---
title: "Management and Production of an Illuminated Trail Event"
ocid: "ocds-r6ebe6-0000683990"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000683990"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000683990.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000683990.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "ROYAL BOTANIC GARDEN EDINBURGH"
published: "2022-06-01"
---

# Management and Production of an Illuminated Trail Event

Buyer: ROYAL BOTANIC GARDEN EDINBURGH  
Current stage: Award  
OCID: ocds-r6ebe6-0000683990

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## Summary

The Royal Botanic Garden Edinburgh is seeking to appoint a supplier for the "Management and Production of an Illuminated Trail Event" set to take place for the 2022/23 season. This procurement process is classified as a limited tender under a concession contract arrangement, aimed at securing event management services for a popular annual event held from mid-November to early January. Key dates include plans to open the market for bids in Summer 2022, with the appointed supplier required to deliver creative design, installation, and management services for the event, which will take place in the beautiful setting of the Edinburgh Garden.

This tender provides excellent opportunities for event production companies and specialists in creative design and management to expand their business. Companies that have experience in light installations, audio-visual effects, and large-scale event management would be particularly well-suited to compete. The established relationship with the current supplier may indicate that successful bidders could secure a multi-year contract, further enhancing long-term business prospects in a scenic and culturally rich environment.

## Notice

RBGE wishes to appoint an event production, promotion and management company to cover all aspects of the creative design, installation and event management Illuminated Trail Event.

### Lot Information

Lot 1

RBGE to reappoint the existing event production, promotion and management company to cover all aspects of the creative design, installation and event management of the Illuminated Trail Event for 2022. RBGE's light event invites visitors to walk through the Garden after dark, their path guided by light installations, audio and visual effects. Their journey has, in the past, included highlights of the Garden such as: the Chinese Hillside; the Pond; Inverleith House Lawn and a viewing point where visitors can look across to Edinburgh Castle and the City skyline, lit dramatically at night. The appointment is for 12 month period for 2022/23 Christmas at the Botanics Event (CATB). The appointment is via a concession contract arrangement RBGE will be going to market for CATB beyond the 2022/23 event in Summer of 2022.

### Procurement Information

Reasons of delays caused by Covid-19 and market volatility brought about by events unforeseeable by the contracting authority. 1. Covid-19 Delays and financial uncertainty relating to the illuminated trail event known as Christmas at the Botanics (CATB) The concession is an annual event delivered from mid-November to early January each year (planning activity runs throughout the calendar year). Due to Covid-19, staff availability has been unpredictable and other Public Health restrictions, in place around the operation of public events, have created uncertainty in relation to the financial stability of the event and the operation of the concession in 2020/21 and into the 2021/22 season. To balance the risk to RBGE and the concession holder the outcome of the 2021/22 event will be completed under the terms of the existing contract. RBGE will be going to market in Summer 2022 for a supplier for a multi-year contract commencing 2023/24. 2. Market Conditions caused by the Covid Pandemic From initial market engagement undertaken in 2021 it was identified that any commercial concession response to RBGE for the CATB event would carry degrees of risk in terms of the return and stability of the supply base to service the long term requirement of the event. Covid-19 delayed activity around both the 2021/22 event and planning for the 22/23 event. The time line planning for the event has a 12 month lead in. RBGE will be going to market in the summer of 2022 to identify a supplier for a multi-year contract commencing 2023. Exclusive rights of the concession holder. IPR around the operation planning of event regulation. Support ICT operational systems i.e. ticketing and route planning.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN450154 |
| Notice type | OJEU - F25 - Concession Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Limited |
| Procurement method details | Award procedure without prior publication of a call for competition |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 1 Jun 2022 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 13 Mar 2017 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £7,200,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Not specified |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | ROYAL BOTANIC GARDEN EDINBURGH |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH3 5LR |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | Inverleith |
| Westminster constituency | Edinburgh North and Leith |
| Delivery location | TLM75 City of Edinburgh |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | RAYMOND GUBBAY |

## CPV Codes

### Divisions

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

### Codes

- 79952000 - Event services

## Release History

- 1 Jun 2022 at 00:00 - Award - OJEU - F25 - Concession Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN450154
- 25 Feb 2022 at 00:00 - Award - OJEU - F15 - Voluntary Ex Ante Transparency Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB441775

## Documents

- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB441775
  Management and Production of an Illuminated Trail Event - RBGE wishes to appoint an event production, promotion and management company to cover all aspects of the creative design, installation and event management Illuminated Trail Event.
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN450154
  Management and Production of an Illuminated Trail Event - RBGE wishes to appoint an event production, promotion and management company to cover all aspects of the creative design, installation and event management Illuminated Trail Event.

## Notice URLs

- http://
- http://www.rbge.org.uk
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000683990

## 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-r6ebe6-0000683990. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000683990.json.