Organisation of events and communication campaigns in Austria

This opportunity is a call for tenders, referenced as EC-COMM/VIE/2025/OP/0579, issued by the European Commission's Directorate-General for Communication. The aim is to secure services for organizing events and communication campaigns in Austria, facilitating the work of the European Commission Representation in Austria as well as other Participating Contracting Authorities. The primary focus is on increasing public and media awareness regarding EU policy developments and strategic discussions. The services required include organizing press conferences, media briefings, seminars, workshops, public events, and communication campaigns.

The estimated total value of the contract is €2,900,000, and the maximum duration of the agreement is set at 48 months. The contract will be awarded based on a combined quality and price evaluation method, with quality accounting for 60% and price for 40%. This tender is an open competitive procedure, requiring all submissions to be made electronically through the specified eSubmission system, which supports multiple file types and languages. A mandatory Participant Identification Code (PIC) is required for participation, and bidders must register in the European Commission's Participant Register.

Important deadlines include a query submission deadline on February 3, 2026, followed by the tender submission deadline on February 10, 2026, with public opening on February 11, 2026. The awarded contractor will be responsible for comprehensive event management, including all logistical, advisory, and technical aspects necessary for successful execution.

Additional requirements involve providing technical and financial offers along with documentation demonstrating professional capacity. No co-funding is required as this tender is fully funded by the EU. The available documents for download include the invitation to tender, tender specifications, draft framework contract, and various forms necessary for tender submission.

This is a call for tenders, reference number EC-COMM/VIE/2025/OP/0579, for the organisation of events and communication campaigns in Austria. The TED reference is 245/2025 845846-2025. The submission method is electronic, and the call is currently open for submission.

The overall subject of the contract is to assist the European Commission Representation in Austria, as well as the Participating Contracting Authorities, in their communication activities. The aim is to increase public and media attention to policy developments and strategic discussions at the European Union level. This will be achieved by facilitating the organisation of events and communication campaigns, including press conferences, media briefings, media seminars, conferences, workshops, meetings, round-table discussions, presentations, public events, fairs, award ceremonies, and other public gatherings.

The Contracting Authority seeks a contractor to facilitate its work in organising these public events and communication campaigns. The contractor will be responsible for all creative, advisory, logistical, and technical activities related to the organisation and smooth implementation of the events and campaigns.

The procedure type is an open procedure. The estimated total value of the tender is 2,900,000 EUR. The TED publication date is 19/12/2025. The lead contracting authority is the European Commission, DG COMM Communication. The main classification (CPV) code is 79952000 Event services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method is based on the best price-quality ratio. The framework agreement is a framework agreement without reopening of competition.

Key milestones include: TED publication date: 19/12/2025, Date and time of public opening: 11/02/2026 10:00 Europe/Vienna, Deadline for receipt of tenders: 10/02/2026 23:30 Europe/Vienna, and the Contracting authority is not bound to reply to questions submitted after 03/02/2026 07:00 Europe/Vienna.

The following documents are available for download:
EN1. Invitation to tender Invitation letter Published on 19/12/2025 Version 1 No translations available
EN2. ITT Annex I Tender Specifications Tender specifications Published on 19/12/2025 Version 1 No translations available
EN3. ITT Annex II Draft Framework Contract Draft contract Published on 19/12/2025 Version 1 No translations available
EN4. Annex 2 to TS Declaration on honour Declaration on honour (tender) Published on 19/12/2025 Version 1 No translations available
EN5. Annex 6 to TS Financial offer form Financial offer form Published on 19/12/2025 Version 1 No translations available
EN6. Annex 7 to TS Technical offer form Other invitation to tender document Published on 19/12/2025 Version 1 No translations available
EN7. Annex 11 to TS Technical and professional capacity form Other invitation to tender document Published on 19/12/2025 Version 1 No translations available
EN8. Appendix 2 to FWC Security requirements Other invitation to tender document Published on 19/12/2025 Version 1 No translations available

Submissions must be sent exclusively at the address for submission given electronically.

Some frequently asked questions (FAQ) and their answers related to the eSubmission system are:

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.

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 attachment name must contain a maximum of 50 characters, attachment names must contain only one dot preceding the file extension, attachment names must only contain alphanumeric characters, numbers, underscores and dots.

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” column.

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 not mandatory.

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. A) For procurement procedures: The maximum size limit for a single file is 50MB. The total maximum size limit for all attachments is 200MB. B) For request to participate: The maximum size limit for a single file is 50MB. The total maximum size limit for all attachments is 100MB.

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.

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.

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.

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 your submission.

In summary, this tender opportunity is seeking a contractor to assist the European Commission Representation in Austria with organizing events and communication campaigns to promote EU policy developments and strategic discussions. The selected contractor will handle all aspects of event planning and execution, from creative conception to logistical and technical implementation. The tender is an open procedure with an estimated value of 2.9 million EUR and a maximum contract duration of 48 months. The deadline for submitting tenders is February 10, 2026. The tender documents, including the invitation letter, tender specifications, draft framework contract, and various forms, are available for download. The submission must be done electronically. The eSubmission system supports multiple languages and encrypts uploaded documents for security. A PIC code is mandatory for tenderers.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely open to organizations capable of providing event management and communication services. This could include SMEs, large enterprises, and potentially other types of organizations with relevant experience and capacity.

Funding Type: Procurement. This is a call for tenders, indicating a procurement process where the contracting authority seeks to purchase services.

Consortium Requirement: The text does not explicitly state whether a consortium is required or if a single applicant is sufficient. However, the reference to a "group (consortium)" in the FAQ section regarding PIC validation suggests that consortia are permitted.

Beneficiary Scope (Geographic Eligibility): The call is specifically for the "Organisation of events and communication campaigns in Austria," suggesting that the primary focus is on activities within Austria. However, the involvement of the European Commission and the reference to "Participating Contracting Authorities" imply that the opportunity is likely open to entities within the EU, and potentially the EEA, that can effectively deliver services in Austria.

Target Sector: The target sector is communication and event management. Specifically, the tender focuses on assisting the European Commission and participating authorities in their communication activities by organizing events and communication campaigns.

Mentioned Countries: Austria is explicitly mentioned as the location for the events and communication campaigns. The European Union is also implicitly mentioned as the governing body.

Project Stage: The project stage is implementation. The tender seeks a contractor to carry out creative, advisory, logistical, and technical activities related to the organization and smooth implementation of events and communication campaigns.

Funding Amount: The estimated total value of the tender is 2,900,000 EUR.

Application Type: Open call. The procedure type is explicitly stated as an "Open procedure."

Nature of Support: The beneficiaries will receive money in exchange for services. The contractor will be paid for providing event management and communication services.

Application Stages: The number of application stages is not explicitly detailed, but the process involves at least one stage of submitting a tender, followed by evaluation and selection. The documentation provided (Invitation to Tender, Tender Specifications, Draft Framework Contract, etc.) suggests a comprehensive evaluation process.

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

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

Summary:

This is a call for tenders (EC-COMM/VIE/2025/OP/0579) issued by the European Commission, DG COMM, for the "Organisation of events and communication campaigns in Austria." The overall subject of the contract is to assist the European Commission Representation in Austria, as well as Participating Contracting Authorities, in their communication activities. The goal is to increase public and media attention to policy developments and strategic discussions at the European Union level. This will be achieved by organizing various events and communication campaigns, including press conferences, media briefings, seminars, conferences, workshops, meetings, round-table discussions, presentations, public events, fairs, and award ceremonies.

The selected contractor will be responsible for all creative, advisory, logistical, and technical activities related to the organization and implementation of these events and campaigns. The procedure type is an open procedure, and submissions must be sent electronically. The estimated total value of the contract is 2,900,000 EUR, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. The TED publication date was 19/12/2025, and the deadline for receipt of tenders is 10/02/2026 at 23:30 Europe/Vienna. The contracting authority is not bound to reply to questions submitted after 03/02/2026 at 07:00 Europe/Vienna.

To participate, tenderers must submit their proposals electronically through the designated eSubmission system. A Participant Identification Code (PIC) is mandatory for participation, whether as a sole candidate/tenderer or as part of a consortium. The eSubmission system supports various file types and has a maximum attachment size of 50 MB per file and a limit of 200 files per submission. The system is multilingual, supporting all 24 official EU languages, and uses encryption to ensure the integrity and confidentiality of the information.