Event Services Framework at the National Portrait Gallery

What the buyer is asking for

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.

How this is scored

Published by the buyer. A winning response is written to these weightings, not to the question.

• 5%qualityOperational Expertise
• 5%qualityCustomer Service and Sales
• 10%qualitySocial Value
• 15%qualityLot Specific Question
• 15%qualityCase Studies
• 20%qualityPractical Assessmentonly applied to a shortlist of suppliers, as described in the tender documents
• 30%qualityPrice

What you must already have

Conditions of participation. These are pass or fail, so check them before writing anything.

• economic

  as set out in tender documents

• technical

  as set out in tender documents

5 lots

You can usually bid for one lot without bidding for all of them.

• Catering£4.7m

  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

• Floristry£508k

  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 hou

• Production£2.2m

  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 S

• Furniture Hire£63k

  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 appro

• Entertainment£108k

  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.

How contested is this?

Buyers publish how many bids they received. Across 27 comparable procurements we can tell you the typical field size, how often one of these goes uncontested, and whether the buyer awards on price or on quality.

Timeline

4 published dates · Europe/London

1. Tender notice published7 days ago

   14 Sept 2026, 14:35 BST
2. Clarification questions byin 10 days

   2 Oct 2026, 12:00 BST
3. Submission deadlinein 23 days

   15 Oct 2026, 12:00 BST
4. Award decision expected byin 161 days

   1 Mar 2027, 23:59 GMT

Commercial outcome and contract awards

Nothing awarded yet

Notice history

2 events · 2 releases on Find a Tender

1. Tender notice14 Sept 2026, 10:00 BST086713-2026
2. Tender updated14 Sept 2026, 14:35 BST086933-2026

Documents

• biddingDocuments
• technicalSpecifications
• Tender notice on Find a Tender