FOI - Black on the Square [Aug 2026]

1. Please inform me whether there will this year be African/African-Caribbean owned and run Drinks Bars on the grounds this year. 
2. Have such nation groups stated above, had opportunity to submit applications?
3. Where are such opportunities advertised and what is the criteria?

Our response

1. Please note that the heritage of individual business owners is exempt from disclosure under s.40 (Personal information) of the Freedom of Information Act. This information could potentially identify specific individuals and as such constitutes as personal data which is defined by Article 4(1) of the General Data Protection Regulation (GDPR) to mean any information relating to an identified or identifiable living individual. It is considered that disclosure of this information would contravene the first data protection principle under Article 5(1) of GDPR which states that Personal data must be processed lawfully, fairly and in a transparent manner in relation to the data subject.
2. Applications are welcomed from all members of African/African-Caribbean heritage and diaspora.
3. The opportunity was shared on the GLA website between 26 June – 22 July (the closing date was originally 10 July, but this was extended). Attached is a copy of the application form which outlines the criteria.

BRIEF 

Provision and operation of Bar services at Black On The Square 2026 and 2027, Trafalgar Square. 

Issued by: Events for London, Greater London Authority 

Event Date: Saturday 5 September 2026 and Saturday 4 September 2027. 

Location: Trafalgar Square, London 

Expression of Interest (EOI) Submission Deadline: 12 noon on Friday 10 July 2026, 12pm

1. Introduction

The Greater London Authority (GLA) invites suitably qualified and culturally relevant London based bar service providers to send an expression of interest for the supply, installation, and operation of a festival bar for the Mayor of London’s Black On The Square event in 2026 and 2027. 

The event attracts up to 12,000 people (5,000 peak time) across the day and requires a safe, efficient, and professional bar offer. 

The GLA welcomes applications from all suppliers, with encouragement given to black-owned and/or black led organisations.

2. Scope of Services

The successful provider will be responsible for: 

• Delivering and operating a staffed bar on the west side of Trafalgar Square for the duration of the event. A space of approximately 6m x 3m is reserved.
• Delivering and operating a staffed bar in the networking hospitality marquee with the service provider will sponsor up to 300 free alcoholic and non-alcoholic drinks for guests (the GLA will provide one token for each guest). Any further drinks from the hospitality bar will be purchased by the guests. A space of approximately 2x2m is reserved in a 10x5m hospitality marquee. 
• Providing a balanced selection of alcoholic and non-alcoholic beverages, including provision of free water appropriate for a family friendly environment for both the main bar and the hospitality bar. 
• Compliance with all licensing and responsible service requirements. 
• Ensuring all licensing obligations are met, including responsible alcohol service and Challenge 25 compliance. 
• Supplying all required bar infrastructure, equipment, and stock. 
• Managing waste, recycling, and maintaining a clean and safe working area. 
• Coordinating with event production, security, and logistics teams. 
• Production of an Alcoholic Management Plan to support operational planning. Please see the Premise Licence for details on licence requirements. 
• Providing a Designated Premises Supervisor (DPS) with the appointed personal licence holder remaining on site at the event all day. A copy of their details to be provided in advance. 
• Providing a full event sales report and POS summary to Client post event.

3. Expression of Interest requirements

Submissions must include: 

• Company overview and evidence of relevant festival or large-scale event experience. 
• Evidence of London based business. 
• Proposed operating plan, including bar design, service space, staffing levels, equipment, and service approach. 
• Beverage menu, pricing strategy, and POS arrangements for main bar.
• Beverage menu, pricing strategy, and POS arrangements for the hospitality bar including the provision of free 300 drinks for the guests. 
• Please base proposal on the following: 
  • 150 pints 
  • 50 ½ pints 
  • 250 cans of beer 
  • 100 glasses of wine 
  • 75 glasses of prosecco 
  • 700 x 25ml of premium spirits & liqueurs 
  • 150 mixers 
  • 600 cans of soft 
  • 100 cans of still/sparkling water 
  • Please include zero percent and gluten free options. 
• NB: Red Stripe, Rum Punch, Appleton and Jack Daniels were most popular sales in 2025. 
• N.B. Free potable drinking water will be provided by the production company. 
• Health & safety documentation, including risk assessments and method statements. 
• Sustainability measures, including waste reduction, recycling plans and a recyclable cup deposit scheme. 
• Supporting pictures of previous set ups. 
• Measurements for bar design/signage/menu boards. 
• Proposed bar menu and event price list.
• Financial proposal:

The GLA require a pitch fee per year of £3,000+VAT plus commission on sales and money back on a recyclable cup deposit scheme. 

The GLA is seeking a competitively priced approach. 

Please detail revenue share, fees, or other commercial terms outlining clearly your proposed commissioning model. 

Please share ideas on how you will implement a fully refundable cup deposit scheme.

4. Evaluation Criteria

Tenders will be evaluated against: 

• Culturally aligned organisations, black owned, black led organisations. 
• Demonstrated capability and relevant experience. 
• Quality and suitability of operations and operational approach. 
• Compliance with licensing, safety, and operational standards. 
• Sustainability commitments. 
• Financial value to the event(s).

5. Submission Instructions 

Submit your EOI in PDF format by Friday 10 July, 5pm to @london.gov.uk and mark in the subject line: BOTS Bar Provision EOI - (name of company) 

[Contact Name] 

[Organisation] 

Email: [email address] 

Phone: [phone number]