Organisation of public events, communication campaigns and production of promotional materials for the communication needs of the EC Representation in...

The European Commission Representation in Bulgaria has published a public procurement tender to award a framework contract for organising public events and communication campaigns in Bulgaria covering activity years 2027–2031. The estimated overall contract value is €6,000,000 with an initial 12‑month duration renewable up to three times, and submissions are electronic via the EU Funding & Tenders Portal with a tender deadline of 16 September 2026. The contract scope covers creative, advisory, logistical and technical event management, media engagement, photo/video coverage and production and delivery of promotional materials. Eligible bidders are commercial communications and event management firms, audiovisual production companies or consortia able to deliver in Bulgaria and to apply EU visibility and branding requirements.

What it funds

Scope summary

Service contract (framework) to organise and support public events and communication campaigns in Bulgaria for the European Commission Representation (2027 2031). Activities include creative and advisory services, full logistical and technical event management, photo and video recording, event accompaniment and the production and delivery of promotional materials.

Who can apply:Legal entities (communication agencies, event organisers, production companies and consortia) able to deliver creative, logistical, technical and media production services in Bulgaria for public and media events.

1. 1Press conferences, media briefings and seminars
2. 2Conferences, workshops, round-tables and public events
3. 3Audio visual production, photography and event coverage
4. 4Design, production and delivery of promotional materials

Estimated contract value and duration:Estimated overall contract amount €6,000,000. Framework contract: initial 12 months, renewable up to 3 times for a total planned period of 48 months (covering activities 2027 2031) ¹.

Procedure:open EU tender (framework agreement). Award criteria: quality and price (quality weighted higher). Submission is electronic via the Funding and Tenders Portal.

Tender documents, specifications and draft contract are available on the EU Funding and Tenders Portal: Tender details ¹.

Footnotes

1. 1Full procurement file, invitation to tender, tender specifications and draft framework contract available from the Funding and Tenders Portal tender page linked above.

Basic opportunity data

Call identifier EC-COMM/SOF/2026/OP/0181. Procurement type:public tender (service contract) for a framework contract to organise public events and communication campaigns and to produce promotional materials for the European Commission Representation in Bulgaria. Publication date: 20 July 2026. Submission method: eSubmission through the EU Funding & Tenders Portal. Official closing date and time: 16 September 2026, 15:00:59 (Europe/Sofia timezone). Estimated overall contract value: €6,000,000 for the full duration indicated in the procurement documents. Planned period (total): 48 months (initial FWC duration 12 months renewable up to 3 times as per draft contract). The contract is intended to cover activity years 2027–2031 and includes all creative, advisory, logistical and technical services for events plus photo/video recording and production/delivery of promotional materials.

Eligible Applicant Types

Eligible applicants typically include professional service providers able to deliver communication, event-management and audiovisual production services. Expected applicant types include: communication agencies, event management companies, audiovisual/photo/video production companies, marketing and public-relations firms, cultural event organisers, contractors providing production and delivery of promotional materials, and other legal entities with the required technical and professional capacity (e.g., large enterprises, medium and small enterprises, non-profit organisations and consortia of such entities). The procurement documentation does not restrict participation to SMEs; the SME suitability indicator in the procurement record is false, indicating the tender is not SME-restricted. The contracting authority is the European Commission, DG COMM - Communication, through its Representation in Bulgaria.

Funding Type

Primary financial mechanism:public procurement/service contract awarded under a Framework Contract (framework-agreement). This is not a grant, loan or equity instrument but a paid contract for services. The procurement is funded by EU funds and executed by the European Commission Representation in Bulgaria.

Consortium Requirement

The procurement documentation supports participation of tenderers meeting the selection criteria. The record does not explicitly limit offers to single legal entities only; standard public procurement practice allows a single legal entity or a consortium/association (joint tender or sub-contracting arrangements) provided the tenderer demonstrates compliance with qualification, technical and financial capacity requirements set in the tender specifications. Tenderers should consult the ITT and Tender Specifications for exact rules on grouping, joint bids, and lead partner responsibilities.

Beneficiary Scope (Geographic Eligibility)

The contract is for services to be provided in Bulgaria (execution and delivery of events and campaign activities in Bulgaria). The procurement is EU-funded and published by the European Commission Representation in Bulgaria. Eligible economic operators are those who may lawfully tender under EU public procurement rules; typically this includes entities established in EU Member States and countries allowed by the procurement documents (consult ITT for any specific third-country exclusions).

Target Sector

Targeted thematic sectors and services:communication and public affairs, public events management, media relations, audiovisual production and photography, marketing and promotional materials production, public information campaigns. Main CPV codes listed include 79952000 (motion picture projection services), 79950000, 79951000, 79953000 and 55520000 (printing services and related).

Mentioned Countries

Bulgaria is explicitly mentioned as the country of execution and the location of the European Commission Representation that will use the services. The contracting authority is the European Commission (DG COMM). The procurement is EU-funded; the procurement documentation should be consulted for specific eligibility of tenderers from non-EU/EEA countries.

Project Stage

Expected maturity/phase:implementation and service delivery. This is an operational contract to deliver events, campaigns and materials (execution stage rather than research or development). The framework contract covers recurring delivery of communications activities over the contract period (initial 12 months with renewals up to 4 years total).

Funding Amount

Estimated total value:€6,000,000 estimated overall contract amount for the framework contract covering the planned period (reported in the procurement record). ¹

Application Type and Submission Method

This is an open tender published on the EU Funding & Tenders Portal. Submission method:mandatory electronic submission (eSubmission) via the Funding & Tenders Portal. Key dates: publication 20 July 2026; deadline for requests for additional information 8 September 2026 (end of day, Europe/Sofia); tender submission deadline 16 September 2026 at 15:00:59 (Europe/Sofia); open tender event (likely opening) scheduled 17 September 2026 at 10:00 (Europe/Sofia).

Nature of Support

Beneficiaries/contractors will receive monetary compensation for services delivered under the framework contract (service contract payments). The contract also provides non-monetary deliverables (events, audiovisual outputs, promotional materials, logistics services). The tender is thus a paid commercial procurement: money in exchange for services and deliverables.

Application Stages

Expected stages in the procurement evaluation process:1) Submission of electronic tender (administrative and eligibility documentation, technical offer, financial offer), 2) Administrative and eligibility checks and selection criteria verification, 3) Technical and financial evaluation according to awarding criteria (quality 60% / price 40% as indicated), 4) Clarifications and negotiation if applicable, 5) Award of framework contract and signature. In practice applicants face 3 to 4 evaluation stages from submission to final award.

Success Rates

No explicit success rate is published in the procurement record. Framework contracts of this nature commonly award one or several contractors depending on tender rules. The procurement documentation and draft framework contract should be consulted to determine whether multiple contractors will be appointed under the framework and the exact award model. Therefore no definitive success probability can be provided here.

Co-funding Requirement

No co-funding from applicants is required. This is a service contract to be paid by the contracting authority. Tenderers must price their offers and demonstrate financial capacity; there is no requirement for beneficiaries to contribute own funds towards the contract. VAT arrangements are addressed in the draft contract annex (Annex-V to FWC on VAT).

Tender Awarding Criteria and Weights

The record states awarding criteria composed of quality and price. The subordinate awarding criterion weights shown in the procurement metadata indicate quality carries 60% and price 40%. The tender specifications instruct tenderers to consult the procurement documents for full descriptions of the quality sub-criteria and the price evaluation method.

Required Services and Scope of Work (summary)

Core scope:organisation and facilitation of public events and communication campaigns to support the EC Representation in Bulgaria in raising public and media awareness of EU policy and strategic discussions. Types of events and activities listed: press conferences, media briefings, media seminars, conferences, workshops, meetings, round-table discussions, presentations, public events, fairs, award ceremonies, other public gatherings, and communication campaigns. Contractors must provide creative and advisory services, logistical and technical event management, on-site operational support, photo and video recording services, accompaniment of events, and production and delivery of promotional materials. Services must ensure smooth implementation of events and campaigns as per the detailed Technical Specifications.

Main CPV / Classification Codes

1. 179952000 (motion picture projection services) - main CPV recorded
2. 279953000 (social, cultural and recreational services)
3. 379951000 (video production services)
4. 479950000 (cultural services)
5. 579952100 (sound recording services)
6. 655520000 (printing services)

Templates and Application Documentation (available annexes)

A number of procurement documents and annexes accompany the Invitation to Tender. Tenderers must download and complete forms and consult the drafts. The key documents published are:

1. 1Invitation to tender (Invitation_to_tender_EC-COMMSOF2026OP0181_Organising events and campaigns_V1.pdf) — principal ITT document.
2. 2ITT Annex I - Tender Specifications (ITT Annex I Tender Specifications Organisation of events EN_SOF__V1.pdf) — detailed technical specifications, scope, service descriptions, deliverables, timelines and evaluation criteria.
3. 3ITT Annex II - Draft Framework Contract (ITT Annex II Draft Framework Contract_EN_SOF_V1.pdf) — contractual terms including duration, renewals (initial 12 months, renewable 3 times), payment terms, liability, confidentiality and termination clauses.
4. 4Appendix 2 to FWC - Security requirements (Appendix 2 to FWC_Security requirements_V1.pdf) — security and access rules for work related to EC premises and events.
5. 5Annex-V to FWC on VAT (Annex-V to FWC on VAT_V1.pdf) — VAT treatment arrangements.
6. 6Annex 7 to TS - Technical offer form (Annex 7 to TS Technical offer form_V1.docx) — structured template for the technical proposal (workplan, staffing, methodology, examples of past experience).
7. 7Annex 10 to TS - Technical and professional capacity form (Annex 10 to TS Technical and professional capacity form_V1.docx) — form to document company/team capabilities and references.
8. 8Annex 2 to TS - Declaration on honour (Annex 2 to TS Declaration on honour_EC-COMMSOF2026OP0181_V1.docx) — mandatory legal declarations regarding exclusion and conflicts of interest.
9. 9Annex 6 to TS - Financial offer form (Annex 6 to TS to Financial offer form_V1.xlsx) — the required price schedule and format for financial bids.

Application form structure (guidance based on annex templates):Tenderers should prepare: 1) Administrative and eligibility package including Declaration on Honour, company registration documents, power of attorney for signatory, and proof of legal/financial standing; 2) Technical offer using Annex 7 and Annex 10: detailed technical approach, staffing and roles, CVs of key personnel, methodology for event management and campaign delivery, workplan/timeline, sample deliverables and past performance references; 3) Financial offer using Annex 6: fully priced schedule in the Excel form with line items corresponding to the tender specifications; 4) Any requested supporting documents (insurance certificates, audiovisual equipment lists, sub-contractor lists). All documents must follow formats prescribed in the ITT and be submitted electronically via the Portal before the deadline. Tenderers must follow the tender validity period (10 months indicated) and other submission requirements in the ITT.

Evaluation and Award Process

Awarding will be based on the published awarding criteria and sub-criteria; metadata indicates a split of 60% quality and 40% price. Quality evaluation will assess technical approach, staffing, relevant experience, proposed outputs and compliance with the tender specifications. Price evaluation will follow the financial offer submitted in the prescribed template. Administrative eligibility and exclusion checks will be performed first. The contracting authority may ask clarification questions. The draft framework contract sets out contractual conditions and renewals. An open tender event (document opening) is scheduled and the ITT provides timelines for information requests, clarifications and contract signature.

Key dates and timeline

1. 1Procurement publication: 20 July 2026
2. 2Deadline for additional information requests: 08 September 2026 (end of day, Europe/Sofia) as per tendering record
3. 3Tender submission deadline: 16 September 2026, 15:00:59 (Europe/Sofia) — eSubmission via Funding & Tenders Portal
4. 4Open tender event / tender opening: 17 September 2026, 10:00 (Europe/Sofia)
5. 5Contract period: initial 12 months with up to 3 renewals as per draft FWC (total planned period 48 months)

Practical considerations and recommended actions for applicants

Read the Invitation to Tender (ITT) and all annexes carefully. Prepare and complete the prescribed templates (Annex 6, Annex 7, Annex 10, Declaration on Honour). Ensure full compliance with security, VAT and contractual clauses in the draft FWC. Build a team that demonstrates proven experience in organising the range of events listed and in audiovisual production and printing. Price competitively while ensuring compliance with quality requirements. Submit the tender electronically well ahead of the deadline to avoid portal issues. Confirm any questions before the information request deadline. If bidding as a consortium or joint venture, confirm the lead partner and provide required powers of attorney and consortium agreements as requested by the ITT.

Summary

This procurement is a competitive public tender to award a framework contract for organising public events, communication campaigns and producing promotional materials for the European Commission Representation in Bulgaria for the period 2027–2031. The European Commission seeks contractors to plan, advise, logistically support and technically implement a wide variety of events (press conferences, seminars, conferences, workshops, award ceremonies, public events, fairs and campaigns), to provide photo and video coverage, and to produce promotional materials. The procedure is an open eSubmission tender published on the EU Funding & Tenders Portal, with an estimated total contract amount of €6,000,000 and a contractual model based on a framework contract (initial 12 months with up to three renewals). Tenderers must submit administrative, technical and financial offers in the formats specified in the procurement annexes and will be evaluated on quality (60) and price (40). The full ITT package (tender specifications, draft FWC, financial and technical templates, declaration on honour and related annexes) must be consulted and followed precisely when preparing the bid. ¹

Footnotes

1. 1Procurement documentation and annexes are published on the EU Funding & Tenders Portal (Invitation to tender EC-COMM/SOF/2026/OP/0181 and associated annexes). See the portal opportunity record for downloadable templates and full contract drafts: Opportunity page.

This is a public procurement tender, not a grant. The European Commission Representation in Bulgaria is seeking contractors to support its communication work in Bulgaria for 2027 to 2031 through public events, communication campaigns, media-facing activities, audiovisual recording, and production of promotional materials. The Commission has a broader practice of using tenders and communication budgets for press and public relations, events, campaigns, graphics, promotional materials, web work, and audiovisual production.[20][15]

What the contract is about

The stated objective is to increase public and media attention to policy developments and strategic discussions at EU level in Bulgaria. The contractor would support the EC Representation with creative, advisory, logistical, and technical services for press conferences, media briefings, seminars, conferences, workshops, round tables, presentations, public events, fairs, award ceremonies, and related communication campaigns.

The scope also includes photo and video recording services and the production and delivery of promotional materials. This is consistent with EU communication practice, where public events and visibility outputs are expected to be planned, coordinated, and presented with clear EU branding and support messaging.[14][16][1]

Who should consider bidding

The most plausible bidders are professional communications agencies, event management companies, public relations firms, production houses, audiovisual suppliers, and consortia that can deliver end to end event and campaign services in Bulgaria. The provided materials do not indicate a grant style eligibility restriction such as nonprofit only or public body only, which is typical for a tender rather than a grant.

Because the work is operational and media facing, bidders should be able to demonstrate local execution capacity in Bulgaria, strong supplier coordination, rapid turnaround, and experience working with public institutions and EU visibility requirements.[20][1][16]

Key requirements and practical implications

• Ability to design and run events from concept to delivery, including logistics, moderation, venue coordination, registration, and on site technical support.
• Ability to manage press oriented formats such as media briefings, press conferences, and journalist engagement.
• Capability to produce photo, video, and promotional content suitable for institutional communication.
• Capacity to work in Bulgarian and to communicate effectively with local media and stakeholder audiences.
• Ability to apply EU visibility and branding rules consistently across invitations, materials, social media, and event outputs.[1][14][16]

What applicants usually want to know

Visibility and coordination issues to expect

EU communication and visibility guidance generally requires structured communication planning, coordination with the EU side, use of the EU emblem, and clear acknowledgment of EU financing on materials and event outputs. For public events financed under EU communication budgets, the event and related media output are normally expected to be approved or coordinated with the relevant EU service before publication or delivery.[1][14][16]

For a bidder, this means the operational team should be ready to work with EC counterparts on messaging, branding, press lines, and approval workflows, especially when content is intended for public release or media circulation.[16][1]