Organisation of outreach events and information service for the European Commission Representation in Hungary

The European Commission is seeking tenders for a procurement opportunity titled EC-COMM/BUD/2025/OP/0080, which focuses on organizing outreach events and providing information services in Hungary. This opportunity is divided into three lots with a total estimated value of 1.25 million EUR.

Lot 1 involves organizing the EU Half Marathon from 2026 to 2029 in Budapest, celebrating Hungary's accession to the European Union. The estimated budget for this lot is 380,000 EUR.

Lot 2 pertains to organizing public events at Európa Pont in the House of Europe from 2026 to 2030. This includes cultural, informational, and professional events aimed at promoting European communication priorities. The estimated value for this lot is 500,000 EUR.

Lot 3 focuses on operating the Európa Pont Service from 2026 to 2029, which includes providing information services and hosting events. This lot has an estimated value of 370,000 EUR.

The overall contract spans up to four years, with an application deadline of September 1, 2025. The selection process uses the best price-quality ratio for evaluation. The submission method is electronic, and a Personal Identification Code (PIC) is required to participate. There are no specified restrictions on applicant types beyond the ability to deliver services in Hungary, and consortium bids are not mandated.

The procurement is classified under sectors related to event organization and information services. Submissions must be made electronically with attention to specific submission requirements. The contracting authority will not respond to questions submitted after a specified date close to the deadline.

This tender is a significant opportunity for service providers specializing in event management and public engagement, aiming to enhance communication efforts in Hungary through EU-related activities.

The European Commission, DG COMM Communication, is launching a call for tenders EC-COMMBUD2025OP0080 for outreach events and information services in Hungary. The TED reference is 134/2025 464883-2025. The procedure identifier is EC-COMM/BUD/2025/OP/0080. The submission method is electronic and the call is open for submission. The estimated total value is 1,250,000 EUR. The TED publication date is 16/07/2025. The main classification (CPV) is 79952100 Cultural event organisation services.

The tender is divided into three lots:

Lot 1: Organisation of EU Half Marathon from 2026 to 2029. The object of the procurement is the organisation of a free running event to celebrate the anniversary of Hungary’s accession to the European Union. The distance of the run should be 21 km. The event includes a Budapest running race open to both individual and three-runner relay entries for 2,500 and 4,000 runners starting at 9:00 on the second Sunday of May each year. The nature of the contract is services. The maximum contract duration is 48 months. The award method is best price-quality ratio. The estimated value is 380,000 EUR. The framework agreement is a framework agreement without reopening of competition. The main classification (CPV) is 92622000 Sports-event organisation services. The date and time of public opening is 02/09/2025 10:00 Europe/Budapest. The deadline for receipt of tenders is 01/09/2025 12:00 Europe/Budapest. The contracting authority is not bound to reply to questions submitted after 22/08/2025 05:00 Europe/Budapest.

Lot 2: Organisation of public events at Európa Pont in the House of Europe from 2026 to 2030. The subject of the contract is the organisation and conduct of cultural, information and professional events at Európa Pont from September 2026 to maximum June 2030, focusing on themes developed in light of the communication priorities of the European Commission, European events and permanent series of events. The nature of the contract is services. The maximum contract duration is 48 months. The award method is best price-quality ratio. The estimated value is 500,000 EUR. The framework agreement is a framework agreement without reopening of competition. The main classification (CPV) is 79952100 Cultural event organisation services. The date and time of public opening is 02/09/2025 10:00 Europe/Budapest. The deadline for receipt of tenders is 01/09/2025 12:00 Europe/Budapest. The contracting authority is not bound to reply to questions submitted after 22/08/2025 05:00 Europe/Budapest.

Lot 3: Operating the Európa Pont Service in the House of Europe from 2026 to 2029. Európa Pont provides visitors with useful information and organises a range of exciting cultural events with a European theme as well as professional conferences, meetings, seminars and lectures. The successful tenderer must operate the Európa Pont Service from 2026 to 2029 including on-site information services, assistance at events in Európa Pont, outreach activities with schools, as well as participation at festivals and job fairs in Budapest or other locations around the country. The nature of the contract is services. The maximum contract duration is 48 months. The award method is best price-quality ratio. The estimated value is 370,000 EUR. The framework agreement is a framework agreement without reopening of competition. The main classification (CPV) is 79992000 Reception services. The additional classification (CPV) is 79952100 Cultural event organisation services. The date and time of public opening is 02/09/2025 10:00 Europe/Budapest. The deadline for receipt of tenders is 01/09/2025 12:00 Europe/Budapest. The contracting authority is not bound to reply to questions submitted after 22/08/2025 05:00 Europe/Budapest.

The following documents are available for download: ENEN-Invitation to tender EC-COMMBUD2025OP0080 Outreach events and information serviceInvitation letter, Annex I Tender Specifications and annexesTender specifications, Annex 6 Financial Offer Form Lot1Financial offer form, Annex 6 Financial Offer Form Lot2Financial offer form, Annex 6 Financial Offer Form Lot3Financial offer form, Annex 2 Declaration-honour-FR Recast-enDeclaration on honour (tender), Annex II Draft FWC LOT1 and annexesDraft contract, Annex II Draft FWC LOT2 and annexesDraft contract, Annex II Draft FWC LOT3 and annexesDraft contract, and Appendix 2 to FWC Security requirementsDraft contract annex. All documents are published on 16/07/2025, are version 1, and have no translations available.

Submissions must be sent exclusively at the address for submission given below via electronic submission.

Some frequently asked questions (FAQ) are answered: To proceed if the system is slow or doesn’t work while uploading/downloading documents, use the latest versions of Google Chrome or Mozilla Firefox and clear the cache and cookies. The eSubmission supports the latest versions of Google Chrome or Mozilla Firefox. The content of the submission is not accessible after submitting the tender as the system encrypts all attachments upon upload. 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. Attachments in eSubmission must be named following the System Requirements. You can check the System Requirements of eSubmission to submit a video. Invited candidates can only see the procurement documents after having selected an organisation in the F&T Portal, “My Invitations”. A Personal Identification Code (PIC) is mandatory to participate in a call for tenders. When uploading a file in eSubmission, you must first make sure it follows the technical requirements of the system. The maximum number of documents the system will allow you to upload per tender is 200 files. It is mandatory to register for a PIC if you intend to submit a tender or a request to participate. Check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register. A PIC is unique and its validity is not limited in time. 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 supported file types depend on the type of submission you want to make. Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted. If "Legal form: UNKNOWN" is displayed in the submission report, it is just a display issue and is not blocking for you. An automatic email informing you that the deadline for the reception of submissions had been reached does not mean that your submission was not correctly sent.

In summary, this is a call for tenders by the European Commission Representation in Hungary for the organization of EU-related outreach events and information services. The tender is divided into three lots: organizing an EU Half Marathon, organizing public events at Európa Pont, and operating the Európa Pont Service. The total estimated value of the tender is 1,250,000 EUR. Interested parties must submit their tenders electronically by 01/09/2025, and a PIC code is mandatory for participation. The tender documents provide detailed specifications for each lot, including the scope of work, contract duration, award criteria, and submission requirements. The eSubmission system supports various file types and languages, and it encrypts all uploaded documents for security.

Eligible Applicant Types: The eligible applicant types are not explicitly stated in the provided text. However, given the nature of the tender (organisation of events and provision of information services), it can be inferred that eligible applicants could include companies, event management organizations, service providers, and potentially non-profit organizations with relevant experience.

Funding Type: Procurement. The opportunity is described as a "procurement procedure" and "call for tenders," indicating that the primary financial mechanism is procurement.

Consortium Requirement: The text does not explicitly state whether a consortium is required or if a single applicant is sufficient. However, the FAQ section 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), suggesting that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The tender is specifically for the European Commission Representation in Hungary, suggesting that the primary geographic focus is on entities capable of operating and providing services within Hungary. While not explicitly stated, it is likely that applicants must be based in the EU or have the capacity to operate within the EU, given the EU funding context.

Target Sector: The target sectors are cultural event organization services, sports event organization services, and reception services. Specifically, the tender targets the organization of EU-related events, cultural programs, information services, and a half marathon.

Mentioned Countries: Hungary is explicitly mentioned as the location for the events and services.

Project Stage: The project stage is operational. The tender is for the organization and continuation of existing events and services, indicating that the projects are already defined and require implementation and operation.

Funding Amount: The estimated total value of the tender is 1,250,000 EUR. The estimated values for each lot are: Lot 1: 380,000 EUR, Lot 2: 500,000 EUR, Lot 3: 370,000 EUR.

Application Type: Open call. The opportunity is described as an "open procedure," indicating that it is an open call for tenders.

Nature of Support: Beneficiaries will receive money in exchange for services. The tender is a procurement procedure where the selected tenderers will be contracted to provide specific services in exchange for financial compensation.

Application Stages: The number of application stages is not explicitly detailed, but it would involve at least one stage of submission and evaluation.

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 opportunity is a call for tenders (EC-COMM/BUD/2025/OP/0080) issued by the European Commission Representation in Hungary. The purpose of this tender is to procure services related to the organization of EU-related events and the provision of information services in Hungary. The tender is divided into three lots:

Lot 1: Organisation of EU Half Marathon from 2026 to 2029, celebrating Hungary’s accession to the European Union. This involves organizing a free running event with a 21 km distance in Budapest, typically held on the second Sunday of May each year. The estimated value for this lot is 380,000 EUR.

Lot 2: Organisation of public events at Európa Pont in the House of Europe from 2026 to 2030. This includes organizing and conducting cultural, information, and professional events focusing on the communication priorities of the European Commission. The estimated value for this lot is 500,000 EUR.

Lot 3: Operating the Európa Pont Service in the House of Europe from 2026 to 2029. This involves providing on-site information services, assisting at events, conducting outreach activities with schools, and participating in festivals and job fairs in Budapest and other locations. The estimated value for this lot is 370,000 EUR.

The total estimated value of the tender is 1,250,000 EUR. The procedure type is an open procedure, and submissions must be made electronically. The deadline for receipt of tenders is 01/09/2025 at 12:00 Europe/Budapest. The contracting authority is not bound to reply to questions submitted after 22/08/2025 at 05:00 Europe/Budapest. The award method is based on the best price-quality ratio. Tenderers must submit their proposals electronically, and a Personal Identification Code (PIC) is mandatory for participation. The system supports 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.