Christmas Light Trail for Sir Harold Hillier Gardens
Hampshire County Council · South East · up to £15,000,000
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What the buyer wants
Hampshire County Council seeks a provider to deliver an annual outdoor illuminated light trail event at Sir Harold Hillier Gardens for 10 years, including design, installation, event management, marketing, and catering, aiming for 90,000 visitors over a 6-week period each year.
Sir Harold Hillier Gardens (SHHG) is a nationally significant arboretum located near Romsey, Hampshire, comprising approximately 180 acres and housing one of the most comprehensive collections of hardy trees and shrubs in the UK. The Gardens are operated as a registered charitable trust, with Hampshire County Council acting as trustee and retaining responsibility for strategic oversight and governance.
Since 2021, SHHG has hosted an annual outdoor illuminated light trail with the aim of reaching a wider audience to support its charitable aims and sustained growth. The event has been successful over the past four years, with year-on-year growth in both visitor numbers and light trail ticket sales. The existing contract for delivery of the light trail expires on 15 January 2027.
Given the success of the light trail, SHHG is seeking a provider to continue delivering an annual high-quality outdoor illuminated light trail for public sale that shall be ticketed for the duration of 6 weeks, between the end of November and the beginning of January. The appointed provider will be expected to design and deliver an exciting and immersive visitor experience that showcases the Gardens during evening hours, supports continued growth in visitor numbers towards a target of 90,000 visitors, and aligns with the Gardens’ charitable aims.
The Council intends to enter into a concession contract for provision of the services for a total duration of 10 years.
The service must be delivered in a manner that respects the sensitivities of a Grade II listed landscape and ensures a safe, accessible, and inclusive visitor experience. The provider will be responsible for all aspects of event delivery, including light trail design, lighting installation, e-ticketing, marketing, and event management. Management of the event will include provision of all required staffing and logistics necessary to deliver the trail, sourcing additional car parking if required, stewarding, security, and health and safety compliance. The provider will also be expected to provide catering facilities at the outset of the contract.
A collaborative partnership approach will be required, with the successful provider working closely with SHHG to ensure the event aligns with the Gardens’ identity, charitable objectives and its position as part of Hampshire County Council.
The Council will charge the provider a fee of £125,000.00 per annum (excluding VAT) for use of the Council’s premises for performance of the Services, payable in instalments. In addition, there will be an additional Concession Fee payable against all income generating ticket sales above 75,000 visitors, calculated on the basis of the per-ticket rate proposed by the provider in its tender submission.
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Services required
- Event services
- Fair and amusement park services
What you will need to show
- Health and safety compliance response — Supplier must demonstrate how they will comply with health and safety regulations and manage health and safety risks during the event delivery.
- Quality and visitor growth plan — Supplier must provide a plan to deliver a high-quality visitor experience and support growth in visitor numbers towards the target of 90,000 visitors.
- Environmental sensitivity and compliance — Supplier must show how they will deliver the event respecting the Grade II listed landscape and ensuring accessibility and inclusivity.
- Event management and customer care — Supplier must demonstrate capability in event management including staffing, logistics, security, and customer service.
- Collaborative partnership approach — Supplier must commit to working closely with SHHG to align the event with the Gardens' identity and charitable objectives.
Lots
- Lot 1 (up to £15,000,000)
Key facts
- Buyer: Hampshire County Council
- Estimated value: up to £15,000,000
- Deadline: 30 October 2026
- Location: South East
- Published on: Find a Tender
- First seen by Tenderoo: 30 September 2026
- CPV: 79952000, 92331000
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