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Venue Booking System

Tender Overview

LOCATION

Outer London - West and North West, United Kingdom

VALUE

Not disclosed

DEADLINE

February 10, 2026 at 00:00

CATEGORY

Other

CPV CODE

48000000

REFERENCE

007184-2026

Project Timeline

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Contact Information

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View Original

Original Tender Description

Hounslow Council wants to implement an online bookings and payments system for commercial, corporate and community events across its venues. This market engagement seeks to understand potential suppliers, what they offer and outline costs. This will be used to inform the next steps in procuring a new system. Venues in scope initially are: Hounslow House Boston Manor House Hogarth's House Chiswick Town Hall Feltham Assembly Hall Isleworth Public Hall Heston Village Hall However, there are several other venues which, over time, the Council will likely want to be brought into the system. Interested parties should submit expressions of interest to procurement@hounslow.gov.uk contact by 10th February 2026 . Please use email subject 'Booking System Market Engagement'. Expressions of interest should include: If the requirements below can be fully met by your solution An indication of set-up and recurring annual costs, including number of licences included and cost for additional licences Timeline for system set-up, and associated training Approach / costs of bringing new venues onto the platform Evidence of successful relevant delivery elsewhere. System Requirements Diary showing availability across all venues Ability to request bookings, subject to further approval Ability to pay online Invoicing and payment processing - ideally linked to council systems Generation of proposals Booking preapproval system Ability to set follow up actions and reminders Generation of contracts - electronic signing CRM/contact management facility for all customers Marketing capability for outreach activity to past users Produce Banqueting Event Orders Generation of reports (e.g. pace and market segments) Ability to offer subsidised rates Ability to reallocate smaller bookings to appropriate other spaces, should a preferable booking option arise Ability for customer accounts, keeping a record of preferences and previous activity Receiving holding and damages deposits Allowing choice of optional set ups of tables and chairs per site and other requirements Uploading of Risk Assessment requests and other due diligence such as PLI Client satisfaction surveys
⚠️

MANDATORY EXCLUSION GROUNDS

  • None explicitly stated in this market engagement notice.
✓

ELIGIBILITY REQUIREMENTS

  • None explicitly stated in this market engagement notice.
🔧

TECHNICAL CAPABILITY REQUIREMENTS

  • Solution must be an online bookings and payments system for commercial, corporate, and community events.
  • Solution must include a diary showing availability across all venues (initially Hounslow House, Boston Manor House, Hogarth's House, Chiswick Town Hall, Feltham Assembly Hall, Isleworth Public Hall, Heston Village Hall).
  • Solution must be capable of bringing new venues onto the platform over time.
  • Solution must have the ability to request bookings, subject to further approval.
  • Solution must have the ability to pay online.
  • Solution must provide invoicing and payment processing, ideally linked to council systems.
  • Solution must enable the generation of proposals.
  • Solution must include a booking preapproval system.
  • Solution must have the ability to set follow up actions and reminders.
  • Solution must enable the generation of contracts with electronic signing capability.
  • Solution must include a CRM/contact management facility for all customers.
  • Solution must have marketing capability for outreach activity to past users.
  • Solution must be able to produce Banqueting Event Orders.
  • Solution must be able to generate reports (e.g., pace and market segments).
  • Solution must have the ability to offer subsidised rates.
  • Solution must have the ability to reallocate smaller bookings to appropriate other spaces, should a preferable booking option arise.
  • Solution must allow for customer accounts, keeping a record of preferences and previous activity.
  • Solution must support receiving holding and damages deposits.
  • Solution must allow choice of optional set ups of tables and chairs per site and other requirements.
  • Solution must support uploading of Risk Assessment requests and other due diligence such as PLI.
  • Solution must include client satisfaction surveys.
💰

FINANCIAL REQUIREMENTS

  • Supplier must provide an indication of set-up and recurring annual costs.
  • Supplier must specify the number of licences included in the cost and the cost for additional licences.
  • Supplier must provide an approach and costs for bringing new venues onto the platform.
📋

SUBMISSION REQUIREMENTS

  • Expressions of Interest must be submitted to procurement@hounslow.gov.uk.
  • Expressions of Interest must be submitted by 10th February 2026.
  • The email subject must be 'Booking System Market Engagement'.
  • Expression of Interest must state if the requirements can be fully met by the solution.
  • Expression of Interest must include an indication of set-up and recurring annual costs, including number of licences included and cost for additional licences.
  • Expression of Interest must include a timeline for system set-up and associated training.
  • Expression of Interest must include the approach and costs of bringing new venues onto the platform.
  • Expression of Interest must include evidence of successful relevant delivery elsewhere.

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HTM
Planning Notice
General Information007184-2026.html
Summary:
The University of Plymouth is conducting preliminary market engagement to identify suppliers for student medical uniforms over 3-5 years, with an estimated value of £500,000, requiring adherence to NHS material guidelines and consideration of fairtrade options.
DOC
OCDS Record
OCDS Data007184-2026_ocds_record.json
Summary:
London Borough of Hounslow is conducting market engagement to find suppliers for an online bookings and payments system for its event venues, requesting expressions of interest detailing solution capabilities, costs, timelines, and relevant experience.
DOC
OCDS Release Package
OCDS Data007184-2026_ocds_release.json
Summary:
Hounslow Council is conducting market engagement to identify potential suppliers for an online bookings and payments system for its venues, requesting expressions of interest detailing solution capabilities, costs, timelines, and relevant experience to inform future procurement.
PDF
Official PDF Version
Administrative Documents007184-2026_official.pdf
Summary:
Hounslow Council is conducting market engagement to identify potential suppliers for an online bookings and payments system for its venues, seeking expressions of interest detailing solutions, costs, timelines, and experience to inform future procurement.

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66
Good

Tender Quality Score

This is a market engagement notice, clearly outlining its purpose and detailed system requirements, but it suffers from significant data inconsistencies and lacks modern e-procurement features.

Score Breakdown

Legal Compliance75/100

As a market engagement notice, it is not subject to the full legal compliance requirements of a formal tender. The description clearly defines its purpose, mitigating the 'Type: None' issue. Deadlines for EOI submission are reasonable, and CPV codes are correctly assigned. No disputes or suspensions are noted.

Clarity80/100

The description of the market engagement's purpose is very clear and unambiguous. The system requirements are well-documented and understandable, and the submission requirements for Expressions of Interest are clearly stated. The lack of formal evaluation criteria is appropriate for this pre-procurement stage.

Completeness70/100

Basic information such as title, reference, organization, deadlines, duration, and location are provided. Detailed system requirements are also present. However, the estimated value is classified, and critically, one of the attached documents (Document 1) is irrelevant and refers to a different organization, indicating a significant error in document management.

•Estimated value is classified.
•Irrelevant/incorrect document attached (Document 1).
Fairness65/100

The classified estimated value reduces transparency for potential suppliers. The requirement for email submission, rather than a dedicated e-procurement platform, limits equal access and modern procurement practices. While requirements appear generic and not tailored, these practical limitations impact overall fairness.

•Estimated value is classified.
•Submission via email instead of an e-procurement platform.
Practicality60/100

The reliance on email for Expression of Interest submission is a significant practical drawback, as it is less efficient and auditable than a dedicated e-procurement system. While the contract start date and duration are known, the classified financing information hinders practical planning for suppliers.

•No electronic submission platform; email submission required.
•Financing information (estimated value) is classified.
Data Consistency50/100

A major inconsistency is the inclusion of Document 1, which refers to the University of Plymouth instead of Hounslow Council. Additionally, the 'Type' and 'Procedure' fields are listed as 'None' in the structured data, which contradicts the clear description of it being a market engagement notice.

•Inconsistent document content (Document 1 refers to a different organization).
•Structured data fields 'Type' and 'Procedure' are 'None' despite clear description.
Sustainability30/100

The tender notice does not explicitly mention any green procurement criteria, social aspects, or a focus on innovation. This indicates a missed opportunity to integrate broader sustainability objectives into the procurement process.

•No explicit green procurement criteria.
•No explicit social aspects mentioned.

Strengths

Clear description of market engagement purpose.
Detailed and understandable technical system requirements.
Clear instructions for Expression of Interest submission.
Basic tender information (title, reference, organization, CPV, NUTS, duration, start date) is provided.

Concerns

Submission via email instead of a modern e-procurement platform.
Estimated value is classified, reducing transparency.
One attached document is irrelevant/incorrect, referring to a different organization.
Lack of explicit sustainability, social, or innovation considerations.
Structured data fields 'Type' and 'Procedure' are 'None'.

Recommendations

1. Implement a dedicated e-procurement platform for future stages to enhance fairness, practicality, and auditability.
2. Ensure all attached documents are relevant and correct to avoid confusion and maintain data consistency.
3. Incorporate sustainability, social value, and innovation criteria into future procurement stages to align with best practices.

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B
Tender Quality Score
66/ 100 · Good
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