Events Organisation and Meeting Management services

This is an open EU call for tenders (ENISA/2026/OP/0015) led by the European Union Agency for Cybersecurity (ENISA) with ECCC as participating entity to conclude a single framework contract for events organisation and meeting management services. The framework covers virtual, on‑premises (Athens, Bucharest, Brussels) and third‑party venue support including logistics, audiovisual and IT support, participant registration and travel/accommodation arrangements. The estimated total value is €9,100,000 for up to 48 months (initial 12 months renewable) and award is based on quality (70%) and price (30%). Submission is electronic via the EU Funding & Tenders Portal with a tender deadline of 17 September 2026 (Europe/Athens time).

Opportunity type

Call for tenders (framework contract)

Lead contracting authority:European Union Agency for Cybersecurity (ENISA) with participation of ECCC. Single framework contract to provide events organisation and meeting management services to both agencies.

What it funds:A wide range of services to support organisation, logistics and management of events and meetings (one lot).

Who can apply:Qualified economic operators / service providers meeting the procurement selection and technical requirements; submission via the Funding & Tenders Portal (eSubmission). SMEs may participate but the procurement is marked as not SME-specific.

1. 1Estimated total contract value: €9,100,000 (over the framework duration).
2. 2Planned duration: initial 12 months, renewable up to 3 times (total planned period 48 months).
3. 3Main CPV: 79952000 (services related to meetings and events).
4. 4Procedure: open call for tenders leading to a single framework agreement; award criteria quality 70% / price 30%.

Tender documents (invitation, technical and administrative specifications, draft contract, financial offer form and templates) are published on the portal; consult the official notice and annexes for detailed selection and award rules Procurement Notice. ¹

Footnotes

1. 1All mandatory requirements, evaluation methodology and submission instructions are in the procurement documents on the Funding & Tenders Portal (see Invitation to tender and Annexes).

Opportunity summary

This is a call for tenders published as an interagency procurement led by the European Union Agency for Cybersecurity (ENISA) with participation of ECCC (collectively the Contracting Authority). The Contracting Authority intends to conclude a single framework contract with a qualified economic operator to provide a wide range of services supporting events organisation and meeting management for both Agencies. The procurement is published on the EU Funding & Tenders Portal under identifier ENISA/2026/OP/0015. The planned duration of the framework is 48 months with an initial 12-month period renewable up to three times. The estimated overall contract value is €9,100,000. The main CPV code is 79952000 (event organisation services). Full procurement documents (invitation to tender, administrative and technical specifications, draft contract, financial offer form, declaration of honour, profiles and editable annexes) were published on 21 July 2026 and are available on the portal ENISA Tender ENISA/2026/OP/0015. ¹

Key dates and administrative details

Deadlines:Publication date 21 July 2026. Closing date (deadline for tender submission) 17 September 2026, 23:59:59 (Europe/Athens timezone). An open tender event is scheduled for 18 September 2026 at 11:30 (local time) as recorded in the procurement record. The eSubmission method is required through the Funding & Tenders Portal. Additional information request period ends 11 September 2026. Tender validity period: 6 months.

Documents published (high-level list)

The procurement pack includes multiple annexes and templates published on 21 July 2026:invitation to tender; Annex I Part 1 Administrative specifications; Annex I Part 2 Technical specifications; Annex II Draft Contract; Annex 06 Financial Offer form; Annex 02 Declaration of Honour (tenders); Annex 10 Profiles; and editable annex files. Tenderers must consult these documents for full requirements and submission templates.

Estimated contract value:€9,100,000 (estimated overall contract amount for the full duration) as recorded in the procurement data.

Eligibility, selection and award — extracted interpretation

This is a public procurement (tender) procedure. The Contracting Authority seeks economic operators (service providers) that meet the administrative, financial and technical selection criteria set out in the published procurement documents. The tender is structured as a single lot (LOT-0001). Award criteria are split between quality (weight 70) and price (weight 30); bidders should consult the technical and administrative specifications for the detailed sub-criteria and scoring rules.

1. 1Eligible Applicant Types: Economic operators / service providers capable of providing events organisation and meeting management services. The procurement documents refer to a qualified economic operator; specific legal establishment and qualification rules are provided in the selection criteria annexes (see Declaration of Honour and administrative specifications). Typical eligible applicant types are private sector event management companies, conference organisers, professional meeting management firms, and consortia led by such entities.
2. 2Funding Type: Procurement / tender (framework contract). This is not a grant, loan or equity instrument but a public contract to purchase services.
3. 3Consortium Requirement: Single framework contract with a single contractor is to be concluded. Tenderers may form consortia or joint ventures if permitted by the administrative specifications and if they satisfy the selection and capacity requirements; consult Annex I Part 1 Administrative specifications for rules on joint bids and subcontracting.
4. 4Beneficiary Scope (Geographic Eligibility): The contracting authorities are EU agencies (ENISA and ECCC). The procurement is published on the EU portal; the tender documentation should be consulted for exact rules on economic operator nationality and place of establishment. The contracting authorities typically allow operators established in EU Member States and potentially EEA or certain third countries in line with EU procurement rules; explicit permitted zones and any restrictions are in the administrative specifications.
5. 5Target Sector: Events organisation and meeting management services (CPV 79952000). Services include event planning, logistics, venue sourcing, on-site management, audiovisual and IT support, interpretation/translation coordination, participant registration, catering logistics, travel and accommodation management, virtual/hybrid conferencing support and related services as described in the technical specifications.
6. 6Mentioned Countries: The call is led by the European Union Agency for Cybersecurity (ENISA) and includes the ECCC as participating entity. No additional Member States or specific countries are named in the public summary; scope is EU agency-based. The portal listing and agency websites indicate EU-level activity.
7. 7Project Stage: Service delivery (operational / implementation). This tender procures operational services to be delivered throughout the contract period rather than research or product development.
8. 8Funding Amount: Estimated overall contract amount €9,100,000 for the planned 48-month period (initial 12 months renewable up to three times).
9. 9Application Type: Open call via eSubmission on the EU Funding & Tenders Portal. The submission method code is ESUBMISSION (required).
10. 10Nature of Support: The successful contractor will receive monetary compensation under a framework service contract (money via service contract payments).
11. 11Application Stages: At minimum two administrative stages can be expected: 1) submission of tenders (single-stage submission) and 2) evaluation and award. The tender record indicates an open tender event and standard evaluation of selection and award criteria. Exact tender procedure details (e.g., shortlist, clarifications, negotiations if any) are specified in the tender documents.
12. 12Success Rates: Not provided in the tender documents. As a standard competitive public tender, success rates depend on number and quality of bids; no historical success rate is published in the record.
13. 13Co-funding Requirement: Not applicable. This is a procurement: the contracting authority pays for services under the contract. Bidders do not need to provide co-funding but must meet any financial guarantees, evidence of financial capacity or tender guarantees required in the administrative specifications.

Application templates and required forms (structure and guidance)

The procurement pack contains specific templates and forms that bidders must complete and submit. Below is an outline of the principal templates and the typical structure bidders must provide, based on the published annexes.

1. 1Invitation to Tender: administrative cover describing submission steps, deadlines, contact points and mandatory annexes. Use as overall checklist.
2. 2Annex I Part 1 Administrative specifications: contains eligibility and selection criteria, required supporting evidence, rules on joint bids and subcontracting, exclusion grounds and proof-of-capacity documents. Expected attachments: proof of legal status, VAT/tax registration, financial statements, declarations on exclusion, references for prior similar services.
3. 3Annex I Part 2 Technical specifications: defines required services, performance levels, service level agreements, KPIs, staff profiles, equipment and technical resources. Bidders must demonstrate capacity to meet technical requirements and propose operational approaches.
4. 4Annex 06 Financial Offer form: mandatory price schedule and pricing model. Bidders must fill all fields and follow rules on currency, unit prices, how to handle renewals and optional services. Non-compliant or incomplete financial forms may lead to exclusion.
5. 5Annex 02 Declaration of Honour (tender): signed declaration concerning exclusion criteria and absence of conflicts. Typically required for each participating legal entity in a bid.
6. 6Annex 10 Profiles: templates for key staff profiles and CVs, showing qualification and experience levels for proposed personnel (e.g., event manager, technical leads, logistics coordinators, interpreters).
7. 7Draft Contract (Annex II): contains contractual terms and conditions, liability, payment terms, performance guarantees, confidentiality, data protection clauses and renewal mechanisms. Bidders must confirm acceptance or note reservations where allowed by the procedure.
8. 8Editable Annexes (zip): includes editable versions of forms to be completed and returned (financial tables, staff CV templates, checklists).

Award criteria and evaluation

Award criteria are split between quality and price. The procurement metadata specifies a weighting of 70 for quality and 30 for price. Detailed sub-criteria, scoring methodology, minimum thresholds and pass/fail conditions for administrative and selection criteria are included in the administrative and technical specifications and must be strictly followed by bidders. Quality sub-criteria will likely cover technical solution, delivery model, past performance, staff profiles and KPIs.

Practical next steps for interested bidders

1. 1Register and sign in to the EU Funding & Tenders Portal and ensure your organisation can submit via eSubmission before the deadline.
2. 2Download and carefully read all procurement documents (invitation, administrative and technical specifications, draft contract, financial form and templates).
3. 3Prepare administrative evidence: legal registration, declarations on exclusion, financial statements, proof of capacity and any requested certificates per Annex I Part 1.
4. 4Prepare the technical offer aligned with Annex I Part 2: detailed service description, operational approach, resource plan, KPIs, staff CVs using Annex 10 profiles.
5. 5Complete the financial offer exactly as per Annex 06 Financial Offer form and provide pricing in the requested format and currency.
6. 6Review and accept the draft contract or list permissible reservations only if the procedure allows. Ensure compliance with data protection and confidentiality clauses.
7. 7Submit the complete tender electronically via the Funding & Tenders Portal before 17 September 2026 23:59:59 Europe/Athens time.

Risks, clarifications and additional notes

Bidders must pay attention to mandatory pass/fail criteria in the administrative specifications (exclusion grounds, minimum financial/technical capacity thresholds). Non-compliance with required templates (e.g., financial offer form) can lead to rejection. The contracting authority has published corrigendum(s) to the contract notice; bidders should monitor the portal for updates and clarifications. The procurement record indicates appeal terms and the appeals receiver party; consult the documents for timelines and rights. Time zone for deadlines is Europe/Athens.

Source and where to apply:All documents and the electronic submission gateway are available on the EU Funding & Tenders Portal record for ENISA/2026/OP/0015 ENISA Tender ENISA/2026/OP/0015. ¹

Comprehensive summary

This procurement seeks a single contractor under a framework agreement to deliver comprehensive events organisation and meeting management services to ENISA and ECCC. The framework is estimated at €9.1 million for up to four years (initial one year, renewable three times). The procedure is an open eSubmission tender on the EU Funding & Tenders Portal with award based on combined quality (70) and price (30). Interested economic operators must submit administrative, financial and technical documentation using the specific templates published in the procurement dossier. The tender documents contain detailed selection criteria, technical requirements, contractual terms and pricing templates; bidders should follow those documents precisely and submit electronically before the 17 September 2026 deadline. This is a procurement opportunity to provide operational event and meeting management services at EU agency level; successful bidders will be contracted to deliver a broad scope of event-related services under the contractual terms set out in the draft contract.

Footnotes

1. 1Procurement record and documents available on the EU Funding & Tenders Portal: ec.europa.eu

This is an open EU procurement for a single framework contract to provide events organisation and meeting management services for ENISA, with ECCC participating as a co-beneficiary of the contract.[2][7] The specifications indicate support for meetings and events that may be hosted virtually, on premises in Athens, Bucharest or Brussels, or in third party premises.[7]

Key Contract Facts

What the Contract Covers

The tender seeks a qualified economic operator able to provide a wide range of event and meeting support services to both agencies under one framework arrangement.[7] The technical specifications describe support for meetings and events that can take place virtually, on premises, or at third party premises, which indicates a mix of logistics, coordination and delivery support across different formats.[7]

• Support for virtual meetings and events.[7]
• Support for events hosted on premises in Athens, Bucharest and Brussels.[7]
• Support for events hosted in third party premises that are non residential.[7]
• Provision of services to both ENISA and ECCC under a single framework contract.[7]

Who Can Apply

The available procurement summary says eligible applicants are economic operators able to deliver event organisation and meeting management services under an open EU procurement procedure.[2] It also states that participation is open to natural and legal persons from EU Member States and from other countries with a specific EU public procurement agreement, while GPA only access does not apply.[2]

• Service providers with proven capacity in events organisation and meeting management.[2][7]
• Natural or legal persons from eligible EU Member States.[2]
• Economic operators from countries covered by a specific EU public procurement agreement.[2]

Commercial and Practical Notes

A secondary procurement summary reports an estimated total value of €9.1 million and identifies the contract as an open procedure, which suggests a competitive award process for a substantial framework service contract.[2] The official tender documentation is hosted through the EU Funding and Tenders Portal, and the specifications confirm electronic submission through the portal workflow.[7]

1. 1Review the technical specifications carefully to confirm the service mix expected across virtual, on site and third party venues.[7]
2. 2Prepare evidence of relevant experience delivering comparable institutional events and meeting management services.[2][7]
3. 3Check the portal notice for the exact submission deadline and any clarification cut off, because the supplied metadata lists two dates that are not labelled in the available sources.[2][7]
4. 4Use the official Funding and Tenders Portal submission process rather than any offline channel.[7]