Official UK procurement notice
Audio Visual support for Performance Learning Exchange (PLx) - UK Sport's annual learning and development conference
Authority: THE UNITED KINGDOM SPORTS COUNCIL (Central government)
What is being bought
Published requirement descriptionPerformance Learning Exchange (PLx) is UK Sport's annual event which provides the opportunity for 300-400 individuals working within the High-Performance environment (Chairs, CEOs, Performance Directors, Managers, Coaches, Sports Science and Medicine personnel) with the opportunity to explore and discuss topics and themes relevant to the system through thought-provoking sessions delivered by experts from inside and outside of sport. It also offers the chance for the system to come together and share thoughts, experiences and world leading practice in the lead up to the winter Olympic and Paralympic Games.
UK Sport now invites Tenders for the provision of Audio Visual, Design and support at PLx, a 3 day event, taking place from Monday 1st December - Wednesday 3rd December at the Queens Hotel in Leeds.
The PLx schedule will typically consist of a mix of keynote sessions with all delegates in a main plenary room and elective sessions which run concurrently. Generally, 4 sessions run at the same time and the use of up to 4 rooms, and the related AV equipment/technicians, is a necessity. These sessions vary in style from lecture style presentation to hands-on workshops where delegates are encouraged to work with one another and share their knowledge and experiences.
The 4 rooms we will use at The Queens Hotel are
The Queens Ballroom
Palm Court
John Charles Suite
Ark Royal
A brief outline of the standard equipment is listed below. Please note this does not include details of other required equipment such as mixing desks, monitor screens etc., as we would like to hear your thoughts on what would be necessary to deliver a World Class Event at The Queens Hotel.
The only addition area to the below details is around video recording. We would like to have the facility to record keynote addresses & sessions, in order to create video montages.
The Queens Ballroom
Staging (to seat 4-5 + interviewer and must allow enough space for 280 - 300 cabaret seating)
Backdrop to staging (exact details to be discussed)
Projector(s) & or screen(s)
Lectern
PA system (to include all speakers, lectern mic, lapel mics (up to 6) and hand held mics
Lighting
Syndicate Rooms (Palm Court, John Charles Suite, Ark Royal)
Staging
Lectern
PA system including lapel mics, hand held mics)
Projector & or Screen
Please note all staging should be wheelchair accessible.
Outline / Example Agenda
Sunday 30 November
14.00 - Ballroom booked for set up
Monday 1 December - Chair & CEO event and Coaches event
10.00 - 17.00
Chair and CEO event taking place in the Palm Court and John Charles Suite
Coaches event taking place in the Ballroom and Ark Royal
Tuesday 2 December - PLx
09.00 - 10.00 - Conference Registration
10.00 - 11.00 - Opening and Keynote
11.00 - 12.30 - Workshops
12.30 - 14.00 - Lunch
14.00 - 15.00 - Keynote
15.00 - 16.30 - Workshops
18.00 - 19.00 - Drinks reception
19.00 - 22.00 - Dinner and PLx Awards Evening
Wednesday 3 December - PLx
08.30 - 09.30 - Workshops
09.30 - 10.30 - Keynote
11.00 - 12.30 - Workshops
12.30 - 13.30 - Keynote and Close
CPV: Other services
The lotProcurement structure
single lot · value publishedLot #1AwardedPublished value£55,000
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (4)
- Equipment and personnel: 35%
- Evidence of previous work: 25%
- Price of service: 20%
- Sustainability and EDI: 20%
Published award criteria (4)
- Price of service: 1) Costs to provide Audio Visual, Design and support at PLx 2025 at The Queens Hotel Leeds across the 4 rooms being used 2) Please provide an outline rate card for roles of individuals you would anticipate supporting this event 3) Any added value services offered
- Equipment and personnel: Please provide a full quote for providing audio visual, design and support at PLx 2025 at The Queens Hotel in Leeds outlining the equipment, design and people necessary to support the event across the 4 rooms mentioned earlier in the brief.
- Evidence of previous work: Evidence of delivering similar sized conferences, demonstration of delivering quality work on such events. Demonstration of the intend way of working with UK Sport in a flexible and collaborative approach. Innovative design and delivery, bringing an added dimension to PLx and the PLx Awards evening.
- Sustainability and EDI: The appointed must provide demonstrable evidence of their commitment to create Social Value, by improving environmental sustainability and driving the EDI agenda. Please outline the ways in which your organisation aims to: Reduce negative environmental impact and drive net positive impact Drive the EDI agenda
- Price carries 20 of 100 points: a 10% discount moves about 2 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Below threshold - open competition
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Below threshold
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 1 Sept 2025, 15:24 BST
- Last source update
- 21 Nov 2025, 12:04 GMT
- Authority reference
PLX01092025- FTS notice number
2025/S 000-052878- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05917cFind a Tender
How it was run
Official notice- Submission deadline
- 26 Sept 2025, 23:59 BST
- Clarification deadline
- 10 Sept 2025, 23:59 BST
- Electronic submission
- Not allowed
Please email [email protected]
Timeline
1 Sept 2025 → 21 Nov 2025 · 5 dates- Tender notice published1 Sept 2025, 15:24 BST
- Clarification questions by10 Sept 2025, 23:59 BST
- Submission deadline393 days ago26 Sept 2025, 23:59 BST
- Contract starts376 days ago14 Oct 2025, 00:00 BST
- Latest notice published338 days ago21 Nov 2025, 12:04 GMT
Notice history
5 events · 3 releases on Find a Tender · since 1 Sept 2025- Tender notice published1 Sept 2025, 15:24 BSTUK4
- Tender notice published17 Sept 2025, 09:24 BSTUK4
- Deadline moved to 26 Sept 2025, 23:59 BST17 Sept 2025, 09:24 BST+0 days · was 26 Sept 2025, 23:59 BST
- Contract details notice published21 Nov 2025, 12:04 GMTUK7
- Status changed to complete21 Nov 2025, 12:04 GMT
Published amendments (1)
Addition of the clarifying questions
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| A V Matrix ltd | £47,170 † | — | Awarded |
Contracts
Audio Visual support for Performance Learning Exchange (PLx) - UK Sport's annual learning and development conference · A V Matrix ltd
- Signed
- 20 Nov 2025
- Value
- £47,170
- Period
- 20 Nov 2025 – 3 Dec 2025
- Status
- active
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- A V Matrix ltdAwarded supplier
Official documents & specifications (5)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender