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Published 14 Sept 2026, 14:35 BST
Official UK Procurement Procedure

Event Services Framework at the National Portrait Gallery

Official notice
Framework Agreement
Multi-lot
services
Competitive flexible procedure
Above threshold
{"lightTouch"}
SME suitable
VCSE suitable
Sectors:
CPV 32
CPV 39
CPV 55
+3 more
Framework ceiling (notional)
£7,639,200
Notional ceiling exc. VAT — not attributable revenue
Submission deadline
15 Oct 2026, 12:00 BST
30d 19h leftTypical competition: 3 bids4-digit CPV 7995 · n=442 bid reports
Clarification Cut-Off
2 Oct 2026, 12:00 BST
Tender enquiry deadline · 5 lots
Contract duration
4 yrs (with extension options)
Starts 1 May 2027, 00:00 BST

What is being bought & procurement scope

Procurement Scope & Specification
Tenderline summary generated from the published notice
Executive Summary: National Portrait Gallery: "Event Services Framework at the National Portrait Gallery". Published status: active. Published value: £7,639,200. 5 published lots. Recorded submission deadline: 15 Oct 2026, 12:00 BST. Published submission portal: www.delta-esourcing.com.

Official Requirement Description:

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.

Lots and requirements (5)

Procurement Structure
Published by the contracting authority
Showing 60 of 96 structured award criteria across all lots.
  • Lot 1 · #1
    Catering
    active
    Renewal
    Published value£4,720,000
    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.
    Contract period:
    1 May 2027 — 30 Apr 2031 (4 yrs)
    Eligibility:
    SME eligible
    VCSE eligible
    Options / extension:
    if required for operational reasons
    Pre-Qualification & Selection Criteria (PQQ)
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
  • Lot 2 · #2
    Floristry
    active
    Renewal
    Published value£508,000
    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
    Contract period:
    1 May 2027 — 30 Apr 2031 (4 yrs)
    Eligibility:
    SME eligible
    VCSE eligible
    Options / extension:
    if required for operational reasons
    Pre-Qualification & Selection Criteria (PQQ)
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
  • Lot 3 · #3
    Production
    active
    Renewal
    Published value£2,240,000
    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.
    Contract period:
    1 May 2027 — 30 Apr 2031 (4 yrs)
    Eligibility:
    SME eligible
    VCSE eligible
    Options / extension:
    if required for operational reasons
    Pre-Qualification & Selection Criteria (PQQ)
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
  • Lot 4 · #4
    Furniture Hire
    active
    Renewal
    Published value£63,200
    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.
    Contract period:
    1 May 2027 — 30 Apr 2031 (4 yrs)
    Eligibility:
    SME eligible
    VCSE eligible
    Options / extension:
    if required for operational reasons
    Pre-Qualification & Selection Criteria (PQQ)
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
  • Lot 5 · #5
    Entertainment
    active
    Renewal
    Published value£108,000
    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.
    Contract period:
    1 May 2027 — 30 Apr 2031 (4 yrs)
    Eligibility:
    SME eligible
    VCSE eligible
    Options / extension:
    if required for operational reasons
    Pre-Qualification & Selection Criteria (PQQ)
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents
    • Economic & Financial
      as set out in tender documents
    • Technical Capacity
      as set out in tender documents

Published award criteria & contract terms

From this notice
Only criteria and terms published on this notice. Conditions of participation in the tender pack are not inferred.
Evaluation weighting
Lots publish different evaluation splits — there is no single procedure weighting.
Catering
Quality: 180
Price: 90
Social value: 30
Floristry
Quality: 180
Price: 90
Social value: 30
Production
Quality: 180
Price: 90
Social value: 30
Furniture Hire
Quality: 180
Price: 90
Social value: 30
Entertainment
Quality: 180
Price: 90
Social value: 30
Published terms
Contract duration4 yrs (with extension options)
Selection criteria are also published on 5 lots — see the lot list above.

Procedure terms & legal framework

Procedure methodCompetitive flexible procedureLegal basis
UKPGA · 2023/54
Procurement Act 2023
Procurement categoryservices
Notice statusOpen for tenderProcurement threshold
Above threshold
(FTS publication)
Regulatory regime{"lightTouch"}
Commercial structureFramework agreementCompetition typeCompetitive procedureGPA WTO coveredUnspecified in notice
Recurring procurementYes · Anticipated re-tenderFirst published14 Sept 2026, 14:35 BSTLast source update14 Sept 2026, 14:35 BST
Award evaluation windowSubmission end — 1 Mar 2027, 23:59 GMTClassification (CPV)Audio-visual equipment, Catering services, Entertainment services, Event services, Floral-display services, Miscellaneous furniture
Delivery area
London (UKI32)
Official Registry OCIDocds-h6vhtk-06f8c8

How to participate & submission route

Official notice
Submit via Delta eSourcing
Authorized E-Sourcing Portal
Public portal access
Online submission allowed
Language: EN
Open official portal workspace ↗
Access & Registration note: Free Select account; no DUNS asked at signup
Expression of interest (EOI)—Tender submission deadline
15 Oct 2026, 12:00 BST
Clarification deadline
2 Oct 2026, 12:00 BST
Submission channelOfficial e-sourcing portalElectronic submissionAllowedAccepted languagesen
Participation feeFree of charge (Open access)
Detailed Submission Instructions & Authority Contacts
From official release
Timeline
  1. Procedure published
    14 Sept 2026, 14:35 BST
  2. Clarification deadline
    2 Oct 2026, 12:00 BST
  3. Submission deadline
    15 Oct 2026, 12:00 BST

Commercial outcome and contract awards

Awards (0)No award published
Contracts (0)No contract published
Bid statisticsNo aggregate bid statistics published
Notice history
From official release and amendment events
  1. Official notice release published
    14 Sept 2026, 14:35 BST
  2. Official notice release published
    14 Sept 2026, 10:00 BST

Contracting authority & participating public bodies

National Portrait Gallery

Contracting authority
GB-PPON-PNPD-3846-CXZR
View buyer profile →

Official Documents & Specifications (5)

Official links; attachments are not copied