CINEA Away Day

CINEA plans a negotiated procedure (CINEA/2026/LVP/0023-EXA) to procure venue rental and catering services for a one-day internal Away Day; this is an ex-ante notice and not a call for tenders. The procedure is a planned negotiated low/middle value services contract (CPV 55000000) with a maximum duration of one month and the estimated value not disclosed. Expressions of interest must be submitted electronically via the EU Funding & Tenders Portal using EU Login between 27 April 2026 and 16 May 2026 (deadline 16 May 2026 00:59 CET), and the negotiated procedure is expected to launch around 1 June 2026. Interested suppliers should ensure EU Login access with two-factor authentication and monitor the Portal for the formal tender documents and submission requirements.

What is funded

Scope

Provision of a one-day venue hire and full-day catering services for the European Climate, Infrastructure and Environment Executive Agency (CINEA) staff Away Day. Contract covers venue rental and catering for the whole day; classified under CPV 55000000 (hotel, restaurant and retail trade services).

Procedure type and value:Planned negotiated procedure for a low or middle value contract. Estimated total value is not specified in the notice. Maximum contract duration 1 month. ¹

Who can apply

Suppliers of venue and catering services (hotels, conference centres, event caterers) able to meet EU contracting rules and to submit electronically via an EU Login account. The contracting authority is CINEA (European Climate, Infrastructure and Environment Executive Agency).

Key dates and submission

1. 1Start date for expression of interest: 27/04/2026 (Europe/Brussels).
2. 2Deadline for expression of interest: 16/05/2026 00:59 (Europe/Brussels).
3. 3Indicative launch of negotiated procedure: 01/06/2026 (Europe/Brussels).
4. 4Submissions: electronic only via EU Login (EU account required).

This publication is an ex ante notice announcing the contracting authority's intention to launch a future negotiated low or middle value procedure; it is not the final call for tenders. More information and portal access: EU Funding & Tenders Portal.

Footnotes

1. 1Information on ex ante publicity for planned negotiated low and middle value contracts is available from the Commission's guidance document Information ex ante publicity.

Summary and purpose

The European Climate, Infrastructure and Environment Executive Agency (CINEA) has published an ex-ante notice announcing its intention to launch a planned negotiated procedure for a low or middle value services contract to organise an Agency Away Day. The purpose of the procurement is to rent a venue and provide full-day catering for the entire agency, with the objective of bringing all colleagues together and increasing synergies among Departments.

Lead contracting authority and procedure identifier:European Climate, Infrastructure and Environment Executive Agency (CINEA). Procedure identifier CINEA/2026/LVP/0023-EXA.

Procedure type and nature of contract:Planned negotiated procedure for middle/low value contract. Nature of the contract: services (CPV main classification 55000000 - Hotel, restaurant and retail trade services).

Scope of services required:Hire of an appropriate venue for a one-day event and provision of catering services for the whole day for the Agency staff. The procurement is limited to services for a single event (maximum contract duration stated as 1 month).

Milestones and key dates (as published):Start date for expression of interest: 27/04/2026 (Europe/Brussels). Deadline for expression of interest: 16/05/2026 00:59 (Europe/Brussels). Indicative date of launch of the negotiated procedure: 01/06/2026 (Europe/Brussels).

Estimated total value:No monetary figure stated in the ex-ante notice (estimated total value not specified in the published record).

Who should consider responding

Potential suppliers of venue hire and catering services, including hotels with conference facilities, dedicated conference centres, professional event organisers, full-service caterers and hospitality SMEs or larger companies experienced in one-day corporate events for public sector clients. Organisations must be able to submit an electronic expression of interest via the EU Funding & Tenders Portal using an EU Login account.

Eligible applicant types:Likely eligible: SMEs and large enterprises active in hospitality and events (hotel operators, conference centres, event management firms, catering companies), sole suppliers capable of delivering venue + catering, registered service providers established in the EU or able to contract with EU institutions. Public bodies or NGOs could respond only if they operate commercial services matching the CPV code, but the expected supplier profile is commercial service providers.

Funding type:This is a public procurement (tender) managed by CINEA. The financial mechanism is a service contract awarded following a negotiated procedure. This is not a grant, loan, subsidy or voucher scheme.

Consortium requirement:The notice describes a single contract for venue hire and catering. It implies a single contractor (or lead contractor submitting a tender). Forming a consortium is not indicated as required; subcontracting arrangements are typically allowed under procurement rules, but the publication does not mandate a multi-party consortium.

Beneficiary scope (geographic eligibility):Although the ex-ante notice does not list explicit country eligibility, the procurement is published on the EU Funding & Tenders Portal by an EU agency based in Brussels. Practical eligibility is EU-wide providers able to contract with EU institutions; expressions of interest must be submitted electronically via the EU Portal (EU Login) and dates are in Europe/Brussels timezone.

Target sector:Hospitality and events sector: hotel, restaurant, conference and catering services (CPV 55000000).

Project stage and duration:Delivery stage: single-event execution (organisation and delivery of one Away Day). Maximum contract duration quoted as 1 month in the notice, reflecting the event-specific nature.

Funding amount range:The ex-ante notice did not provide a monetary estimated total value. Therefore no funding range is published. Suppliers should expect a low to middle value procurement and price competitively for venue hire and full-day catering for a large internal agency event.

Application type and submission method:This publication solicits expressions of interest electronically via the EU Funding & Tenders Portal. An EU Login account is required to submit an electronic expression of interest. The planned subsequent procurement will be a negotiated procedure for a low or middle value contract. The portal message explicitly notes this publication is not the call for tenders but a forewarning of intent to launch the negotiated procedure.

Nature of support to beneficiaries:The contracting authority will procure services and will award a service contract that is remunerated (monetary payment to successful contractor). The opportunity provides commercial payment for services rendered; it is not a grant distributed to beneficiaries to implement projects.

Application stages:At least two observable stages: (1) Expression of interest (electronic submission on the Portal by the deadline). (2) Launch of the negotiated procurement (invited participants or negotiated bidders selected and invited to submit offers), culminating in contract award. The notice is an ex-ante publication; the negotiated procedure may include additional internal evaluation stages, clarifications and award decision phases but these are not detailed in the notice.

Success rates:Not published. As a planned negotiated low/middle value procedure, success rate will depend on the number of invited or allowed bidders and evaluation criteria; no historical or statistical success rate is provided in the notice.

Co-funding requirement:Not applicable. This is a procurement: the winning contractor will be paid under the service contract. No co-funding from applicants is required or expected.

Templates and submission requirements:The ex-ante notice requires electronic submission of the expression of interest through the EU Funding & Tenders Portal using an EU Login account. The notice does not provide specific form templates or evaluation award criteria. Suppliers should register an EU Login account (two-factor authentication will be mandatory in 2026) and be prepared to follow the Portal’s electronic submission workflow when the formal negotiated procedure is launched EU Funding & Tenders Portal. Additional procurement documents, templates and the formal tender dossier will be published with the call for tenders when the negotiated procedure is launched.

Relevant administrative and technical items extracted from the published notice and related guidance: CPV code 55000000; maximum contract duration 1 month; method of expression of interest: electronic via Portal; address for expression of interest: Express interest on the EU Portal (EU Login account required). The publication explicitly states it is an ex-ante notice and not the actual call for tenders. Suppliers should monitor the Portal for the indicative launch date of 01/06/2026 and prepare to submit an expression of interest between 27/04/2026 and 16/05/2026.

1. 1Procedure identifier: CINEA/2026/LVP/0023-EXA
2. 2Lead contracting authority: European Climate, Infrastructure and Environment Executive Agency (CINEA)
3. 3Procedure type: Planned negotiated procedure for middle/low value contract
4. 4CPV main classification: 55000000 - Hotel, restaurant and retail trade services
5. 5Nature of contract: services (venue hire and catering for a one-day agency event)
6. 6Maximum contract duration: 1 month
7. 7Expression of interest open: 27/04/2026 (Europe/Brussels)
8. 8Expression of interest deadline: 16/05/2026 00:59 (Europe/Brussels)
9. 9Indicative launch of negotiated procedure: 01/06/2026 (Europe/Brussels)
10. 10Submission method: Electronic via EU Funding & Tenders Portal (EU Login required)

Practical guidance for applicants:register or confirm your EU Login account early and ensure two-factor authentication setup, because EU Login with 2-step verification will be mandatory progressively in 2026 and the Portal requires EU Login for electronic submissions. Prepare standard commercial evidence for venue and catering contracts (company registration, insurance, previous event references, capacity and menu options, health & safety credentials) and be ready to respond to the negotiated procedure when launched.

Where to monitor and how to apply:follow the specific tender notice page on the EU Funding & Tenders Portal (primary URL published in the notice). The expression of interest must be submitted through the Portal by the deadline; the formal tender dossier and award documentation will be published with the launch of the negotiated procedure. Keep the EU Portal entry for the procedure under watch and consult CINEA’s procurement pages for further guidance.

Mentioned geographic references and policy context:publication references Europe/Brussels timezone for deadlines and launch dates. CINEA is an EU executive agency implementing parts of EU programmes and frequently publishes tenders and calls for proposals on the EU Portal. Related Portal guidance includes instructions on EU Login and two-factor authentication which will affect submission access ¹.

Footnotes

1. 1EU Login two-factor authentication: the EU Funding & Tenders Portal requires an EU Login account for electronic submissions. From 30 June 2026 two-factor authentication will be mandatory for access; suppliers should register and enable a two-factor authentication method (EU Login mobile app, security key, trusted platform, passkey or eID) and set recovery security questions to ensure uninterrupted access when submitting expressions of interest or tender documents.

Opportunity Overview

This is a planned call for tenders issued by the European Climate, Infrastructure and Environment Executive Agency (CINEA) for the procurement of venue rental and catering services for an internal agency away day event. This is not an active call for tenders but rather an advance notice of CINEA's intention to launch a negotiated procedure for a low or middle value contract in the coming weeks.

Procedure Identifier:CINEA/2026/LVP/0023-EXA

Publication Date:26 April 2026

Procurement Details

Contracting Authority:European Climate, Infrastructure and Environment Executive Agency (CINEA)

Procedure Type:Planned negotiated procedure for middle or low value contract

Contract Nature:Services

Main Classification (CPV):55000000 - Hotel, restaurant and retail trade services

Maximum Contract Duration:1 month

Estimated Total Value:Not disclosed in the published notice

Framework Agreement:Not applicable

Scope of Work

CINEA seeks to organize an agency-wide away day event as part of its learning and development strategy. The primary objectives are to bring all agency colleagues together and increase synergies across all departments. The procurement covers two main deliverables: venue rental for the full day event and catering services for all participants.

Key Dates and Timeline

Interested service providers should note that the expression of interest deadline is 16 May 2026 at 00:59 CET. The actual call for tenders is expected to be launched on or around 1 June 2026.

How to Participate

Expression of Interest Submission:Submissions must be sent exclusively through electronic means via the EU Funding and Tenders Portal. An EU Login account is required for electronic submission.

Portal Access:Interested parties must access the EU Funding and Tenders Portal at EU Funding and Tenders Portal. As of 30 June 2026, two-factor authentication will be mandatory for all EU Login accounts.

EU Login Requirements:If you do not yet have an EU Login account, you can create one easily using only an email address and password. For more information, consult the EU Login help page available in all EU languages.

Important Information for Applicants

This notice is a publication announcing CINEA's intention to publish a future negotiated low or middle value procedure. It is not itself a call for tenders. References featuring 'ExA' in the procedure identifier indicate planned calls rather than active procurement opportunities. Potential bidders should monitor the portal for the formal call for tenders expected around 1 June 2026.

The negotiated procedure allows CINEA to directly engage with selected suppliers rather than conducting an open competitive tender. This approach is typically used for lower value contracts or specialized services where a limited number of qualified providers exist.

Questions and Answers:An EU Login account is required to submit questions and requests to participate. As of the publication date, no public questions and answers have been posted for this opportunity.

Contextual Information on CINEA

CINEA was officially established on 15 February 2021 and began operations on 1 April 2021. The agency implements parts of several EU programmes supporting clean energy, climate action, environment protection, maritime affairs, and sustainable transport. CINEA plays a key role in supporting the European Commission to advance economic development, enhance competitiveness, and protect nature across the European Union.

Next Steps for Interested Providers

1. 1Create or verify your EU Login account on the EU Funding and Tenders Portal
2. 2Register for two-factor authentication if not already done
3. 3Monitor the portal for updates on this opportunity (reference CINEA/2026/LVP/0023-EXA)
4. 4Submit your expression of interest by 16 May 2026 at 00:59 CET
5. 5Prepare documentation for the formal call for tenders expected around 1 June 2026
6. 6Review the procurement documents when published for detailed requirements and evaluation criteria

Footnotes

1. 1The estimated total value of this contract has not been disclosed in the published notice. Interested parties should consult the formal call for tenders when published for budget information and detailed specifications.