Framework contract to organise external meetings and events

The European Commission's Directorate-General for Employment, Social Affairs and Inclusion is looking for proposals through a call for tenders, designated as EC-EMPL/2025/OP/0006. This procurement opportunity involves establishing a framework contract for the organization of external meetings and events, covering a range of formats including physical, hybrid, and online meetings, along with related services such as travel and accommodation bookings. The estimated total value of the contract is €40 million, with a maximum duration of 48 months. Eligible applicants for this tender can include large enterprises, SMEs, startups, and potentially public-private partnerships, though non-profits, universities, and research institutes are likely excluded as the focus is on commercial services. The nature of this opportunity is a service contract, not a grant, with payment contingent upon the successful delivery of services. The geographic eligibility for participation is primarily open to entities based in EU Member States and EEA countries, with capacity to operate internationally, although the specific countries involved are not named. The target sector is identified as event management and travel services, as indicated by the relevant CPV codes. The application process is an open call, requiring electronic submissions via the Funding and Tenders Portal, with a submission deadline set for September 15, 2025. No consortium is mandated for this tender, and it is presumed that only one application per lot will be evaluated. The evaluation criteria will focus on a balance of quality and price, weighted at 60% for quality and 40% for price. The opportunity encompasses substantial logistical and operational demands, aiming for immediate service delivery upon contract award rather than research or development phases. Although specifics on success rates and co-funding requirements haven't been disclosed, it is noted that the contractor will receive full payment for services, indicating no additional funding obligations from applicants. In summary, the framework contract aims to establish a comprehensive service partnership for the organization of diverse meetings and events, reinforcing the need for professional capabilities in event management. Interested organizations are encouraged to review the documentation and ensure compliance with the electronic submission requirements, including obtaining a mandatory Participant Identification Code. The contractual process is outlined with an emphasis on delivering high-quality services within a competitive procurement framework.

The European Commission, Directorate-General for Employment, Social Affairs and Inclusion (DG EMPL) has published a call for tenders, EC-EMPL/2025/OP/0006, for a framework contract to organise external meetings and events. The TED reference for this call is 126/2025 436892-2025. This is an open procedure, and submissions must be electronic.

The subject of this call for tender is the organisation of meetings and events for DG EMPL. This includes physical meetings, hybrid meetings, online-only meetings, travel and accommodation booking, and other meeting-related services, offered as standalone or blended solutions. The meetings will take place across EU Member States and outside the EU, encompassing both small and large-scale events.

The estimated total value of the framework agreement is €40,000,000. The contract's nature is for services, with a maximum duration of 48 months. The award method will be based on the best price-quality ratio. The framework agreement will not involve a reopening of competition.

Key milestones for this call include a TED publication date of 04/07/2025. The date and time of the public opening are scheduled for 16/09/2025 at 10:00 Europe/Brussels time. The deadline for receipt of tenders is 15/09/2025 at 14:00 Europe/Brussels time. The contracting authority is not bound to reply to questions submitted after 05/09/2025 at 05:00 Europe/Brussels time.

The main classification (CPV) code for this tender is 55120000, which refers to hotel meeting and conference services.

There are 13 documents available for download related to this tender:

EN00. EC-EMPL2025OP0006 Invitation to tenderInvitation letterPublished on 04/07/2025Version 1 No translations available

EN01. EC-EMPL2025OP0006 Part 1 Admin Spec final.v1Tender specifications - adm. partPublished on 04/07/2025Version 1 No translations available

EN02. EC-EMPL2025OP0006- Part 2 - Technical Specifications.final.v1Technical specificationsPublished on 04/07/2025Version 1 No translations available

EN03. EC-EMPL2025OP0006F - final.v1Draft contractPublished on 04/07/2025Version 1 No translations available

EN04. Annex 2 Declaration-of-honour-EC-EMPL2025OP0006.v1Declaration on honour (tender)Published on 04/07/2025Version 1 No translations available

EN05. Annex 6 A & 6C -final.v1Financial offer formPublished on 04/07/2025Version 1 No translations available

EN06. Annex €6 B-final.v1Other invitation to tender documentPublished on 04/07/2025Version 1 No translations available

EN07. Annex 8 Template Technical offer.v1Other invitation to tender documentPublished on 04/07/2025Version 1 No translations available

EN08. Annex 9 Scenario 1 (standard).v1Other invitation to tender documentPublished on 04/07/2025Version 1 No translations available

EN09. Annex 9 Scenario 2 (complex abroad).v1Other invitation to tender documentPublished on 04/07/2025Version 1 No translations available

Submissions must be sent exclusively via electronic means at the address provided in the submission terms.

Some frequently asked questions (FAQs) regarding the eSubmission system are also provided:

How to proceed if the system is slow or doesn’t work while uploading/downloading documents? Use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, clear the cache and cookies.

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Is it possible to view the details of the submission after the deadline? No, the content of the submission is not accessible after the deadline, as the system encrypts all attachments upon upload.

Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Submissions can be found in ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate, etc.

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How should I name attachments in eSubmission? Follow the System Requirements for attachment names.

Can I submit a video in eSubmission? Which formats are supported? Check the System Requirements of eSubmission.

I received an invitation from the F&T Portal but cannot view the procurement documents. Select an organisation in the F&T Portal under “My Invitations”.

Do I need to validate my PIC in order to submit a tender in eSubmission? A Personal Identification Code (PIC) is mandatory for participation as a sole candidate/tenderer or as a member of a group (consortium).

I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do? Ensure the file follows the technical requirements of the system.

How many attachments can I upload per submission? The system allows a maximum of 200 files per tender.

Why do tenderers need a PIC? It is mandatory to register for a PIC to submit a tender or a request to participate.

How do I register my organisation and get a Participant Identification Code (PIC)? Check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register.

What is the validity period of a PIC? A PIC is unique and its validity is not limited in time.

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Can I view and edit my draft submission? Until the deadline, submissions in draft status can be edited, viewed, and deleted.

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 and is not blocking for submission.

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.

In summary, this is a call for tenders by the European Commission's DG EMPL seeking a contractor to manage and organize a wide range of meetings and events, both within and outside the EU. The tender covers everything from physical gatherings to fully online events, including travel arrangements and related services. The contract is substantial, with an estimated value of €40 million, and will be awarded based on the best price-quality ratio. Interested parties must submit their tenders electronically by September 15, 2025, and should carefully review all provided documentation and FAQs to ensure compliance with the eSubmission system's requirements. A key requirement is obtaining a Participant Identification Code (PIC) for tenderers. The framework agreement will last for 48 months.

Eligible Applicant Types:The eligible applicant types are not explicitly stated, but given the nature of the tender, it is likely open to service providers, companies, and organizations with experience in event management, travel, and related services. This could include SMEs, large enterprises, and potentially public-private partnerships.

Funding Type:This is a procurement opportunity, specifically a call for tenders. The financial mechanism is a service contract.

Consortium Requirement:The content mentions that a 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), so either a single applicant or a consortium is acceptable.

Beneficiary Scope (Geographic Eligibility):The meetings and events take place across EU Member States but also outside the EU, so the geographic eligibility is likely international, encompassing both EU and EU third countries.

Target Sector:The target sector is event management and related services, including hotel meeting and conference services. This includes the organization of physical, hybrid, and online meetings, travel and accommodation booking, and other meeting-related services.

Mentioned Countries:EU Member States and EU third countries are mentioned as locations where meetings and events will take place.

Project Stage:The project stage is not explicitly mentioned, but it is implied that applicants should have existing capabilities and experience in providing event management services. This suggests a focus on service delivery rather than research or development.

Funding Amount:The estimated total value of this opportunity is €40,000,000.

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

Nature of Support:Beneficiaries will receive money in exchange for services rendered, as this is a service contract.

Application Stages:The number of application stages is not explicitly stated, but it can be inferred that there are multiple stages, including submission of the tender, evaluation of the tender, and contract award.

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

Co-funding Requirement:The need for co-funding is not explicitly stated.

Summary:

This is a call for tenders (EC-EMPL/2025/OP/0006) issued by the European Commission, Directorate-General for Employment, Social Affairs and Inclusion (DG EMPL). The purpose of this tender is to establish a framework contract for the organization of meetings and events. The scope includes physical meetings, hybrid meetings, online meetings, travel and accommodation booking, and other related services. These meetings and events will take place both within EU Member States and outside the EU. The estimated total value of the framework contract is €40,000,000, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. The submission method is electronic, and the deadline for receipt of tenders is 15/09/2025 at 14:00 Europe/Brussels time. The contracting authority will not reply to questions submitted after 05/09/2025 at 05:00 Europe/Brussels time. Tenderers must submit their offers electronically and should ensure they meet the technical requirements of the eSubmission system, including file size limits (50 MB per file) and naming conventions. A Personal Identification Code (PIC) is mandatory for participation, whether as a single tenderer or as part of a consortium. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of information. The TED reference for this opportunity is 126/2025 436892-2025.