Event and campaign management services for the European Commission Representation in Germany

Open EU tender for framework service contracts to provide event and campaign management and associated communication services to the European Commission Representation in Germany, covering Berlin, Bonn and Munich. The estimated total value is €7,850,000 and the procurement is divided into three lots with electronic submission via the EU Funding and Tenders Portal. Key services include organisation of press conferences, seminars, conferences, workshops and public events, plus creative, logistical, technical, social media, photo and video and promotional material production. The procedure is open with award criteria weighted quality 60 percent and price 40 percent and a confirmed submission deadline of 24 September 2026 at 16:00 CEST.

What it funds

Scope summary

Framework contracts to provide end-to-end event and campaign management and creative, advisory, logistical and technical services for the European Commission Representation in Germany. Activities include organising press conferences, media briefings, seminars, conferences, workshops, public events and fairs; social media promotion; photo and video coverage; production and delivery of promotional materials; publications, research and citizens services.

Who can apply:Contracting organisations and service providers able to deliver communications, event management and associated production services in Germany. The tender is not marked SME-suitable; applicants must meet selection and quality requirements in the procurement documents ¹.

1. 1Procedure type: open call for tenders, e-submission via the EU Funding & Tenders Portal
2. 2Contract form: framework contract with an initial 12-month period, renewable up to 3 times

Key dates:initial call published 2026-07-28. Submission deadline 24 September 2026 16:00:59 (CEST). Open tender event 25 September 2026. Access tender documents and submit via the portal: Tender details.

Footnotes

1. 1Procurement documents and technical specifications are available in the tender dossier on the portal; consult them for eligibility, selection and award criteria and required submission formats.

Opportunity summary

This is a public tender launched by the European Commission, DG COMM - Communication, to award framework service contracts for event and campaign management and creation services to support the European Commission Representation in Germany. The objective is to increase public and media attention to EU policy developments and strategic discussions in Germany by facilitating organisation and implementation of a wide range of formats: press conferences, media briefings and seminars, conferences, workshops, meetings, round-table discussions, presentations, public events, fairs, award ceremonies, and other public gatherings and actions. Services include creative and advisory work, logistical and technical implementation, social media promotion, photo and video recording, production and delivery of promotional materials, publications and citizens services, as well as event planning and coordination for a permanent exhibition in Munich.

Call identifier and contracting authority:Call Identifier EC-COMM/BER/2025/OP/0837. Lead contracting authority: European Commission, DG COMM - Communication (Representation in Germany).

Tender type, procedure and submission:Tender. Open competitive procedure for framework service contracts with electronic submission via the EU Funding & Tenders Portal (eSubmission). The tender includes an open tender event on 25 September 2026 and a submission deadline of 24 September 2026, 16:00:59 CEST. Additional information request period ends 16 September 2026.

Key dates:Publication date: 28 July 2026. Submission deadline: 24 September 2026, 16:00:59 (Europe/Berlin). Open tender event (clarifications/online event): 25 September 2026, 14:00 (Europe/Berlin). Consideration/change period for tender documents indicated until 11 August 2026 in document metadata.

Estimated value and contract duration:Estimated overall procedure value €7,850,000. The tender is divided into three lots with estimated overall contract amounts: Lot 1 (Berlin) €3,200,000; Lot 2 (Bonn) €2,700,000; Lot 3 (Munich) €1,950,000. Planned contract period: 48 months (framework contract concluded for an initial period of 12 months, renewable up to three times as per draft contract).

Scope of services (detailed)

The services to be provided under each lot cover the full spectrum of event and campaign lifecycle and communication support. Contractors shall deliver creative, advisory, logistical and technical activities to ensure smooth organisation and implementation of events and campaigns. Specific service categories and activities include:

1. 1Event concept development and creative input for formats such as press conferences, media briefings, seminars, conferences, workshops, round-table discussions, meetings, presentations, fairs, and award ceremonies.
2. 2End-to-end event management: planning, on-site coordination, technical setup (audio-visual, staging), venue booking and liaison, speaker and participant management, catering coordination where required, accessibility and security measures.
3. 3Production and delivery of promotional and offline materials: print collateral, signage, exhibition materials, merchandising and other tangible promotional items.
4. 4Photo and video services: professional recording, editing, delivery of visual assets suitable for press and social media use.
5. 5Social media promotion: campaign planning, content production, paid and organic promotion activities to support event visibility across channels.
6. 6Publications and communications products: support for drafting, design, production and distribution of publications and informational materials.
7. 7Research, monitoring and reporting: media monitoring, evaluation of outreach, reporting on impact and reach of campaigns and events.
8. 8Citizens services and public engagement: handling public enquiries, registration systems, and other interaction channels with citizens.
9. 9Special responsibilities for Lot 3 (Munich): planning, coordination and implementation support for the permanent exhibition Experience Europe – Erlebnis Europa, with format details aligned to other event services.

Lots and geographic focus

Eligibility and applicant requirements

The tender documents specify selection and exclusion criteria and required evidence. Bidders must consult the procurement documents (tender specifications, draft contract, technical and financial offer templates, selection criteria forms) for full details. The procurement metadata indicates a tenderer qualification request and specific tenderer requirements to be found in the procurement documents.

1. 1Eligible applicant types: companies and organisations capable of delivering communication, event management and production services. Typical eligible applicants include SMEs, large enterprises, event agencies, communications consultancies, media production companies, and specialised service providers. Public entities, non-profits or consortia including subcontractors may participate where allowed by procurement rules; bidders must follow the selection rules in the tender specifications.
2. 2Consortiums: The procurement allows for contracting entities to present their eligibility and capability; consortium submissions (joint bids or economic operators grouping) are commonly accepted in EU tenders subject to the tender dossier provisions. Applicants should consult the tender specifications and the tender forms (Anhang 11, technical and professional capacity forms) for permitted arrangements and required supporting documents.
3. 3Geographic eligibility: Open to economic operators legally established in eligible countries under the EU procurement rules; primary geographic scope is Germany and suppliers must be able to operate in Germany. The contracting authority is the European Commission (EU institution) and the tender is published on the EU Funding & Tenders Portal; operators established in EU Member States and other countries allowed under the treaty/portal rules may participate per the procurement documents.

Main procurement classification (CPV codes):Main CPV: 79952000 (event management services). Additional CPV codes include: 79954000, 37000000, 79822500, 92111250, 79951000, 79956000, 79952100, 79341400, 72400000, 55000000, 79954000, 79952100 and others listed in the procurement metadata.

Award criteria and evaluation

Awarding criteria are quality and price. The metadata states weighting:quality 60% and price 40%. Specific quality sub-criteria and scoring methodology are detailed in the tender specifications and technical offer template (Anhang 7 zu TS Technisches Angebot). Bidders must refer to the specifications for evidence to be included (past performance, staff CVs, technical approach, methodologies, samples of previous events/campaigns, quality assurance measures).

Contractual form and framework arrangements:The award will be to framework service contracts (FA-WO-RC). The framework contract is concluded for an initial period of 12 months and is renewable three times as per the draft service contract attached in the procurement documents. The contracting model allows multiple call-offs/orders during the framework period via electronic ordering and payment procedures.

Submission and application documents (templates and structure)

Tenderers must submit an electronic offer through the Funding & Tenders Portal as per the portal's eSubmission rules. The procurement documents published with the notice provide mandatory templates and forms. Key documents referenced in the portal package (published 28 July 2026) include: the invitation to tender, ITT Annex II draft service contract for each lot, ITT specifications (Anhang Spezifikationen), technical offer template (Anhang 7 zu TS Technisches Angebot DE_V1.docx), financial offer spreadsheets for each lot (Anhang 6 to TS Finanzielles Angebot formular DE Los 1 BER, Los 2 Bonn, Los 3 Munich), declaration forms (ehrenwörtliche Erklärung), and a technical and professional capacity form (Anhang 11).

1. 1Required structure of submission: Administrative documentation (legal entity, declarations, exclusion and selection evidence), Technical offer (methodology, staffing, past experience, workplan, samples), Financial offer (completed Excel financial template for the chosen lot(s)), Signed declarations and draft contract acceptance or reservations, Any required proof of financial and technical capacity as per Anhang 11.

Bidders must follow the precise naming and content instructions in the tender specifications and use the published templates. The procurement documents include versions in German and specify document change notifications; bidders should consult the latest versions on the portal link in the tender notice Tender details.

Selection and exclusion

Standard EU procurement exclusion and selection criteria apply. Bidders will be required to submit declarations on exclusion grounds, proof of legal, economic and financial standing, and technical and professional capacity. Specific tenderer requirements are referenced in the procurement documents and tender forms (selection criteria source).

Success rates and competitive context

The tender is an open competitive procedure for multiple framework contracts across three lots. Typical success rates vary by tender and number of bidders; the portal does not provide a specific success-rate figure. As an open EU tender with an estimated contract value of €7.85 million and three lots, successful selection will depend on meeting mandatory selection criteria and achieving the highest combined quality and price score (60:40 weighting).

Co-funding and financial arrangements

This is a procurement for services; the contracting authority will pay for delivered services under the framework contract. There is no requirement for co-funding by the bidder indicated in the procurement metadata. Bidders must submit a priced financial offer using the provided Excel templates for each lot. Payment and invoicing conditions are set out in the draft service contract (Annex II).

Application stages

The procurement process consists of one main stage for submission of tenders (electronic submission), followed by evaluation, and then award recommendation and contract conclusion. The open tender event on 25 September 2026 is for clarifications. Procedurally, applicants will: 1) prepare and submit e-offer before the deadline; 2) evaluation of offers by contracting authority (administrative compliance, exclusion/selection checks, technical evaluation, financial evaluation); 3) possible clarification requests; 4) award decision and signature of framework contract. From a bidder perspective this is effectively 1 major submission stage plus the evaluation and award steps performed by the authority.

Beneficiary scope and location of performance

Location of performance is Germany (Berlin, Bonn, Munich) corresponding to the Representations’ local responsibilities. Beneficiaries (contractors) must be able to deliver services across these regions. Legal eligibility to participate follows EU procurement rules and the conditions laid out in the tender documents.

Project maturity and target sector

Project stage:operational delivery and implementation. This is not a research or R&D call but procurement for mature, operational service delivery in communications, events, media production and public engagement. Target sectors: communication, events management, media services, public relations, marketing, cultural/exhibition management and production.

Mentioned countries and region

Explicit country mentions:Germany (Berlin, Bonn, Munich). Contracting authority: European Commission (EU). Geographic eligibility follows EU procurement rules; the primary operational region is Germany.

How to apply (practical steps)

1. 1Register or sign in on the EU Funding & Tenders Portal and ensure an organisational account is associated with your legal entity (Participant Register where required).
2. 2Download and carefully review all procurement documents attached to the tender notice (specifications, draft contract, technical templates, financial offer Excel for the lot(s) you bid for, declarations, and any clarifications).
3. 3Prepare administrative evidence required for exclusion/selection (legal entity registration, declarations, financial info), complete Technical Offer using the provided Anhang 7 template and Anhang 11 technical and professional capacity forms, prepare the financial offer in the provided Excel template for the chosen lot(s).
4. 4Submit your complete e-offer via the Funding & Tenders Portal before the deadline 24 September 2026, 16:00:59 (Europe/Berlin). Use the portal’s eSubmission tool and adhere to file naming and format requirements.
5. 5Monitor the portal for any questions, clarifications or corrigenda. If needed, attend the open tender event on 25 September 2026 (details in the procurement documents).

Contact and portal link:Primary tender page and document access via the EU Funding & Tenders Portal: Tender details. Official contact and lead authority information is provided in the procurement documents.

Categorisation answers

Eligible Applicant Types:Companies and organisations providing events, communication and media services. Typical eligible applicants include SMEs, large enterprises, event agencies, communications consultancies, media production companies, nonprofits where legally eligible, and consortia/joint bids as allowed by the tender documents. Individuals are not the target; public entities may bid if permitted by procurement rules. See tender specifications for precise allowed forms and evidence.

Funding Type:Procurement / Tender (service contract through a framework agreement). This is not a grant, loan or equity instrument.

Consortium Requirement:Other — single economic operators or consortia may bid depending on the rules in the tender specifications. The procurement allows submissions that demonstrate required capacities; the tender documents specify if joint bids are permitted and any mandatory lead partner documentation.

Beneficiary Scope (Geographic Eligibility):Primary operational scope Germany; participation subject to EU procurement eligibility rules for economic operators (EU Member States and other countries permitted under portal rules).

Target Sector:Communication, events management, media production, public relations, marketing, exhibitions and public engagement.

Mentioned Countries:Germany. Regions/cities explicitly mentioned: Berlin, Bonn, Munich.

Project Stage:Implementation / operational service delivery (mature commercial service delivery).

Funding Amount:Estimated overall procedure value €7,850,000. Lot-level estimates: Lot 1 (Berlin) €3,200,000; Lot 2 (Bonn) €2,700,000; Lot 3 (Munich) €1,950,000. Framework contract values are indicative and reflect the estimated maximum over the contract duration.

Application Type:Open call (public tender) via the EU Funding & Tenders Portal (electronic submission).

Nature of Support:Money — payment for services under a framework service contract. Contractors will be remunerated according to the financial offer and contractual payment terms; non-monetary services (e.g., visibility, partnership) are not the primary support.

Application Stages:1 main submission stage (electronic tender), followed by evaluation, clarification/negotiation as needed, and award. Operationally this corresponds to one applicant submission stage plus evaluation and award phases by the contracting authority.

Success Rates:Not specified in the tender documents. As an open framework tender split into three lots, success depends on number and quality of competing offers and meeting selection/exclusion criteria; historically success rates in public procurement vary widely and cannot be predetermined.

Co-funding Requirement:No co-funding by the applicant required. This is a procurement for services where the contracting authority pays for delivered services. Bidders must price their offers competitively and include all costs in the provided financial templates.

Templates and application form structure (as provided)

The procurement package includes mandatory templates and forms. Important documents and templates published on 28 July 2026 include:

1. 1Invitation to Tender (DE-Angebotsaufforderung EC-COMM-BER-2025-OP-0837), PDF (lot-specific).
2. 2Specifications (ITT Anhang Spezifikationen open 2025 de_V1.docx) — contains technical requirements and scope for each lot.
3. 3Draft Service Contract (ITT Anhang II Entwurf Dienstleistungs vertrag FWC) — lot-specific PDFs for Berlin, Bonn and Munich.
4. 4Technical Offer template (6. Anhang 7 zu TS Technisches Angebot DE_V1.docx) — structure and required content for the technical proposal including methodology, staffing, workplan and examples.
5. 5Financial Offer templates (5.1 / 5.2 / 5.3 Anhang 6 to TS Finanzielles Angebot formular DE Los 1 BER, Los 2 Bonn, Los 3 Munich) — Excel spreadsheets to be completed with prices for each lot.
6. 6Declaration forms (4. Anhang 2 ehrenwörtliche-erklärung-tenders_V1.docx) — for exclusion and confirmation statements.
7. 7Technical and professional capacity form (7. Anhang 11 to TS Technische und Berufliche Leistungsfaehigkeit form DE_V1.docx) — evidence of key staff, past contracts and references.

Structure to follow when completing the application (recommended based on templates):Administrative section (signed declarations, legal and financial information), Technical Offer (structured according to Anhang 7: approach, organisation, staffing, previous experience, methodology, quality control), Financial Offer (completed lot-specific Excel template), Attachments (CVs, certificates, references, sample deliverables, audiovisual portfolios). Use the portal eSubmission functionality and ensure all fields in the portal tender submission are correctly completed and attachments uploaded.

Additional procurement notes:SME suitability indicator in metadata is false; however SMEs may still tender if they meet capacity requirements. The tender documents note government agreement constraints and require compliance with EU procurement rules. Awarding is subject to public procurement policies and the draft contract contains clauses on renewal, termination and ordering procedures.

For final and binding information bidders must rely on the official tender dossier and any subsequent corrigenda or clarifications published on the EU Funding & Tenders Portal; the portal is the only official source for submitting offers and receiving notifications regarding this tender Tender details.

Footnotes

1. 1Procurement documents and templates referenced are published on the EU Funding & Tenders Portal under the call identifier EC-COMM/BER/2025/OP/0837 (publication date 28 July 2026). Bidders must consult the portal for the latest versions of all documents.

This is an open EU service tender for event and campaign management support to the European Commission Representation in Germany. The contract is intended to increase public and media attention to EU policy developments and strategic discussions, and the notice shows an estimated total value of €7,850,000 excluding VAT with Lot 1 Berlin valued at €2,750,000 excluding VAT.[1][2]

What the contract covers

The scope is broad and includes the organisation and delivery of press conferences, media briefings, seminars, conferences, workshops, meetings, round tables, presentations, public events, fairs and award ceremonies. It also includes creative, advisory, logistical and technical support, plus social media promotion, photo and video recording, and the production and delivery of promotional materials.[1][2]

Who can apply

Because this is an open procedure, any economic operator that can meet the technical and administrative requirements may submit a bid. Based on the scope, the most relevant bidders are likely event agencies, communication agencies, media and campaign specialists, or consortia that can combine event production, social media, content creation, photography and video, and on site logistics in Germany.[2][1]

Submission and practical requirements

Tenderers must use the EU procurement submission workflow, which requires an EU Login account, organisation registration in the Funding and Tenders Portal to obtain a PIC, and submission through the electronic submission system with the required documents uploaded.[33]

What matters most for a competitive bid

• Demonstrate strong experience in large scale events and campaign delivery in Germany, because the contract covers varied public facing formats and communications support.[1][2]
• Show a clear technical approach for logistics, creative services, media handling, social media, photo and video production, and promotional material delivery.[1][2]
• Prepare a strong quality focused offer, because quality is weighted at 60 percent compared with 40 percent for price.[2]
• Ensure the electronic submission package is complete and submitted before the deadline shown in the notice.[2][33]

The accessible public notice confirms a closing date of 24 September 2026, 16:00.[2] The metadata supplied with the request also lists 1 January 2026, 14:00:59 UTC, but I could not verify that earlier date in the public notice.