Organisation and implementation of EUDA scientific conferences

The European Union Drugs Agency (EUDA) is offering a public procurement opportunity through a call for tenders identified as EUDA2025OP0006. The aim is to establish a framework contract for high-quality event management services required for scientific conferences, including notable events like the Lisbon Addictions Conference. This procurement contract has a total estimated value of €3,100,000 and will be operational for up to 48 months. Interested applicants must submit their proposals electronically by September 29, 2025, at 17:00 Europe/Lisbon.

The contract is divided into four distinct lots, each addressing specific needs:

1. **Lot 1** relates to venue booking, management, and logistics with an estimated value of €2,250,000. Contractors will provide logistical and operational support for the conferences, managing venue selection and related services throughout the event lifecycle.

2. **Lot 2** is focused on technological and content management, estimated at €360,000. This includes delivering a multifunctional event management software that can handle conference processes and enhance attendee experiences.

3. **Lot 3** covers marketing design and communication strategy, valued at €410,000. Successful contractors will be tasked with creating an all-encompassing marketing strategy to increase visibility and participant engagement across various platforms.

4. **Lot 4** is designated for guidance, support, and assessment of the scientific program, with an estimated budget of €80,000. This involves providing scientific guidance and support related to the conference content.

The funding mechanism is structured as a procurement contract, not a grant, ensuring that successful applicants will be compensated for their services as per the contract terms. The opportunity is open to a wide range of economic operators, including companies, organizations, and possibly consortia, without specific applicant type restrictions. However, the slight indication that the services may not favor small and medium-sized enterprises (SMEs) does not exclude them entirely from participation.

Geographic eligibility primarily targets EU member states and possibly EEA countries, adhering to EU public procurement rules. The nature of the contract and its modular structure allows both single and collaborative submissions, enabling providers to bid on specific lots or multiple components.

Submissions must comply with an electronic submission system which allows for drafting and editing before the deadline. The evaluation will be based on the best price-quality ratio. The complete specifications, including an invitation letter and administrative and technical tender specifications, have been published to guide interested parties.

This procurement opportunity represents a significant effort by EUDA to enhance the management and execution of scientific conferences, ensuring they effectively meet the objectives of knowledge dissemination and collaboration within the scientific community.

The European Union Drugs Agency (EUDA) is launching a call for tenders, EUDA2025OP0006, to establish a Framework Contract (FWC) for the purchase of high-quality event management services. These services are required for the organization and implementation of EUDA scientific conferences, including the Lisbon Addictions Conference. The services should cover the entire event lifecycle, from logistics and venue selection to scientific program development, event management, and post-event assessment.

The total estimated value of this procurement is 3,100,000 EUR. The procedure type is an open procedure, and submissions must be electronic. The TED publication date is 11/08/2025. The deadline for receipt of tenders is 29/09/2025 at 17:00 Europe/Lisbon. The contracting authority is not bound to reply to questions submitted after 19/09/2025 07:00 Europe/Lisbon. The date and time of public opening is 30/09/2025 10:30 Europe/Lisbon.

A scientific conference is defined as a formally organized event focused on the presentation and discussion of original research, theoretical advancements, and scientific innovations within a specific academic or professional field. These conferences typically include peer-reviewed programs with oral and poster presentations, keynote lectures, panel discussions, and workshops. The goal is to disseminate knowledge, foster networking and collaboration, and promote advancements within the scientific community.

The call for tenders is divided into four lots:

Lot 1: Venue booking, management, and logistics. The estimated value is 2,250,000 EUR. The contractor will provide comprehensive logistical and operational support for planning and executing scientific conferences of varying scales. Services cover venue-related and logistical aspects before, during, and after the event, ensuring a professional, efficient, and participant-focused experience. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. This is a framework agreement without reopening of competition.

Lot 2: Technological and content management. The estimated value is 360,000 EUR. The contractor will provide modular and multifunctional software capable of managing all conference processes. This includes a comprehensive event management solution that optimizes every aspect of the organization and enhances the attendee experience. All platforms should work in an integrated manner but also as independent modules in case not all of them are required (e.g. small conferences). The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. This is a framework agreement without reopening of competition.

Lot 3: Marketing design and communication strategy. The estimated value is 410,000 EUR. The contractor will develop and implement a comprehensive marketing and communication strategy to support the promotion, visibility, and participant engagement of the scientific conferences. The strategy must ensure consistency in messaging, branding, and outreach efforts across all platforms and phases of the conference lifecycle. The communication activities must be designed to reflect the specific objectives and target audiences of each conference and must align with institutional communication guidelines and values. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. This is a framework agreement without reopening of competition.

Lot 4: Guidance, support, and assessment of the scientific program of the conference. The estimated value is 80,000 EUR. The contractor will provide scientific guidance on the scientific program of the conference, on-site support, and assessment of the scientific program of the conference. The contractor should provide assistance to the scientific program content-related matters. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. This is a framework agreement without reopening of competition.

The following documents are available for download:

ENEN-Invitation to tender EUDA2025OP0006 EUDA scientific conferences Invitation letter, published on 11/08/2025, Version 1, for all lots.
ENEN TENDER SPECIFICATIONS EUDA2025OP0006 Part 1 Administrative specifications Tender specifications - adm. part, published on 11/08/2025, Version 1, for all lots.
ENEN TENDER SPECIFICATIONS EUDA2025OP0006 Part 2 Technical specifications, published on 11/08/2025, Version 1, for all lots.
ENAnnex 1 - List of documents to be submitted with the tender, published on 11/08/2025, Version 1, for all lots.
ENAnnex 2 - Declaration on honour on exclusion and selection criteria, published on 11/08/2025, Version 1, for all lots.
ENAnnex 3 - Agreement/Power of attorney, published on 11/08/2025, Version 1, for all lots.
ENAnnex 4 - List of identified subcontractors, published on 11/08/2025, Version 1, for all lots.
ENAnnex 5.1 - Commitment letter by an identified subcontractor, published on 11/08/2025, Version 1, for all lots.
ENAnnex 5.2 - Commitment letter by an identified subcontractor, published on 11/08/2025, Version 1, for all lots.
ENAnnex 6.1 - Financial Tender - Lot 1, published on 11/08/2025, Version 1, for Lot 1.

Submissions must be sent exclusively via electronic submission.

To participate in this call for tenders, a Personal Identification Code (PIC) is mandatory for both sole candidates/tenderers and members of a group (consortium). Subcontractors may also require a PIC.

The eSubmission system supports the latest versions of Google Chrome and Mozilla Firefox. The system is multilingual and supports all 24 official EU languages. The character set encoding is UTF-8. The system encrypts all uploaded documents using an asymmetric key as an encryption mechanism. The maximum number of documents that can be uploaded per tender is 200 files. Attachments should be less than 50 MB in size.

Until the submission deadline, draft submissions can be edited, viewed, and deleted.

This tender is an opportunity for organizations to provide event management services to the European Union Drugs Agency for its scientific conferences. The EUDA seeks to establish framework contracts with service providers across four key areas: venue logistics, technology and content management, marketing and communication, and scientific program support. The goal is to ensure high-quality, comprehensive event management for conferences like the Lisbon Addictions Conference, covering all aspects from initial planning to post-event assessment. Interested parties can bid for one or more of the four lots, each focusing on a specific area of expertise. The tender promotes knowledge dissemination, collaboration, and advancement within the scientific community by ensuring well-organized and impactful scientific conferences.

Eligible Applicant Types: The opportunity details do not explicitly state the eligible applicant types. However, based on the nature of the tender, it can be inferred that eligible applicants could include companies, organizations, or consortia with expertise in event management, logistics, technology, marketing, and scientific program development. This could include SMEs, large enterprises, universities, research institutes, or other entities with relevant capabilities.

Funding Type: The primary financial mechanism is procurement through a framework contract. This means the contracting authority, the European Union Drugs Agency (EUDA), is purchasing services.

Consortium Requirement: The opportunity details do not explicitly state whether a consortium is required or if a single applicant is sufficient. However, the inclusion of annexes related to subcontractors suggests that both single applicants and consortia are potentially eligible.

Beneficiary Scope (Geographic Eligibility): The opportunity details do not explicitly state the geographic eligibility for applicants. However, given that it is an EU tender, it is highly likely that applicants from the EU and potentially EEA countries are eligible. Further details would be needed to confirm eligibility for other countries.

Target Sector: The primary target sector is event management, specifically for scientific conferences. This includes various sub-sectors such as: venue booking and logistics, technological and content management (software), marketing design and communication strategy, and scientific program development. The conferences are related to the field of drugs and addiction, as indicated by the reference to the Lisbon Addictions Conference and the involvement of the European Union Drugs Agency.

Mentioned Countries: The opportunity mentions Lisbon, Portugal, in reference to the Lisbon Addictions Conference. Therefore, Portugal is explicitly mentioned.

Project Stage: The project stage is focused on implementation and execution. The tender seeks services for the organization and implementation of scientific conferences, covering the entire event lifecycle. This suggests that the projects are at the stage of development, validation, demonstration, and commercialization.

Funding Amount: The estimated total value of the framework contract is 3,100,000 EUR. The estimated values for each lot are: Lot 1 (Venue booking, management and logistics): 2,250,000 EUR, Lot 2 (Technological and content management): 360,000 EUR, Lot 3 (Marketing design and communication strategy): 410,000 EUR, Lot 4 (Guidance, support and assessment of the scientific programme of the conference): 80,000 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 event management for scientific conferences.

Application Stages: The number of stages is not explicitly stated, but it can be inferred that there are at least two stages: submission of the tender and evaluation of the tender. The award method is based on the best price-quality ratio, suggesting a detailed evaluation process.

Success Rates: The success rates are not mentioned in the opportunity details.

Co-funding Requirement: The opportunity details do not explicitly state whether co-funding is required.

Summary: This opportunity is a call for tenders by the European Union Drugs Agency (EUDA) to establish a framework contract for the provision of high-quality event management services for EUDA scientific conferences, including the Lisbon Addictions Conference. The tender is divided into four lots: venue booking and logistics, technological and content management, marketing design and communication strategy, and scientific program development. The total estimated value of the framework contract is 3,100,000 EUR. The contract duration is 48 months. The submission method is electronic, and the deadline for receipt of tenders is September 29, 2025. The award will be based on the best price-quality ratio. This tender is aimed at companies and organizations with expertise in event management, logistics, technology, marketing, and scientific program development, who can provide comprehensive services for the organization and implementation of scientific conferences.