Scope
Description
Wokingham Town Council is seeking a suitably qualified organisation to organise the annual Party in the Park event.
The event will be on Elms Field in Wokingham on Saturday 6th June 2026.
Provision will include all aspects of the event. Including; staging, light and sound, power, security, first aid and welfare provision, performers, marketing etc.
Further detail on the requirements can be found in the brief and other associated documentation.
Total value (estimated)
- £77,400 excluding VAT
- £92,880 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 October 2025 to 7 June 2026
- Possible extension to 7 June 2028
- 2 years, 8 months, 7 days
Description of possible extension:
Contract length 1 year with potential to extend a further two years. For Party in the Park in 2026, 27 and 28.
Extensions at the decision of the contracting organisation as soon as possible post the event and as per the conditions of extension with the contract. Example contract included in the documentation.
Main procurement category
Services
CPV classifications
- 79952000 - Event services
- 79953000 - Festival organisation services
Contract locations
- UK - United Kingdom
Participation
This procurement is reserved for
- UK suppliers
- Small and medium-sized enterprises (SMEs) and voluntary, community and social enterprises (VCSEs)
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
15 August 2025, 12:00pm
Tender submission deadline
22 August 2025, 12:00pm
Submission address and any special instructions
Tenders can be submitted to tenders@wokingham-tc.gov.uk or via post. Please see details in the attached documentation.
Tenders may be submitted electronically
Yes
Award criteria
Decision will be made by the Arts and Culture Committee.
The following criteria will be considered when making the award decision:
* Alignment with the scope of works
* Price
*Experience in putting on similar events
*Evidence of H&S needs
* Alignment to Wokingham Town Council's Key Principles
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
Wokingham Party in the Park 2026 Brief and Specification.pdf
Background, brief and specification for the Party in the Park
Elms Field map 2025.pdf
Map of the event site
2. Invitation to tender - Party in the Park 2026.docx
The Invitation to Tender to be completed
Contractor and Health & Safety Questionnaire.docx
Contractor H&S Questionnaire to be completed
Events Contract (single event) v2 tracked (1).doc
Example of the Events Contract
Contracting authority
Wokingham Town Council
- Public Procurement Organisation Number: PWQG-9981-CZYG
Town Hall, Market Place
Wokingham
RG40 1AS
United Kingdom
Contact name: Gemma Cumming
Email: artsandculture@wokingham-tc.gov.uk
Website: https://www.wokingham-tc.gov.uk
Region: UKJ11 - Berkshire
Organisation type: Public authority - sub-central government