Organisation of corporate events

The European Agency for Safety and Health at Work (EU-OSHA) has released a call for tenders, identified as OSHA/2025/OP/0038, for event management services specifically aimed at supporting the Agency's organization of corporate events and participation in external events. This procurement opportunity is governed by an open procedure with an estimated total value of €1,500,000. The contract is based on a framework agreement, allowing initial engagement for 12 months, renewable up to three additional times, totaling a maximum duration of 48 months. Applications must be submitted electronically through the EU Funding and Tenders Portal by the deadline of March 11, 2026, at 15:00 CET. Interested applicants should analyze the tender specifications, invitation letter, and draft contract provided on the portal. Key parameters of the evaluation will focus on quality, accounting for 70% of the decision-making, while pricing will constitute the remaining 30%. A Personal Identification Code (PIC) is required for participation, applicable to both individual bidders and potential consortium members. The opportunity seeks to engage a firm capable of comprehensive event planning and execution, thus emphasizing the requirement for proven expertise and experience in event management. While no specific geographic restrictions are mentioned, eligibility is generally considered to be limited to organizations based in EU member states or EEA countries. The tender documents indicate that comprehensive financial compensation will be based on successfully delivered services rather than a grant model. No co-funding or matching fund requirements are specified. The tenders will also undergo a public opening procedure on March 12, 2026, following the submission deadline. Participants are urged to adhere strictly to electronic submission guidelines, which include file size limits, encryption for confidentiality, and potential troubleshooting recommendations for using the online submission system. Given the competitive nature of EU procurement, companies are encouraged to thoroughly prepare their proposals to meet the established criteria for success, noting typical success rates in similar tenders can vary widely.

The European Agency for Safety and Health at Work (EU-OSHA) has announced a call for tenders, OSHA/2025/OP/0038, for the organization of corporate events. The procedure aims to select a company to provide event management services, specifically to support EU-OSHA in organizing corporate events and facilitating the Agency’s participation in external events.

The procedure type is an open procedure. The estimated total value of the tender is €1,500,000. The TED publication date is 29/01/2026, with TED reference number 20/2026 65327-2026. The lead contracting authority is the European Agency for Safety and Health at Work (EU-OSHA). The main classification (CPV) code is 79952000 - Event services. The nature of the contract is for services, with a maximum contract duration of 48 months. The award method is based on the best price-quality ratio. It is a framework agreement without reopening of competition.

Key milestones include the TED publication date on 29/01/2026, the date and time of the public opening on 12/03/2026 at 15:00 Europe/Madrid, and the deadline for receipt of tenders on 11/03/2026 at 15:00 Europe/Madrid. The contracting authority is not bound to reply to questions submitted after 04/03/2026 at 05:59 Europe/Madrid.

Submissions must be sent exclusively via electronic submission.

The available documents include:

EN1.0 Invitation to tender OSHA2025OP0038 Invitation letter, published on 29/01/2026, Version 1, with no translations available.

EN2.0 Annex I tender specifications and annexes OSHA2025OP0038 Tender specifications, published on 29/01/2026, Version 1, with no translations available.

EN2.1 Annex I Editable annexes OSHA2025OP0038 Tender specifications, published on 29/01/2026, Version 1, with no translations available.

EN3.0 Annex II Draft framework contract and annexes OSHA2025OP0038 Draft contract, published on 29/01/2026, Version 1, with no translations available.

The eSubmission system supports the following:

Use the latest versions of Google Chrome or Mozilla Firefox.

Clear the cache and cookies if the system is slow.

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

Submissions can be found in ‘My Submission(s)’ in Manage My Area in the Funding & Tenders portal.

Attachments should be less than 50 MB in size.

Attachment names must follow the System Requirements.

The maximum number of documents allowed per tender is 200 files.

A Personal Identification Code (PIC) is mandatory.

The system supports all 24 official EU languages.

The character set encoding is UTF-8.

The system uses encryption to ensure the integrity and confidentiality of the information.

The supported file types depend on the type of submission and are specified within the system requirements.

Draft submissions can be viewed, edited, and deleted until the deadline.

Frequently Asked Questions (FAQ)

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 browser.

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.

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 upload.

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 participate.

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.

How should I name attachments in eSubmission?

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.

Can I submit a video in eSubmission? Which formats are supported?

You can 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. Go to F&T Portal, “My Invitations”. Click on “Select Organisation” from the “Action”.

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 is.

I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do?

When uploading a file in eSubmission, you must first make sure it follows the technical requirements of the system, which are as shown below. A) For procurement procedures: B) For req.

How many attachments can I upload per submission?

The maximum number of documents the system will allow you to upload per tender is 200 files. You are able to check the eSubmission System Requirements in the documentation by clicking.

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 already.

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.

How many languages does the system support?

The system is multilingual and 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. The allowed file types are specified within the system requirements linked to the procedure in question.

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. This is not blocking for you:you can submit.

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.

In summary, this tender opportunity, OSHA/2025/OP/0038, is an invitation for companies to bid on a contract to provide comprehensive event management services to EU-OSHA. The goal is to find a capable company to support EU-OSHA in organizing its own corporate events and to facilitate the agency's participation in external events. The tender is valued at €1.5 million and will be awarded based on the best price-quality ratio. The selected company will enter into a framework agreement for a maximum of 48 months. Interested parties must submit their tenders electronically by March 11, 2026, and should carefully review all provided documentation, including the invitation letter, tender specifications, and draft contract. A key requirement is obtaining a Personal Identification Code (PIC) and adhering to the technical specifications for electronic submissions, including file size limits and naming conventions. The eSubmission system supports multiple languages and encrypts documents for security.

Eligible Applicant Types:The opportunity is open to companies.

Funding Type:The funding type is procurement.

Consortium Requirement:The opportunity does not specify whether a single applicant or a consortium is required. However, the FAQ mentions that a Personal Identification Code (PIC) is mandatory to participate 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, it is likely open to entities within the EU.

Target Sector:The target sector is event management services.

Mentioned Countries:No specific countries are mentioned, but Madrid, Spain is mentioned as the timezone for milestones.

Project Stage:The project stage is not explicitly mentioned, but it is implied that the selected company will be providing event management services for corporate events and facilitating the Agency’s participation in external events.

Funding Amount:The estimated total value of the tender is €1,500,000.

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

Nature of Support:Beneficiaries will receive money in exchange for services.

Application Stages:The number of application stages is not explicitly mentioned, but it can be inferred that there are multiple stages involved in the evaluation and selection process.

Success Rates:The success rates are not mentioned.

Co-funding Requirement:The co-funding requirement is not mentioned.

Summary:This is a call for tenders by the European Agency for Safety and Health at Work (EU-OSHA) to select a company that will 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 type is an open procedure, and the estimated total value of the tender is €1,500,000. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. The submission method is electronic, and the deadline for receipt of tenders is 11/03/2026 at 15:00 Europe/Madrid. The TED publication date is 29/01/2026. The documents required for submission include an invitation to tender, tender specifications and annexes, editable annexes, and a draft framework contract. The eSubmission system supports multiple languages and uses encryption to ensure the integrity and confidentiality of the information. The maximum number of documents that can be uploaded per tender is 200 files, and the maximum file size is 50 MB. A Personal Identification Code (PIC) is mandatory to participate in the call for tenders.