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WIRELESS CONFERENCE AND HYBRID MEETING SYSTEM

“WIRELESS CONFERENCE AND HYBRID MEETING SYSTEM” is an open UK public-sector tender from Ryde Town Council in UKJ34. Bids are due by 20 November 2026 at 14:00. The estimated value is £15,000. It was published on Find a Tender on 20 October 2026.

By Denise Daví, Founder of DAVIA · Published · Updated

This page is compiled automatically from the official notice and checked against DAVIA's verification rules (open, verified, not a duplicate). The template and rules are maintained by Denise Daví; individual notices are not edited by hand.

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Buyer
Ryde Town Council
Location
UKJ34
Submission deadline
20 November 2026 at 14:00
Estimated value
£15,000
Published
20 October 2026
Procedure
Below threshold - open competition
Sector
Events
Category codes
30000000, 32000000
Official notice ID
098925-2026
Last updated at source
20 October 2026 at 12:03

Summary from the buyer

Ryde Town Council invites you to quote for a wireless conference system for its Council Chamber. You will supply, install, commission and support it. The Council has no preference over brand but the system will need to be compatible with our existing IT equipment. This specification details what the system must do. The Council is open to any solution that works in the way it needs. The Council welcomes quotes from all relevant manufacturers and suppliers. The system must be simple and intuitive to operate from start-up, with no technical knowledge required. Council staff must be able to set up and run meetings confidently using clear, straightforward controls. The system must be quick and easy to set up and must not need continual adjustment. Council staff cannot adjust or operate the system once a meeting has started. It must be compatible with live streaming, as the Council streams its meetings on YouTube. Please note that Councillors do not generally attend meetings with laptops or tablets therefore, a laptop or tablet based microphone system would not be suitable. Staff do have laptops available for system operation. The system requirements in brief • A wireless conference system to accommodate 18 people taking part in a meeting. Councillors have shared microphones in the past (one between two) and are happy to continue doing so if it is more cost effective. • Wireless casting of the meeting to a loudspeaker the public can hear. • Compatibility with hybrid meetings, with remote participants or observers on Zoom, YouTube and Microsoft Teams. • Room to add additional units later. • Compatibility with hearing loops. Full details of the specification can be found in the tender documentation.

View the official notice ↗

Before you decide to bid

For a UK creative, digital or marketing agency, the tender “WIRELESS CONFERENCE AND HYBRID MEETING SYSTEM” from Ryde Town Council is only worth pursuing if three conditions hold. First, the agency must be able to submit a complete response before 20 November 2026 at 14:00; late bids are normally rejected without being read. Second, the published value of £15,000 has to cover the work described, including the unpaid hours it takes to write and check a public-sector bid. Third, the agency should already hold the evidence buyers usually ask for: recent case studies of similar work, insurance certificates and, for many contracts, a social value commitment. Under the Procurement Act 2023, buyers publish their award criteria in the tender documents, so read those criteria on Find a Tender before writing anything. If one of the three conditions fails, skipping this tender is usually the better use of the agency's time.

Timeline to the deadline

There are about 14 days left. A realistic plan is: days 1–2 read the full pack and decide bid or no-bid; the first week draft answers; the second week collect evidence and price; the last two days check every mandatory document and submit at least 24 hours early.

What the value tells you

The estimated value is under £30,000. Contracts this size usually come with a shorter questionnaire, but the effort to write a bid does not shrink in proportion. As a rough check, if preparing the response would take more than a tenth of the contract value in your team's time, think carefully before going ahead.

How this procedure works

This is an open procedure: any supplier can submit a full bid in a single stage, so the competition may be wide and the written answers carry most of the weight.

The notice is classified under the category codes 30000000, 32000000. These CPV codes are how Ryde Town Council tells search tools what it is buying. Save them as alert terms: buyers often reuse the same codes for the next contract of the same kind.

Checklist before you start writing

  • Download every document from Find a Tender: specification, questionnaire, pricing schedule, terms and conditions.
  • Note the clarification deadline, which is usually several days before the submission deadline.
  • List the mandatory pass/fail items (insurance levels, accreditations, minimum turnover) and confirm you meet each one.
  • Find the weighting of each question and spend your time in proportion to it.
  • Pick two or three case studies that match the scope, with results you can show.
  • Check that your organisation is registered on the Central Digital Platform if the notice was published under the Procurement Act 2023.
  • Plan to submit at least a day early: portals can be slow close to the deadline, and late bids are normally excluded.

Sources

Always check the official notice for the full requirements and latest changes before bidding.

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