---
title: "Hosted Events and Conferencing Services (NIHR)"
ocid: "ocds-h6vhtk-04a478"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04a478"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-04a478.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-04a478.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "UNIVERSITY OF SOUTHAMPTON"
published: "2025-03-31"
---

# Hosted Events and Conferencing Services (NIHR)

Buyer: UNIVERSITY OF SOUTHAMPTON  
Current stage: Award  
OCID: ocds-h6vhtk-04a478

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## Summary

The procurement process initiated by the University of Southampton, under the title "Hosted Events and Conferencing Services (NIHR)", falls within the industry category of hotel meeting and conference services. Situated in Southampton, UK, this tender specifically targets services. Currently at the award stage, the contract was signed on the 3rd of March 2025. The total value of the contract, awarded to Clarity Travel Limited, is estimated at £800,000, with a projected range between £600,000 and £1,000,000 excluding VAT. The services are expected to span several years, beginning upon signing and possibly extending beyond the initial contract period, which includes an optional 2-year extension.

This tender presents significant opportunities for businesses specialising in events management, particularly those with expertise in orchestrating large and small-scale professional gatherings. The University’s emphasis on experience with multifaceted organisations and multiple stakeholders indicates that businesses capable of demonstrating robust logistical capabilities and high adaptability are best suited. The comprehensive scope, including digital literature production and maintaining a consistent presence at third-party events, makes this an attractive prospect for businesses looking to expand their service offerings and establish a significant presence in the events management industry.

## Notice

The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. The events range in size and duration from small, on day meetings, to large meetings and conferences spanning multiple days. Alongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events. NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders. The University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification. It should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period. The contract will be effective upon signing. The estimated value of the contract was between PS600,000.00 and PS1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues.

### Lot Information

Lot 1

The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. The events range in size and duration from small, on day meetings, to large meetings and conferences spanning multiple days. Alongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events. NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders. The University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification. It should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period. The contract will be effective upon signing. The estimated value of the contract was between PS600,000.00 and PS1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/011984-2025 |
| Notice type | Tender Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 31 Mar 2025 |
| Submission deadline | 5 Nov 2024 |
| Future notice date | Not specified |
| Award date | 3 Mar 2025 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £1,000,000 |
| Lots value | £1,000,000 |
| Awards value | Not specified |
| Contracts value | £800,000 |

## Status

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

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | UNIVERSITY OF SOUTHAMPTON |
| Locality | SOUTHAMPTON |
| Post town | Southampton |
| Postcode | SO17 1BJ |
| Country | England |
| ITL 1 | TLJ South East (England) |
| ITL 2 | TLJ3 Hampshire and Isle of Wight |
| ITL 3 | TLJ32 Southampton |
| Local authority | Southampton |
| Electoral ward | Portswood |
| Westminster constituency | Southampton Test |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | CLARITY TRAVEL |

## CPV Codes

### Divisions

- 55 - Hotel, restaurant and retail trade services

### Codes

- 55120000 - Hotel meeting and conference services

## Release History

- 31 Mar 2025 at 11:11 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/011984-2025
- 1 Oct 2024 at 10:06 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/031304-2024

## Notice URLs

- https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
- https://intendhost.co.uk/
- https://www.southampton.ac.uk/

## 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-04a478. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-04a478.json.