Events Contractor

Contract details

---

ID:

158086

OCID:

ocds-kuma6s-155370

Contract type:

Services

Procedure type:

Open

Contract award notice ref:

NOV561398

Internal ref:

Portal Ref: 158086

Contact catergory:

C - Local contract let on behalf of one buyer

Buyer:

Buckley Town Council

Primary CPV code:

N/a

Additional CPV code(s):

Is framework:

No

Carbon reduction plan:

Options:

Description:

EVENTS ORGANISER 1. Purpose of the Events Contract: To plan, organise, and deliver high-quality public events in Buckley that attract both residents and visitors, foster community spirit, and positively enhance the town’s reputation. The aim is to create enjoyable, inclusive experiences that highlight Buckley as an attractive place to live, visit and spend time. 2. Responsible for: a) Event planning and coordination - Venue management - Event staffing - Budget management - On-site event logistics, delivery and management - Supplier and vendor liaison b) Compliance and Safety - Communication protocols - Health, safety, risk and other legal compliance - Road closures/traffic management (if applicable) - Contingency planning c) Reporting & Evaluation - Post-event evaluation - Reporting to the Town Clerk 3. Buckley Town Council Events Buckley Town Council requires the contractor to manage and deliver all aspects of the key annual events as follows: a) The Buckley Show Held in May each year on Buckley Higher Common. This is the Council's premier event of the year. It is a free event for the community and consists of a main arena with acts, smaller arena, fun fair, traders and community stalls, classic car and tractor display, food vendors and a stage with musical performances. Estimated attendees 3,000 - 4,000. Event Budget up to 15,000* YouTube: The Buckley Show 2024 - Buckley Town Council b) Buckley Fireworks Display Held in November each year on Buckley Higher Common The community is presented with a 30-minute professional firework display. In addition, there are a few fairground rides for smaller children, trade stalls and food vendors. Estimated attendees 3,000. Free event for attendees. Event budget up to 10,000* c) Buckley Christmas Light Switch On Held in November each year. This event has historically had a short vehicle parade with Santa, a stage with a festive artist, a snow globe grotto for a visit with Santa and small fun fair rides and food vendors. This again is a free event with a small charge for visiting Santa. Estimated attendance 500-1,000. Event budget up to 5,000* d) Remembrance Sunday – held in November each year, organised in partnership with the Royal British Legion. The contractor will be expected to assist the Council with event risk assessment and booking the first aid/security. * Event budgets are subject to annual budget approval by the Council. 4. Other Events To provide logistical and/or coordination support to local organisations wishing to use the town centre facilities for one-off special events or annual events e.g. St Davids's Day/Easter charity fun run etc. To notify the Council of any identified grant funding available to support extra events with the town. To deliver additional events at the request of the Council – see additional section. 5. Compliance To ensure all insurance, health and safety, legal and licensing obligations are adhered to and that all risk management procedures are in place and followed. Data Protection, equality and diversity, safeguarding and environmental regulations must also be followed. 6. Standards and Outcomes The Council requires the contractor to meet the following requirements: a) High standard of customer service. b) Good quality, memorable events that enhance the success of previous years. c) High standard of main attractions/acts/performances. d) Main attractions to be notified to the Council at least 4 months in advance. Final running order of events to be confirmed 10-14 days before events. e) Accessible and inclusive events. f) Environmental sustainability (waste reduction, low impact materials) g) To ensure all events are delivered within budget and that all Council procurement requirements are followed. h) To maximise potential income to the Council through sponsorship, vendor fees, and other revenue streams. i) All equipment hired in must have relevant certificates. j) Medical and security perso

Purchasing team:

N/a

---

Contract dates

---

Date awarded:

21 October 2025

Start date:

01 December 2025

End date:

01 December 2028

---

Contract extensions

---

Extended contract end date:

-

Max extension options available:

12 (months)

---

Additional information

---

Additional information:

---

Contact details

---

Contract name:

Karen Brown

Contract email:

townclerk@buckleytc.gov.wales

---