CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Event Management, Production and Delivery Contract

2.2

Description of the goods or services required

Contract: July - 1st October 2025

Value: £13,500

Invitation to submit a tender Event Production Proposal for the Shared Prosperity Funded via Wrexham County Borough Council World Heritage Site Project by Glandwr Cymru, The Canal & River Trust in Wales.

We are looking for proposals from a contractor to produce, manage and deliver the planning that has been put in place for an event that will take place on the 27th and 28th September across four locations in close proximity in Wrexham Rural.

On the 27th September 2025 below is an indication of the community, heritage and culture-led activities in place so far, this will expand but not significantly.

Trevor Basin outdoor artworks, floating market, craft market and sound installations (tbc) guided heritage walks, signage, poetry recitals and a family picnic are in place so far.

Froncysyllte floating market, guided walk, exhibition in Froncysyllte Community Centre including a small craft market (tbc)

Chirk Parish Hall self contained (but will need to oversee) heritage exhibition, and guided walk in place so far

28th September 2025

Guided walk and community artist-led activities are being delivered separately by the community, this event day will only require pre-event planning consultation for vetting/advising and inclusion in the Event Manual. Potentially some traffic management support.

There is an existing Event Manual in place that was created last year and can be revised to reflect the activities this year. This is a third party contract to deliver the event on our behalf in its entirety and the below is a guideline of responsibilities which is not exhaustive and would be finalised once the contractor is appointed.

PRE-EVENT PLANNING & EVENT MANAGEMENT

Pre-Event Roles & Responsibilities:

Producing the event management plan with stakeholders and activity leads,, schedules and task list for event final planning, production, management and delivery.

Identify through consultation key people supporting and participating in the event within Glandwr Cymru’s plans and aspirations including the representative meeting with the safety advisory board, council, identifying and or managing medical support and volunteers

Liaise with all market/stall/exhibitor/performers leading up to the event weekend to ensure all required documents are received, vetted and filed

Coordinate with key locations included along the route for each day to ensure they’re fully briefed and involved in advance

Coordinate with the local authority including traffic management

Work with Glandwr Cymru to advise/suggest if there will be a requirement of toilet and security provisions along certain areas of the event route and oversee the management of this if required

Assist in compiling toilet/security costs, liaising with suppliers to obtain best prices (there will be a separate budget for these costs)

Oversee volunteers that have been recruited by incorporating the volunteers in the location/shift management schedule for security.

Create an overall event plan, schedules needed and be responsible for/main contact for the delivery by integrating all aspects of planned activity including contractors, suppliers, art work, market, performers, walks are within the event plan and coordinate, manage and deliver it.

Assist with signage positioning and collection after the event (signage will be produced and provided via separate budget)

Mobile presence along all key areas of activity

Contract value £13,500

Application Process

Closing date: 24th July

Email to claire.farrell@canalrivertrust.org.uk

Expression of Interest (maximum two pages) with clear examples of previous event experience and two client testimonials.

Interview date will be on the 28th with a start date soon after for the successful applicant

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=153421.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Contract: July - 1st October 2025

Value: £13,500

Invitation to submit a tender Event Production Proposal for the Shared Prosperity Funded via Wrexham County Borough Council World Heritage Site Project by Glandwr Cymru, The Canal & River Trust in Wales.

We are looking for proposals from a contractor to produce, manage and deliver the planning that has been put in place for an event that will take place on the 27th and 28th September across four locations in close proximity in Wrexham Rural.

On the 27th September 2025 below is an indication of the community, heritage and culture-led activities in place so far, this will expand but not significantly.

Trevor Basin outdoor artworks, floating market, craft market and sound installations (tbc) guided heritage walks, signage, poetry recitals and a family picnic are in place so far.

Froncysyllte floating market, guided walk, exhibition in Froncysyllte Community Centre including a small craft market (tbc)

Chirk Parish Hall self contained (but will need to oversee) heritage exhibition, and guided walk in place so far

28th September 2025

Guided walk and community artist-led activities are being delivered separately by the community, this event day will only require pre-event planning consultation for vetting/advising and inclusion in the Event Manual. Potentially some traffic management support.

There is an existing Event Manual in place that was created last year and can be revised to reflect the activities this year. This is a third party contract to deliver the event on our behalf in its entirety and the below is a guideline of responsibilities which is not exhaustive and would be finalised once the contractor is appointed.

PRE-EVENT PLANNING & EVENT MANAGEMENT

Pre-Event Roles & Responsibilities:

Producing the event management plan with stakeholders and activity leads,, schedules and task list for event final planning, production, management and delivery.

Identify through consultation key people supporting and participating in the event within Glandwr Cymru’s plans and aspirations including the representative meeting with the safety advisory board, council, identifying and or managing medical support and volunteers

Liaise with all market/stall/exhibitor/performers leading up to the event weekend to ensure all required documents are received, vetted and filed

Coordinate with key locations included along the route for each day to ensure they’re fully briefed and involved in advance

Coordinate with the local authority including traffic management

Work with Glandwr Cymru to advise/suggest if there will be a requirement of toilet and security provisions along certain areas of the event route and oversee the management of this if required

Assist in compiling toilet/security costs, liaising with suppliers to obtain best prices (there will be a separate budget for these costs)

Oversee volunteers that have been recruited by incorporating the volunteers in the location/shift management schedule for security.

Create an overall event plan, schedules needed and be responsible for/main contact for the delivery by integrating all aspects of planned activity including contractors, suppliers, art work, market, performers, walks are within the event plan and coordinate, manage and deliver it.

Assist with signage positioning and collection after the event (signage will be produced and provided via separate budget)

Mobile presence along all key areas of activity

Contract value £13,500

Application Process

Closing date: 24th July

Email to claire.farrell@canalrivertrust.org.uk

Expression of Interest (maximum two pages) with clear examples of previous event experience and two client testimonials.

Interview date will be on the 28th with a start date soon after for the successful applicant

3 Conditions for Participation

3.1

Minimum standards and qualification required

Must have, and outline relevant experience be willing to travel if not based in the local area.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:153421)

5.2

Additional Documentation

5.3

Publication date of this notice