Scope
Description
INVITATION TO TENDER DETAILS - THE BIG BAHOOEY FESTIVAL
We are running a tender process with the intention of awarding a contract for the provision of a Festival Producer and are inviting suitably experienced / qualified organisations to tender.
Event Date: Late May Bank holiday - 2026, 2027, 2028 and possible extension for 2029.
HRP's requirements: Please refer to the Specification of Requirements for full details.
'The Big Bahooey' will be staged at Hampton Court Palace during the late May Bank Holiday weekend. The event is a fun, family, arts-based festival, responding to the palace's history as a pleasure palace and place for entertaining. The first Big Bahooey took place in May 2025 and we are looking to build on this success. We had a total of 21,000 visitors across three days and expect to increase this figure substantially going forward.
As a result HRP are looking for a festival producer that prides themselves on being able to create and deliver large scale shows and diverse programmes that will attract social families; including fun circle shows, larger than life roving acts, colourful parades, interactive stage shows and unique spectacles for well-respected and successful family festivals and events all over the world.
The festival will take place across the East Front gardens and will largely involve simple set ups with minimal infrastructure such as rope arenas, free-standing backdrops and basic staging all with flexible positioning. We would also like there to be a showstopper act that changes each year and is a complete surprise to the audience. There will be one main stage for headline performances.
Exclusion criteria:
Please refer to the Procurement Specific Questionnaire for our conditions of participation and qualifying questions.
Responses to Invitation to Tender:
All responses to the tender must be received by HRP by Friday 11th July 2025 at midday and must be submitted electronically via our E-tendering system - Delta.
Suppliers will need to register on Delta in order to participate in the tender process.
Suppliers can register here https://www.delta-esourcing.com/register/
Tender documents:
The tender process will be available through HRP's e-tendering system, Delta e-Sourcing.
Tender documents will be made available to all on Delta.
Documents will be issued on 10th June 2025.
HRP reserves the right not to award a contract
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Greater-London:-Event-services./H7WRPWZR9T
To respond to this opportunity, please click here:
Total value (estimated)
- £1,020,000 excluding VAT
- £1,224,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 January 2026 to 2 July 2028
- Possible extension to 2 June 2029
- 3 years, 5 months, 2 days
Description of possible extension:
3 year contract (events May 2026, May 2027, May 2028) with the option to extend 1 additional year (May 2029)
Main procurement category
Services
CPV classifications
- 79952000 - Event services
- 79952100 - Cultural event organisation services
- 79953000 - Festival organisation services
Contract locations
- UKI - London
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
25 June 2025, 6:00pm
Submission type
Tenders
Tender submission deadline
11 July 2025, 1:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
30 November 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Technical Proposal | 55% |
Quality | 55% |
| Commercial Response | 30% |
Price | 30% |
| Social Value | 15% |
Quality | 15% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Invitation to Tender (including Prequalifying Questions and Tender Questionnaire)
Contracting authority
Historic Royal Palaces
- Public Procurement Organisation Number: PMHC-9885-MMJV
Hampton Court Palace, East Molesey
Greater London
KT8 9AU
United Kingdom
Region: UKI75 - Hounslow and Richmond upon Thames
Organisation type: Public authority - sub-central government