Organization of events in Greece for the needs of the European Commission Representation in Greece

The European Commission DG COMM Representation in Greece is procuring a multi-award framework service contract (reference EC-COMM/ATH/2025/OP/0300) to provide end-to-end organisation and communication services for in-person, online and hybrid events across all Greek regions. The estimated total framework ceiling is €2,200,000 with reimbursable expenses capped at €700,000 and a maximum duration of 48 months (initial 12 months plus up to three 12-month renewals). Tender evaluation will follow a best price-quality ratio with quality weighted at 70% and price at 30%, and bidders must demonstrate substantial recent event management experience and submit a technical offer not exceeding 55 A4 pages. Electronic tenders must be submitted via the EU Funding and Tenders Portal by 14 April 2026 at 17:00 (Athens local time).

Who can apply

Eligibility summary

Open procedure for economic operators established in the EU (natural or legal persons). Joint bids allowed. Subcontracting permitted; entities on whose capacity a bidder relies must be documented.

What the contract funds:A framework contract to organise and support events, publicity and related services (venue hire, AV/web streaming, interpretation, catering, promotion, participant management, reporting and optional reimbursable third‑party costs). The contractor provides turnkey event delivery, creative support, monitoring and evaluation ¹.

1. 1Types of events: conferences, seminars, festivals, public outreach, hybrid/online events and participation/co‑organisation with third parties.
2. 2Services include full logistics, technical production, media and social media support, audio‑visual/webstreaming, interpretation, catering, accommodation and transport arrangements, and post‑event reporting.

Who orders and how to bid:Contracting authority: European Commission, DG COMM – Representation in Greece. Tenders submitted electronically via the EU Funding & Tenders Portal by the published deadlines; use the portal tender page and annexes for full instructions ¹.

Budget, duration and key dates

Estimated total value of the framework contract €2 200 000. Framework maximum duration 48 months. Contract award by best price-quality ratio. Framework agreement without reopening of competition; specific contracts issued under the framework.

1. 1Estimated total value: €2,200,000 (reference for evaluation).
2. 2Maximum contract duration: 48 months.
3. 3Procedure: Open procedure; award method: best price-quality ratio.

Tender documents include:Invitation to Tender, Tender Specifications (Annex I), Draft Framework Contract, Financial offer form (Annex 6), Technical offer form (Annex 7), Case studies (Annex 8) and Q&A/corrigenda. Ensure you follow format, page limits and required evidence for exclusion/selection criteria.

Footnotes

1. 1Full tender dossier, corrigenda and submission details are on the EU Funding & Tenders Portal tender page: Tender page.

The European Commission Representation in Greece (DG COMM) is procuring a multi-year framework contract to organise, support and deliver public communication events across Greece. The objective is to increase public and media attention to EU priorities, policy developments and strategic discussions, by providing end-to-end event management and associated communication services. The procurement will lead to multiple framework contracts in cascade, awarded on the basis of best price-quality ratio, with specific contracts issued during the term.

Official documents provided include:Invitation to tender; Tender Specifications (Annex I) and Corrigendum; Draft Framework Contract (Annex II) including security requirements; Declaration on Honour; Technical Offer Form (Annex 7) and Corrigendum; Financial Offer Form (Annex 6) with detailed unit-price lists and case study sheets; Technical and Professional Capacity form (Annex 11); Accommodation and subsistence reimbursement ceilings (Annex 10); Communication Network Indicators (Annex 9).

Scope of Services and Technical Content

• End-to-end organisation of in-presence, online and hybrid events, such as open events, conferences, seminars, workshops, stakeholder meetings, roundtables, festivals and fairs, trainings for EU networks (e.g., Europe Direct, EDCs, EU Local Councillors), seminars for journalists, press conferences and other public gatherings.
• Participation support in third-party events (including liaison with organisers, rental of stands and exhibition space, fees payment and reimbursement handling), and co-organisation with third parties (with EC contribution capped at 50% of total event costs).
• Comprehensive event design, planning and delivery including concept notes, programme/scenario drafting, defining objectives, audiences, key messages, public relations approach, promotion plans, visual identity and materials, and on-site logistics and technical operations.
• Venues and infrastructure across all Greek regions (and occasionally in collaboration with other Member States): sourcing, hiring, set-up, compliance with accessibility and safety, environmental preference for certified venues, and provision of signage, stages, seating, furniture, decorations and secure storage.
• Technical equipment: audiovisual, sound systems, projection, screens, interpretation booths and systems compliant with ISO 17651-1/2, ISO 20109, ISO 22259 and ISO 24019, Wi‑Fi/internet access, interactive voting tools (e.g., Sli.do or equivalent), interpreter post for sign language, removable soundproof walls, security scanners, and other equipment (e.g., coffee/water stations, printers, photocopiers, interactive terminals and screens).
• Visual identity, design and printed materials aligned with European Commission Visual Identity guidelines, including creation of event visual identity (low/medium/high complexity), invitations, flyers, brochures, posters, banners (vinyl, PVC panels, roll-ups), name plates, badges, participant info kits, moderation kits, certificates, photo prints/frames, and digital banners/web elements.
• Production and transport of promotional materials (e.g., paper or fabric bags, notebooks, USB keys, pens, rPET items), prioritising sustainable and EU-made options.
• Audio-visual coverage and web services: multi-camera filming, photography, editing (trailers, animation and documentary clips), drone filming, voice-over, subtitling, web streaming (YouTube, Facebook, Instagram, X and future agreed platforms) with adaptive bitrate and CDN; VoD delivery with indexing, master file provision, subtitles (.vtt/.srt or burned-in), metrics and archiving formats (e.g., DVCProHD MOV/MXF, MP4 H264 HiP@L4.1, 1080i50).
• Promotion and media presence: social media content (compliant with EC identity), mapping of influencers/speakers’ accounts, live social media support, media buying and post boosting, press materials, media relations and media reviews (within 3 calendar days post-event).
• Participant management: target audience identification, invitation management and reminders, GDPR-compliant registration (including unique entry codes/barcodes), attendance tracking and reporting, VIP handling, document preparation (e.g., programme slides, participant/speaker lists with bios) and access control operations.
• External speakers and moderators: proposing profiles, commissioning and paying fees/expenses, arranging travel and accommodation respecting ceilings in Annex 10 (with preference for sustainable hotels and flexible cancellation), transfers and logistics.
• Event staff: stewards, security agents, IT/AV technicians, VIP liaison officers, press officers, domain experts/analysts, graphic recorders, photographers/cameramen, technical support, DJ, cleaning staff, streaming support, graphic/web designers, and photo/video editors.
• Catering: sustainable menus for cocktails (standard and VIP), sit-down meals, buffets, and coffee breaks; full service including furniture, tableware, linens, labels, menus, seating plans, waste management, and adequate staffing; avoidance of single-use items unless justified.
• Transport: passenger (car, minibus, bus, plane, train, boat) and freight/material transportation; pricing based on distances calculated by gov.gr (and Google Maps for cross-border), inclusive of parking and loading/unloading; tickets treated as reimbursable costs.
• Performance measurement: application of Communication Network Indicators (Annex 9), KPI setting per event, surveys, media clippings (where relevant), and comprehensive reporting (flash report within 24 hours, full report within 15 working days), plus annual activity reports across specific contracts.

Roles and staffing minima include a Project Leader (sole event focal point, six years minimum professional/educational experience requiring good knowledge of the EU; responsible from concept to reporting), a Project Manager and Project Assistant as needed, and a Contract Manager for the FWC (oversight, issue escalation, complaint management). Excellent Greek is required and knowledge of other EU official languages (notably English and French) is preferred. Security, confidentiality, data protection (Regulation (EU) 2018/1725), and Commission cybersecurity/IT-security baselines must be observed.

Procurement Structure and Evaluation

• Procedure and award: Open procedure; multiple framework contracts in cascade; specific contracts or order forms issued throughout the 48-month term.
• Award criterion: Best price-quality ratio; quality assessed against award criteria in Tender Specifications (ref. Section 3.3.1 after corrigendum).
• Financial offer: Annex 6 templates to be used exclusively; comprehensive unit-price list covering staff categories, venue, equipment, design/print, participants’ kits, AV/web, promotion/media, participant management, speakers/moderators travel and logistics, translation/interpretation, event staff, catering, transport, and sourcing fees (up to 5% for ≤ €15,000 and up to 3% for > €15,000.01).
• Case studies: Three case studies to be prepared (max 10 pages each) with structure, logistics, target audience, promotion, message clarity, ex-post evaluation, execution timeline, staffing roles, rapid reaction methodology and budget. As clarified in Q&A, Case Study 1 estimated event budget should not exceed €200,000.
• Technical offer format and length: Use Technical Offer Form (Annex 7, Corrigendum referencing Section 3.3.1); total technical tender not to exceed 55 A4 pages; respond to each criterion in no more than 6 pages (sum of sub-criteria), except Case Studies (10 pages each).
• Selection criteria (Technical and Professional Capacity, Annex 11): Evidence of at least 10 events in the last 5 years (≥4 with >500 participants) and at least 3 events with multiple side activities (e.g., cultural happenings, conferences/seminars, catering, travel, audiovisual promotion), including at least one project with a minimum value of €70,000. References must cover end-to-end event programming and design, health and safety, project management, procurement of logistical and operational services, registration systems (including online), web streaming, and interpretation services.
• Exclusion and access rules: Standard EU exclusion grounds apply; access open to entities within the scope of the Treaties and international organisations, and to entities in third countries having a special procurement agreement with the EU (WTO GPA does not apply to this call).
• Framework operation: In cascade ordering — the first-ranked contractor is invited to accept specific requests within set reply windows; if declined or unresponsive, the next-ranked contractor is invited. No obligation on the Commission to place a minimum volume of orders.
• Reimbursable costs: Only if expressly requested/approved; the contractor must collect at least two (≤ €15,000) or three (> €15,000.01) third-party offers; all discounts must accrue to the Contracting Authority; contingency/supplementary services limited and with prior approval; co-organisation contribution capped at 50%.

Categorisation and Structured Information

Eligible Applicant Types:Natural or legal persons within the scope of the EU Treaties and eligible third-country agreements may apply, individually or as joint tenders, with subcontracting permitted. Typical applicants include: SMEs and large enterprises in events management, communications/PR, media and audiovisual production; nonprofit/NGO or associations with relevant capacity; universities and research/academic institutions with events and communication operations; international organisations; self-employed/individual professionals; public bodies meeting procurement eligibility; consortia/joint ventures (with or without separate legal personality). Subcontractors and relied entities must also meet access rules.

Funding Type:Procurement — framework service contract(s). Contractors invoice for services delivered under specific contracts/order forms. This is not a grant; no cost-sharing is required beyond any agreed reimbursable flows and sourcing fees under the Financial Offer.

Consortium Requirement:Single applicant or joint tender (group of economic operators) are both allowed. Subcontracting is also allowed. Multiple framework contracts will be awarded in cascade, with specific contracts offered according to ranking.

Beneficiary Scope (Geographic Eligibility):Open to natural and legal persons within the scope of the EU Treaties and to international organisations. Also open to entities in third countries having a special agreement with the EU in the field of public procurement, under the terms of that agreement. The WTO GPA does not apply. Services are to be delivered primarily across Greece (all regions), with occasional collaboration with other EU Member States.

Target Sector:Communication and public engagement services, events and congress organisation, media and audiovisual production, public relations, promotion and social media, translation/interpretation, and related logistics (venues, equipment, catering, transport).

Mentioned Countries:Greece; Belgium; Bulgaria; Czechia; Denmark; Germany; Estonia; Ireland; Spain; France; Croatia; Italy; Cyprus; Latvia; Lithuania; Luxembourg; Hungary; Malta; Netherlands; Austria; Poland; Portugal; Romania; Slovenia; Slovakia; Finland; Sweden. These countries are explicitly listed in Annex 10 regarding hotel ceilings for travel and accommodation; performance occurs mainly in Greece.

Project Stage:Implementation and service delivery under a framework contract. Activities span design, development, execution and evaluation of communication events and related services.

Funding Amount:Estimated total framework ceiling is €2,200,000 over up to 48 months. No minimum order quantity is guaranteed. Specific contract values will vary by assignment and unit prices in the Financial Offer. Reimbursable expenses are subject to prior approval and documentary evidence. For Case Study 1 (evaluation purpose), the indicative event budget should not exceed €200,000.

Application Type:Open call for tenders via electronic submission (eSubmission) on the EU Funding & Tenders Portal. Public opening session is scheduled; tenderers may attend virtually following instructions.

Nature of Support:Monetary payments for services delivered under the framework contract (procurement). Reimbursements may be made for approved third-party costs upon evidence.

Application Stages:Single-stage tendering (submission → opening → evaluation of exclusion/selection/award → award). Multiple FWC awards in cascade; subsequent specific contracts issued during implementation without reopening of competition.

Success Rates:No success rate data is provided. This is a competitive open procurement evaluated on best price-quality ratio against the award criteria and the Financial Offer.

Co-funding Requirement:No co-funding is required; this is a service contract. For co-organised events, the Contracting Authority’s contribution cannot exceed 50% of the total event costs and is managed via reimbursable procedures.

Mandatory Templates and Submission Structure

• Technical Offer Form (Annex 7; Corrigendum updates references to Section 3.3.1):
• Section 1: General capacity of the Contractor — 1.1 Understanding of the needs and working relationship; 1.2 Methodology to protect the Contracting Authority’s reputation and to ensure security and confidentiality.
• Section 2: Contract execution — 2.1 Methodology to obtain services at market price and ensure sound financial management in supplier selection; 2.2 Project risk assessment, response to unforeseen situations, and continuity measures (including subcontractors).
• Section 3: Delivery of results — 3.1 Methodology to maximise attendance and visibility; 3.2 Monitoring, follow-up and ex-post evaluation (qualitative/quantitative criteria, KPIs).
• Section 4: Contractor’s team and staffing matters — 4.1 System to ensure availability, sufficient resources for simultaneous events and tight deadlines, and rapid replacement procedures.
• Section 5: Case studies 1, 2 and 3 — For each, provide structure and plan (venue, speakers, timeslot, IT/equipment), audience and invitations, promotion, key messages, ex-post evaluation, timeline, team roles, rapid mobilisation approach, and a detailed budget (evaluation criterion 5). Limit: 10 pages per case.
• Financial Offer Form (Annex 6): Must be used exclusively (Excel and PDF). Fill in: Full List of Prices and Case Study tabs (1–3). All amounts are in euros, exclusive of VAT (Commission is VAT exempt); one amount per cell; half-day services invoiced at 50% of full-day price where applicable. Sourcing fees capped (5%/3%) per value threshold.
• Declaration on Honour (Annex 2): Exclusion, selection, restrictive measures and debt to the Union statements, with guidance on evidence and acceptable formats.
• Technical and Professional Capacity (Annex 11): Provide the required reference lists and evidence (client statements may be requested/verified).
• Security Requirements (Appendix 2 to the FWC): Contractor’s compliance with Commission security policies, cybersecurity baseline for remote access, incident notification within 48 hours, and ethics reminder signatures for personnel accessing Commission systems or premises.
• Reporting templates: Flash Report (within 24 hours), Full Event Report (within 15 working days) aligned with Communication Network Indicators (Annex 9).

Key Compliance Notes and Q&A Clarifications

• Corrigendum corrections: all Technical Offer references to award criteria point to Section 3.3.1 (not 3.4).
• Reliance on capacity: the commitment letter text has been corrected to include both financial and economic capacity and technical and professional capacity.
• Page limits: Technical tender must not exceed 55 A4 pages. Respond to each criterion in ≤6 pages (sum of sub-criteria), except Case Studies (≤10 pages each).
• Case Study budgets: financial tables for each case will be assessed under award criterion 5; for Case Study 1, base proposal on EU Day celebration with estimated organisation budget not exceeding €200,000.
• Project Leader experience: evidence may include CVs and references demonstrating at least six years of professional and/or educational experience requiring good knowledge of the EU.
• Deadlines: the submission deadline was extended to 14/04/2026 17:00 (Athens), and the opening to 15/04/2026 11:30 (Athens).
• Reimbursement ceilings: Accommodation ceilings per country are listed in Annex 10; when breakfast is included, the ceiling may increase by 15%; preference for environmentally certified hotels.

How to Apply and Practical Steps

1. 1Register or validate your PIC in the Participant Register; ensure SME status is up to date if applicable.
2. 2Prepare the Technical Offer using Annex 7 (consider Corrigendum): address all award sub-criteria and provide the three Case Studies with budgets.
3. 3Complete the Financial Offer (Annex 6) in Excel and PDF, filling in the Full List of Prices and Case Study tabs. Respect formatting rules (no comments, one amount per cell, EUR without VAT).
4. 4Collect and prepare Selection Evidence: Technical and Professional Capacity (Annex 11) references complying with minimum thresholds; CVs of key staff; any other evidence as per Tender Specifications.
5. 5Sign the Declaration on Honour (Annex 2) using QES if possible (eIDAS-compliant) or handwritten if QES not available.
6. 6Compile your tender within the page limits and formatting constraints; ensure any appendices are clearly referenced.
7. 7Submit electronically via eSubmission on the EU Funding & Tenders Portal before the deadline. Retain the submission receipt (timestamp).
8. 8Optional: request to attend the virtual public opening (max two representatives) by emailing the Representation’s admin mailbox at least three hours before the session start, providing names, emails, tenderer name and eSubmission receipt.

Contracting and Implementation Highlights

• Specific contracts or order forms will define timeframes, scope and deliverables per event.
• Pre-financing up to 20% and interim payments (up to a cumulative 60%) may be available for larger/longer specific contracts, subject to progress reports; balance upon acceptance of full reports and deliverables.
• Reimbursables: strictly on prior approval and with documentary evidence; third-party offers required per thresholds; all discounts to benefit the Contracting Authority; supplementary services limited and pre-approved; use of contingency reserve requires written consent.
• Security, confidentiality and GDPR compliance are mandatory; incident reporting timelines and Commission IT baseline rules apply to remote access and data handling.
• Liquidated damages for delay, price reductions for sub-standard quality, and substitution rights apply under the FWC general conditions; complaint management system required; annual contract implementation report mandatory.

Summary and Explanation

This open procurement sets up multi-supplier framework agreements to deliver comprehensive communication events and related services for the European Commission Representation in Greece over up to four years. Contractors will be expected to provide end-to-end capabilities, including event concept and programme design, promotion and visual identity development, full technical and logistical set-up (venues, equipment, interpretation, security), high-quality audiovisual production and live streaming across major platforms, participant management and VIP handling, sustainable catering, and robust monitoring and evaluation aligned with Commission indicators. The work will span in-person, online and hybrid formats across all regions of Greece, with occasional collaboration with other EU Member States. The Representation will place specific orders (without reopening competition) with the first-ranked framework contractor; if unavailable, the next in the cascade will be approached. Quality will be decisive alongside price; the Technical Offer must address defined sub-criteria and three case studies (with budgets) within strict page limits. Applicants must demonstrate substantial recent experience organising large and complex events, including those with >500 participants and multi-activity formats, and must field qualified leadership with strong EU knowledge. Financial offers must be submitted using the prescribed Excel model covering an extensive unit-price catalogue, with sourcing fees capped. Reimbursable cost procedures are tightly controlled, requiring multiple quotations and ensuring savings accrue to the Contracting Authority. Security, confidentiality and data protection obligations are stringent and include incident notification and compliance with Commission cybersecurity baselines. Overall, this opportunity is aimed at capable event and communication services providers (alone or in consortia) with the operational scale, regional reach and specialist expertise to deliver impactful, sustainable and compliant EU communication events across Greece.

Primary opportunity page:Organization of events in Greece for the needs of the European Commission Representation in Greece EU Funding & Tenders Portal.

Funding Opportunity Overview

This is a framework service contract tender issued by the European Commission Directorate-General for Communication (DG COMM), specifically the Representation in Greece. The contracting authority seeks a qualified contractor to organize and manage communication events throughout Greece to increase public and media attention to EU policy developments and strategic discussions at the European Union level ¹.

Tender Reference:EC-COMM/ATH/2025/OP/0300

Contracting Authority:European Commission, DG COMM - Communication, Representation in Greece, 2 Vassilissis Sofias, GR-10674 Athens

Key Financial Information

Estimated Total Contract Value:€2,200,000 (two million two hundred thousand euros) ²

Maximum Reimbursable Expenses:€700,000 throughout the contract duration including renewals

Contract Duration:Initial period of 12 months, renewable 3 times for 12 months each, with a maximum total duration of 48 months

Contract Type:Framework service contract in cascade with multiple awards possible

Critical Deadlines

1. 1Deadline for requesting additional information: 01 April 2026 at 23:59 (Athens local time)
2. 2Deadline for receipt of tenders: 14 April 2026 at 17:00 (Athens local time)
3. 3Tender validity period: 9 months from submission
4. 4Public opening date: 15 April 2026 at 11:30 (Athens local time)

Scope of Services

The contractor will assist the European Commission Representation in Greece with comprehensive event organization and communication activities. Based on historical patterns, the Representation typically organizes 3-4 meetings with up to 50 participants, 3-4 meetings with up to 200 participants, and 1-2 meetings with more than 500 participants annually. Additionally, the Representation participates in 4-5 external events, most attracting more than 10,000 participants, with approximately 20 percent conducted online ³.

Core Service Categories

• Design, planning and implementation of communication events, conferences, seminars, workshops, and stakeholder meetings
• Venue identification, hiring and management across all 13 Greek regions
• Technical equipment rental and audio-visual services
• Visual identity design and printed materials production
• Participant management including registration, invitations and access control
• Audio-visual coverage, web services and live streaming
• Promotion and media presence management including social media campaigns
• External speakers and moderators sourcing and management
• Translation and interpretation services
• Event staffing including stewards, security, IT technicians and specialized roles
• Catering services with sustainable options
• Transport arrangements for participants and materials
• Comprehensive event reporting and evaluation

Who Can Apply

This is an open procedure tender. Participation is open on equal terms to all natural and legal persons coming within the scope of the EU Treaties, as well as to international organizations. Participation is also open to natural and legal persons established in third countries with special agreements with the European Union in the field of public procurement ⁴.

Eligibility Requirements

• Must be registered in the EU Participant Register and obtain a Participant Identification Code (PIC)
• Must not be subject to EU restrictive measures
• Must not be in any of the exclusion situations listed in Article 138 of the EU Financial Regulation
• Must comply with applicable environmental, social and labour law
• Must have no established debt to the Union or European Atomic Energy Community
• Can participate as sole tenderer, joint tender group, or with identified subcontractors

Selection Criteria - Technical and Professional Capacity

Tenderers must demonstrate significant experience in event organization. The contractor must have organized at least 10 events over the past 5 years, of which at least 4 involved more than 500 participants. Additionally, the contractor must have organized at least 3 events involving multiple side activities such as cultural happenings, conferences, seminars, catering services, travel arrangements and audiovisual promotion ⁵.

The Project Leader must have at least 6 years of professional and/or educational experience requiring good knowledge of the European Union. The Project Leader and Contract Manager must possess excellent knowledge of Greek and preferably knowledge of other EU official languages, particularly English and French.

Evaluation and Award Criteria

Tenders will be evaluated based on a best price-quality ratio approach with the following weighting:

Quality Evaluation Components

1. 1General capacity of the contractor including understanding of needs and proposed working relationship
2. 2Methodology for protecting the contracting authority's reputation and ensuring security and confidentiality
3. 3Contract execution methodology including market price procurement and financial management
4. 4Risk assessment and response methodology for unforeseen situations
5. 5Delivery of results methodology for ensuring event attendance and visibility
6. 6Monitoring, follow-up and evaluation methodology with qualitative and quantitative criteria
7. 7Team availability and resource management for simultaneous events and tight deadlines
8. 8Three detailed case studies demonstrating event organization capability

Submission Requirements

All tenders must be submitted electronically through the EU Funding and Tenders Portal. Tenders may be submitted in any official EU language. The technical offer must not exceed 55 pages in standard A4 format, with individual case studies limited to 10 pages each ⁶.

Required Documents

• Completed technical offer form (Annex 7) addressing all award criteria
• Financial offer form (Annex 6) with detailed unit prices for all services
• Declaration on honour regarding exclusion and selection criteria (Annex 2)
• List of identified subcontractors if applicable (Annex 4)
• Commitment letters from subcontractors or entities on whose capacity reliance is claimed (Annex 5.1 and 5.2)
• Power of attorney if applicable (Annex 3)
• Evidence of technical and professional capacity including list of reference projects
• Three detailed case studies demonstrating event organization approach

Financial Offer Structure

The financial offer must include unit prices for all services listed in the Financial Offer Form (Annex 6). Prices are fixed and not subject to revision during the first year of the contract. From the second year onwards, prices may be revised annually using the harmonised indices of consumer prices (HICP) for Greece published by Eurostat ⁷.

Service Categories with Unit Pricing

• Staff: Project Leader, Project Manager, Contract Manager, Project Assistant (half-day rates)
• Venue: Hiring for various capacities, heating/cooling equipment, furniture rental, decoration, storage
• Equipment rental: Audio-visual, sound systems, security equipment, interactive systems
• Visual identity and printed materials: Design packages, invitations, posters, brochures, banners, signage
• Participants' kits: Basic and Basic Plus kits for various participant numbers
• Audio-visual coverage: Video production, live streaming, photography, editing services
• Promotion and media: Social media management, press releases, media buying
• Participant management: Registration systems, invitation management, access control
• External speakers: Booking, accommodation, travel arrangements
• Translation and interpretation: Simultaneous and consecutive interpretation, translation services
• Event staff: Stewards, security, IT technicians, press officers, photographers, DJs
• Catering: Cocktails, lunches, dinners, coffee breaks with various service levels
• Transport: Car, minibus, bus transport with distance-based pricing

Certain services will be reimbursed at actual cost rather than unit price, including participation fees for third-party events, venue rental for over 200 people, media buying, supplementary services, transportation tickets, and animator or show director fees. For reimbursable services exceeding €15,000, the contractor must provide at least three competitive quotes; for services up to €15,000, at least two quotes are required ⁸.

Contract Implementation

The framework contract will be implemented through specific contracts or order forms issued by the contracting authority. The contracting authority is not obligated to order any minimum quantity of services. Multiple framework contracts may be awarded in cascade, with successful tenderers ranked to establish the sequence in which they will be offered specific contracts ⁹.

Payment Terms

• Pre-financing: Up to 20 percent of specific contract price may be requested
• Interim payments: Up to 30 percent for contracts valued at €50,000 or longer than 6 months; up to 60 percent cumulative for contracts valued at €100,000 or longer than 9 months
• Payment of balance: Within 60 days of invoice submission and approval of deliverables
• Late payment interest: Reference rate plus 8 percentage points if payment exceeds specified periods

Key Contractual Obligations

• Provide high-quality services in accordance with state-of-the-art industry standards
• Appoint a Contract Manager and Project Leader responsible for overall contract management
• Maintain confidentiality of all information and documents disclosed during contract implementation
• Comply with data protection obligations under EU Regulation 2018/1725 and 2016/679
• Ensure all personnel comply with security requirements and sign ethics reminders
• Provide comprehensive event reporting including flash reports within 24 hours and full reports within 15 working days
• Implement monitoring systems using Commission-approved Key Performance Indicators
• Manage complaints and issues with escalation procedures
• Ensure environmental sustainability in all services, particularly catering and materials
• Comply with equal opportunities and non-discrimination principles

Important Conditions and Restrictions

• No variants or alternatives to the model solution described in tender specifications are permitted
• Single-use plastic items are not permitted in catering unless justified in writing
• Venues must be accessible to persons with disabilities and well-connected to public transport
• Environmental certification of venues is preferred
• All intellectual property rights in newly created materials are acquired by the Union
• Pre-existing rights must be licensed to the Union on a royalty-free, non-exclusive, irrevocable basis
• The contractor bears costs of equipment lost or damaged during events
• Accommodation for speakers must respect EU Commission ceilings specified in Annex 10
• All costs for security compliance, background checks and clearances are borne by the contractor
• The contractor must not present itself as a representative of the contracting authority

Liability and Performance Standards

The contractor's liability for damages is limited to three times the value of the relevant specific contract, except in cases of gross negligence, wilful misconduct, injury to persons, or breach of intellectual property rights, where full liability applies. The contractor must maintain insurance coverage against risks and damage related to contract implementation. Liquidated damages for delay are calculated at 0.3 times the daily rate (contract value divided by contract duration in days) for each day of delay ¹⁰.

Termination Provisions

Either party may terminate the framework contract for convenience with three months written notice. The contracting authority may terminate for cause including failure to implement services according to specifications, breach of contractual obligations, exclusion situations, conflicts of interest, or changes in circumstances affecting contract performance. Upon termination, the contractor must provide all necessary assistance to complete or transfer services to a new contractor at no additional cost unless substantial additional resources are required ¹¹.

Applicable Law and Dispute Resolution

The framework contract is governed by Union law, complemented where necessary by Greek law. The courts of Athens have exclusive jurisdiction over any disputes regarding the validity, interpretation, performance or termination of the contract.

Additional Resources and Support

Detailed procurement documents including tender specifications, draft framework contract, financial offer form, technical offer form, and all annexes are available on the EU Funding and Tenders Portal. Interested economic operators can subscribe to the call for tenders to receive notifications when new information or documents are published. Questions regarding the tender must be submitted through the portal by 01 April 2026 at 23:59 (Athens local time).

The contracting authority contact for administrative matters is:European Commission, DG COMM - Communication, Representation in Greece, 2 Vassilissis Sofias, GR-10674 Athens, Greece. Email: comm-rep-gr-admin@ec.europa.eu. Telephone: +32 2 299 11 11.

Footnotes

1. 1The Representation in Greece performs key functions including implementing the Commission's Communication Strategy, acting as an interface between the Commission and Greek political circles and civil society, and monitoring national, regional and local media.
2. 2This is the maximum amount covering all purchases under the framework contract including all renewals and reimbursement of expenses. The contracting authority is not obligated to order services for the maximum amount.
3. 3Historical event patterns indicate the Representation's typical annual event portfolio, though actual volumes will depend on the contracting authority's specific requirements during contract implementation.
4. 4The Agreement on Government Procurement concluded within the World Trade Organisation does not apply to this tender, so participation is not open to natural and legal persons established in countries that have ratified this Agreement.
5. 5These experience requirements are assessed under the Technical and Professional Capacity selection criterion (Criterion T1) and must be demonstrated through reference projects completed in the past five years.
6. 6The technical offer form must be completed in full and submitted electronically through the EU Funding and Tenders Portal. Additional information in the form of tables and graphs is permitted and must be appended with clear references.
7. 7Price revision uses the formula: Pr = 0.8 x Po x (Ir/Io) + 0.2 x Po, where Pr is the revised price, Po is the price in the tender, Io is the index for the month the contract enters into force, and Ir is the index for the month the revision is requested.
8. 8All costs from third-party suppliers must be real market prices. Reductions or discounts from suppliers must benefit only the contracting authority. The contractor cannot benefit from any additional commercial margin other than its specified percentage fees.
9. 9In a cascade framework contract, the contracting authority sends requests for specific contracts first to the highest-ranked contractor. If that contractor declines or fails to respond within specified timeframes, the request is sent to the next-ranked contractor.
10. 10Liquidated damages do not affect the contractor's liability for damages that liquidated damages would not cover, nor do they affect the contracting authority's other rights and remedies including termination or substitution of the contractor.
11. 11The contractor must take all appropriate measures to minimize costs, prevent damage, and cancel or reduce its commitments upon termination. Any report, deliverable or result and invoice for services provided before termination must be submitted within 60 days of the termination date.