Award

Audio-Visual Support Services for University Graduation Ceremonies

EDINBURGH NAPIER UNIVERSITY

This public procurement record has 2 releases in its history.

Award

18 Feb 2026 at 00:00

Tender

05 Nov 2025 at 00:00

Summary of the contracting process

This procurement process involves Edinburgh Napier University as the buyer, seeking audio-visual support services for their graduation ceremonies, a task shared with Queen Margaret University. The industry category for these services is Education and they will be provided at The City of Edinburgh Council's Usher Hall. The procurement process has progressed to the Award stage as of 18th February 2026, following an open procedure with the supplier Catalyst Event Production Services, which is an SME. Essential dates included a contract signing on 4th February 2026, with the original tender for services initiated on 5th November 2025, and electronic submission completed by 8th December 2025.

For businesses looking to grow, this tender presents an invaluable opportunity, particularly for audio-visual companies that specialise in event production. The contract, valued at £380,935.14, includes filming, audio-visual equipment provision, and live streaming services, essential for high-profile university graduations used for marketing, PR, and archival purposes. This contract is ideally suited for firms with experience in managing large-scale events and those able to provide post-production facilities. Additionally, requirements include holding specific insurance cover and achieving pre-approved provider status at Usher Hall. Meeting these criteria can significantly enhance a business's reputation and open avenues for further growth in the industry.

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Notice Title

Audio-Visual Support Services for University Graduation Ceremonies

Notice Description

The provision of audio-visual support services to Queen Margaret University and Edinburgh Napier University for their Graduation Ceremonies in the City of Edinburgh Council's Usher Hall venue. These include provision of audio-visual equipment, lighting and electrical connections, and the actual filming, display, projection (and potentially live streaming) and archiving of the Graduation ceremonies for the actual graduation audiences and participants, marketing and PR purposes, and historical records.

Lot Information

Lot 1

The Universities require the services of specialist audio-visual companies to film, record and near-live webcast their Graduation Ceremonies that take place in The Usher Hall, Edinburgh. This includes the provision, installation and set-up, and post-event removal of the necessary equipment. These services are vital to the performance of the ceremonies, to ensure that these high-profile, prestigious events are captured and broadcast on the day of Graduations for internal and external participants; for marketing and external affairs purposes; and as an historical archived record to be viewed on the Universities' websites for the foreseeable future.

Renewal: The contract is scheduled to run for an Initial Period of three years, with optional extensions of 2 X 1 years to be exercised at the Universities' sole discretion. The estimated contract value figure is calculated for a 5-year term.

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000797550
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB549855
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
SME

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

92111210 - Advertising film production

Notice Value(s)

Tender Value
£400,000 £100K-£500K
Lots Value
£400,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£380,935 £100K-£500K

Notice Dates

Publication Date
18 Feb 20265 days ago
Submission Deadline
8 Dec 2025Expired
Future Notice Date
Not specified
Award Date
4 Feb 20262 weeks ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
EDINBURGH NAPIER UNIVERSITY
Additional Buyers

QUEEN MARGARET UNIVERSITY

Contact Name
Chang Wang-Smith, Procurement Portfolio Manager, Steph Buchanan
Contact Email
c.wang-smith@napier.ac.uk, helpdesk@qmu.ac.uk, s.buchanan2@napier.ac.uk
Contact Phone
+44 1314552983, +44 1314740000

Buyer Location

Locality
EDINBURGH
Postcode
EH11 4BN
Post Town
Edinburgh
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM11 East Lothian and Midlothian
Delivery Location
TLM73 East Lothian and Midlothian

Local Authority
East Lothian
Electoral Ward
Musselburgh
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
1
Supplier Name

CATALYST EVENT PRODUCTION SERVICES

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=NOV542851
    Audio-Visual Support Services for University Graduation Ceremonies - The provision of audio-visual support services to Queen Margaret University and Edinburgh Napier University for their Graduation Ceremonies in the City of Edinburgh Council's Usher Hall venue. These include provision of audio-visual equipment, lighting and electrical connections, and the actual filming, display, projection (and potentially live streaming) and archiving of the Graduation ceremonies for the actual graduation audiences and participants, marketing and PR purposes, and historical records.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB549855
    Audio-Visual Support Services for University Graduation Ceremonies - The provision of audio-visual support services to Queen Margaret University and Edinburgh Napier University for their Graduation Ceremonies in the City of Edinburgh Council's Usher Hall venue. These include provision of audio-visual equipment, lighting and electrical connections, and the actual filming, display, projection (and potentially live streaming) and archiving of the Graduation ceremonies for the actual graduation audiences and participants, marketing and PR purposes, and historical records.

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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