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PROCUREMENT OPPORTUNITY

Event Services Framework at the National Portrait Gallery

National Portrait Gallery · Tender notice on Find a Tender

Tender information last checkedLast checked 23 Sept 2026, 17:26.

Opportunity overview

The Gallery wishes to establish a Framework Agreement for the provision of Event Services for events, which will be held at the National Portrait Gallery (NPG) site(s). The Framework will consist of 5 lots, namely: Catering; Floristry; Production; Furniture; Entertainment Note that the values for each Lot are estimates only and actuals may vary; these estimates include spend by external clients as well as Gallery spend. Inclusion on the Framework does not guarantee any minimum level of work either directly for the National Portrait Gallery or for clients who choose from the Approved Supplier List. Inclusion on the Framework does not guarantee any minimum level of work either directly for the National Portrait Gallery or for clients who choose from the Approved Supplier List.  This framework will be for a four year period, with one option to extend for a three month period. The Gallery hosts approximately 150 'out of hours' events per year. This includes a number of internal events, corporate partner and sponsor bookings and private Venue Hires. Events range from internal private views, fundraising dinners, Director's receptions, supporters' events, and portrait unveilings to external Venue Hire receptions and dinners and the occasional product launch and fashion show. In addition to events in the Main Gallery, the Weston Wing provides a separate events offer in the new home for our Contemporary collection, offering a more intimate space for out of hours events. The Approved Supplier List covers events for external clients including Corporate Members and Sponsors, Venue Hire Clients and Donors. This spend does form part of the estimated Framework value, though any contracts awarded by external clients will be agreed by them directly, and shall be invoiced directly to the external client. Inclusion on the Approved Supplier List does not guarantee any minimum level of work - the decision on any award of contract is down to the external client. Commission at the rate of 10% is payable by the Supplier to the National Portrait Gallery on any contracts awarded from the Approved Supplier List.

Classification

  • CPV32321200 — Audio-visual equipment
  • CPV39151000 — Miscellaneous furniture
  • CPV55520000 — Catering services
  • CPV77330000 — Floral-display services
  • CPV79952000 — Event services
  • CPV92300000 — Entertainment services

Lots

  • Catering£4.7m
  • Floristry£508k
  • Production£2.2m
  • Furniture Hire£63.2k
  • Entertainment£108k

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
ocds-h6vhtk-06f8c8
Status
active
Procurement Method
open
Procurement Method Details
Competitive flexible procedure
Main Procurement Category
services
Above Threshold
Yes
Has Recurrence
Yes

Legal basis

Id
2023/54
Scheme
UKPGA

Procedure

Features
A procurement specific questionnaire will establish conditions of participation, only those that pass will have their tender evaluated. Interviews may be held to clarify responses. For two lots, a further shortlisting of the top suppliers will take place; those shortlisted will have a practical assessment - full information can be found in the tender documents

Special regime

lightTouch

Participation Fees

Entry 1
Description
Suppliers will pay commission of up to 10% of contracts with external clients. There is no commission payable for contracts with the Gallery
Id
ocds-h6vhtk-06f8c8

Type

win

Relative Value

Proportion
0.1
Monetary Value
award

Techniques

Has Framework Agreement
Yes

Framework Agreement

Maximum Participants
28
Method
withAndWithoutReopeningCompetition
Type
closed
Description
Mini competition within the relevant lot or direct award. Each lot has an anticipated number of suppliers as follows: Lot 1 (Catering) - 10 suppliers Lot 2 (Floristry) - 5 suppliers Lot 3 (Production) - 5 suppliers Lot 4 (Furniture Hire) - 3 suppliers Lot 5 (Entertainment) - 3 - 5 suppliers

Submission terms

Electronic Submission Policy
allowed

Languages

en

Tender Period

Ends
15 Oct 2026, 12:00

Enquiry period

Ends
2 Oct 2026, 12:00

Expected award period

Ends
1 Mar 2027, 23:59

Recurrence

Dates

Entry 1
Starts
1 Sept 2030, 23:59

Lots and requirements

Entry 1
Id
1
Title
Catering
Description
Provision of event catering services for events hosted in gallery premises. The Gallery hosts a huge variety of events ranging from receptions for hundreds of people hosted by global companies and parties for private individuals, to major exhibition openings attended by high profile individuals from across the UK and internationally. As such the Supplier must be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet the Gallery's policies and procedures. All caterers working on events at the Gallery must supply food that is of excellent quality (in terms of taste and presentation), using produce from sustainable sources and with evidence that food safety laws and procedures have been fully adhered to at every stage of the production journey. The ability to manage food allergies and specific dietary requirements that puts no strain on clients or guests is required, as well as managing such requests at the latest possible moment.
Status
active
Has Renewal
Yes

Value

Including VAT
5,664,000
Amount
4,720,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Operational Expertise

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 2
Type
quality
Name
Customer Service and Sales

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 3
Type
quality
Name
Social Value

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 4
Type
quality
Name
Lot Specific Question

Numbers

Entry 1
Number
15
Weight
percentageExact
Criterion 5
Type
quality
Name
Case Studies

Numbers

Entry 1
Number
15
Weight
percentageExact
Criterion 6
Type
quality
Name
Practical Assessment
Description
only applied to a shortlist of suppliers, as described in the tender documents

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 7
Type
quality
Name
Price

Numbers

Entry 1
Number
30
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
as set out in tender documents
Criterion 2
Type
technical
Description
as set out in tender documents

Suitability

Sme
Yes
Vcse
Yes

Contract period

Starts
1 May 2027, 00:00
Ends
30 Apr 2031, 23:59
Max Extent Date
31 Jul 2031, 23:59

Renewal

Description
if required for operational reasons
Entry 2
Id
2
Title
Floristry
Description
Provision of floral displays and other floristry services for events hosted within gallery premises. The Gallery hosts a huge variety of events ranging from receptions for hundreds of people hosted by global companies and parties for private individuals, to major exhibition openings attended by high profile individuals from across the UK and internationally. As such the Supplier must be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet the Gallery's policies and procedures. The Supplier shall keep ahead of industry trends and demonstrate innovation in their work on events. The floral displays supplied shall be of an exceptionally high standard and reflect the Gallery's reputation as one of the most important galleries in the world. Moving floral displays within a building of significant national importance which houses priceless paintings requires Suppliers to have and maintain appropriate resources to enable the movement and assembly of floral arrangements in accordance with the Gallery's strict policies and procedures without exception
Status
active
Has Renewal
Yes

Value

Including VAT
610,210
Amount
508,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Operational Expertise

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 2
Type
quality
Name
Customer Service and Sales

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 3
Type
quality
Name
Social Value

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 4
Type
quality
Name
Lot Specific Question

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 5
Type
quality
Name
Case Studies

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 6
Type
price
Name
Price

Numbers

Entry 1
Number
30
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
as set out in tender documents
Criterion 2
Type
technical
Description
as set out in tender documents

Suitability

Sme
Yes
Vcse
Yes

Contract period

Starts
1 May 2027, 00:00
Ends
30 Apr 2031, 23:59
Max Extent Date
31 Jul 2031, 23:59

Renewal

Description
if required for operational reasons
Entry 3
Id
3
Title
Production
Description
Provision of event production services such as audio visual setup for events hosted in gallery premises. The Gallery hosts a huge variety of events ranging from receptions for hundreds of people hosted by global companies and parties for private individuals, to major exhibition openings attended by high profile individuals from across the UK and internationally. As such the Supplier must be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet the Gallery's policies and procedures. The Supplier shall provide a range of technical services to the Gallery, which shall include: lighting, audio, video, rigging and staging, project management. The Supplier shall have access to a suitable range of products, either as their own stock or via sub-contracted rental. The Supplier shall ensure that all products meet the regulatory Safety standards for use, and are appropriately maintained. Delivering production, lighting and sound are some of the most high-risk activities at the Gallery. The Supplier shall work successfully within these additional policies and procedures, and shall be responsible for training any agency staff or sub-contractors so that all activity is safe and does not delay the start time of the event.
Status
active
Has Renewal
Yes

Value

Including VAT
2,688,000
Amount
2,240,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Operational Expertise

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 2
Type
quality
Name
Customer Service and Sales

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 3
Type
quality
Name
Social Value

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 4
Type
quality
Name
Lot Specific Question

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 5
Type
quality
Name
Case Studies

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 6
Type
quality
Name
Practical Assessment
Description
only applied to a shortlist of suppliers, as described in the tender documents

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 7
Type
price
Name
Price

Numbers

Entry 1
Number
30
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
as set out in tender documents
Criterion 2
Type
technical
Description
as set out in tender documents

Suitability

Sme
Yes
Vcse
Yes

Contract period

Starts
1 May 2027, 00:00
Ends
30 Apr 2031, 23:59
Max Extent Date
31 Jul 2031, 23:59

Renewal

Description
if required for operational reasons
Entry 4
Id
4
Title
Furniture Hire
Description
Provision of event furniture hire for events hosted on gallery premises. The Gallery hosts a huge variety of events ranging from receptions for hundreds of people hosted by global companies and parties for private individuals, to major exhibition openings attended by high profile individuals from across the UK and internationally. As such the Supplier must be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet the Gallery's policies and procedures. In a large and diverse marketplace, the Supplier will be required to meet a variety of briefs, budgets and needs. The Supplier shall provide a range of furniture hire services to the Gallery which shall include: lounge and dining furniture hire, bar and DJ booth hire, project management. The Supplier shall keep current ahead of industry trends and provide creative and appropriate solutions for events at the Gallery.
Status
active
Has Renewal
Yes

Value

Including VAT
75,840
Amount
63,200
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Operational Expertise

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 2
Type
quality
Name
Customer Service and Sales

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 3
Type
quality
Name
Social Value

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 4
Type
quality
Name
Lot Specific Question

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 5
Type
quality
Name
Case Studies

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 6
Type
price
Name
Price

Numbers

Entry 1
Number
30
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
as set out in tender documents
Criterion 2
Type
technical
Description
as set out in tender documents

Suitability

Sme
Yes
Vcse
Yes

Contract period

Starts
1 May 2027, 00:00
Ends
30 Apr 2031, 23:59
Max Extent Date
31 Jul 2031, 23:59

Renewal

Description
if required for operational reasons
Entry 5
Id
5
Title
Entertainment
Description
Provision of entertainment services to events hosted on gallery premises. The Gallery requires a range of entertainment options for private and corporate client events as well as to make use of for our own events. The Supplier must be able to respond to a range of briefs and budgets, providing entertainment that is befitting of the Gallery's unique and historic venue. With a 12am licence, often entertainment can run into the night, and the Supplier must be able to provide and manage appropriate levels of staff during the event, maintaining consistently high levels of service throughout.
Status
active
Has Renewal
Yes

Value

Including VAT
129,600
Amount
108,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Operational Expertise

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 2
Type
quality
Name
Customer Services and Sales

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 3
Type
quality
Name
Social Value

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 4
Type
quality
Name
Lot Specific Question

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 5
Type
quality
Name
Case Studies

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 6
Type
price
Name
Price

Numbers

Entry 1
Number
30
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
as set out in tender documents
Criterion 2
Type
technical
Description
as set out in tender documents

Suitability

Sme
Yes
Vcse
Yes

Contract period

Starts
1 May 2027, 00:00
Ends
30 Apr 2031, 23:59
Max Extent Date
31 Jul 2031, 23:59

Renewal

Description
if required for operational reasons

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
55520000
Description
Catering services
Entry 2
Scheme
CPV
Id
79952000
Description
Event services

Delivery locations

Entry 1
Region
UKI32
Country
GB
Country Name
United Kingdom
Item 2
Id
2
Related Lot
2

Additional Classifications

Entry 1
Scheme
CPV
Id
77330000
Description
Floral-display services
Entry 2
Scheme
CPV
Id
79952000
Description
Event services

Delivery locations

Entry 1
Region
UKI32
Country
GB
Country Name
United Kingdom
Item 3
Id
3
Related Lot
3

Additional Classifications

Entry 1
Scheme
CPV
Id
32321200
Description
Audio-visual equipment
Entry 2
Scheme
CPV
Id
79952000
Description
Event services

Delivery locations

Entry 1
Region
UKI32
Country
GB
Country Name
United Kingdom
Item 4
Id
4
Related Lot
4

Additional Classifications

Entry 1
Scheme
CPV
Id
39151000
Description
Miscellaneous furniture
Entry 2
Scheme
CPV
Id
79952000
Description
Event services

Delivery locations

Entry 1
Region
UKI32
Country
GB
Country Name
United Kingdom
Item 5
Id
5
Related Lot
5

Additional Classifications

Entry 1
Scheme
CPV
Id
79952000
Description
Event services
Entry 2
Scheme
CPV
Id
92300000
Description
Entertainment services

Delivery locations

Entry 1
Region
UKI32
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 2
Id
L-1
Document Type
biddingDocuments
Entry 3
Id
L-2
Document Type
technicalSpecifications
Entry 4
Id
086933-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
14 Sept 2026, 14:35
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
National Portrait Gallery
Id
GB-PPON-PNPD-3846-CXZR

Identifier

Scheme
GB-PPON
Id
PNPD-3846-CXZR

Address

Street Address
St Martin's Place
Locality
London
Postal Code
WC2H 0HE
Country
GB
Country Name
United Kingdom
Region
UKI32

Contact

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthorityCentralGovernment
Description
Public authority - central government

Recorded locations

  • Buyer location · London · UKI32 · WC2H 0HE · United Kingdom
  • Delivery location · UKI32 · United Kingdom

Notice and amendment history

2 published notice versions reviewed by ProcuraAxis.

2 VERSIONS
  1. 086713-2026Tender notice on Find a Tender ·
  2. 086933-2026Tender notice on Find a Tender ·