Organisation of Corporate events

The European Agency for Safety and Health at Work (EU-OSHA) has announced an open call for tenders identified as OSHA/2025/OP/0026, seeking a company to provide event management services. The selected company will support EU-OSHA in organizing internal corporate events and facilitating the agency’s participation in external events.

The estimated total value of this procurement is €1,500,000, and the contract will last for a maximum of 48 months. The evaluation for bid selection will utilize a quality-price ratio of 70% quality and 30% price. This tender is categorized as a framework agreement, which will not require reopening competition once awarded.

Key dates include the deadline for submission of tenders, which is September 29, 2025, at 15:00 CET. A public opening of submissions is scheduled for September 30, 2025, at the same time. The contracting authority will not respond to questions submitted after September 19, 2025, at 06:00 CET.

Applications must be submitted electronically via the EU Funding and Tenders Portal, and candidates are required to possess a Participant Identification Code (PIC) to participate, whether individually or as part of a consortium. The tender documentation is available for download and includes the invitation to tender, draft contracts, and tender specifications.

The classification code for this tender is 79952000, associated with event services, ensuring that interested parties understand the target sector clearly. All submissions must adhere to specific limitations, such as a maximum document size of 50 MB and an overall limit of 200 files per tender. The electronic system supports all 24 official EU languages and encrypts uploaded documents for confidentiality.

The tender reflects EU-OSHA's routine procurement practices for essential services necessary for its operations, emphasizing the structured, competitive nature of the process governed by EU procurement regulations.

The European Agency for Safety and Health at Work (EU-OSHA) is launching an open call for tenders, procedure identifier OSHA/2025/OP/0026, for the selection of a company to provide event management services. The selected company will support EU-OSHA in organizing corporate events and facilitating the Agency’s participation in external events. The TED reference for this call is 159/2025 546589-2025.

The estimated total value of this procurement is 1,500,000 EUR. The contract is for services and has a maximum duration of 48 months. The award method will be based on the best price-quality ratio. This procurement will be a framework agreement without reopening of competition.

Key milestones include a TED publication date of August 21, 2025. The date and time of the public opening is scheduled for September 30, 2025, at 15:00 Europe/Madrid time. The deadline for receipt of tenders is September 29, 2025, at 15:00 Europe/Madrid time. The contracting authority is not bound to reply to questions submitted after September 19, 2025, at 06:00 Europe/Madrid time.

Submissions must be sent exclusively via electronic submission.

The main classification (CPV) code for this tender is 79952000 Event services.

The following documents are available for download:

EN1.0 Invitation to tender OSHA2025OP0026Invitation letter, published on August 21, 2025, Version 1, with no translations available.

EN3.0 Annex II Draft framework contract and annexes OSHA2025OP0026Draft contract, published on August 21, 2025, Version 1, with no translations available.

EN2.1 Annex I Tender specifications and annexes OSHA2025OP0026 V1Tender specifications, published on August 21, 2025, Version 1, with no translations available.

EN2.2 Editable annexes OSHA2025OP0026 V1Tender specifications, published on August 21, 2025, Version 1, with no translations available.

The eSubmission system supports the latest versions of Google Chrome and Mozilla Firefox. For technical recommendations, refer to the System Requirements link. 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.

Attachments should be less than 50 MB in size. The maximum number of documents allowed per tender is 200 files. Attachment names must follow the System Requirements.

A Personal Identification Code (PIC) is mandatory for participation as a sole candidate/tenderer or as a member of a group (consortium).

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

If the system is slow or doesn’t work, clear the cache and cookies on the internet browser.

The content of the submission is not accessible after the deadline, as the system encrypts all attachments upon upload.

This tender is an invitation for companies to bid on a framework contract to provide event management services to the European Agency for Safety and Health at Work (EU-OSHA). EU-OSHA requires support in organizing its own corporate events and in participating in external events. The tender specifies that submissions must be electronic and outlines the key dates, including the deadline for submitting tenders. The tender documents, including the invitation letter, draft contract, and tender specifications, are available for download. The tender also provides technical information about the eSubmission system, including supported browsers, file size limits, and the requirement for a PIC. The contract will be awarded based on the best price-quality ratio and will be a framework agreement without reopening of competition, meaning the selected company will be the primary provider of these services for the duration of the contract.

Eligible Applicant Types: The opportunity is open to companies. The description specifies that the procedure aims at selecting a company to provide event management services.

Funding Type: This is a procurement opportunity, specifically a call for tenders. The nature of the contract is for services.

Consortium Requirement: The opportunity is open to single applicants or members of a group (consortium). The FAQ 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).

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU funding opportunity managed by the European Agency for Safety and Health at Work (EU-OSHA), it is highly likely that the geographic eligibility includes EU member states and potentially EEA countries or other countries associated with EU programs.

Target Sector: The target sector is event management services. The call is specifically for selecting a company to provide event management services to support EU-OSHA in organizing corporate events and facilitating the Agency’s participation in external events.

Mentioned Countries: No specific countries are mentioned. The region is Europe, specifically related to the European Agency for Safety and Health at Work (EU-OSHA). The time zone Europe/Madrid is mentioned.

Project Stage: The project stage is for service provision, indicating a need for companies that are already established and capable of delivering event management services.

Funding Amount: The estimated total value of the contract is 1,500,000 EUR.

Application Type: The application type is an open call for tenders.

Nature of Support: The beneficiaries will receive money in exchange for providing event management services.

Application Stages: The number of application stages is not explicitly mentioned, but based on the documentation provided, it involves at least one stage of submitting a tender. The award method is based on the best price-quality ratio, suggesting an evaluation process.

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

Co-funding Requirement: Co-funding requirements are not mentioned in the provided text.

Summary:

This is a call for tenders issued by the European Agency for Safety and Health at Work (EU-OSHA) to select a company that can provide event management services. The selected company will support EU-OSHA in organizing corporate events and facilitating the Agency’s participation in external events. The procedure is an open call, meaning any eligible company can apply. The estimated total value of the contract is 1,500,000 EUR, and the maximum contract duration is 48 months. The award will be based on the best price-quality ratio. Submissions must be sent electronically. The deadline for receipt of tenders is September 29, 2025, at 15:00 Europe/Madrid time. The TED publication date was August 21, 2025. The contracting authority is not bound to reply to questions submitted after September 19, 2025, at 06:00 Europe/Madrid. The call is managed through the EU Funding & Tenders Portal, and applicants need a Participant Identification Code (PIC) to submit a tender. The system supports 24 official EU languages, and attachments must be less than 50 MB in size. The maximum number of documents that can be uploaded per tender is 200. The system encrypts all uploaded documents to ensure integrity and confidentiality.