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
Above the relevant threshold
Contract dates (estimated)
- 1 November 2025 to 7 June 2026
- Possible extension to 5 June 2028
- 2 years, 7 months, 5 days
Description of possible extension:
Contract length 1 year (2026) with potential to extend a further two years, to organise Party in the Park in 2027 and 2028.
Extensions at the decision of the contracting organisation as soon as possible post the 2026 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
Justification for not using lots
Wokingham Town Council lacks the resource and expertise required to manage multiple contracts from different suppliers for this event.
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
26 September 2025, 4:00pm
Tender submission deadline
3 October 2025, 12:00pm
Submission address and any special instructions
Tenders to be submitted via email to:
Details of the tender opportunity and documentation can be found at www.wokingham-tc.gov.uk
Please clearly mark all tender submissions as relating to Party in the Park
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
24 October 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Alignment with the event specification documentation | The extent to which the proposal meets the specification as detailed in the event specification documentation. This includes aspect such as: * Information on stage choice and construction, lighting... |
Quality | 31.25% |
| Price | Total price for all aspects of the event |
Price | 25% |
| Evidence of experience of delivering this type of event | The extent to which the tendering organisation has provided: * Clear evidence of experience and capability in running an event of this sort (outdoor, free / no restricted entry), including at least... |
Quality | 18.75% |
| Evidence of understanding of, and provision for, the health and safety aspects of the event | The extent to which the tendering organisation has provided: * Evidence demonstrating an understanding of the need for appropriate management structure, Event Plan and recognition of the required... |
Quality | 18.75% |
| Alignment with the town council's key principles | Evidence of consideration of how the event delivers (or could deliver) against the council's four key principles of: * Being sustainable * Involving Everyone * Fostering Town Pride * Enriching the... |
Quality | 6.25% |
Other information
Payment terms
Invoices for delivery of the event to be submitted to accounts@wokingham-tc.gov.uk
Payment terms are 30-days from submission of invoice.
All invoices must include a Purchase Order number which will be provided when services are commissioned.
A deposit of up to 30% of the total cost (excluding VAT) is available on signing of the contract, with the remaining balances payable under usual invoice terms after delivery of the event.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
1 - Wokingham Party in the Park 2026 Brief and Specification V2.pdf
This document provides the outline and requirement for the event.
2. Invitation to tender - Party in the Park 2026 V2.docx
Please ensure this document is completed and returned as part of your tender proposal
Acceptance of partial proposals or lots for Party in the Park.docx
Explanation on the acceptance of partial proposals or lots for this tender
Contractor and Health & Safety Questionnaire.docx
Please ensure this document is completed and returned as part of your tender proposal
Elms Field map 2025.pdf
This is provided for information - we recommend a site visit to better understand the available space
Events Contract (single event) v2 tracked (1).doc
This is for information only and provided as an example of the contract that we would expect the appointed supplier to sign.
Award criteria and weighting information V3.pdf
For information
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: http://www.wokingham-tc.gov.uk
Region: UKJ11 - Berkshire
Organisation type: Public authority - sub-central government