Official UK procurement notice
BFI London Film Festival Gala Production and Reception Management
Authority: British Film Institute (Charity / VCSE)
What is being bought
Published requirement descriptionGala Venue Cinema Build and Fit Out - Project Management of the installation of screen, draping, sound and broader fit-out are all within the scope of this contract. Projection of screenings throughout the festival is managed by BFI in-house technical teams.
Red Carpet Cinema and Event Production - Across the duration of the 12 days, the festival hosts between 22 and 26 red carpet premieres at our partner gala venue, Southbank Centre’s Royal Festival Hall, and occasionally, broader festival venues. The red carpet events feature UK, European and World premieres with on-stage A-list talent introductions. A number of the red carpet premieres are sponsored or in association with the festival’s partners.
Opening and Closing Night Receptions - The Opening and Closing Nights of the Festival are formal red carpet Gala evenings held at Southbank Centre’s Royal Festival Hall, or a venue of similar size and scale, featuring a European or World Premiere of an international prestigious film, followed by a reception at a landmark London venue.
Sponsored Gala Receptions - A number of our Sponsored Headline Galas come with pre or post-screening Receptions for c350-500 high-profile guests. These typically run from c 18:00 – 19:30 OR 20:00-00:00 and include drinks, canapés, a DJ and light venue dressing.
- The authority expects to re-tender this requirement around 2 May 2029, 00:59 BST.
- How the procedure runs: PSQ Stage and then ITT Stage.
CPV: Cultural event organisation services · Event services · Promotional services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£280,000
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).
- Simple description: PSQ Stage - Pass/Fail questions and Technical Questions ITT Stage - Tender Specific Questions See PSQ for details.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Yes · next expected 2 May 2029
- First published
- 5 Nov 2025, 10:53 GMT
- Last source update
- 26 Mar 2026, 13:07 GMT
- Award evaluation window
- Submission end – 20 Mar 2026
- Authority reference
2025/454- FTS notice number
2025/S 000-071164- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05dab6Find a Tender
- How it runs
PSQ Stage and then ITT Stage.
How it was run
Official notice- Requests to participate (first stage)
- 28 Nov 2025, 12:00 GMT
- Submission deadline
- 28 Nov 2025, 12:00 GMT
- Clarification deadline
- 21 Nov 2025, 12:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
5 Nov 2025 → 8 Apr 2026 · 8 dates- Tender notice published358 days ago5 Nov 2025, 10:53 GMT
- Clarification questions by342 days ago21 Nov 2025, 12:00 GMT
- Submission deadline335 days ago28 Nov 2025, 12:00 GMT
- Award decision expected by222 days ago20 Mar 2026, 23:59 GMT
- Assessment summaries sent217 days ago26 Mar 2026
- Latest notice published217 days ago26 Mar 2026, 13:07 GMT
- Contract starts210 days ago2 Apr 2026, 00:00 BST
- Standstill ends203 days ago8 Apr 2026, 23:59 BST
Notice history
4 events · 2 releases on Find a Tender · since 5 Nov 2025- Tender notice published5 Nov 2025, 10:53 GMTUK4
- Contract award notice published26 Mar 2026, 13:07 GMTUK6
- Status changed to complete26 Mar 2026, 13:07 GMT
- Contract signature expected16 Apr 2026, 23:59 BSTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| DDA PUBLIC RELATIONS LIMITEDLFF Gala Production and Reception Management20 Apr 2026 – 19 Apr 2028 · up to 19 Apr 2030Extensions: 2 yearly extensions available. | £267,500 | 26 Mar 2026standstill to 8 Apr 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 4final-stage tenders | 2 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- DDA PUBLIC RELATIONS LIMITEDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Please register and log in there to obtain all documentation.
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender