Provision of event organisation services for European Institute for Gender Equality

The European Institute for Gender Equality (EIGE) has announced an open call for tenders titled EIGE/VNO/2025/OP/0016, seeking professional companies to establish a framework contract for event organization services. This procurement opportunity is not a grant but a procurement contract with an estimated total value of 3,140,000 EUR, covering services from 2026 to 2029. The range of required services includes developing visual, technical, and logistical concepts for events; booking venues; organizing catering and accommodation; coordinating participant travel; providing technical support and equipment; facilitating online conferences and web-streaming; managing event registration; producing environmentally friendly materials; and offering interpretation services.

Eligible applicants include larger professional service providers, as indicated by the "smeSuitableIndicator" suggesting that SMEs may not be particularly suitable for this opportunity. The opportunity is open to any qualified company capable of fulfilling the service requirements, with no consortium formation explicitly required. Companies must submit tenders electronically, with a deadline set for January 19, 2026, at 14:00 Europe/Vilnius time. An information request period is also available, ending on January 9, 2026.

This procurement opportunity is intended to ensure comprehensive and high-quality event services over a four-year period. The evaluation of submitted tenders will focus on achieving the best price-quality ratio. Submissions must go through the eSubmission system, which supports multiple languages and has specific technical requirements, including a maximum file size of 50 MB and up to 200 attachments per tender. Additionally, participants must acquire a Personal Identification Code (PIC) to apply.

In summary, this tender presents a significant opportunity for established event management companies looking to partner with EIGE. It emphasizes the delivery of integrated services through a structured framework contract, allowing for multiple service engagements throughout the duration of the contract while being fully funded by EU resources, with no co-funding expected from the successful contractor.

The European Institute for Gender Equality (EIGE) is launching an open procedure call for tenders, EIGE/VNO/2025/OP/0016, for the provision of event organization services. The TED reference for this call is 226/2025 778373-2025. The submission method is electronic, and the call is currently open for submission.

The main objective of this procedure is to establish a framework contract with a professional company capable of providing comprehensive event organization services. These services include developing the event's visual, technical, and logistical concept; booking and arranging event venues, accommodation, and catering; organizing participant travel; providing technical equipment and support during the event; offering online conference/meeting IT solutions and web-streaming; handling registration; producing environmentally friendly meeting materials and promotional items; and organizing interpretation services and other related services. The framework contract will cover these services for the period of 2026-2029.

The estimated total value of this framework contract is 3,140,000 EUR. The TED publication date is 24/11/2025. The lead contracting authority is the European Institute for Gender Equality. The main classification (CPV) code is 79952000 Event services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. The framework agreement will be a framework agreement without reopening of competition.

Key milestones for this call include:
TED publication date: 24/11/2025
Date and time of public opening: 19/01/2026 15:00 Europe/Vilnius time
Deadline for receipt of tenders: 19/01/2026 14:00 Europe/Vilnius time
The contracting authority is not bound to reply to questions submitted after: 09/01/2026 06:00 Europe/Vilnius time

The following documents are available for download:
ENEIGE2025OPER15 Letter of invitation Open Procedure Invitation letter, published on 24/11/2025, Version 1, no translations available.
ENEIGE2025OPER15 Tender Specifications-FWC Tender specifications, published on 24/11/2025, Version 1, no translations available.
ENDraft Framework Contract EIGE2025OPER15 Draft contract, published on 24/11/2025, Version 1, no translations available.
ENEIGE2025OPER15 STANDARD-SUBMISSION-FORMS for Tenderers Other invitation to tender document, published on 24/11/2025, Version 1, no translations available.
ENAnnex I to Tender Specifications - Scenarios EIGE2025OPER15 Other invitation to tender document, published on 24/11/2025, Version 1, no translations available.

Submissions must be sent exclusively via electronic submission at the address provided in the submission terms.

There are some frequently asked questions (FAQ) available:
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. Published on 13/02/2025 21:52.
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 21:52.
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. Published on 13/02/2025 21:50.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Submissions can be found in ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate. Published on 17/10/2024 21:40.
Which size should attachments have? eSubmission accepts files that are less than 50 MB in size. Published on 17/10/2024 21:36.
How should I name attachments in eSubmission? Name the attachments following the System Requirements. See the following conditions: The ... Published on 03/10/2024 17:39.
Can I submit a video in eSubmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 17:37.
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 17:37.
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 is... Published on 03/10/2024 17:36.
I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do? Make sure it follows the technical requirements of the system. A) For procurement procedures: B) For req... Published on 03/10/2024 17:36.
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. Published on 03/10/2024 17:35.
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. Published on 23/04/2024 18:14.
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. Published on 23/04/2024 17:07.
How many languages does the system support? The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 20:56.
Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 23/02/2024 00:58.
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 23/02/2024 00:57.
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. Published on 22/02/2024 00:55.
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 22:32.
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 23:07.
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 23:05.

In summary, this tender is an invitation for professional event organization companies to bid for a framework contract with the European Institute for Gender Equality. The contract aims to secure a reliable provider for a wide range of event-related services from 2026 to 2029. The services encompass everything from initial concept development and logistical arrangements to technical support, online solutions, and environmentally conscious material production. The tender is open for electronic submissions until January 19, 2026. Interested parties should carefully review the tender specifications and related documents, ensuring they meet the technical requirements for submission and possess a valid Personal Identification Code (PIC). The award will be based on the best price-quality ratio, making it crucial for bidders to demonstrate both cost-effectiveness and a high standard of service.

Eligible Applicant Types: The opportunity is open to professional companies capable of providing services related to event organization.

Funding Type: The funding type is a procurement, specifically a framework contract (FWC) for services.

Consortium Requirement: The opportunity is open to single applicants or consortia, as indicated by the requirement for a Personal Identification Code (PIC) for both sole candidates/tenderers and members of a group (consortium).

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU tender, it is likely open to entities within the EU and potentially other countries that have agreements with the EU.

Target Sector: The target sector is event services. This includes development of event visual/technical/logistical concepts, booking venues, accommodation, catering, organizing travel, providing technical equipment and support, online conference/meeting IT solutions and web-streaming, handling registration, production of environment friendly meeting materials and promotional items, and organizing interpretation services.

Mentioned Countries: Vilnius (Lithuania) is mentioned as the location for the date and time of the public opening and deadlines.

Project Stage: The project stage is for established companies providing event organization services, implying a commercialization or operational stage.

Funding Amount: The estimated total value of the framework contract is 3,140,000 EUR.

Application Type: The application type is an open call for tenders.

Nature of Support: The beneficiaries will receive money in exchange for services provided under the framework contract.

Application Stages: The number of application stages is not explicitly stated, but it involves at least one stage of submitting a tender.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: Co-funding is not explicitly mentioned, but it is implied that the tenderer will need to cover their own costs for preparing the tender.

Summary:

This is an open call for tenders by the European Institute for Gender Equality (EIGE) to establish a framework contract with a professional company for the provision of event organization services. The framework contract, EIGE/VNO/2025/OP/0016, aims to secure services for the period of 2026-2029. The estimated total value of the contract is 3,140,000 EUR. The services include a wide range of event-related tasks, such as concept development, venue booking, travel arrangements, technical support, online solutions, registration handling, and production of event materials. The procedure is an open procedure, and submissions must be electronic. The deadline for receipt of tenders is January 19, 2026, at 14:00 Europe/Vilnius time. Tenderers must register for a Personal Identification Code (PIC) to participate, either as a single entity or as part of a consortium. The award method is based on the best price-quality ratio. The contracting authority will not reply to questions submitted after January 9, 2026. The eSubmission system supports multiple languages and encrypts uploaded documents. The maximum number of documents that can be uploaded per tender is 200, and the maximum file size for attachments is 50 MB.