Published date: 11 December 2023

Last edited date: 12 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.


Closing: 12 January 2024, 12pm

Contract summary

Industry

  • Event services - 79952000

  • Cultural event organisation services - 79952100

Location of contract

SE1 8XT

Value of contract

£0 to £180,000

Procurement reference

IT-190-381-2023/368

Published date

11 December 2023

Closing date

12 January 2024

Closing time

12pm

Contract start date

26 February 2024

Contract end date

25 February 2025

Contract type

Service contract

Procedure type

Open procedure (below threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

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

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

We are seeking a creative collaboration with a production company that can design and execute a spectacular vision for LUMINOUS 2024. Our aim is for an elegant and beautiful evening that successfully highlights the importance of our charitable work and the incredible resources we have to share that are held by the BFI National Archive. Guests will feel honoured to attend this high profile and glamorous night which feels contemporary, inclusive, fresh and slick.

We are looking for a reliable and inspired team that can design and produce all creative elements seamlessly whilst working closely with the Head of Events (F&E, BFI) and BFI Fundraising & Enterprise team colleagues on the charitable messaging.

We would like the chosen company to:

o Help the BFI to create an elegant and beautiful evening that celebrates the best of British film and the work of the BFI.
o To be responsible for creating, designing and rolling out all design elements for the Gala from the creation of the overall aesthetic, visual identity, hero imagery to rolling out all collateral. Crucially, we are
looking for a team who can ensure the same high level, luxury aesthetic carries through from the invitation to the atmosphere of the venue on the night.
o This includes the red carpet arrivals, the auction exhibition, the reception and dining area ambience and entertainment.
o This will involve creating all on-screen video content as well as designing and installing screens to wow and capture the imagination of our guests.
o Advise on maximising the venue, including the best event layout and set up - producing detailed floor plans and visuals of the event spaces and guest flow throughout the planning period
o To adopt innovative thinking and cover all logistical plans and preparation of the event in liaison with the Head of Events (BFI), and in-line with the agreed budget, including:
o Delivering all production for stage, stage management, lighting, live auction, party atmosphere for live performers, sound, rigging, decorative and logistical personnel.
o Support the delivery of sponsorship requirements.
o Manage the requirements of the live musical acts and act as showrunner for the night.
o Booking and briefing talent cars.
o Overseeing all production installation and de-installation according to rules and procedures determined by the venue and within allotted hours of venue hire (8am-8am - 24 hour hire).
o In collaboration with the BFI, feed into a detailed Event Schedule with timings for catering, press, talent arrivals, speeches, filmed-material, auction, live performances.
o Provide all stage management and production management personnel.
o Film, edit and create all on-screen content including graphics as well as specific VT:

Additional information regarding the requirement is provided in the ITT.

More information

Links

Additional text

To take part in this tender, please visit our website - https://in-tendhost.co.uk/bfi/aspx/ where you will need to register, if you haven't already, and express an interest in this opportunity to access the relevant documents. Please note expressions of interest will only be accepted via the portal.

The Contract term shall be for a period of 1 year (for LUMINOUS 2024) initially.
There is an option to extend by up to a further 2 years (for LUMINOUS 2026) subject to satisfactory performance of the Service Provider and at the sole discretion of the BFI.

Is a Recurrent Procurement Type? : Yes

About the buyer

Contact name

Vicki Akinosho

Address

BFI Southbank
Belvedere Road
Waterloo
SE1 8XT
United Kingdom

Telephone

020 7957 4792

Email

vicki.akinosho@bfi.org.uk