Published date: 27 March 2023

This notice was replaced on 11 December 2023

This notice does not contain the most up-to-date information about this procurement. The most recent notice is:

Awarded contract (published 11 December 2023)

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Contract summary

Industry

  • Exhibition, fair and congress organisation services - 79950000

Location of contract

LS18 5HD

Value of contract

£50,000

Procurement reference

PFB039LTU

Published date

27 March 2023

Closing date

6 April 2023

Closing time

9am

Contract start date

30 April 2023

Contract end date

31 December 2024

Contract type

Supply contract

Procedure type

Competitive quotation (below threshold)

The buyer selects a group of potential suppliers to invite to tender.

This procedure can be used for procurements below the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

Description

The university seeks to source an off-campus venue for its Graduation Ceremonies 2024.

Venue specification

• Capacity:
o Ability to accommodate up to 250 graduands per ceremony, with four guests - total per ceremony: 1,250 - and staff involved (c.50)
o Two Graduation ceremonies to be held per day (morning and afternoon)
o One evening Honorary Fellowship ceremony to be held in July

• Spaces:
o Appropriate rooms to accommodate:
 Staff gowning/procession formation
 Student registration, gowning and photography
 Ceremony space with staging (to accommodate all graduands and at least two guests, plus staff)
 Live-streaming space if required (for remaining two guests if needed)
 Separate reception area for after the ceremony

• Technology/AV requirements:
o Wi-Fi within the venue
o Appropriate lighting in ceremony space
o Mic/lectern available for the speakers during the ceremony
o Ability to livestream the ceremonies to YouTube

• Facilities:
o Able to accommodate/deliver a tokened drinks reception with alcoholic and non-alcoholic options, and option for guests to purchase more
o All spaces and rooms must be accessible e.g. by lift/ramp

• Availability:
o Available for both July and December ceremonies (currently anticipated to take place w/c 15 July 2024 and w/c 16 December 2024)
o Ability to set-up the day before with the space kept in-tact for the days/week of the ceremonies

• Transport/travel links:
o Good public transport links for travelling guests and/or suitable parking provision
o Parking for supplier van

• Location:
o Relevant and accessible to Leeds Trinity University e.g. Leeds city centre, city of Leeds area, Horsforth area

About the buyer

Contact name

Mark Hayter

Address

Brownberrie Lane,Horsforth
LEEDS
LS185HD
England

Email

m.hayter@leedstrinity.ac.uk