Event and meeting organisation services for EFSA

The European Food Safety Authority (EFSA) is planning to launch a call for tenders in November 2025 for event and meeting organization services, with a contract value estimated at €6,000,000. The anticipated duration for the contracts is four years. This opportunity is categorized as a procurement contract for services and is currently in the pre-information notice stage, identified as EFSA/2025/OP/0017-PIN.

Eligible applicants are expected to be commercial entities specializing in event management, specifically larger enterprises, as indicated by the lack of suitability for small and medium-sized enterprises (SMEs). The procurement invites submissions from single companies or potential consortium arrangements, allowing for a broader range of expertise in service delivery. The opportunity is likely open to entities from EU member states and associated countries.

The main classification code for this tender is CPV 79952000, which pertains to event services. EFSA seeks to gather market insights through a survey linked to the pre-information notice to assess service provider capabilities and market conditions. The actual tender documents will be published in the Official Journal of the European Union Supplement.

This contract will not require co-funding, as compensation will be provided directly for the services rendered rather than as a grant or funding mechanism for project development. The tender represents a significant commercial opportunity for established event management companies capable of meeting the needs of a major EU agency.

The planned publication date for the formal call for tenders is set for December 1, 2025, following the pre-information notice intended to prepare the market for forthcoming procurement activities.

The European Food Safety Authority (EFSA) plans to launch a call for tenders for event and meeting organisation services in November 2025. The procedure identifier for this planned call is EFSA/2025/OP/0017-PIN. The TED reference is 155/2025 532517-2025.

The contracts awarded will have an indicative duration of four years. The estimated total value of the call for tenders is 6,000,000 EUR. The TED publication date was 14/08/2025, and the estimated date of publication of a contract notice is 01/12/2025.

This is a planned call for tenders with OJ S publication. The nature of the contract is for services. The maximum contract duration is 48 months. The framework agreement is a framework agreement without reopening of competition.

EFSA is collecting information from market operators in the field of events and meeting organisation to acquire better knowledge of the market conditions and to assess the feasibility of outsourcing to support EFSA. A survey has been attached to this pre-information notice and is available at this link: https://ec.europa.eu/eusurvey/runner/Events_MeetingCFT

The main classification (CPV) code is 79952000 - Event services.

A question was asked regarding where to find the procurement documents for this call for tenders. The answer provided states that the planned call for tenders announces the intention of the contracting authority to publish a future call for tenders, and no other information or documents other than those published are available. This answer was published on 17/02/2024 at 00:54.

In summary, this is a pre-information notice for a planned call for tenders by the European Food Safety Authority (EFSA) for event and meeting organisation services. EFSA intends to launch this call in November 2025, with contracts having a four-year duration and an estimated total value of 6 million EUR. The purpose of this pre-information notice is to inform potential bidders about the upcoming opportunity and to gather information about the market conditions through a survey. The actual call for tenders with all the relevant documents is expected to be published around December 1, 2025.

Eligible Applicant Types: The opportunity details do not explicitly specify eligible applicant types. However, given the nature of the call for tenders which is for event and meeting organisation services, it can be inferred that eligible applicants would likely be businesses, including SMEs and large enterprises, that specialize in event management, meeting planning, and related services.

Funding Type: This is a procurement opportunity, specifically a call for tenders. The European Food Safety Authority (EFSA) is seeking to procure event and meeting organization services.

Consortium Requirement: The opportunity details do not explicitly state whether a single applicant or a consortium is required. This information will likely be detailed in the actual call for tenders documents when they are published.

Beneficiary Scope (Geographic Eligibility): The opportunity details do not explicitly specify geographic eligibility. Given that it is a call for tenders from a European agency (EFSA), it is highly likely that the geographic eligibility will include EU member states and potentially EEA countries. The specific eligibility criteria will be detailed in the call for tenders documents.

Target Sector: The target sector is event and meeting organization services. This includes planning, management, and execution of events and meetings.

Mentioned Countries: No specific countries are mentioned. The contracting authority is the European Food Safety Authority (EFSA), implying that the opportunity is relevant to the European Union.

Project Stage: This is a call for tenders for services, so the concept of "project stage" is not directly applicable. The relevant aspect is the service providers' existing capacity and experience in delivering event and meeting organization services.

Funding Amount: The estimated total value of the contract is 6,000,000 EUR.

Application Type: This is a planned call for tenders with OJ S publication (Official Journal of the European Union Supplement).

Nature of Support: Beneficiaries will receive money in exchange for providing event and meeting organization services. This is a service contract.

Application Stages: The number of application stages is not specified in the pre-information notice. This information will be available in the call for tenders documents when they are published.

Success Rates: Success rates are not mentioned in the pre-information notice. These rates are typically not available until after a call for tenders has closed and the evaluation process is complete.

Co-funding Requirement: Co-funding is not mentioned. As this is a procurement contract, co-funding is generally not applicable.

Summary:

This is a pre-information notice for a planned call for tenders by the European Food Safety Authority (EFSA). EFSA intends to procure event and meeting organization services through a framework agreement with a duration of four years. The estimated total value of the contract is 6,000,000 EUR. The call for tenders is expected to be published in December 2025. The purpose of this pre-information notice is to inform potential bidders about the upcoming opportunity and to gather information from market operators in the field of event and meeting organization. Interested parties can participate in a survey to provide information about their capabilities and market conditions. The actual call for tenders will be published in the Official Journal of the European Union Supplement (OJ S). The procedure identifier for this call is EFSA/2025/OP/0017-PIN and the TED reference is 155/2025 532517-2025. The main classification according to CPV (Common Procurement Vocabulary) is 79952000 Event services. The TED publication date was 14/08/2025.