Event and meeting organisation services for EFSA

The European Food Safety Authority (EFSA) has issued an invitation to tender for professional event and hospitality management services, valued at €10.3 million. This procurement opportunity is structured as a two-lot framework agreement, with Lot 1 focusing on large-scale offsite and online events, estimated at €8.6 million, and Lot 2 targeting events organized at EFSA's Parma headquarters, valued at €1.7 million. The contract length can extend up to 48 months, with an initial 12-month term followed by three possible renewals. The awards will be based on a best price-quality ratio, emphasizing both quality (70%) and cost (30%).

Eligible applicants include event management companies, hospitality service providers, and consulting firms. The tender does not specifically exclude small and medium-sized enterprises (SMEs), although it does not explicitly cater to them either. A Personal Identification Code (PIC) is required for participation, which is mandatory for both individual and consortium applicants.

The electronic submission process requires tenders to be submitted via the EU Funding and Tenders Portal, with a deadline set for January 29, 2026. Any questions regarding the tender must be submitted by January 21, 2026. The contract will involve direct payments in exchange for services rendered, contingent on satisfactory performance.

The opportunity aims to secure a reliable partner capable of managing various scientific and institutional events, highlighting a need for demonstrated experience in comprehensive event management, logistics for large conferences, and ideally prior collaboration with EU institutions. Interested parties are encouraged to prepare their submissions in accordance with the provided technical specifications and guidelines, ensuring all documents meet the system's requirements. This contract represents a significant public procurement opportunity within the EU framework for experienced event management firms.

This is an invitation to tender with procedure identifier EFSA/2025/OP/0017, published on 17/12/2025. The European Food Safety Authority (EFSA) is seeking sustainable, flexible partners for professional event and hospitality management. The submission method is electronic and open for submission. The estimated total value is 10,300,000 EUR. The TED reference is 243/2025 840655-2025.

There are two lots:

Lot 1: Event, meeting & hospitality management for offsite activities. This covers offsite and online activities, including very large events in Parma. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is best price-quality ratio. The estimated value is 8,600,000 EUR. This is a framework agreement, without reopening of competition. The main classification (CPV) code is 79952000 - Event services, with an additional classification (CPV) code of 30196100 - Meeting planners.

Lot 2: Event, meeting & hospitality management for small, medium, large-scale Parma-based activities. This covers small to large-scale events held at EFSA premises or within Parma and its province. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is best price-quality ratio. The estimated value is 1,700,000 EUR. This is a framework agreement, without reopening of competition. The main classification (CPV) code is 79952000 - Event services, with an additional classification (CPV) code of 30196100 - Meeting planners.

Key milestones include:

TED publication date: 17/12/2025
Date and time of public opening: 30/01/2026 14:30 Europe/Rome
Deadline for receipt of tenders: 29/01/2026 14:30 Europe/Rome
Contracting authority is not bound to reply to questions submitted after: 21/01/2026 07:00 Europe/Rome

The following documents are available for download:

ENInvitation to tender_EFSA_2025_OP_0017Invitation letter, published on 17/12/2025, for all lots, Version 1, No translations available
ENTender Specifications_EFSA_2025_OP_0017Tender specifications, published on 17/12/2025, for all lots, Version 1, No translations available
ENAnnex 1_Financial Offer TemplateFinancial offer form, published on 17/12/2025, for all lots, Version 1, No translations available
ENAnnex 2_EN_FWC Service ContractDraft contract, published on 17/12/2025, for all lots, Version 1, No translations available
ENAnnex 3_Contractor Staff ProfilesOther invitation to tender document, published on 17/12/2025, for all lots, Version 1, No translations available
ENAnnex 4a_ASSIGNMENT TECHNICAL OFFER TEMPLATEOther invitation to tender document, published on 17/12/2025, for all lots, Version 1, No translations available
ENAnnex 5_INTERIM PAYMENT _ FINAL BALANCE TEMPLATEOther invitation to tender document, published on 17/12/2025, for all lots, Version 1, No translations available
ENAnnex 4b_ASSIGNMENT FINANCIAL OFFER TEMPLATEOther invitation to tender document, published on 17/12/2025, for all lots, Version 1, No translations available
ENAnnex 10_Test Case for Lot 2Other invitation to tender document, published on 17/12/2025, for Lot 2, Version 1, No translations available
ENAnnex 7_HOTEL CEILINGSOther invitation to tender document, published on 17/12/2025, for all lots, Version 1, No translations available

Submissions must be sent exclusively at the address for submission given below, using the electronic submission method.

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In summary, EFSA is seeking partners to manage its event and hospitality needs. This tender is divided into two lots: one for offsite and online events, and another for events held in Parma. The total estimated value of the tender is 10.3 million EUR, and the contracts will be awarded based on the best price-quality ratio. Interested parties must submit their tenders electronically by January 29, 2026. The documentation provides detailed specifications, financial offer templates, and draft contract terms. The eSubmission system supports various file types and languages, and encrypts uploaded documents for security. A PIC is mandatory for participation.

Eligible Applicant Types: The opportunity does not explicitly state the eligible applicant types. However, based on the nature of the tender, it is likely that eligible applicants include companies, service providers, and organizations with experience in event and hospitality management. This could include SMEs, large enterprises, and potentially public-private partnerships.

Funding Type: The funding type is procurement, specifically a service contract. The European Food Safety Authority (EFSA) is procuring event and meeting organization services.

Consortium Requirement: The opportunity does not explicitly state whether a consortium is required or if a single applicant is sufficient. It is possible that both single applicants and consortia are eligible, but this would need to be confirmed in the tender specifications. The FAQ mentions that a Personal Identification Code (PIC) is mandatory to participate as a sole candidate/tenderer or as a member of a group (consortium).

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. Given that it is an EU tender, it is highly likely that applicants from the EU and potentially EEA countries are eligible. The specific eligibility criteria would be detailed in the tender specifications.

Target Sector: The target sector is event and hospitality management. Specifically, the tender focuses on event services, meeting planning, and hospitality services related to scientific, institutional, and engagement events.

Mentioned Countries: Italy (specifically Parma and its province) is mentioned as the location for some of the events covered under Lot 2. The European Union is implied as the relevant region, given that EFSA is an EU agency.

Project Stage: The project stage is for established service providers. The tender seeks partners to manage and execute events, indicating a need for organizations with existing capabilities and experience in event management.

Funding Amount: The estimated total value of the tender is 10,300,000 EUR. Lot 1 has an estimated value of 8,600,000 EUR, and Lot 2 has an estimated value of 1,700,000 EUR.

Application Type: The application type is an open call for tenders. Submissions must be electronic.

Nature of Support: Beneficiaries will receive money in exchange for providing event and hospitality management services. This is a service contract, so the support is financial compensation for services rendered.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there will be at least two stages: submission of the tender and evaluation of the tender. Further stages might be detailed in the tender specifications.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: The text does not mention any co-funding requirement.

Summary:

This is an invitation to tender issued by the European Food Safety Authority (EFSA) for event and meeting organization services. EFSA is seeking sustainable and flexible partners to manage its scientific, institutional, and engagement events. The tender is divided into two lots: Lot 1 focuses on event, meeting, and hospitality management for offsite activities, including online events and very large events outside of Parma, while Lot 2 covers small to large-scale events held at EFSA premises or within Parma and its province. The total estimated value of the tender is 10,300,000 EUR, with Lot 1 valued at 8,600,000 EUR and Lot 2 at 1,700,000 EUR. The contract duration is a maximum of 48 months, and the award method is based on the best price-quality ratio. The procedure is an open call for tenders, and submissions must be made electronically. The deadline for receipt of tenders is January 29, 2026, and the contracting authority is not bound to reply to questions submitted after January 21, 2026. The tender documents include an invitation letter, tender specifications, financial offer template, draft contract, contractor staff profiles, technical and financial offer templates, interim payment and final balance templates, a test case for Lot 2, and hotel ceilings information. The eSubmission system supports various file types and has specific requirements for attachment names and sizes. A Personal Identification Code (PIC) is mandatory for participation. EFSA aims to secure reliable partners to support its mission of safeguarding EU food safety through effective event management and stakeholder engagement.