As such the Supplier must be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet the Gallery's policies and procedures. The Supplier shall keep ahead of industry trends and demonstrate innovation in their work on events. The floral displays supplied shall be of an exceptionally high standard and reflect the Gallery's reputation as one of the most important galleries in the world. Moving floral displays within a building of significant national importance which houses priceless paintings requires Suppliers to have and maintain appropriate resources to enable the movement and assembly of floral arrangements in accordance with the Gallery's strict policies and procedures without exception

Renewal: if required for operational reasons

Production

Provision of event production services such as audio visual setup for events hosted in gallery premises. The Gallery hosts a huge variety of events ranging from receptions for hundreds of people hosted by global companies and parties for private individuals, to major exhibition openings attended by high profile individuals from across the UK and internationally. As such the Supplier must be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet the Gallery's policies and procedures. The Supplier shall provide a range of technical services to the Gallery, which shall include: lighting, audio, video, rigging and staging, project management. The Supplier shall have access to a suitable range of products, either as their own stock or via sub-contracted rental. The Supplier shall ensure that all products meet the regulatory Safety standards for use, and are appropriately maintained. Delivering production, lighting and sound are some of the most high-risk activities at the Gallery. The Supplier shall work successfully within these additional policies and procedures, and shall be responsible for training any agency staff or sub-contractors so that all activity is safe and does not delay the start time of the event.

Renewal: if required for operational reasons

Furniture Hire

Provision of event furniture hire for events hosted on gallery premises. The Gallery hosts a huge variety of events ranging from receptions for hundreds of people hosted by global companies and parties for private individuals, to major exhibition openings attended by high profile individuals from across the UK and internationally. As such the Supplier must be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet the Gallery's policies and procedures. In a large and diverse marketplace, the Supplier will be required to meet a variety of briefs, budgets and needs. The Supplier shall provide a range of furniture hire services to the Gallery which shall include: lounge and dining furniture hire, bar and DJ booth hire, project management. The Supplier shall keep current ahead of industry trends and provide creative and appropriate solutions for events at the Gallery.

Renewal: if required for operational reasons

Entertainment

Provision of entertainment services to events hosted on gallery premises. The Gallery requires a range of entertainment options for private and corporate client events as well as to make use of for our own events. The Supplier must be able to respond to a range of briefs and budgets, providing entertainment that is befitting of the Gallery's unique and historic venue. With a 12am licence, often entertainment can run into the night, and the Supplier must be able to provide and manage appropriate levels of staff during the event, maintaining consistently high levels of service throughout.

Renewal: if required for operational reasons

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06f8c8
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/086933-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

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

Notice Value(s)

Tender Value
£7,639,200 £1M-£10M
Lots Value
£7,639,200 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
14 Sep 2026Yesterday
Submission Deadline
15 Oct 20264 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 May 2027 - 30 Apr 2031 4-5 years
Recurrence
2030-09-01

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
National Portrait Gallery
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
WC2H 0HE
Postcode Area
Central London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI35 Westminster and City of London
Delivery Location
TLI32 Westminster
Local Authority
Westminster
Electoral Ward
St James's
Westminster Constituency
Cities of London and Westminster

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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