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Welsh Event Support Framework

Open

CU.2290.GDInternational

Response Deadline12/11/2026, 12:00:00 PM UTC

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

AI Contract Overview

Cardiff University is establishing a framework for a sole supplier to manage its presence at various Welsh events, including the Urdd, National Eisteddfod, and Tafwyl. The scope of work encompasses comprehensive event logistics and stand management, including the design and production of weather-resistant stands, installation of internal and external branding, and the provision of furniture and lockable storage. The supplier is responsible for transporting equipment from up to four campus sites, including Heath Park and Cathays, and providing technical support through the provision of audio-visual equipment and LED lighting. Additionally, the supplier must coordinate with event organizers for bookings and ensure safety compliance by providing fire extinguishers. The contract is scheduled to begin on February 28, 2027, with an initial one-year term and three optional one-year extensions, potentially lasting until February 27, 2031. Award criteria are weighted toward quality at 50%, price at 40%, and responsible procurement at 10%, with a noted suitability for small and medium-sized enterprises. Pricing will be managed via a rate card for specific requirements. Tenders for this solicitation, numbered CU.2290.GD, must be submitted electronically by December 11, 2026.

General Info

Cardiff University seeks a sole supplier for event logistics and stand management.

Agency

Cardiff University

NAICS

561920 - Convention and Trade Show Organizers

Place of Performance

GBR

Set-Aside

NONE

Documents

rfp

High

AI Contract Breakdown

Uniform Contract Format

Timeline

PhaseSolicitation

PostedNov 13

Solicitation

Response DeadlineDec 11

Submission deadline

Response Deadline

12/11/2026, 12:00:00 PM UTCin 28 days

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Organization & Contact Information

AgencyCardiff University

Contacts1 person available

OfficeN/A

Organization / AgencyCardiff University

Office AddressN/A

Contacts

Full Description

Cardiff University has historically attended a number of Welsh events including the Urdd and National Eisteddfod, and our strategy is looking to increase our attendance at other events, such as Tafwyl. This framework is for a sole supplier to support Cardiff University's attendance at such events and any further Welsh events that the developing strategy requires. Support may include, but is not limited to the following: • Transport of equipment from Cardiff University to the Urdd and Eisteddfod sites and back (from up to 4 sites across Campus including Heath Park and Cathays, approximately 3 - 4 days before the event starts) • Production, installation, removal and storage of external branding on the outside of the stand (artwork to be provided by Cardiff University) • Production, installation, removal and storage of internal branding on the inside of the stand (artwork to be provided by Cardiff University) • Provision of furniture for the event week, supporting Cardiff University colour schemes • Provision and set up of lighting for the event week to provide enough 'general wash' LED lighting to ensure the stand is well lit on darker days • Provision and set up of audio-visual equipment, including laptop, for the event week with continued and responsive technical support throughout • Provision of a lockable storage area within the stand • Work with the Cardiff University events team to design a durable stand that can withstand all weathers for each event • Work with the Cardiff University events team to submit the stand booking forms to the event organisers for each event • Liaise with the event organisers' on-site teams to ensure a smooth set up and set down of the stands at each event • Provide safe storage of Cardiff University equipment before and after events • Provide safe storage of Cardiff University branding throughout the duration of the framework so that can be retained and reused. • Support event safety matters such as providing fire extinguishers for stands • Key contacts to support events