LUV01473 - The provision of managed temporary event infrastructure and support services
A practical guide to understanding what the University is really looking for and how to build a winning response.
Don't just think temporary. Think transformational.
When you first look at this tender, it might seem like it's all about temporary structures.
But the University of Leicester isn't just asking for marquees and stages.
They're looking for partners who can transform spaces into experiences.
The contract covers the design, supply, installation, maintenance and removal of temporary event structures. It's primarily for Graduation Ceremonies and Open Day events.
Remember the audience
Graduations and Open Days are significant events.
They're milestones for students and their families.
For Open Days, it's about showcasing the University to prospective students.
Every structure you provide supports this audience's experience.
What most bidders will miss
Many suppliers will focus on the logistics.
They'll talk about their equipment, their staff, their processes.
But the University wants to see how you'll enhance the event experience.
They want to trust that you'll deliver flawlessly, without them having to worry.
Pay attention to what they say
The University is clear about their priorities.
They want "suitably qualified and experienced suppliers".
This isn't just about having the right kit.
It's about showing you've done this before, and done it well.
They also want to see evidence of your ability to support events effectively.
Evidence always beats promises
If I were evaluating bids, I'd be looking for tangible proof.
Not just claims of past successes, but real evidence.
Consider including:
- Testimonials from past clients
- Case studies of similar events
- Photos or videos of your work
- Awards or recognitions in the field
Think about consistency over the framework's term
This framework could run for several years.
It's not about one-off events.
The University needs to know you'll deliver consistently, every time.
That means having the right team in place, even when someone is off sick.
It means maintaining high standards year after year.
What happens after you've secured a place?
Winning a spot on the framework is just the start.
You'll then compete for call-off contracts.
These could be direct awards or further mini-competitions.
Your initial submission should set you up to be an attractive option for both.
Show how you'll make life easier for the University
Every event involves coordination.
The best suppliers make this seamless for the client.
Explain how your processes will reduce the University's workload.
How will you ensure everything runs smoothly, from setup to takedown?
Common mistakes
Avoid submissions that:
- Focus solely on the technical aspects of structures
- Lack evidence of past performance
- Ignore the importance of audience experience
- Fail to demonstrate how you'll manage consistency
- Only talk about equipment, not the service
- Overlook the need for seamless integration with the event team
My Final Thoughts
The University of Leicester is not just looking for service providers.
They're looking for partners who understand the significance of these events.
The framework is an opportunity to work with the University over several years.
Although the framework doesn't guarantee work, being awarded a place positions you to secure call-offs—worth aiming for.
The exact details of the quality and pricing weighting weren't shared, but remember this: quality will likely have a strong influence.
Focus your written submission on demonstrating real capability and experience.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.