Multiple framework service contract in cascade for the organisation of events and promotional actions, including stands at major audiovisual and gaming markets

The European Education and Culture Executive Agency (EACEA) has issued a call for tenders, identified as EACEA/2025/OP/0004, for multiple framework service contracts focusing on the organization of events and promotional actions, particularly at major audiovisual and gaming markets. The total estimated value of the contract is €30 million, and the maximum duration for the contracts is 36 months. This is classified under the CPV code 79952000 for event services, indicating it is a procurement for services rather than a grant.

Eligible applicants include economic operators from EU member states and potentially candidate countries, such as private companies, SMEs, and large enterprises capable of delivering the required services. Submission is via an open procedure, requiring electronic submission through the Funding & Tenders Portal by September 8, 2025, with a public opening on September 12, 2025.

There is no mandatory consortium requirement; applicants can participate as sole entities or as part of a consortium. However, subcontracting is permitted. The award criteria prioritize technical quality over price, with a weighting of 70% for quality and 30% for cost, promoting a focus on service excellence.

No specific country restrictions are detailed, but the initiative is aimed at providers with expertise in high-profile events. The project is at the execution stage, with no research and development components, targeting immediate service delivery.

The application process is a single-stage, where applicants must submit their tenders electronically. The tender documents required include an invitation letter, specifications, declaration on honor, power of attorney, forms for subcontractor listings, and a price list. A PIC (Participant Identification Code) is necessary for all submissions.

Overall, this procurement opportunity is directed at experienced event management firms with proven capacities in the audiovisual and gaming sectors, providing a significant opportunity for successful tenderers due to its framework structure. Submissions must adhere to specific technical requirements, including limits on file sizes and the formats accepted. Interested applicants should ensure they register for a PIC if they haven't done so already and adhere to the deadline and submission protocols specified.

The European Education and Culture Executive Agency (EACEA) has published a call for tenders, EACEA/2025/OP/0004, for multiple framework service contracts in cascade for the organisation of events and promotional actions, including stands at major audiovisual and gaming markets. The TED reference for this call is 135/2025 468689-2025.

The procedure type is an open procedure, and submissions must be sent electronically. The estimated total value of the contract is 30,000,000 EUR. The TED publication date is 17/07/2025. The main classification (CPV) code is 79952000 - Event services. The nature of the contract is for services, and the maximum contract duration is 36 months. The award method is based on the best price-quality ratio. It is a framework agreement without reopening of competition.

Key milestones include: TED publication date: 17/07/2025, Date and time of public opening: 12/09/2025 10:00 Europe/Brussels, Deadline for receipt of tenders: 08/09/2025 18:00 Europe/Brussels, Contracting authority is not bound to reply to questions submitted after: 29/08/2025 05:00 Europe/Brussels.

The following documents are available for download:

1.  ENLetter Invitation to tender EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004 (1)Invitation letterPublished on 17/07/2025Version 1 No translations available
2.  ENTender Specifications EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004Tender specificationsPublished on 17/07/2025Version 1 No translations available
3.  ENAnnex 2. Declaration-of-honour-tenders EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004Declaration on honour (tender)Published on 17/07/2025Version 1 No translations available
4.  ENAnnex 3. Power of Attorney EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004Tender specificationsPublished on 17/07/2025Version 1 No translations available
5.  ENAnnex 4. List subcontractors and proportion subcontracting EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004Tender specificationsPublished on 17/07/2025Version 1 No translations available
6.  ENAnnex 5.1. Commitment letter by an identified subcontractor EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004Tender specificationsPublished on 17/07/2025Version 1 No translations available
7.  ENAnnex 5.2. Commitment letter by an entity on whose capacities is being relied EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004Tender specificationsPublished on 17/07/2025Version 1 No translations available
8.  ENAnnex 6. Price List EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004 - 7july2025Financial offer formPublished on 17/07/2025Version 1 No translations available
9.  ENAnnex 7. Simulation Exercises EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004Tender specificationsPublished on 17/07/2025Version 1 No translations available
10. ENAnnex 8. Declaration of AI use EACEAB2- AV Gaming eventsMEDIA STANDS EACEA2025OP0004Tender specificationsPublished on 17/07/2025Version 1 No translations available

Submissions must be sent exclusively at the address for submission given below. The submission method is electronic, and the address for submission can be accessed through the provided link.

Regarding questions and answers, tenderers can log in to create questions. Any public Q&A will be available.

Some frequently asked questions (FAQ) and their answers are:

*  How to proceed if the system is slow or doesn’t work while uploading/downloading documents? Make sure you use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, clear the cache and cookies on the Internet browser.
*  Which Internet browsers does eSubmission support? Use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements.
*  Is it possible to view the details of the submission after the deadline? No, the content of the submission is not accessible after submitting the tender 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.
*  Which size should attachments have? Attachments should be less than 50 MB in size.
*  How should I name attachments in eSubmission? Follow the System Requirements for naming attachments.
*  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. Invited candidates can only see the procurement documents after having selected an organisation.
*  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.
*  I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do? Make sure it follows the technical requirements of the system.
*  How many attachments can I upload per submission? The maximum number of documents is 200 files.
*  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.
*  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.
*  What is the validity period of a PIC? A PIC is unique and its validity is not limited in time.
*  How many languages does the system support? The system supports all 24 official EU languages.
*  Which is the character set encoding in the system? The character set encoding is UTF-8.
*  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.
*  Which file types does the system support? The supported file types depend on the type of submission you want to make.
*  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.
*  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.
*  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 Education and Culture Executive Agency (EACEA) for event management services related to audiovisual and gaming markets. The goal is to establish multiple framework service contracts to organize events and promotional activities, including setting up media stands. The tender is open to any eligible organization that can provide these services. The total estimated budget is 30 million EUR, and the contracts will last for a maximum of 36 months. The selection will be based on the best price-quality ratio. Interested parties must submit their tenders electronically by September 8, 2025. The tender documents include an invitation letter, tender specifications, declaration of honor, power of attorney, forms for listing subcontractors, commitment letters, a price list, simulation exercises, and a declaration regarding the use of AI. The eSubmission system supports various file types and requires a PIC (Participant Identification Code) for participation.

Eligible Applicant Types: The provided text does not explicitly define eligible applicant types. However, it mentions the necessity of a Personal Identification Code (PIC) for participation, both as a sole candidate/tenderer and as a member of a group (consortium), suggesting that various types of organizations, including those forming consortia, are eligible. Subcontractors also require a PIC. Therefore, eligible applicant types could include SMEs, large enterprises, research institutions, and other organizations capable of providing the required services.

Funding Type: The opportunity is a procurement, specifically a "Multiple framework service contract in cascade." The nature of the contract is for services.

Consortium Requirement: The text indicates that participation is possible both as a single applicant and as a member of a consortium.

Beneficiary Scope (Geographic Eligibility): The text does not explicitly define geographic eligibility. However, given that it is an EU funding opportunity published by the European Education and Culture Executive Agency (EACEA), it is highly likely that the beneficiary scope includes EU member states and potentially other countries associated with EU programs.

Target Sector: The program targets the audiovisual and gaming sectors, specifically focusing on the organization of events and promotional actions, including media stands at major audiovisual and gaming markets. The CPV code 79952000 indicates "Event services".

Mentioned Countries: No specific countries are mentioned. The opportunity is from the European Education and Culture Executive Agency (EACEA), implying a focus on the EU.

Project Stage: The project stage is focused on the implementation and execution of events and promotional activities, suggesting a stage beyond research and development, and more towards commercialization and service delivery.

Funding Amount: The estimated total value of the contract is 30,000,000 EUR.

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

Nature of Support: Beneficiaries will receive money in exchange for providing services related to the organization of events and promotional actions.

Application Stages: The provided text does not explicitly detail the number of stages involved in the application process.

Success Rates: The provided text does not include information about success rates.

Co-funding Requirement: The provided text does not explicitly mention a co-funding requirement.

Summary:

This opportunity is a call for tenders issued by the European Education and Culture Executive Agency (EACEA) for a multiple framework service contract in cascade. The contract focuses on the organization of events and promotional actions, including the provision of media stands at major audiovisual and gaming markets. The estimated total value of the contract is 30,000,000 EUR, and the maximum contract duration is 36 months. The procedure type is an open procedure, and submissions must be made electronically. The deadline for receipt of tenders is September 8, 2025, and the contracting authority is not bound to reply to questions submitted after August 29, 2025. The award method is based on the best price-quality ratio. Tenderers must have a Personal Identification Code (PIC) to participate, and they can participate as a single entity or as part of a consortium. The system supports 24 official EU languages, and attachments must be less than 50 MB in size, with a maximum of 200 files per submission. A declaration of AI use is required. The opportunity is aimed at organizations capable of providing event services within the audiovisual and gaming sectors.