---
title: "International Relations and Trade Events Management"
ocid: "ocds-h6vhtk-03a10d"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03a10d"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-03a10d.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-03a10d.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "LLYWODRAETH CYMRU / WELSH GOVERNMENT"
published: "2025-07-04"
---

# International Relations and Trade Events Management

Buyer: LLYWODRAETH CYMRU / WELSH GOVERNMENT  
Current stage: Award  
OCID: ocds-h6vhtk-03a10d

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## Summary

The procurement process, led by the Welsh Government, focuses on managing international trade and relations events from April 2025 to March 2027, with a potential extension until March 2028. Categorised under design consultancy services, this contract will be managed as part of The Welsh Government's Communications and Marketing Framework, specifically Lot 5. The procurement adopted a selective, restricted procedure and is covered by the GPA. The location for delivery is primarily within the UK, specifically region UKL. This contract has already been awarded and is in the completion stage, with the signing date noted as 4th June 2025.

This tender represents a significant opportunity for businesses specialising in event management, particularly those with expertise in delivering large-scale, international events. Companies with a robust project management framework, including SMEs, stand to benefit, as demonstrated by the recent award to Freshwater, the successful supplier. Businesses adept in offering strategic consultancy that combines project management, event delivery, and resource planning will find this contract particularly suitable for their expertise, as it allows for collaboration under the structured Lot system of the Welsh Government’s procurement framework.

## Notice

The Welsh Government requires bidders to provide a fully costed proposal to deliver and manage events for the International Relations department from April 2025 until March 2027 with the potential to extend the contract for up to a further year until March 2028. This procurement will be run under Lot 5 of The Welsh Government's Communications and Marketing Framework ( F228-2022-2023)

### Lot Information

Creative Design

The Welsh Government requires bidders to provide a fully costed proposal to deliver and manage events for the International Relations department from April 2025 until March 2027 with the potential to extend the contract for up to a further year until March 2028. This procurement will be run under Lot 5 of The Welsh Government's Communications and Marketing Framework ( F228-2022-2023)

Digital Services

Suppliers are sought with expertise in digital strategy development. To include research and developing customer insights, stakeholder engagement, setting appropriate objectives, tactical planning and developing an associated measurement and evaluation framework. Strategic projects might include supporting organizational digital transformation, domain strategy and architecture as well as specific channel activities - covering owned, earned and paid media. All aspects of web design and build. To include information architecture, usability and customer-centric design, technical development and API integration across B2C and B2B sites. It is important that web development projects support the delivery of search friendly sites and KPI driven customer journeys.

Filming, Editing & Animation Services

Successful bidders will be required to develop scripts / use existing scripts and produce highly polished outputs for broadcast, social media and other web based clips. Services required will include, but not be limited to; Taking static communication briefs and developing a script / storyboard to bring the concept to life and which captures and engages the relevant targeted audience. Producing adverts for television, short punchy, witty scripts are required, for training, education and informational briefs, scripts effective in both English and Welsh are required. A range of topics can be covered and require scripts and concepts which deliver complex and important information in a manner which ensures the audience remain interested and continue to watch etc. and which communicates the aims and objectives of the project. With regard to Welsh adverts, consideration should be given to ensuring language works within the context of the piece, pure translation is not always the best way to achieve this. Music, composition, the appropriate use of models as well as locations and props all add in bringing a script to life. Successful bidders will have expertise in generating ideas, sourcing music, models etc. and will understand and can address licensing issues etc., ensuring that a fully developed script is delivered which is compliant to all relevant regulations and meets the objectives of the individual brief.

Bespoke Stand Design & Build

Design, construct and supply all the various elements in the production of both large bespoke standalone exhibition spaces, or smaller modular structures for either internal or external exhibitions which are eye catching, provide light and airy interiors and are versatile to accommodate a modern, fluid and imaginative exhibition. Ensuring all structures are compliant with legislation and regulations. Provide the Client will all necessary documentation to demonstrate appropriate Health & Safety and accessibility guidelines are adhered to. Conducting risk assessment for each project and ensuring Client sign-off.

Event / Conference Management

Successful suppliers will be required to research and understand the aims and objectives of events, provide expert project management services, on-site support and liaison with all parties at the event itself. Work closely with and maintain excellent relationships with the various suppliers and organisations in the production of the event. Manage multiple contractors and in some instances multiple parties to ensure that planning and delivery remains on time and within budget, highlighting and managing issues as they arise. Activity required may include venue sourcing, hotel bookings, the facilitation of delegate packs, name badges, AV, speaker sourcing and management, travel arrangement planning & management, press and PR - both for within the UK and overseas (working with travel agents as required). For conferences, requirements will include delegate recruitment and registration, database management and reporting for budget and planning management.

Evaluation / Research

Successful suppliers will be required to undertake research and evaluation via several mediums; face-to-face, interviews at events/exhibitions, follow up phone calls, interviews via the phone or via a survey etc. Within Wales, this will be conducted bilingually and in accordance with the Welsh Language Standards. Reports will be required on the effectiveness of events / campaigns, materials distributed, feedback, staff, PR and general comments on the effectiveness of the event / campaign objectives and recommendations for moving forward. Successful suppliers will be required to undertake questionnaire design and development, (either paper based or electronic/on-line), identifying a wide range of target audiences and how they can participate in the research, issuing and undertaking the required follow up. For international events interviews may need to be conducted in the language of the country, or of the various guests. Local interviewers will need to be organised and managed accordingly.

Publicity Materials - Storage & Shipping

The successful supplier will need to work with the current supplier to arrange the handover / transportation / collection of materials. There will also be a requirement to conduct an inventory after collection of the materials. Store and transport a wide range of exhibition and conference materials. Suppliers may be required to provide suitable warehouse facilities to store and maintain in good condition exhibition materials, stands (boxed or in parts), electronic items, brochures and furniture in dry, dust free and accessible premises. There may also be a requirement for the storage, transportation and maintenance of the exhibition trailer listed at Annex 6 or the hire of a similar vehicle. Storage should be available which is modular, i.e. can expand as additional materials are created and need storage. Packaging of items in bubble wrap or shrink-wrap will be required, especially when being sent out for delivery to event locations. Racking should be in place to store literature and clothing to ensure that is kept dry and secure. Stock control management will be vital in ensuring that items are logged and reports issued on all elements stored and any call off of literature or equipment etc. An online stock management system is required that can be securely accessed by the Client. Picking, packing and despatch services are required for delivery to multiple locations, as required and advised by the Client. Visit Wales, a division of the Welsh Government, own a 25,000 sq foot storage facility located in Pencoed. A warehouse manager is required, to be available between the hours of 9-5pm, Monday to Friday. The warehouse manager will be responsible for the stock control, stock ordering, maintaining stock levels, arranging picking, packing and despatch of items as requested by the Client. An online ordering / tracking, stock management system must be provided, that can also be accessed by the Client.

Audio Visual (AV) Services

Suppliers are required to advise and undertake as appropriate all elements of planning, organising and providing a full range of audio visual support and access to the hire of quality Audio Visual equipment for a number of purposes such as exhibitions, road shows, product launch events, PR, award ceremonies, Internal and External meetings/presentations, etc. Provide a wide range of AV equipment such as projectors, display screens, speaker system, radio mic's, computers and laptops, electronic voting systems as well as lighting, video capture/ simultaneous broadcasting of presenters and be able to work with both PC & Mac formats. Undertake installation, running and de-rigging of equipment, including advice and full technical support as and when needed, working with venues as appropriate to ensure that all aspects of health & safety are met. Risk assessments must be undertaken on-site to ensure compliance with all industry regulations.

Portable Publicity Equipment & Signage

Successful suppliers must be able to provide various models of traditional publicity display materials including (but not limited to) roll-ups, portable modular stands and various banner systems with their casings. In addition to the more traditional display equipment, suppliers must be able to offer a range of alternative, light-weight and portable equipment that can be transported, erected and dismantled by an individual with ease. Successful suppliers must also be able to provide newer technologies including (but not limited to) digital display equipment, presentations for iPads / tablets and alternative methods of displaying information through portable systems. In addition to the purchase of equipment, the Client will also be looking to loan equipment on an ad hoc basis. Successful suppliers must have the ability to print / manufacture the graphic panels and undertake repairs to the various systems we may purchase as part of this Framework, as well as those that we already have in stock, which includes roll-up banner stands and modular curved systems. Suppliers may be required to set artwork for panels themselves or to work from supplied artwork which we provide - often at short-notice of around a week and sometimes requiring quick delivery. In addition the production of non-standard panels is required for larger exhibition stands and systems in various formats: lightweight material, vinyl, hardboard, flexi-board, stand-alone panels etc Additional information: See PQQ Documents

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/037280-2025 |
| Notice type | Tender Notice |
| Procurement type | Framework |
| Procurement category | Services |
| Procurement method | Selective |
| Procurement method details | Restricted procedure |
| Tender suitability | Not specified |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 4 Jul 2025 |
| Submission deadline | 6 Mar 2023 |
| Future notice date | Not specified |
| Award date | 21 Aug 2023 |
| Contract period | Not specified |
| Recurrence | 4 years |

## Values

| Field | Value |
| --- | --- |
| Tender value | £20,000,000 |
| Lots value | £20,000,000 |
| Awards value | Not specified |
| Contracts value | £20,990,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | LLYWODRAETH CYMRU / WELSH GOVERNMENT |
| Locality | CAERDYDD / CARDIFF |
| Post town | Cardiff |
| Postcode | CF10 3NQ |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL5 South East Wales |
| ITL 3 | TLL52 Cardiff and Vale of Glamorgan |
| Local authority | Cardiff |
| Electoral ward | Cathays |
| Westminster constituency | Cardiff South and Penarth |
| Delivery location | TLL Wales |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 44 |
| Supplier names | ACT; ARAD RESEARCH; BEAUFORT RESEARCH; BOX; BUFFOON MEDIA; CAZBAH; CLEARTECHLIVE; COWSHED; EQUINOX GROUP; EVENT EXHIBITION; FERNLEIGH DESIGN; FOUR COMMUNICATIONS; FRESHWATER; GENERO CREATIVE GROUP; GENERO PRODUCTIONS; GENESIS MARKETING & EVENTS; GINGER EXHIBITIONS; GOLLEY SLATER GROUP; GRAPEVINE EVENT MANAGEMENT; GRASSHOPPER COMMUNICATIONS; HITCH MARKETING; ICON CREATIVE DESIGN; JAMJAR; JM CREATIVE; LEOPOLD MARKETING; LIKE AN EGG PRODUCTIONS; MILLER RESEARCH (UK; MJ LIGHTS; MS GROUP T/A MORGANS CONSULTANCY; OLD BELL 3 LTD (OB3 RESEARCH; ON PAR PRODUCTIONS; OPEN SPACE CREATIVE; PRODUCTION 78; ROCKADOVE VIDEO PRODUCTION; S8080; SBW ADVERTISING; SPARQ; STRATEGIC RESEARCH AND INSIGHT; TANTRWM; THE ORCHARD MEDIA AND EVENTS GROUP; THE ROCKET GROUP; WATERS CREATIVE; WAVEHILL; WORKING WORD |

## CPV Codes

### Divisions

- 32 - Radio, television, communication, telecommunication and related equipment
- 34 - Transport equipment and auxiliary products to transportation
- 39 - Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products
- 72 - IT services: consulting, software development, Internet and support
- 73 - Research and development services and related consultancy services
- 79 - Business services: law, marketing, consulting, recruitment, printing and security
- 92 - Recreational, cultural and sporting services

### Codes

- 32320000 - Television and audio-visual equipment
- 32321300 - Audio-visual materials
- 34928470 - Signage
- 39154000 - Exhibition equipment
- 39154100 - Exhibition stands
- 72000000 - IT services: consulting, software development, Internet and support
- 73000000 - Research and development services and related consultancy services
- 79415200 - Design consultancy services
- 79822500 - Graphic design services
- 79952000 - Event services
- 79956000 - Fair and exhibition organisation services
- 92110000 - Motion picture and video tape production and related services
- 92111000 - Motion picture and video production services

## Release History

- 4 Jul 2025 at 07:58 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/037280-2025
- 23 Aug 2023 at 14:33 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/024832-2023
- 30 Jan 2023 at 12:25 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/002773-2023

## Notice URLs

- http://gov.wales
- https://etenderwales.bravosolution.co.uk/web/
- https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0007

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03a10d. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-03a10d.json.