Scope
Reference
PLX01092025
Description
Performance Learning Exchange (PLx) is UK Sport's annual event which provides the opportunity for 300-400 individuals working within the High-Performance environment (Chairs, CEOs, Performance Directors, Managers, Coaches, Sports Science and Medicine personnel) with the opportunity to explore and discuss topics and themes relevant to the system through thought-provoking sessions delivered by experts from inside and outside of sport. It also offers the chance for the system to come together and share thoughts, experiences and world leading practice in the lead up to the winter Olympic and Paralympic Games.
UK Sport now invites Tenders for the provision of Audio Visual, Design and support at PLx, a 3 day event, taking place from Monday 1st December - Wednesday 3rd December at the Queens Hotel in Leeds.
The PLx schedule will typically consist of a mix of keynote sessions with all delegates in a main plenary room and elective sessions which run concurrently. Generally, 4 sessions run at the same time and the use of up to 4 rooms, and the related AV equipment/technicians, is a necessity. These sessions vary in style from lecture style presentation to hands-on workshops where delegates are encouraged to work with one another and share their knowledge and experiences.
The 4 rooms we will use at The Queens Hotel are
The Queens Ballroom
Palm Court
John Charles Suite
Ark Royal
A brief outline of the standard equipment is listed below. Please note this does not include details of other required equipment such as mixing desks, monitor screens etc., as we would like to hear your thoughts on what would be necessary to deliver a World Class Event at The Queens Hotel.
The only addition area to the below details is around video recording. We would like to have the facility to record keynote addresses & sessions, in order to create video montages.
The Queens Ballroom
Staging (to seat 4-5 + interviewer and must allow enough space for 280 - 300 cabaret seating)
Backdrop to staging (exact details to be discussed)
Projector(s) & or screen(s)
Lectern
PA system (to include all speakers, lectern mic, lapel mics (up to 6) and hand held mics
Lighting
Syndicate Rooms (Palm Court, John Charles Suite, Ark Royal)
Staging
Lectern
PA system including lapel mics, hand held mics)
Projector & or Screen
Please note all staging should be wheelchair accessible.
Outline / Example Agenda
Sunday 30 November
14.00 - Ballroom booked for set up
Monday 1 December - Chair & CEO event and Coaches event
10.00 - 17.00
Chair and CEO event taking place in the Palm Court and John Charles Suite
Coaches event taking place in the Ballroom and Ark Royal
Tuesday 2 December - PLx
09.00 - 10.00 - Conference Registration
10.00 - 11.00 - Opening and Keynote
11.00 - 12.30 - Workshops
12.30 - 14.00 - Lunch
14.00 - 15.00 - Keynote
15.00 - 16.30 - Workshops
18.00 - 19.00 - Drinks reception
19.00 - 22.00 - Dinner and PLx Awards Evening
Wednesday 3 December - PLx
08.30 - 09.30 - Workshops
09.30 - 10.30 - Keynote
11.00 - 12.30 - Workshops
12.30 - 13.30 - Keynote and Close
Total value (estimated)
- £55,000 excluding VAT
- £66,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 14 October 2025 to 3 December 2025
- 1 month, 21 days
Main procurement category
Services
CPV classifications
- 98390000 - Other services
Contract locations
- UK - United Kingdom
Submission
Enquiry deadline
10 September 2025, 11:59pm
Tender submission deadline
26 September 2025, 11:59pm
Submission address and any special instructions
Please email people@uksport.gov.uk
Tenders may be submitted electronically
No
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Equipment and personnel | Please provide a full quote for providing audio visual, design and support at PLx 2025 at The Queens Hotel in Leeds outlining the equipment, design and people necessary to support the event across the... |
Quality | 35% |
| Evidence of previous work | Evidence of delivering similar sized conferences, demonstration of delivering quality work on such events. Demonstration of the intend way of working with UK Sport in a flexible and collaborative... |
Quality | 25% |
| Price of service | 1) Costs to provide Audio Visual, Design and support at PLx 2025 at The Queens Hotel Leeds across the 4 rooms being used 2) Please provide an outline rate card for roles of individuals you would... |
Price | 20% |
| Sustainability and EDI | The appointed must provide demonstrable evidence of their commitment to create Social Value, by improving environmental sustainability and driving the EDI agenda. Please outline the ways in... |
Quality | 20% |
Procedure
Procedure type
Below threshold - open competition
Contracting authority
THE UNITED KINGDOM SPORTS COUNCIL
- Companies House: RC000765
- Public Procurement Organisation Number: PDHV-6143-RRMX
10 South Colonnade
LONDON
E14 4PU
United Kingdom
Email: procurement@uksport.gov.uk
Region: UKI42 - Tower Hamlets
Organisation type: Public authority - central government