Scope
Reference
2025/454
Description
Gala Venue Cinema Build and Fit Out - Project Management of the installation of screen, draping, sound and broader fit-out are all within the scope of this contract. Projection of screenings throughout the festival is managed by BFI in-house technical teams.
Red Carpet Cinema and Event Production - Across the duration of the 12 days, the festival hosts between 22 and 26 red carpet premieres at our partner gala venue, Southbank Centre's Royal Festival Hall, and occasionally, broader festival venues. The red carpet events feature UK, European and World premieres with on-stage A-list talent introductions. A number of the red carpet premieres are sponsored or in association with the festival's partners.
Opening and Closing Night Receptions - The Opening and Closing Nights of the Festival are formal red carpet Gala evenings held at Southbank Centre's Royal Festival Hall, or a venue of similar size and scale, featuring a European or World Premiere of an international prestigious film, followed by a reception at a landmark London venue.
Sponsored Gala Receptions - A number of our Sponsored Headline Galas come with pre or post-screening Receptions for c350-500 high-profile guests. These typically run from c 18:00 - 19:30 OR 20:00-00:00 and include drinks, canapés, a DJ and light venue dressing.
Total value (estimated)
- £280,000 excluding VAT
- £336,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 2 April 2026 to 1 April 2028
- Possible extension to 31 March 2029
- 2 years, 11 months, 29 days
Description of possible extension:
One year extension available.
Main procurement category
Services
CPV classifications
- 79342200 - Promotional services
- 79952000 - Event services
- 79952100 - Cultural event organisation services
Contract locations
- UKI - London
Submission
Enquiry deadline
21 November 2025, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
28 November 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
20 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 2 May 2029
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | PSQ Stage - Pass/Fail questions and Technical Questions ITT Stage - Tender Specific Questions See PSQ for details. |
Price |
Weighting description
PSQ Stage - Pass/Fail questions and Technical Questions
ITT Stage - Tender Specific Questions
See PSQ for details.
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
PSQ Stage and then ITT Stage.
Documents
Associated tender documents
https://in-tendhost.co.uk/bfi/aspx/Home
Please register and log in there to obtain all documentation.
Contracting authority
British Film Institute
- Charity Commission (England and Wales): 287780
21 STEPHEN STREET
LONDON
W1T 1LN
United Kingdom
Email: graham.bellas@bfi.org.uk
Region: UKI31 - Camden and City of London
Organisation type: Public authority - sub-central government