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Venue Hire - Market engagement event
AI Summary
The Ministry of Justice is inviting suppliers to present their capabilities in providing venue hire and event booking services for a broad range of government‐sponsored gatherings, including judicial college training, prison officer training, regional meetings, resident judges conferences, additional capacity courts and tribunal hearings. The contract will cover the entire end‑to‑end process of locating, securing, paying for, and managing venues across the United Kingdom for the Appropriately large staff body of the MoJ, its arm’s length bodies and agencies, making reliable delivery of this service critical to the day‑to‑day operation of the justice system.
Suppliers are required to demonstrate an operating model that incorporates a robust online booking platform, dynamic management information reporting and dashboards, and a system capable of integrating policy controls, approval routes and optional exception handling. The solution must also support offline booking processes as part of business continuity, offer UK‑wide venue coverage with proximity to courts, prisons and transport links, and provide a clear approach for sourcing specialist, secure or high‑capacity spaces, while delivering best‑value pricing comparisons. The presentation will showcase the supplier’s business scale, experience with similar public‑sector contracts, and technical innovations, including the use of AI for automation. The solution must feature a secure, end‑to‑end online booking platform with dynamic reporting dashboards and AI‑driven automation.
Description
This notice is for Information only and the Authority reserves the right to not proceed to tender. Additionally the Authority reserves the right to discontinue the tender process and not to award the contract.
Estimated date of publication of contract notice: 2027-02-26T23:59:59+00:00
Contract location: UK
Engagement process description
The Ministry of Justice (MoJ) would like to invite suppliers to provide a 45 minute presentation on an upcoming project for Venue Solutions.
Suppliers are requested to prepare and deliver a presentation covering the information outlined below. The purpose of these sessions is to provide MoJ with a greater understanding of the market, supplier capabilities, innovative approaches, and potential solutions relevant to the requirement.
Suppliers wishing to present should select one of the available presentation slots below. Appointments will be allocated on a first come, first served basis, therefore suppliers are encouraged to express their preferred slots as early as possible and provide a number of suitable options in order of preference:
• Monday 28th September at 10:00am - 10:45am
• Monday 28th September at 11:30am - 12:15pm
• Monday 28th September at 13:30pm - 14:15pm
• Tuesday 29th September at 10:30am - 11:15am
• Tuesday 29th September at 13:00pm - 13:45pm
• Tuesday 29th September at 14:15pm - 15:00pm
• Wednesday 30th September at 09:15am - 10:00am
• Wednesday 30th September at 13:00pm - 13:45pm
• Wednesday 30th September at 14:00pm - 14:45pm
To request a slot, please respond via the Jaggaer portal, identifying your preferred dates and times. MoJ will confirm allocation of presentation slots based on availability.
If none of the advertised slots are suitable, suppliers should submit a message through the Jaggaer portal outlining their availability. While alternative arrangements cannot be guaranteed, MoJ will endeavour to accommodate reasonable requests where possible.
Introduction –
The Ministry of Justice (MoJ), including His Majesty's Prison and Probation Service (HMPPS), His Majesty's Courts and Tribunal Service (HMCTS), and other Arm’s Length Bodies (ALBs) utilise contracted suppliers to manage venue bookings and accommodation services for larger events and conferences, servicing circa 100,500 staff.
The service requirement includes finding, securing and paying for event locations for various events such as conferences, meetings, training or wider projects. This will include booking amendments, cancellations and refund solutions.
The MoJ require the supplier to operate and maintain appropriate online booking systems, processes and records and require live management information reporting tools.
Some examples of where venue hire services are required are as follows:
• Judicial College training
• Prison Officer training
• Regional Meetings
• Resident Judges conferences
• Additional capacity courts
• Tribunal hearings
The MoJ operates within government controls governing away days and conferences, however certain approved exceptions fall within the scope of this service. Reliable delivery of venue hire services is essential to supporting MoJ operations, and any disruption or failure in service could result in reputational risk to the department.
Presentation
MoJ are seeking a presentation of the supplier’s offering which includes a focus on the following high-level requirements:
Overview of supplier’s business and operations
• Background and scale of the business
• Experience delivering venue hire or event booking services
• Operating model
• Account management and escalation routes
• Experience supporting public sector or similar complex organisations
Technology –
• A robust end to end online booking system which is easy to use and accessible.
• Dynamic management information reporting and dashboards
• Online booking portal to ensure high performance and MoJ data integrity
• How can your system be tailored to support policy controls, approval routes and exceptions
• How offline bookings and processes can be managed as part of business continuity arrangements
• Approach to system innovation and automation including any use of AI
Coverage -
• UK-wide venue coverage and supplier relationships
• Ability to source venues close to courts, prisons, probation sites and transport links
• Approach to sourcing specialist venues, including secure, accessible or high-capacity spaces
• Approach to securing indicative costs, price comparisons and best-value options
Additional Information
The presentation will not form part of a procurement process and is only being used to form part of our market research.
The above examples of where venue hire services are currently used by MoJ and may be subject to change and/or may not be included in any future procurement exercise.
The estimated release to the market is currently February 2027. Details of contract values and length are currently under review.
Lot: 1
Languages in which tenders or requests to participate may be submitted: En