Venue Booking System

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