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Ceremonial Event Planning and Management

Scottish Government

This public procurement record has 3 releases in its history.

AwardUpdate

07 Apr 2026 at 01:00

OJEU - F20 - Modification Notice
Award

26 Oct 2021 at 01:00

OJEU - F3 - Contract Award Notice
Tender

27 Jan 2021 at 00:00

OJEU - F2 - Contract Notice
Summary of the contracting process

The Scottish Government has engaged in a public procurement process for the "Ceremonial Event Planning and Management" contract, focusing on providing a comprehensive project management service for state and ceremonial events in Scotland. The procurement falls under the services category, specifically involving overall project planning, procurement management, and ceremonial event execution. The contract, active from 23 August 2021 to 22 August 2026, involves events primarily in Edinburgh (UKM region). The procurement method followed a selective, restricted procedure. The latest updates in April 2026 highlight contract modifications necessitated by evolving stakeholder requirements, underscoring the need for maintaining a seamless coordination of ceremonial events.

This tender offers significant growth opportunities for businesses specialising in event management, logistical planning, and subcontractor coordination. The contract demands expertise in handling large crowds and managing complex event logistics, making it ideal for experienced service providers willing to engage in detailed planning and operational execution. With a contract value of approximately £869,236.19, this opportunity is perfect for businesses capable of aligning with public sector expectations in terms of financial control, stakeholder collaboration, and high-quality service delivery. Companies like Arcadis, already awarded the contract, are expected to enact efficient operational protocols ensuring event success. This could attract other entities capable of delivering competitive quality and price-driven solutions.

How relevant is this notice?

Notice Information

Notice Title

Ceremonial Event Planning and Management

Notice Description

The Scottish Government required the provision of a one-stop professional project management service in respect of the maintenance of an existing set of plans for state and ceremonial matters within Scotland. The successful Service Provider will be responsible for the delivery of an existing comprehensive programme of works which will include reinstatement works and which will assist the Purchaser and its stakeholders in providing seamless, high quality programme and project management for ceremonial events to be provided on a contingency basis, as the requirement could be activated at any time during the lifetime of the contract.

Lot Information

Lot 1

The services fall into 3 categories: - Overall project planning and management - Procurement, direct contracting and management of sub-contracted services/works. - Planning, management and operation of specific Ceremonial events where the programme is activated. The Service Provider shall be required to: - Maintain the plans, updating them as required by the Purchaser; - Attend relevant meetings as and when required; - Proactively liaise with the Purchaser and other stakeholders to ensure plans are accurate; - Procure and manage a number of sub-contracts, as and when required; - Work with stakeholders to ensure tasks are carried out to accurate timings and best value, when plans are activated. This programme would include processions, ceremonial events, a church service, specific and extraordinary transport requirements and an anticipated high level of crowds in the historic centre of Edinburgh, with the associated arrangements for media coverage. The plans are now largely in place and the role of the Service Provider will be to maintain these plans in conjunction with the Purchaser and other relevant stakeholders and to ensure that it delivers a successful, high profile series of events to the satisfaction of all parties. The Service Provider shall act as the main contractor and shall be directly responsible for a number of sub-contracts in order to ensure efficient and effective service delivery. Services will include further development of the planning and design process, procurement, logistical and management services including financial control, budget responsibilities and the co-ordination of a wide range of ceremonial participants.

Renewal: This Contract is for a period of 5 years, with the option at the sole discretion of the Scottish Ministers, to extend for a further two 12 month periods.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000641739
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=APR553310
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F20 - Modification Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Large, SME

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

79420000 - Management-related services

79421000 - Project-management services other than for construction work

Notice Value(s)

Tender Value
£700,000 £500K-£1M
Lots Value
£700,000 £500K-£1M
Awards Value
Not specified
Contracts Value
£869,236 £500K-£1M

Notice Dates

Publication Date
7 Apr 20264 months ago
Submission Deadline
5 Mar 2021Expired
Future Notice Date
Not specified
Award Date
23 Aug 20215 years ago
Contract Period
23 Aug 2021 - 22 Aug 2026 Over 5 years
Recurrence
In readiness for the anticipated contract end date of 22nd August 2026 or the extension period end date of 22nd August 2028, i.e early 2026 or 2028.

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Scottish Government
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
ABERDEEN
Postcode
AB11 9DB
Postcode Area
Aberdeen
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM5 North Eastern Scotland
Small Region (ITL 3)
TLM50 Aberdeen City and Aberdeenshire
Delivery Location
TLM Scotland
Local Authority
Aberdeen City
Electoral Ward
Torry/Ferryhill
Westminster Constituency
Aberdeen South

Supplier Information

Number of Suppliers
1
Supplier Name

Arcadis

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JAN405103
    Ceremonial Event Planning and Management - The Scottish Government requires the provision of a one-stop professional project management service in respect of the maintenance of an existing set of plans for state and ceremonial matters within Scotland. The successful Service Provider will be responsible for the delivery of an existing comprehensive programme of works which will include reinstatement works and which will assist the Purchaser and its stakeholders in providing seamless, high quality programme and project management for ceremonial events to be provided on a contingency basis, as the requirement could be activated at any time during the lifetime of the contract.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT431297
    Ceremonial Event Planning and Management - The Scottish Government required the provision of a one-stop professional project management service in respect of the maintenance of an existing set of plans for state and ceremonial matters within Scotland. The successful Service Provider will be responsible for the delivery of an existing comprehensive programme of works which will include reinstatement works and which will assist the Purchaser and its stakeholders in providing seamless, high quality programme and project management for ceremonial events to be provided on a contingency basis, as the requirement could be activated at any time during the lifetime of the contract.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=APR553310
    Ceremonial Event Planning and Management

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