Published
Design and Installation of the East Midlands Pavilion at UKREiiF 2027
Notice number: ocds-b5fd17-e0d0ad97-b51f-4690-a9ea-34e4bc4bef3a
KEY INFORMATION
- Submission deadline
- • Nov 6, 2026
- Location
- 🇬🇧 United Kingdom
- Contracting authority
- East Midlands Combined Authority
- Accepted Languages
- English
- Tender type
- Works
- Contract Value
- Published date
- Oct 9, 2026
TENDER DESCRIPTION
This tender invites proposals for the comprehensive design, delivery, and end-to-end management of the East Midlands Pavilion at UKREiiF 2027, including full pavilion installation (a 127sqm main area and a boardroom), internal and external branding, outdoor space setup, secure storage, 3D model handling, digital content creation, and integrated hospitality services. The project requires extensive technical provisions, such as full electrical installation, Wi-Fi, diverse screen installations (large presentation, boardroom, LED), an audio PA system with microphones, and iPads. A robust project management methodology is mandatory, emphasizing dedicated management, regular governance and project meetings, adherence to all Health & Safety regulations, collaborative development, comprehensive contingency planning, and sustainable practices. This single-lot contract has a maximum value of £130,000 and an approximate six-month term, commencing on 25th January 2027 and concluding on 4th June 2027, with key milestones including installation from May 11-14, 2027, the UKREiiF event from May 18-20, 2027, and derigging completed by May 22, 2027.
TENDER BRIEF
The contract timeline is as follows:
- Anticipated Contract Commencement Date: 25th January 2027. The agreement begins once all parties have signed it.
- Contract End Date: The agreement automatically terminates on 4th June 2027.
- Total Duration: The project period spans from the contract award date until Friday, 4th June 2027.
Key Milestones and Phases include:
- Weekly calls between the EMCCA External Affairs team and the contractor will take place from January 2027 to May 2027.
- Installation activities are scheduled from Tuesday, 11th May to Friday, 14th May 2027.
- The transportation of the spatial model from Chesterfield to the Royal Armouries (and its return post-event) is set for Friday, 14th May 2027.
- The UKREIIF 2027 event itself will occur from Tuesday, 18th May to Thursday, 20th May 2027.
- The derigging process involves a soft breakdown on Thursday, 20th May 2027 (PM), with full derigging from Friday, 21st May to Saturday, 22nd May 2027.
- The outdoor space setup must be completed by 17th May 2027.
- The secure internal storage area needs to be ready by the event start.
- Transport and logistics breakdown must be completed by 22nd May 2027.
- A contingency plan is required to be approved.
- Additional project milestones are yet to be determined.
Sources
- 12. Event Management Services Agreement (005) DRAFT.docx — “of this agreement. A reference to legislation or a legislative provision shall include all subordinate legislation made as at the date of this agreement under that legislation or legislative provision. A reference to wri…”
- 21. ITT Process Overview PA 23 FINAL...pdf — “notice will initiate the standstill period of at least 8 working days which must elapse before any contract is entered into. | January 2027 Expiry of standstill period | This is the date upon which the standstill period…”
- 33. Tender Specification Final.pdf — “the Team East Midlands UKREiiF 2027 Pavilion, including project milestones, approval processes, operational review gateways. 7.6 All of the above should be done in collaboration with EMCCA personnel, taking direction and…”
- 45. Pricing Response-UK REiif Event Planning Final.xlsx — “and snack based refreshments throughout the day ",Lump Sum,,Operational during sessions,Includes £2000 corkage/forkage fee paybale to third party Outdoor Space,Outdoor furniture and layout,Lump Sum,,Setup complete by 17…”
- 5Appendix C -Key Performance indicators-Uk REiiF Final Draft.xlsx — “AV/technical setup, branding approval etc) must be met in line with the pre-agreed project plan.",1,1,,,1,0,,, ,,,,,,0,0,,, B,Quality (KPIs linked to quality of service delivery),,Target,Actual,Perf.,Target,Actual,Perf.,…”
The core scope of work for this tender is the provision of services for the design, delivery, and management of the East Midlands Pavilion at UKREiiF 2027.
The statement of work summary and core deliverables include:
- Design & Branding: Pavilion design, branding concept, and visual identity, encompassing internal and external branding, and a PR zone.
- Pavilion Installation / Delivery: Installation of a 127sqm pavilion, including a boardroom, structures, decoration, staging, and furniture.
- Side Pavilion / Boardroom Installation: Furnishing and branding for the VIP area.
- Furniture & Equipment: Provision of seating (including outdoor options) and literature stands.
- 3D Model Installation: Transportation, installation, and dismantling of a 3D model.
- AV & Tech Setup: Installation of WIFI, screens, microphones, lighting, playback systems, and full electrical setup.
- Digital Content: Creation of visual storytelling and curated content.
- Hospitality Area: Setup of a tea & coffee barista station, cold drink options, and catering services including breakfast, evening canapés, and snack-based refreshments.
- Outdoor Space: Provision of outdoor furniture and layout.
- Storage Area: Setup of a secure internal storage space.
- Project Management: Organisation of weekly project management calls, provision of a dedicated project manager, and management of agreed project milestones, including risk management planning.
- Transport & Logistics: Delivery, setup, derig, and post-event storage.
- Sustainability Measures: Implementation of sustainable materials and local suppliers where possible.
- Contingency Planning: Provision for backup AV, staffing, emergency response, design changes, and general project management changes, including a risk mitigation strategy.
- Overheads: Covering travel, accommodation, and administration.
The overall objectives are to project manage the end-to-end delivery of the Team East Midlands Pavilion at UKREIIF 2027, develop and deliver a pavilion concept that embodies EMCCA's corporate ambitions, and create a boardroom concept adjacent to the main pavilion.
Sources
- 11. ITT Process Overview PA 23 FINAL...pdf — “CLAIRE WARD MAYOR OF THE EAST MIDLANDS EAST MIDLANDS COMBINED COUNTY AUTHORITY The Provision of Services for the design and Installation of the East Midlands Pavilion at UKREiiF 2027 Tender Reference: C0947 Invitation to…”
- 25. Pricing Response-UK REiif Event Planning Final.xlsx — “C0851 Design and Installation of East Midlands Pavilion at UKREiiF 2027 Part 5 Pricing Response Completing the Pricing Response Service Area,Deliverable Description,Unit/Qty,Cost (£),Milestone/KPI Link,Notes/Includes /Ex…”
- 33. Tender Specification Final.pdf — “place leadership and profile-raising, as visible advocates for growth, partnership and delivery. 6. Pavilion contractor aims: 6.1 Create a pavilion capable of telling a cohesive, engaging story across all interactions. T…”
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Unlock tender brief for freeTENDER DOCUMENTS
DIRECTORY • 8 FILES
- 2. Event Management Services Agreement (005) DRAFT.docx836 KBDOCX
- 4. Quality questions - Tender response.docx144 KBDOCX
- 5. Pricing Response-UK REiif Event Planning Final.xlsx18 KBXLSX
and 1 other document
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