Scope
Description
Hounslow Council wants to implement an online bookings and payments system for commercial, corporate and community events across its venues.
This market engagement seeks to understand potential suppliers, what they offer and outline costs. This will be used to inform the next steps in procuring a new system.
Venues in scope initially are:
Hounslow House
Boston Manor House
Hogarth's House
Chiswick Town Hall
Feltham Assembly Hall
Isleworth Public Hall
Heston Village Hall
However, there are several other venues which, over time, the Council will likely want to be brought into the system.
Interested parties should submit expressions of interest to procurement@hounslow.gov.uk contact by 10th February 2026 . Please use email subject 'Booking System Market Engagement'.
Expressions of interest should include:
If the requirements below can be fully met by your solution
An indication of set-up and recurring annual costs, including number of licences included and cost for additional licences
Timeline for system set-up, and associated training
Approach / costs of bringing new venues onto the platform
Evidence of successful relevant delivery elsewhere.
System Requirements
Diary showing availability across all venues
Ability to request bookings, subject to further approval
Ability to pay online
Invoicing and payment processing - ideally linked to council systems
Generation of proposals
Booking preapproval system
Ability to set follow up actions and reminders
Generation of contracts - electronic signing
CRM/contact management facility for all customers
Marketing capability for outreach activity to past users
Produce Banqueting Event Orders
Generation of reports (e.g. pace and market segments)
Ability to offer subsidised rates
Ability to reallocate smaller bookings to appropriate other spaces, should a preferable booking option arise
Ability for customer accounts, keeping a record of preferences and previous activity
Receiving holding and damages deposits
Allowing choice of optional set ups of tables and chairs per site and other requirements
Uploading of Risk Assessment requests and other due diligence such as PLI
Client satisfaction surveys
Contract dates (estimated)
- 1 August 2026 to 30 July 2029
- 2 years, 11 months, 30 days
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 79952000 - Event services
Contract locations
- UKI75 - Hounslow and Richmond upon Thames
Engagement
Engagement deadline
10 February 2026
Engagement process description
Interested parties should refer to the description in this notice for an outline of requirements and what we are seeking as a response to them. This will help the authority to determine the most appropriate procurement route to meet our requirements.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Contracting authority
London Borough of Hounslow
- Public Procurement Organisation Number: PQYY-1684-DYLV
Hounslow House, 7 Bath Road
Hounslow, London
TW3 3EB
United Kingdom
Email: procurement@hounslow.gov.uk
Region: UKI75 - Hounslow and Richmond upon Thames
Organisation type: Public authority - sub-central government