EIC- EU & International Trade Fairs 4.0

This tender (EISMEA/2026/OP/0033) procures services to create and manage an EIC-branded pavilion and deliver market training, B2B matchmaking, company promotion and side events for EIC Awardees and eligible SMEs at European and international trade fairs. The estimated contract value is €8,400,000 for a planned 36-month contract, the submission deadline is 13 August 2026 at 10:00:59 CET, and the award criteria are quality 70% and price 30%. Eligible bidders are service providers or consortia with demonstrated technical and financial capacity in organising international trade-fair pavilions and business acceleration services and must submit the required technical and financial annexes via the EU Funding & Tenders Portal.

What it funds

Scope

Procurement of a service package to select and support EIC Awardees and eligible SMEs with market-ready solutions to attend European and international business trade fairs. Services include EIC Pavilion exhibition space, market training, organisation of business meetings, company promotion and side events at fairs.

Estimated contract value:€8,400,000 (estimated overall contract amount for the procedure). ¹

1. 1Who may apply: economic operators (suppliers or consortia) able to deliver exhibition and business support services in multiple international fairs; submission is via the eSubmission portal (this is a tender, not a grant).
2. 2Contracting authority: European Innovation Council and SMEs Executive Agency (EISMEA).
3. 3Procurement type: services; planned duration 36 months; award criteria: quality 70% / price 30%.

Submission method:electronic via the Funding & Tenders Portal (eSubmission). Tender documents, technical and financial templates, draft contract and annexes are published with the procurement notice. ¹

Footnotes

1. 1Source: Tender EISMEA/2026/OP/0033 — full tender dossier and documents available on the EU Funding & Tenders Portal Tender details.

Basic facts

Identifiers, dates and authority

Call identifier:EISMEA/2026/OP/0033. Contracting authority: European Innovation Council and SMEs Executive Agency (EISMEA), European Innovation Council. Procurement type: services (CPV main code 79000000). Tender publication date: 3 July 2026. Submission deadline / closing date: 13 August 2026 at 10:00:59 Brussels time. Open tender event scheduled 13 August 2026 15:00:00+02:00. Submission method: eSubmission via the EU Funding & Tenders Portal. Estimated overall contract value: €8,400,000. Planned contract duration: 36 months. Tender documents and templates have been published and updated on the portal and include draft contract, draft contract annexes, tender specifications, technical and financial forms, and annexes describing required documents and security requirements ¹.

Source and reference:Official tender page on the EU Funding & Tenders Portal: ec.europa.eu ¹

Scope and services required

Summary of the requested purchase:the contract covers a series of business services to select and support EIC Awardees and eligible SMEs with market-ready solutions to attend European and international trade fairs. Core services to be delivered by the successful contractor include provision and management of exhibition space within a branded EIC Pavilion at selected trade fairs, market training sessions for participating companies, organisation and facilitation of business meetings at the fair, promotion of participating companies, and the organisation of side events and sessions at the fairs. The tender specifications and draft contract outline security, data protection, financial offer template, technical offer template and subcontractor arrangements.

Eligibility and applicant requirements

Eligible applicants:this is a procurement notice (tender) and therefore eligible bidders are legal entities or consortia able to sign the contract and provide the requested services under EU public procurement rules. Typical eligible applicant types include private companies (SMEs and large enterprises), trade fair organisers, event management agencies, exhibition service providers, marketing and communications agencies, business support organisations, internationalisation service providers and consortia of these entities. Organisations must demonstrate technical capacity, financial capacity, relevant experience in organising pavilions and business support at international trade fairs, and comply with security and data protection requirements. The tender documents include forms for statements of turnover, technical capacity, declaration on honour and commitment letters from subcontractors or entities whose capacities are relied upon.

Eligible Applicant Types (detailed):Eligible applicant types (based on procurement nature and annexes): private companies (including large enterprises and specialised event organisers), SME event and exhibition management firms, trade fair organisers, marketing and promotion agencies, business support organisations, consortiums/consortia combining the above, subcontractors identified and non-identified, and public or private entities acting as contractors. Universities, research institutes, NGOs or individuals could participate only insofar as they are legally constituted entities offering the required service and meet the selection criteria; the tender is not an R&D grant and is oriented to service providers.

Funding, contract and financial conditions

Funding type:public procurement / service contract. The contracting authority will procure services and pay the contractor according to the contract terms. This is not a grant, loan or equity instrument; it is a paid services contract.

Estimated Contract Value:Estimated overall contract amount: €8,400,000 for the entire procurement (estimated overall contract amount currency: EUR). The tender documents and financial offer template (Annex 6 - Financial offer form) should be used to present the bidders' pricing. The award criteria weighting indicated in the tendering data are 70 for quality and 30 for price.

Consortium, participation and geographic scope

Consortium requirement:the tender allows for consortia arrangements and the use of subcontractors; bidders may submit joint tenders or rely on capacities of other entities, subject to providing commitment letters (Annex 5.1 and 5.2). The procurement does not require a single applicant only; consortium arrangements are explicitly foreseen.

Beneficiary Scope (Geographic Eligibility):Geographic scope: the contracting authority is EISMEA, an EU agency. The procurement is published on the EU portal and targeted at suppliers able to operate at European and international trade fairs. The tender documentation does not restrict participation to specific countries; suppliers from EU Member States and potentially from outside the EU may participate if they comply with procurement rules and can provide financial and legal guarantees. The expected primary operational area is Europe and international fairs worldwide, but the bidder must be able to deliver services at fairs selected by EISMEA.

Target sectors and project maturity

Target sector:the services target EIC Awardees and eligible SMEs across sectors whose solutions are market-ready and relevant for trade fair participation. This can include deep tech, cleantech, ICT, health, manufacturing, advanced materials, semiconductors, AI, biotech, fintech and other sectors represented at selected European and international trade fairs. The tender does not limit the sector; it is sector-agnostic but focused on market-ready SMEs supported by the EIC.

Project Stage:Expected maturity of participating SMEs: commercialization / market-ready (companies selected will have market-ready solutions and be ready to exhibit, pitch to buyers and partners, and enter international markets).

Application and selection process

Application type:open public tender (call for tenders) with eSubmission via the EU Funding & Tenders Portal. Documents to be submitted include the technical tender form (Annex 7), financial offer form (Annex 6), statements and supporting documentation listed in Annex 1, declaration on honour (Annex 2), turnover statement (Annex 2.1), technical capacity evidence (Annex 2.2), power of attorney (Annex 3) where applicable, subcontractor commitment letters (Annex 5.1/5.2), and other supporting documents specified in the tender specifications. Additional Information Request Period ends 5 August 2026; tenderers should ask clarifying questions before that date.

1. 1Submission method: eSubmission through the Funding & Tenders Portal (required).
2. 2Tender package: technical offer (Annex 7), financial offer (Annex 6), administrative documents (Annex 1), declarations and statements.
3. 3Deadlines: last date for questions 5 August 2026, submission deadline 13 August 2026 10:00:59 CET.
4. 4Tender evaluation: award criteria weighting indicates 70% quality and 30% price; consult tender specifications for scoring rules and sub-criteria.

Evaluation, stages and success rates

Application stages:the procurement follows a standard single-stage submission followed by evaluation and award. Specific post-tender stages include administrative checks, technical evaluation, financial evaluation, selection of winning tender, contract award and signature, and mobilisation. The tender documentation also references a tender validity period of 9 months.

1. 1Stage 1: Submission and administrative completeness check.
2. 2Stage 2: Technical evaluation against quality criteria (weight 70).
3. 3Stage 3: Financial evaluation and price scoring (weight 30).
4. 4Stage 4: Clarifications and potential negotiations (if allowed), contract award and signature.
5. 5Stage 5: Contract mobilisation and execution (36 months planned).

Success rates:procurement notices do not publish standard success rates. The probability of award depends on the number and quality of bids received. No explicit target number of winners or lots (single lot LOT-0001) implies a single contractor will likely be selected for the full assignment or as defined in the lot specification.

Co-funding and subcontracting

Co-funding requirement:not applicable in the grant sense. This is a paid service contract; the contractor will be remunerated by the contracting authority under the terms of the contract. Costs of delivering the services must be covered by the contractor and priced in the financial offer. The contract allows the use of subcontractors; tenderers must provide commitment letters for identified subcontractors or entities on whose capacities they rely (Annex 5.1 and 5.2).

Templates and application forms

The tender includes standard procurement templates and annexes which bidders must complete and upload. Key documents published on the portal: Invitation to tender, Tender specifications ITF 4.0, EN Direct Service Contract (draft), Annex III and IV of draft service contract, Annex 6 - Financial offer form (Excel), Annex 7 - Technical tender form (Word), Annex 2.1 Statement of turnover, Annex 2.2 Technical capacity, Annex 1 List of documents to be submitted, Annex 3 Power of attorney, Annex 5.x commitment letters, Annex 8 Change Order, Appendix 2 Security requirements, Appendix 3 Security baseline, Annex 9 Data Protection Notice, Agency Environmental Policy. Bidders must use Annex 6 for pricing and Annex 7 for technical responses and follow the structure and guidance in the tender specifications.

Award criteria and weighting

Awarding criteria:the procurement data states two main criteria: quality and price. The scoring weight is 70% quality and 30% price. Bidders must consult tender specifications for sub-criteria under quality (for example: methodology, past performance, team, operational capacity, innovation in delivery, sustainability and environmental considerations, data protection and security compliance, and added value for EIC awardees).

Operational requirements and obligations

Key operational obligations expected from the contractor:secure and manage EIC-branded pavilion exhibition space at selected European and international trade fairs; recruit, select and register eligible participating SMEs (EIC awardees and eligible SMEs); deliver market training sessions and preparatory workshops; plan and organise business-to-business meetings and matchmaking at fairs; provide marketing, communication and promotion for participating companies; organise side events and sessions, speakers and panels as requested; provide logistical support, booth setup and dismantling, stand services, exhibitor badges management; ensure data protection and security compliance as per appended security baseline; report on KPIs and deliverables to EISMEA; comply with environmental policy and sustainability requirements.

Performance monitoring, reporting and invoicing arrangements will be specified in the draft contract and annexes. Electronic ordering and electronic payment usage are foreseen in the post-award process. The tender includes a Change Order mechanism (Annex 8).

Risk areas and bidder considerations

1. 1Read the draft contract and annexes thoroughly: they contain obligations on deliverables, liability, insurance, security and data protection that bidders must accept or flag in their offer.
2. 2Use the provided financial and technical templates exactly as required; deviations may make proposals non-compliant.
3. 3Demonstrate experience in organising international pavilions and matchmaking activities and provide references in Annex 2.2.
4. 4Plan for subcontracting and include commitment letters for subcontractors; ensure compliance with rules on relying on third-party capacities.
5. 5Respect tender deadlines for questions (by 5 August 2026) and submission (13 August 2026 10:00:59).

Mentioned countries and regions

The tender text does not list specific target countries. The contracting authority is the EU agency EISMEA and the activity covers European and international trade fairs. Geographic mentions in documentation imply Europe and worldwide fairs; participation eligibility follows standard EU procurement rules, so bidders from EU Member States and possibly from other countries may bid provided legal and financial conditions are met.

Summary and recommended actions for bidders

What this opportunity is about:EISMEA seeks a service provider to organise and manage EIC-branded pavilion presence and a package of business support services at selected European and international trade fairs over a 36-month period. The contractor will handle pavilion logistics and stand services, select and support eligible EIC awardees and SMEs with market-ready solutions, run market training sessions, organise matchmaking meetings, promotion and side events, and report against KPIs. The procurement is a single-lot service contract estimated at €8.4 million with award criteria weighted 70% quality and 30% price. Submission is via eSubmission on the EU portal and the published annexes and templates must be used. Review the draft contract and annexes carefully and provide a compliant technical offer (Annex 7), financial offer (Annex 6) and all requested administrative documents (Annex 1).

1. 1Immediate actions: download all tender documents from the portal, complete Annex 6 and Annex 7 using the provided templates, gather evidence for Annex 2.2 (references, CVs) and financial statements for Annex 2.1.
2. 2Ask clarifying questions through the portal before the Additional Information Request Period closes (5 August 2026).
3. 3Prepare commitment letters for any subcontractors and proof of ability to deliver services at international fairs.
4. 4Ensure compliance with security and data protection appendices and the draft service contract terms.

Footnotes

1. 1Tender documents and details available on the EU Funding & Tenders Portal tender page: ec.europa.eu. See published annexes including draft service contract, tender specifications, Annex 6 Financial offer form and Annex 7 Technical tender form (publication date 03-07-2026).

What This Opportunity Is About

This tender (EISMEA/2026/OP/0033) seeks a contractor to deliver comprehensive business services enabling EIC Awardees and eligible SMEs with market-ready solutions to attend European and international trade fairs ¹. The core deliverable is the creation and management of the 'EIC Pavilion' at selected fairs, providing exhibition space, market training, B2B meeting organization, company promotion, and side events ².

Key Services to Be Provided

1. 1Securing exhibition space within the 'EIC Pavilion' at relevant trade fairs
2. 2Delivering market training sessions for participating companies
3. 3Organizing business meetings and networking sessions at the fair
4. 4Providing company promotion and marketing support
5. 5Hosting side events and specialized sessions during the fair

Target Beneficiaries:The services are exclusively for EIC Awardees (startups, scaleups, SMEs) and eligible SMEs from EU Member States and Associated Countries that possess market-ready products or services with high innovation potential ³. Eligible sectors include Biotech/Pharma, Health/Medical Care, Clean Tech/Environment/Energy, and New/Industrial Technologies ¹.

Tender Details & Financial Scope

The tender is managed by the European Innovation Council and SMEs Executive Agency (EISMEA) and follows the EU procurement procedure for services ⁴. The contract is expected to cover participation in 12 international trade fairs across the EU, MENA region, and USA, continuing the legacy of ITF 3.0 ¹.

Who Should Apply (Contractor Eligibility)

This is a call for tenders for service providers (contractors), not for the SMEs themselves. Eligible contractors must demonstrate technical capacity, financial turnover, and experience in organizing trade fair pavilions, B2B matchmaking, and international business acceleration services ⁵.

1. 1Proven experience in managing international trade fair pavilions
2. 2Capacity to organize B2B meetings and networking events
3. 3Expertise in market training and business coaching for SMEs
4. 4Ability to operate across EU, MENA, and USA markets

Required Documents:Applicants must submit the Financial Offer Form (Annex 6), Technical Tender Form (Annex 7), Statement of Turnover (Annex 2.1), Declaration on Honour (Annex 2), and proof of technical capacity (Annex 2.2) as listed in the tender specifications ⁶.

Strategic Context & Benefits

This programme is part of the EIC Business Acceleration Services (BAS), designed to unlock the potential of EIC-backed innovations and help them achieve market leadership ⁸. It builds on the success of OTF 1.0 (2016-2019) and OTF 2.0 (2020-2023), aiming to strengthen the EU innovation brand globally ³.

For participating SMEs, the programme offers exposure at world-class fairs, access to investors, policy engagement, and follow-up mechanisms to convert meetings into partnerships ⁹.

Footnotes

1. 1Official EIC International Trade Fairs Programme 3.0 details: EIC ITF Programme
2. 2Tender Description Summary: Tender Details
3. 3Programme Scope and Sectors: ITF 3.0 Overview
4. 4EISMEA Agency Role: EISMEA Homepage
5. 5EIC Business Acceleration Services Overview: EIC BAS
6. 6Required Tender Documents List: Tender Specifications