Framework Contract for Organisation of Meetings, Events and Conference Services

This opportunity is a call for tenders issued by the European Parliament, specifically from the LINC Directorate-General for Logistics and Interpretation for Conferences. The purpose is to select a qualified service provider to support the organization and coordination of meetings, events, and conference services that will take place outside the European Parliament's three official seats in EU Member States and candidate countries that have applied for EU accession. The estimated total value of this tender is 8.5 million EUR, and the maximum duration of the contract is four years.

The call is an open procedure, requiring electronic submissions, and the submission deadline is November 10, 2025. The tender was published on September 23, 2025, with a public opening scheduled for November 12, 2025. The award method will be based on the best price-quality ratio and is structured as a framework agreement, meaning that there will be no reopening of competition for individual contracts awarded under the framework.

Eligible applicants include both individual organizations and consortiums of service providers who specialize in event management, logistics coordination, and related fields. The framework includes a broad scope, targeting services related to exhibition, fair, and congress organization, as well as logistics, accommodation, transport services, and more. While the `smeSuitableIndicator` is marked as false, indicating the contract wasn’t specifically designed for small and medium enterprises, participation in consortiums may allow SMEs to join larger firms for this opportunity.

Key documents related to the tender include an invitation letter, tender specifications, and various annexes addressing technical specifications, financial identification, and declarations regarding subcontractors and Russia, among other relevant details. All submissions must adhere to specific documentation requirements, with files limited to under 50 MB in size and a maximum of 200 files per submission.

A Personal Identification Code (PIC) is a mandatory requirement for participation, and the electronic submission system supports all 24 official EU languages while ensuring the confidentiality and integrity of submitted documents through encryption. The contracting authority will not respond to any inquiries made after October 31, 2025.

This tender represents a significant opportunity for established event management companies with proven capabilities, seeking to engage in a substantial and ongoing relationship with a key EU institution.

This is a call for tenders with the identifier EP-LINC/2025/OP/0010. It is an open procedure, and submissions must be electronic. The call is currently open for submission. The TED reference is 182/2025 621435-2025.

The purpose of this invitation is to select a qualified service provider to support the CA with external services related to the organisation and coordination of meetings held outside the EP’s three official seats, in EU Member States or in candidate countries that have applied for EU accession.

The estimated total value of this tender is 8,500,000 EUR. The TED publication date is 23/09/2025. The lead contracting authority is the European Parliament, LINC - Directorate-General for Logistics and Interpretation for Conferences. The main classification (CPV) code is 79950000 - Exhibition, fair and congress organisation services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method is the best price-quality ratio. It is a framework agreement without reopening of competition.

Key milestones include:
TED publication date: 23/09/2025
Date and time of public opening: 12/11/2025 11:00 Europe/Brussels
Deadline for receipt of tenders: 10/11/2025 16:00 Europe/Brussels
Contracting authority is not bound to reply to questions submitted after: 31/10/2025 07:00 Europe/Brussels

The following documents are available for download:
EN01. Invitation letter (Invitation letter), published on 23/09/2025, Version 1, No translations available
EN02. Specifications (Tender specifications), published on 23/09/2025, Version 1, No translations available
EN03. Annex I - Technical Specifications (Terms of reference), published on 23/09/2025, Version 1, No translations available
EN04. Annex II EMAS (Other invitation to tender document), published on 23/09/2025, Version 1, No translations available
EN05. Annex III Declaration on tender honour (Declaration on honour (tender)), published on 23/09/2025, Version 1, No translations available
EN06. Annex IV - Financial Identification Form with Guide (Other invitation to tender document), published on 23/09/2025, Version 1, No translations available
EN07. Annex V - Consortiums (Other invitation to tender document), published on 23/09/2025, Version 1, No translations available
EN08. Annex VI - Declaration Subcontractors (Other invitation to tender document), published on 23/09/2025, Version 1, No translations available
EN09. Annex VII Financial Data (Other invitation to tender document), published on 23/09/2025, Version 1, No translations available
EN10. Annex VIII Declaration Russia (Other invitation to tender document), published on 23/09/2025, Version 1, No translations available

There are 14 items found in the Documents section.

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

FAQ's:
How to proceed if the system is slow or doesn’t work while uploading/downloading documents? Please make sure you use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, try the following steps: 1. Clear the cache and cookies on the Internet brows...Published on 13/02/2025 21:52
Which Internet browsers does eSubmission support? Please use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements. You can access this link...Published on 13/02/2025 21:52
Is it possible to view the details of the submission after the deadline? The content of the submission is not accessible after submitting the tender as the system encrypts all attachments upon upload. Thus, the system will not allow decryption after the u...Published on 13/02/2025 21:50
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Depending on the type or step of procedure, you can find the submissions in one of these sections: ·In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to ...Published on 17/10/2024 21:40
Which size should attachments have? For attaching files to your tender submission, eSubmission accepts files that are less than 50 MB in size. Any larger sizes will not be accepted by the system. For the latest informa...Published on 17/10/2024 21:36
How should I name attachments in eSubmision? In eSubmission, you must name the attachments for your tender draft following the System Requirements. With regards to all attachment names, please see the following conditions: The ...Published on 03/10/2024 17:39
Can I submit a video in eSbmission? Which formats are supported? You can check the System Requirements of eSubmission: Published on 03/10/2024 17:37
I received an invitation from the F&T Portal but cannot view the procurement documents. Invited candidates can only see the procurement documents after having selected an organisation. Go to F&T Portal, “My Invitations”. Click on “Select Organisation” from the “Action” ...Published on 03/10/2024 17:37
Do I need to validate my PIC in order to submit a tender in eSubmission? The Personal Identification Code (PIC) is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). For subcontractors PIC i...Published on 03/10/2024 17:36
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How many attachments can I upload per submission? The maximum number of documents the system will allow you to upload per tender is200 files. You are able to check the eSubmission System Requirements in the documentation by clicking...Published on 03/10/2024 17:35
Why do tenderers need a PIC? It is mandatory to register for a PIC if you intend to submit a tender or a request to participate. Only one PIC per organisation must be used. Therefore, if your organisation alread...Published on 23/04/2024 18:14
How do I register my organisation and get a Participant Identification Code (PIC)? First, check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register. If your organisation is a bigger...Published on 23/04/2024 17:07
How many languages does the system support? The system is multilingual and supports all 24 official EU languages.Published on 01/04/2024 20:56
Which is the character set encoding in the system? The character set encoding is UTF-8.Published on 23/02/2024 00:58
Does the system use encryption to ensure the integrity and the confidentiality of the information? Yes, the system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism.Published on 23/02/2024 00:57
Which file types does the system support? The supported file types depend on the type of submission you want to make. The allowed file types are specified within the system requirements linked to the procedure in question. M...Published on 22/02/2024 00:55
Can I view and edit my draft submission? Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted. Published on 24/03/2023 22:32
In the submission report, under the name of our entity, "Legal form: UNKNOWN" is displayed while in the system, our legal form was correctly displayed. Is this a problem for the submission? No, it is just a display issue. This is not blocking for you: you can submit. Published on 03/08/2021 23:07
I sent my submission on time and a few days later, I received an automatic email informing me that the deadline for the reception of submissions had been reached. Does this mean that my submission was not correctly sent? No, this is an auto-generated notification sent when the time limit of receipt defined for the call for tenders has been reached. Until then, you had the possibility of withdrawing...Published on 03/08/2021 23:05

In summary, this is a European Parliament call for tenders seeking a service provider to organize and coordinate meetings and events outside of the Parliament's main locations, specifically within EU member states and candidate countries. The contract is worth an estimated 8.5 million EUR and will run for a maximum of 48 months. The selection process will prioritize the best price-quality ratio. Interested parties must submit their tenders electronically by November 10, 2025. The tender documents, including the invitation letter, specifications, and technical requirements, are available for download. A key requirement for participation is obtaining a Personal Identification Code (PIC). The eSubmission system supports all 24 official EU languages and uses encryption to protect the confidentiality of submitted information.

Eligible Applicant Types: The opportunity is open to qualified service providers. The specific types of organizations that qualify as service providers are not explicitly defined in the provided text, but it can be inferred that it is aimed at companies or organizations with experience in event management, meeting organization, and conference services. Subcontractors are also mentioned, suggesting that the opportunity can involve a main contractor and subcontractors.

Funding Type: The funding type is procurement, specifically a framework agreement for services. The contract is for services related to the organization of meetings, events, and conference services.

Consortium Requirement: The opportunity mentions "Consortiums" in Annex V, indicating that applications from consortia are possible. The text also mentions "sole candidate/tenderer," suggesting that single applicants are also allowed. Therefore, both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility includes EU Member States and candidate countries that have applied for EU accession. The meetings are to be held outside the European Parliament's three official seats, within these eligible countries.

Target Sector: The target sector is event management and conference services. The call specifically targets "Exhibition, fair and congress organisation services" as indicated by the CPV code 79950000.

Mentioned Countries: The opportunity explicitly mentions EU Member States and candidate countries that have applied for EU accession. Russia is mentioned in Annex VIII, suggesting a declaration related to Russia may be required, potentially indicating some restrictions or considerations related to Russian involvement.

Project Stage: The project stage is not explicitly mentioned, but given the nature of the call for tenders, it is likely aimed at service providers with existing capabilities and experience in organizing meetings, events, and conferences. The focus is on the operational delivery of services rather than research or development.

Funding Amount: The estimated total value of the framework agreement is 8,500,000 EUR. This is the total value of the framework agreement, not necessarily the value of individual contracts awarded under the framework.

Application Type: The application type is an open call for tenders, with electronic submission.

Nature of Support: The beneficiaries will receive service contracts for the organization and coordination of meetings, events, and conference services. This is a service contract, so the support is monetary in exchange for services rendered.

Application Stages: The number of application stages is not explicitly stated, but the process involves at least one stage of submitting a tender. The evaluation process likely involves multiple stages, but the exact number is not detailed in the provided text.

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

Co-funding Requirement: The co-funding requirement is not explicitly mentioned. Typically, procurement contracts do not require co-funding from the applicant, as the contracting authority is paying for the services.

Summary:

This opportunity is a call for tenders by the European Parliament, LINC Directorate-General for Logistics and Interpretation for Conferences, seeking a qualified service provider to support the organization and coordination of meetings, events, and conference services. The meetings will be held outside the EP's official seats, within EU Member States and candidate countries that have applied for EU accession. The procedure is an open procedure with electronic submission. The estimated total value of the framework agreement is 8,500,000 EUR, and the maximum contract duration is 48 months. The award method is based on the best price-quality ratio. Eligible applicants include both single organizations and consortia that can provide services related to exhibition, fair, and congress organization. The deadline for receipt of tenders is November 10, 2025, and the contracting authority will not reply to questions submitted after October 31, 2025. The tender documents include an invitation letter, tender specifications, technical specifications, and various annexes related to EMAS, declaration on honor, financial identification, consortiums, subcontractors, financial data, and a declaration regarding Russia. The eSubmission system supports multiple languages and requires attachments to be less than 50 MB in size, with a maximum of 200 files per submission. A Personal Identification Code (PIC) is mandatory for participation. The system encrypts all uploaded documents to ensure integrity and confidentiality.