End of the year event for the staff of the ERCEA on 16/12/2025

This document outlines a public procurement opportunity offered by the European Research Council Executive Agency (ERCEA) for organizing an end-of-year event for staff on December 16, 2025. The event is scheduled from 6 PM to midnight and will include food, drinks, live music, performances, speeches, and dancing.

The primary goal of this procurement is to secure professional event management services, specifically focusing on venue rental and catering for the celebration. The targeted sector includes hospitality and event management, confirming it's a service procurement with a main CPV code of 55000000, which pertains to hotel and restaurant services.

The procedure identifier for this opportunity is ERCEA/2025/LVP/0028-EXA. The procedure type is characterized as a planned negotiated procedure for a middle or low value contract, although the estimated total value is not specified. The contracting authority intends to publish the procurement shortly following the start of the expression of interest phase on September 23, 2025, with a registration deadline set for October 7, 2025. Likely participants must express interest electronically by this deadline, after which a select number of candidates may be invited to submit full proposals.

There are no specific geographic restrictions mentioned, but it is implied that the opportunity is open to entities within the EU or those associated with EU research programs. The documentation does not specify success rates or co-funding requirements, and it does not indicate that a consortium is necessary, suggesting that interested parties can apply as single entities.

The overall aim of the event is to recognize the contributions of ERCEA staff, enhance inter-departmental relationships, and create a festive atmosphere. This opportunity serves as an announcement for what is to follow in the formal tendering process, allowing potential service providers to prepare for participation.

This is a publication announcing the Agence Exécutive du Conseil Européen de la Recherche's (ERCEA) intention to publish a future negotiated low or middle value procedure. It is not a call for tenders.

The procedure identifier is ERCEA/2025/LVP/0028-EXA.

The description of the planned event is to organise the ERCEA Staff End-of-Year event on 16 December 2025, from 6 pm to 12 pm. The program will include food, drinks, live music, a performance, brief speeches, and dancing. The event targets all ERCEA staff, with the participation of the President of the ERC. The aim of the festive gathering will be to thank the staff for its hard work and reinforce the links and synergies between Units and Departments of the ERCEA. The purpose of this call for tender is to secure the rental of the venue and the catering services for the event.

The procedure type is a planned negotiated procedure for a middle/low value contract. The estimated total value is not specified. The lead contracting authority is the Agence Exécutive du Conseil Européen de la Recherche. The main classification (CPV) is 55000000 - Hotel, restaurant and retail trade services. The nature of the contract is for services. The maximum contract duration is 2 days. There is no framework agreement.

The start date for expression of interest is 2025-09-23 Europe/Brussels. The deadline for expression of interest is 08/10/2025 05:59 Europe/Brussels. The indicative date of launch of the negotiated procedure is 2025-10-08 Europe/Brussels.

The method of expression of interest is electronic. Submissions must be sent exclusively at the address for submission given below. To express interest, use the "Express interest" link.

A question and answer section is available, where users can log in to create questions, view public Q&A, FAQs, and download Q&As in XLS format.

One FAQ is listed: Where can I find the procurement documents for calls for tenders with ‘ExA' in the reference? The answer is that references that feature an ‘ExA’ are not calls for tenders but a publication announcing the contracting authority’s intent to launch in the future a low or middle negotiated procedure. This was published on 03/10/2024 17:32.

In summary, this is a pre-announcement for a future negotiated procedure to find a vendor to organize the ERCEA's end-of-year staff event. The event will include venue rental, catering, live music, and entertainment. Companies interested in providing these services should express their interest electronically by the specified deadline. The actual call for tenders will be launched at a later date. This announcement serves to inform potential bidders of the upcoming opportunity and allows them to prepare for the formal tendering process.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that eligible applicants would be businesses, companies, or organizations that provide event planning, venue rental, and catering services.

Funding Type: This is a procurement opportunity, specifically a planned negotiated procedure for a middle/low value contract. The contracting authority intends to publish a future negotiated procedure.

Consortium Requirement: The content does not specify whether a single applicant or a consortium is required. It is possible that either a single entity capable of providing all required services (venue and catering) or a consortium of entities specializing in venue rental and catering services could be eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that the contracting authority is the Agence Exécutive du Conseil Européen de la Recherche (ERCEA), it is highly likely that the opportunity is open to entities located within the European Union or countries closely associated with the EU research programs.

Target Sector: The target sector is event management and catering services. The specific services required are venue rental and catering for a staff event. The CPV code provided (55000000) confirms this, as it relates to hotel, restaurant, and retail trade services.

Mentioned Countries: No specific countries are mentioned. The contracting authority, ERCEA, is an EU body, so it is implied that the opportunity is relevant to the EU.

Project Stage: The project stage is for the execution of an event. The opportunity is for service providers capable of planning and executing an end-of-year staff event.

Funding Amount: The funding amount is described as a "middle/low value contract," but the estimated total value is not specified.

Application Type: The application type is a planned negotiated procedure. This means that after the expression of interest, the contracting authority will likely invite a select number of candidates to submit a full proposal.

Nature of Support: The beneficiaries will receive money in exchange for providing services, specifically venue rental and catering services for the ERCEA staff event.

Application Stages: The application process appears to involve at least two stages: an expression of interest and a subsequent submission of a full proposal if invited by the contracting authority.

Success Rates: The success rates are not mentioned in the provided text. As this is a negotiated procedure, the success rate will depend on the number of candidates invited to negotiate and the quality of their proposals.

Co-funding Requirement: The need for co-funding is not mentioned in the provided text.

Summary: This opportunity is a planned procurement by the Agence Exécutive du Conseil Européen de la Recherche (ERCEA) for the organization of their staff end-of-year event on December 16, 2025. The ERCEA is seeking a service provider or providers to handle venue rental and catering for the event, which will include food, drinks, live music, a performance, speeches, and dancing. This is not a call for tenders but a publication announcing the contracting authority’s intention to publish a future negotiated low or middle value procedure. Interested parties must first express their interest electronically by October 8, 2025. The contracting authority will then likely invite a select number of candidates to submit a full proposal. The procedure identifier is ERCEA/2025/LVP/0028-EXA. The start date for expression of interest is 2025-09-23 and the indicative date of launch of the negotiated procedure is 2025-10-08. The maximum contract duration is 2 days.