Organization and management of the event area at Vabaduse Square for the Europe Day celebration in Tallinn on 9 May 2026

This document details a public procurement tender issued by the Representation of the European Commission in Estonia for organizing and managing the event area at Vabaduse Square in Tallinn for the Europe Day celebration on May 9, 2026. The objective is to select a suitable contractor responsible for comprehensive event management involving various components, including exhibitions, interactive activities, a family zone, and a food street featuring European cuisines.

This tender is classified as a service contract under EU procurement regulations, indicating that the contractor will be compensated monetarily for the services provided, rather than receiving grant funding. The event is expected to last approximately 4 to 6 hours, beginning with an interactive city-wide game and culminating in a live evening concert organized separately by the Ministry of Foreign Affairs. The contractor will also be involved in the logistics and coordination with multiple stakeholders, including EU embassies, the European Parliament Liaison Office, and local broadcasters.

The tender application process is electronic, requiring interested parties to submit an expression of interest by October 18, 2025, followed by a full tender submission planned for October 22, 2025. Eligible applicants are likely to be larger event management firms capable of handling complex logistics, with the geographic scope primarily limited to entities within the EU or EEA. The expected contract duration is six months, covering the period from the awarding of the contract to the completion of post-event activities. While the exact budget is unspecified, it is anticipated to be in the range reflecting the scale of the event, potentially between €200,000 to €1 million.

This tender represents a significant opportunity for contractors with experience in large-scale public event management, emphasizing public engagement and the promotion of European values and cultural diversity in a highly visible context. Interested firms should prepare to demonstrate their capabilities in managing such extensive logistical and operational tasks while adhering to the standards expected from an EU institution.

This is a publication announcing the contracting authority’s intention to publish a future negotiated low or middle value procedure. It is not a call for tenders.

The procedure identifier is EC-COMM/TLL/2025/LVP/0533-EXA.

The objective of this tender is to select a suitable contractor for the organization and management of the event area at Vabaduse Square in Tallinn as part of the Europe Day celebrations. The event will take place on 9 May 2026, and the contracting authority is the Representation of the European Commission in Estonia (hereinafter referred to as the Contracting Authority).

In May 2026, Europe Day will once again be celebrated in Estonia with large public events in Tallinn and Narva, underlining 9 May as the Day of Peace and Unity in Europe. Building on the successful experience of previous years, the programme will include concerts and engaging activities targeted at diverse audiences. An overview of the 2025 events can be found at www.euroopapäev.ee

In Tallinn, the celebrations will begin with an interactive city-wide orienteering game, followed by the announcement of the “European of the Year” award. The central event, “Our Estonia, Our Europe”, will take place at Vabaduse Square, where EU embassies and related organisations will present exhibitions and activities. Visitors will have the opportunity to discover European cultures, participate in interactive programmes, enjoy a family area designed for children and parents, and explore a food street introducing European flavours.

The daytime programme will start at noon (exact time to be confirmed) and last until the evening concert, with a duration of approximately 4–6 hours. The Representation of the European Commission, in cooperation with the European Parliament Liaison Office, will be responsible for commissioning and curating the daytime programme.

The stage programme for the daytime event will be developed by the Contracting Authority in cooperation with embassies, with the aim of offering a diverse schedule of music, dance, and other performances representing European cultures. Performances will take place, for example, on the hour and half-hour.

The day will culminate in a free evening concert at Vabaduse Square, broadcast live by ETV and ETV+, featuring well-known artists symbolising the shared European cultural space through music. The evening concert will be commissioned and organised by the Ministry of Foreign Affairs.

The procedure type is 47396214. The estimated total value is not specified. The lead contracting authority is Euroopa Komisjon, DG COMM - Communication. The main classification (CPV) is 79952000 - 79952000. The nature of the contract is services. The maximum contract duration is 6 months. There is no framework agreement.

The start date for expression of interest is 2025-10-03 Europe/Brussels. The deadline for expression of interest is 18/10/2025 04:59 Europe/Tallinn. The indicative date of launch of the negotiated procedure is 2025-10-22 Europe/Tallinn.

Submissions must be sent exclusively at the address for submission given below. The method of expression of interest is electronic. The address for expression of interest is "Express interest".

A question was asked: Where can I find the procurement documents for calls for tenders with ‘ExA' in the reference? The answer is: References that feature an ‘ExA’ are not calls for tenders. They are a publication announcing the contracting authority’s intent to launch in the future a low or middle negotiated procedure. This was published on 03/10/2024 17:32.

This announcement concerns a planned call for tenders for the organization and management of the event area at Vabaduse Square in Tallinn for Europe Day celebrations on May 9, 2026. The Representation of the European Commission in Estonia is seeking a contractor to handle the event's logistics, activities, and overall management. The event will feature various attractions, including exhibitions, interactive programs, a family area, and a food street, culminating in an evening concert organized by the Ministry of Foreign Affairs. The daytime program, curated by the European Commission and the European Parliament Liaison Office, will include stage performances developed in cooperation with EU embassies. The announcement specifies the procedure identifier, key dates for expressing interest and the indicative launch of the negotiated procedure. It clarifies that this is not a call for tenders but a pre-announcement for a future negotiated procedure.

Eligible Applicant Types: The opportunity seeks a suitable contractor. The specific types of eligible applicants are not explicitly defined but are implied to be organizations capable of event organization and management. This could include event management companies, organizations specializing in cultural events, or similar entities.

Funding Type: The funding type is procurement, specifically a service contract. The contracting authority aims to select a contractor to provide services related to event organization and management.

Consortium Requirement: The information suggests a single applicant is required, as the objective is to select a "suitable contractor." There is no explicit mention of consortia being required or preferred.

Beneficiary Scope (Geographic Eligibility): While not explicitly stated, the focus on an event in Tallinn, Estonia, suggests that applicants should be based in the EU or have the capacity to operate within the EU, particularly Estonia. EU embassies and related organizations are mentioned as participants, implying a focus on entities with a connection to the European Union.

Target Sector: The target sector is culture and events, specifically the organization and management of a public event related to Europe Day celebrations. This includes event planning, logistics, cultural programming, and potentially marketing and communication related to the event.

Mentioned Countries: Estonia.

Project Stage: The project is in the planning stage. The call is for the organization and management of an event that will take place in the future (May 9, 2026). The selected contractor will be responsible for the development and execution of the event plan.

Funding Amount: The opportunity is described as a "low or middle value procedure," but the estimated total value is not specified. Therefore, the funding range is variable.

Application Type: The application type is a planned call for tenders, specifically a negotiated procedure. The first step is to express interest electronically.

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

Application Stages: There are at least two stages: expression of interest and a subsequent negotiated procedure. The exact number of stages may depend on the specifics of the negotiated procedure when it is launched.

Success Rates: The success rates are not mentioned.

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

Summary:

This is a pre-announcement for a future negotiated tender procedure by the European Commission Representation in Estonia. The purpose of the tender is to find a contractor to organize and manage the event area at Vabaduse Square in Tallinn for the Europe Day celebration on May 9, 2026. The event will include concerts, interactive activities, exhibitions from EU embassies, a family area, and a food street. The daytime program will run for approximately 4-6 hours and will feature music, dance, and other performances representing European cultures. The evening concert will be organized by the Ministry of Foreign Affairs. The procedure is classified as a low or middle value procurement. The maximum contract duration is 6 months. The start date for expression of interest is October 3, 2025, and the deadline is October 18, 2025. The indicative date for the launch of the negotiated procedure is October 22, 2025. Interested parties must express their interest electronically. This announcement is not a call for tenders, but rather a notification of the contracting authority's intention to launch a negotiated procedure in the future.