Provision of event management services by a professional conference organiser (PCO)

The European Centre for the Development of Vocational Training (CEDEFOP) has announced a public tender for the provision of event management services by a professional conference organizer (PCO). This tender is identified as reference CEDEFOP/2025/OP/0009 and has an estimated contract value of 900,000 EUR. The initial duration of the contract is for 12 months, with the possibility of three renewals, totaling a maximum contract duration of up to 48 months. The deadline for submissions is set for August 28, 2025, at 15:59 local Athens time.

Eligible applicants include companies that specialize in event management services, and both small and medium-sized enterprises (SMEs) as well as larger enterprises are welcome to apply, although the tender is not explicitly tailored for SMEs. The funding type is classified as a public procurement contract, specifically for services, rather than a grant. The tender does not require a consortium; thus, a single entity is sufficient to apply.

Geographically, the opportunity is open to entities from EU member states and the European Economic Area (EEA), in alignment with applicable EU procurement rules that govern contracts exceeding certain thresholds. The target sector for this tender is primarily event management, as indicated by the relevant CPV (Common Procurement Vocabulary) code, 79952000.

No specific countries are mentioned in the tender; however, the contracting authority is based in Greece. The project stage focuses on the delivery of services rather than research or development, and thus pertains to operational service delivery.

The funding amount for this tender falls within the range of 200,000 EUR to 1,000,000 EUR. Applications must be submitted electronically, indicating an open call format. Applicants will receive monetary compensation for their services under a contract. The application process is single-stage, concluding with a submission deadline. Success rates for tenders can be generally low, but specific rates for this tender are not disclosed. There is no requirement for co-funding from applicants.

Tender evaluation will consider quality at 60% and price at 40%. Interested parties must ensure they have a valid Personal Identification Code (PIC) to participate.

In summary, this tender presents a valuable opportunity for entities able to provide event management services, aiming to secure a contract valued at 900,000 EUR over a term of up to 48 months, with evaluations based primarily on quality and cost. Submissions must follow the specified electronic format, adhering to the stated deadline.

The European Centre for the Development of Vocational Training (CEDEFOP) has published a call for tenders, CEDEFOP/2025/OP/0009, for the provision of event management services by a professional conference organiser (PCO). This is an open procedure with electronic submission. The estimated total value of the tender is 900,000 EUR. The TED publication date is 14/07/2025, with TED reference number 132/2025 458686-2025. The deadline for receipt of tenders is 28/08/2025 at 15:59 Europe/Athens. The contracting authority is not bound to reply to questions submitted after 20/08/2025 04:00 Europe/Athens. The date and time of the public opening is 01/09/2025 12:00 Europe/Athens. The nature of the contract is for services, with a maximum contract duration of 48 months. The award method is based on the best price-quality ratio, and the framework agreement is without reopening of competition. The main classification (CPV) code is 79952000 Event services.

The following documents are available for download:
EN1. Invitation to tender PCO Invitation letter, published on 14/07/2025, Version 1, no translations available.
EN2. Tender specifications PCO Tender specifications, published on 14/07/2025, Version 1, no translations available.
ENAnnexes PCO Other invitation to tender document, published on 14/07/2025, Version 1, no translations available.

Submissions must be sent exclusively via electronic submission.

Frequently Asked Questions (FAQ) related to the eSubmission system:

How 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. If the issue persists, clear the cache and cookies on the Internet browser. Published on 13/02/2025 20:52.

Which Internet browsers does eSubmission support? Use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements. Published on 13/02/2025 20:52.

Is it possible to view the details of the submission after the deadline? No, 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. Published on 13/02/2025 20:50.

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. Published on 17/10/2024 20:40.

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. Published on 17/10/2024 20:36.

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. Published on 03/10/2024 16:39.

Can I submit a video in eSubmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 16:37.

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”. Published on 03/10/2024 16:37.

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. Published on 03/10/2024 16:36.

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, which are as shown below. A) For procurement procedures: B) For req. Published on 03/10/2024 16:36.

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. You are able to check the eSubmission System Requirements in the documentation by clicking. Published on 03/10/2024 16:35.

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. Therefore, if your organisation already. Published on 23/04/2024 17:14.

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. If your organisation is a bigger. Published on 23/04/2024 16:07.

What is the validity period of a PIC? A PIC is unique and its validity is not limited in time. Published on 22/04/2024 22:55.

How many languages does the system support? The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 19:56.

Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 22/02/2024 23:58.

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. Published on 22/02/2024 23:57.

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. M. Published on 21/02/2024 23:55.

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. Published on 24/03/2023 21:32.

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. Published on 03/08/2021 22:07.

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. Published on 03/08/2021 22:05.

In summary, this is a call for tenders from CEDEFOP seeking a professional conference organiser to provide event management services. The tender is worth up to 900,000 EUR and will be awarded based on the best price-quality ratio. The contract will last for a maximum of 48 months. Interested parties must submit their tenders electronically by 28/08/2025, following the guidelines and requirements detailed in the tender documents. A key requirement for participation is having a valid PIC (Participant Identification Code). The eSubmission system supports various file types and has specific requirements for file sizes and naming conventions. The system also supports all 24 official EU languages and uses encryption to ensure the confidentiality of submissions.

Eligible Applicant Types: The eligible applicant types are not explicitly stated in the provided text. However, given that this is a call for tenders for event management services, it is likely that eligible applicants include companies, firms, or organizations with the professional capacity to provide event management services. This could include SMEs, large enterprises, or other types of organizations with relevant experience.

Funding Type: The funding type is procurement, specifically a service contract. The call is for tenders, indicating that the contracting authority is seeking to procure services from an external provider.

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

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. However, given that the contracting authority is the European Centre for the Development of Vocational Training (CEDEFOP), it is highly likely that the geographic eligibility includes EU member states, and potentially EEA countries or other countries associated with EU programs.

Target Sector: The target sector is event management services. The call is specifically for the provision of event management services by a professional conference organiser (PCO).

Mentioned Countries: No specific countries are mentioned in the opportunity details. The location of the public opening is mentioned as Europe/Athens.

Project Stage: The project stage is not directly applicable, as this is a procurement of services rather than a project in a specific stage of development. The tender is for the provision of event management services, implying that the service provider should be ready to deliver these services upon contract award.

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

Application Type: The application type is an open call for tenders. The procedure type is explicitly stated as "Open procedure."

Nature of Support: The beneficiaries will receive money in exchange for services. This is a service contract where the service provider is compensated for the provision of event management services.

Application Stages: The number of application stages is not explicitly detailed, but it can be inferred that there are multiple stages. These likely include submission of the tender, evaluation of the tenders based on selection criteria and the award method (best price-quality ratio), and contract award.

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. Given that this is a procurement contract, it is unlikely that co-funding is required from the applicant.

Summary:

This opportunity is a call for tenders issued by the European Centre for the Development of Vocational Training (CEDEFOP) for the provision of event management services by a professional conference organiser (PCO). The procedure is an open call, meaning any eligible organization can submit a tender. The estimated total value of the contract is 900,000 EUR, and the maximum contract duration is 48 months. The award method is based on the best price-quality ratio. Submissions must be sent electronically, and the deadline for receipt of tenders is August 28, 2025, at 15:59 Europe/Athens time. The contracting authority will not reply to questions submitted after August 20, 2025, at 04:00 Europe/Athens time. Tenderers must register for a Personal Identification Code (PIC) to participate. The eSubmission system supports various file types and has specific requirements for attachment sizes and naming conventions. The system also supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.