Engagement process description
Cardiff University is undertaking early market engagement to inform the development of its upcoming procurement for a Welsh Event Support Framework.
The purpose of this engagement is to understand the marketplace and suppliers’ offerings and whether they can meet Cardiff University’s needs at Welsh Events. We are looking to expand our presence at Welsh events, currently attending the Urdd, National Eisteddfod, and are starting to expand into Tafwyl with our stands often being one of the largest. Additional events may be included in our strategy.
We usually work on a 1-year planning cycle, however, the 2028 National Eisteddfod will be held in Cardiff, so we may have slightly different requirements to our norm, with our presence being slightly bigger due to it being the University’s hometown location. Our busy period is from January/February onwards, with the events being held in May, June and July.
We are, therefore, interested in understanding whether suppliers deliver these services, the capacity available, how proactive and knowledgeable they are about these types of events, whether they work directly with organisers to ensure all aspects are thought of, and that technical aspects are considered.
We anticipate this framework being a 1 + 1 + 1 + 1 year framework.
Scope of Procurement:
We are looking to understand the scope that suppliers can deliver as we will likely need the following to be provided:
• Transportation of equipment
• Stand design, creation, installation and removal
• Branding production
• Furniture
• Lighting
• Audio visual equipment
• Workspaces
• Completing and submitting booking forms
• Liaising with event organisers
2. Questionnaire Objectives
The pre-market engagement exercise will seek to:
• To establish the level of interest in the tender opportunity
• To gain an understanding of your experience of similar contracts, incorporating any lessons learnt to drive improvements.
• To listen, reflect and mitigate any foreseeable risks within the proposed contract tender exercise to ensure that the service delivered at Cardiff University remains customer centric, efficient and offers value for money.
• To inform the University’s final tender strategy, specification refinement, and commercial model.
Suppliers interested in the potential opportunity are encouraged to complete and return the questionnaire via the Universities e-tender portal In-Tend.
https://in-tendhost.co.uk/cardiffuniversity/
Please return the completed questionnaire on In-Tend by 12 noon on Friday 2nd October 2026. Please note that your response will be kept confidential and will not be shared with other prospective bidders. There is no limit to the amount of text you provide in your response.
This stage does not formally commence a procurement process. Participation in this pre-market engagement is voluntary and will not provide any advantage or disadvantage in any subsequent tender process.
The University anticipates refining the scope, service levels, data requirements, performance metrics, and commercial structure following this pre market Engagement.
Insights gained will inform the final tender documentation.