Provision of Event Organization Services for Administrative and Operational Meetings and Events for the EUAA
Overview
The European Union Agency for Asylum (EUAA) invites electronic tenders via the Funding & Tenders Portal for framework service contracts to provide event organisation, travel and related logistical services for administrative and operational meetings in Moldova, Ukraine and the Western Balkans with an estimated total procedure value of €4.4 million (Lot 1: €900,000; Lot 2: €1,300,000; Lot 3: €2,200,000). Up to three cascade framework contracts may be awarded per lot, with an initial 12-month term renewable up to a planned 48 months, and award criteria weighted 60% quality and 40% price. The scope includes venue hire, AV and interpretation, catering, accommodation and transport booking, on-site event assistance, coordination of third-party suppliers, and security/medical services where required; events in Ukraine are conditional on the Agency's security assessment. Tender submission is by eSubmission and the deadline is 3 November 2026 at 16:00:59 Europe/Malta time, with full procurement documents available on the Portal under call identifier EUAA/MLA/2026/OP/0028.
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Highlights
Opportunity type and deadline
Open tender — framework service contracts
The European Union Agency for Asylum (EUAA) invites tenders for up to three cascade framework service contracts per lot to provide event organisation, travel and related logistical services for its administrative and operational meetings and events. Submission is electronic via the Funding & Tenders Portal. 1
Submission deadline:03 November 2026, 16:00:59 (CFT timezone Europe/Malta).
- 1What it funds: full event management and logistics services including venue rental, AV and interpretation equipment, catering, accommodation booking, transport, on-site coordination, security/medical where required, and processing of travel/accommodation payments.
- 2Who can apply: service providers (legal entities) with capacity to organise multi-country events and provide travel/logistics services in the specified territories; follow selection and qualification criteria in the procurement documents.
- 3How it is organised: three separate lots by geography (Lot 1 Moldova, Lot 2 Ukraine, Lot 3 Western Balkans) awarded as framework contracts with cascade mechanism; contract duration initial 12 months, renewable up to three times (total planned period 48 months).
| Lot | Coverage | Estimated contract value (EUR) |
|---|---|---|
| Lot 1 | Moldova | 900000 |
| Lot 2 | Ukraine (in-person only if security allows) | 1300000 |
| Lot 3 | Western Balkans (AL, BA, MK, XK, ME, RS) | 2200000 |
| Total (estimated) | 4400000 |
Key procurement notes:events in Ukraine will be held only when security assessments permit; award criteria weight quality 60% and price 40%; full tender documents (technical and administrative specifications, draft contract, financial offer forms) are published on the portal. Apply via the official notice. 1
Footnotes
- 1Tender details and documents available on the EU Funding & Tenders Portal Tender page.
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Breakdown
Opportunity Summary
The European Union Agency for Asylum (EUAA) invites tenders to award up to three framework service contracts in cascade per Lot for high-quality event organisation services and related travel and logistical services to support the Agency's administrative and operational meetings and events. The procurement is structured in three Lots covering events organised in Moldova (Lot 1), Ukraine (Lot 2) and the Western Balkans (Lot 3). Framework contracts are initially for 12 months and renewable up to three times as described in the draft framework contract. The estimated total value of the procedure is €4,400,000 distributed across the three Lots. Submission is electronic via the EU Funding and Tenders Portal. Events in Ukraine will be organised only if the prevailing security situation permits, following the Agency's security assessment and applicable restrictions 1.
Reference and Access:Call identifier EUAA/MLA/2026/OP/0028. Primary notice and all procurement documents available on the EU Funding & Tenders Portal and via the link in the invitation to tender package Invitation to tender and documents 1.
Key Dates and Deadlines
- 1Publication date: 25 September 2026 (procurement documents published same date).
- 2Consideration change period for documents: until 9 October 2026 (document change window noted in the portal).
- 3Deadline for requests for additional information: 26 October 2026 (see portal for exact time).
- 4Tender submission deadline: 3 November 2026, 16:00:59 CET (electronic submission required).
- 5Open tender event (likely tender opening or clarification session): 4 November 2026 at 11:00 CET.
Lots, Scope and Estimated Values
| Lot | Geographic coverage and countries | Estimated overall contract amount (EUR) | Planned contract period | Comments |
|---|---|---|---|---|
| LOT 1 | Moldova | 900,000 | 48 months (framework duration), initial 12 months renewable up to 3 times | Services for EUAA administrative and operational events organised in Moldova. |
| LOT 2 | Ukraine (events conditional on security assessment) | 1,300,000 | 48 months (framework duration), initial 12 months renewable up to 3 times | In-person events only when permitted by prevailing security situation and Agency security assessment. |
| LOT 3 | Western Balkans: Albania, Bosnia and Herzegovina, North Macedonia, Kosovo, Montenegro and Serbia | 2,200,000 | 48 months (framework duration), initial 12 months renewable up to 3 times | Covers events across the listed Western Balkans economies. |
Services Required (Detailed)
The technical specifications define a broad range of event organisation and associated logistical services. Services may include, but are not limited to, the following categories and activities.
- 1Conference venue rental including negotiation, contracting and on-site venue management.
- 2Provision and rental of audio-visual (AV) equipment and interpretation equipment and associated technicians, including rental for venues provided by third parties or the Agency.
- 3Provision of interpretation services and interpretation booths where required.
- 4Catering services, including organisation of lunches, dinners, refreshment breaks and management of special dietary requirements.
- 5Coordination of third-party service providers, subcontractors and on-site logistical management during events.
- 6Preparation, production and installation of event signage, branding and printed collateral where required.
- 7Reservation and booking of suitable accommodation according to the Agency's ceilings and requirements.
- 8Organisation, provision and supervision of transportation services for participants, including local transfers and possibly cross-border travel arrangements.
- 9Provision of event assistance services before, during and after the event (event management staff, registration desks, helpdesks, on-site coordination).
- 10Coordination and provision of security and medical services when required by the Agency for specific events.
- 11Processing and payment of travel, accommodation and/or subsistence allowances for event participants, including collection and submission of supporting documents per Agency instructions.
- 12Submission of supporting documents and invoices and compliance with administrative and financial reporting requirements specified in the procurement documentation.
Eligibility and Applicant Types
Eligible applicant types are economic operators able to provide the required service package and to comply with EU procurement rules and the specific selection and exclusion criteria set out in the procurement documents. The procurement is open (non-restricted) and standard submission forms are provided.
- 1Types of applicants likely eligible: private companies (SMEs and large enterprises), specialised event management agencies, consortiums and joint ventures, travel management companies, logistics providers, security and medical service providers, and other commercial entities with relevant service capacity.
- 2Public entities, nonprofits or international organisations could participate only if allowed under the procurement documents and if they can demonstrate the required commercial capacity and compliance with selection criteria — consult the administrative tender specifications.
- 3Individual natural persons are not the intended applicants for a framework service contract of this nature.
Consortiums and Subcontracting
The procurement documents reference selection and qualification requirements and allow for complex service delivery models. Tenderers may form consortia or rely on subcontractors to cover specialist elements (interpretation, security, medical services, local transport and accommodation). The draft framework contract and tender specifications outline requirements for lead tenderer responsibility, contractual relationships and possible cascade mechanism for awarding calls-off under the framework 1.
Procurement Procedure and Evaluation
This is an open electronic tender (esubmission). Awarding criteria are quality (60 weight) and price (40 weight) unless otherwise specified in detailed procurement documents. Tender validity period and other administrative conditions are defined in the administrative tender specifications and standard submission forms. The procedure envisages a framework agreement awarded to up to three economic operators in cascade per Lot, meaning calls-off will be issued from the framework and a cascade may apply for specific events.
- 1Submission method: electronic submission via the Funding and Tenders Portal (required).
- 2Award mechanism: evaluation by quality and price sub-criteria as set in the tender specifications; please consult the technical and administrative tender specifications and scoring grids provided in the documentation.
- 3Number of winners per Lot: up to three framework service contracts awarded in cascade per Lot.
- 4Validity and duration: framework concluded initially for 12 months and renewable up to 3 times. Planned overall framework period shown as 48 months.
Beneficiary Geographic Scope and Mentioned Countries
Geographic coverage for service delivery is explicitly Moldova (Lot 1), Ukraine (Lot 2), and the Western Balkans for Lot 3. Lot 3 lists Albania, Bosnia and Herzegovina, North Macedonia, Kosovo, Montenegro and Serbia. The procurement is led by an EU agency and documentation is published on the EU portal; bidders may be located in eligible countries per EU procurement rules and the procurement documents. Events in Ukraine are conditional on security assessments 1.
- 1Moldova
- 2Ukraine (subject to security conditions)
- 3Albania
- 4Bosnia and Herzegovina
- 5North Macedonia
- 6Kosovo
- 7Montenegro
- 8Serbia
Project Stage and Expected Deliverables
This tender targets operational delivery and implementation-ready service providers. The required maturity is demonstrated operational capacity to deliver events from concept through logistics and post-event administrative closure. Expected deliverables include fully executed events, invoices and reimbursement processing, timesheets, acceptance sheets, procurement of accommodation and transport, AV and interpretation provision, and post-event reporting and documentation as specified in the tender annexes.
Funding and Contracting Details
Funding type:public procurement contract (service contract) awarded by the EUAA under EU-funded programme rules. The award is not a grant or subsidy but a procurement contract where the Agency will pay for services delivered under the framework. The estimated overall contract amount for the procedure is €4,400,000 distributed across the three Lots. Individual Lot estimates: Lot €1 900,000; Lot €2 1,300,000; Lot €3 2,200,000. Payments to contractors will follow the contractual terms and invoicing procedures in the draft contract and annexes.
Funding Type:Procurement service contracts (public procurement) — payments under service contract (not grants).
Application Process and Forms
Submission is by electronic upload of required documents and completed standard submission forms via the Funding & Tenders Portal. The procurement package includes an invitation to tender, administrative tender specifications, technical specifications, draft framework contract and a series of annexes and standard submission forms (SSF1 to SSF8), financial offer templates for each Lot (SSF7 variants per Lot), reimbursement forms, timesheet templates and acceptance sheet templates. Bidders must consult and complete the Standard Submission Forms and the Lot-specific financial offer spreadsheet for the Lot(s) they bid on.
- 1Complete and upload Standard Submission Forms (word document SSF1 to SSF8) as per administrative tender specifications.
- 2Complete the Lot-specific financial offer template (SSF7_FINAL_LOT1_Moldova_V1.xlsx, SSF7_FINAL_LOT2_Ukraine_V1.xlsx, SSF7_FINAL_LOT3_Western Balkans_V1.xlsx).
- 3Provide requested supporting documents for selection and exclusion criteria as indicated in the tender specifications (company registration, financial capacity evidence, references, staff CVs, certificates, insurances).
- 4Include a sample or demonstration of technical approach per the technical specifications (event management methodology, local networks, contingency and security arrangements, quality assurance).
- 5Ensure compliance with European Commission accommodation ceiling annex and other restrictive provisions (Annex 4) where applicable.
Selection, Evaluation and Award Stages
Application stages typically include electronic submission of documents (Stage 1), administrative and exclusion checks (Stage 2), selection criteria and capacity checks (Stage 3), technical and financial evaluation of tenders (Stage 4) and contract award and signature (Stage 5). The exact number and sequencing of stages, scoring methodology and minimum thresholds are defined in the administrative and technical tender specifications. The awarding criteria have weightings indicated in the notice: quality 60 and price 40, with subordinate criteria detailed in procurement documents.
- 1Stage 1: Electronic submission before the deadline.
- 2Stage 2: Administrative compliance and exclusion checks (use of SSF forms).
- 3Stage 3: Qualification and selection (financial, technical capacity and references).
- 4Stage 4: Evaluation of technical offer (quality) and financial offer (price) according to weighted criteria and scoring rules.
- 5Stage 5: Award of framework contracts (up to three winners per Lot) and signature of draft framework contract with cascade mechanism.
Success Rates and Competition
The procurement will award up to three framework contracts per Lot; therefore, multiple winners are expected per Lot. Exact success rate cannot be predetermined; it depends on the number of valid tenders submitted and their compliance with the procurement criteria. As a public tender in a specialised service domain, competition may be moderate to high among regional event management and logistics providers. Bidders should ensure full compliance with selection and technical criteria to maximise chances.
Co-funding and Financial Requirements
No co-funding from applicants is required because this is a fee-for-service procurement contract. Tenderers must however demonstrate financial capacity and provide pricing in the financial offer templates. The Agency will remunerate services according to contract terms and accepted invoices. Tenderers are responsible for their own costs of preparing and submitting tenders.
Templates and Application Structure
The procurement package includes mandatory templates and annexes. Key templates are:Standard Submission Forms (SSF1 to SSF8), Lot-specific financial offer forms (SSF7 for each Lot in Excel), draft framework contract including cascade mechanism, technical specifications (Tender Specifications Part 2) and administrative specifications (Tender Specifications Part 1), reimbursement and timesheet templates, acceptance sheet template, and Annex on European Commission accommodation ceilings. Bidders must complete the SSF forms and the SSF7 spreadsheet exactly as provided and attach all required supporting documents. Failure to use the provided templates or to supply mandatory annexes may lead to exclusion.
- 1Standard Submission Forms (Standard_Submission_Forms_V1.docx) — mandatory forms 1 to 8 covering administrative information, exclusion and selection criteria.
- 2Financial offer form SSF7_FINAL_LOT1_Moldova_V1.xlsx, SSF7_FINAL_LOT2_Ukraine_V1.xlsx, SSF7_FINAL_LOT3_Western Balkans_V1.xlsx — complete per Lot bid.
- 3Draft framework contract and cascade mechanism (5.FWC cascade mechanism draft_all lots_V1.pdf) — review contractual clauses and renewals.
- 4Technical specifications (EUAA_MLA_2026_OP_0028 _Tender Specifications Part 2_V1.pdf) — provide detailed technical approach and evidence of capacity.
- 5Administrative tender specifications (EUAA_MLA_2026_OP_0028 _Admin Tender Specifications Part 1_V1.pdf) — follow submission instructions, deadlines, and evaluation rules.
- 6Annexes: Public Holidays list, Accommodation ceilings, Acceptance sheet template, Reimbursement form (Excel and PDF), Time sheet template.
Risk, Security and Specific Conditions
Special conditions apply for Lot 2 (Ukraine) because events will be organised only if security conditions permit. Tenderers must include contingency and security planning, cooperation with Agency security instructions, and capacity to engage security and medical providers on request. The Agency's security assessment may restrict or cancel planned in-person events; tenderers must be able to adapt to virtual or hybrid formats if requested and must comply with the Agency's operational directives.
Who Should Apply
Event management companies, regional or international event and logistics providers, travel and accommodation service providers, suppliers of AV and interpretation services, security and medical service contractors and consortia combining these capabilities are appropriate bidders. Applicants must be able to provide evidence of prior experience in comparable events, local presence or reliable subcontracting networks, and the administrative capacity to process reimbursements and invoices per EUAA procedures.
How to Prepare a Competitive Tender
- 1Carefully review the administrative and technical tender specifications and the draft framework contract to understand contractual obligations, renewal rules and cascade mechanism.
- 2Complete all Standard Submission Forms and the Lot-specific financial template; ensure that price schedules, unit rates and assumptions are clearly explained.
- 3Provide detailed technical approach demonstrating local knowledge, supplier networks (hotels, AV, transport), event management methodology, contingency planning and security arrangements.
- 4Supply relevant references of past contracts of similar scope, with contact details and proof of performance.
- 5Ensure all supporting documents for selection criteria (financial statements, staff CVs, insurances, licenses) are included and that any required declarations are signed and dated.
- 6Allow time for questions during the Additional Information Request period and monitor the portal for clarifications or corrigenda.
Contact and Support
All communication and document downloads must be conducted through the EU Funding & Tenders Portal. Questions about the tender should be submitted via the portal during the designated question period. Use the access tools and e-forms available on the portal and consult the helpdesk resources if technical assistance is needed for electronic submission. The contracting authority is the European Union Agency for Asylum (EUAA).
Summary:This is an EUAA public procurement for framework service contracts to provide comprehensive event organisation, travel and logistical services for administrative and operational meetings and events in Moldova, Ukraine (security-dependent) and the Western Balkans. The procurement is divided into three Lots with an estimated total procedure value of €4,400,000. Bidders must submit electronically using the provided standard forms and Lot-specific financial templates, satisfy selection and exclusion criteria, and propose high-quality technical solutions evaluated on quality (60) and price (40) criteria. Contract duration is an initial 12 months renewable up to three times under the framework agreement and the award will appoint up to three contractors per Lot in cascade to support EUAA events over the framework period 1.
Footnotes
- 1Procurement documents and the full invitation to tender package are available on the EU Funding & Tenders Portal: ec.europa.eu. The draft contract, technical and administrative specifications, standard submission forms and financial templates must be consulted for full requirements and procedure details.
Short Summary
Impact Deliver high-quality end-to-end event organisation, travel and logistical support to ensure successful administrative and operational meetings and events for the European Union Agency for Asylum over the framework period. | Impact | Deliver high-quality end-to-end event organisation, travel and logistical support to ensure successful administrative and operational meetings and events for the European Union Agency for Asylum over the framework period. |
Applicant An economic operator with proven capacity for end-to-end event management including venue negotiation and on-site management, AV and interpretation provision, catering, accommodation and transport booking, coordination of third-party suppliers, security/medical arrangements, and EU-standard invoicing/reimbursement processing. | Applicant | An economic operator with proven capacity for end-to-end event management including venue negotiation and on-site management, AV and interpretation provision, catering, accommodation and transport booking, coordination of third-party suppliers, security/medical arrangements, and EU-standard invoicing/reimbursement processing. |
Developments Provision of event organisation and associated travel/logistics services for administrative and operational meetings and events (venue rental, AV/interpretation, catering, transport, accommodation, on-site coordination, security/medical and financial processing). | Developments | Provision of event organisation and associated travel/logistics services for administrative and operational meetings and events (venue rental, AV/interpretation, catering, transport, accommodation, on-site coordination, security/medical and financial processing). |
Applicant Type Profit companies (event management, travel/logistics providers and large service suppliers) and large corporations with regional delivery capacity. | Applicant Type | Profit companies (event management, travel/logistics providers and large service suppliers) and large corporations with regional delivery capacity. |
Consortium Consortia and subcontracting arrangements are permitted and commonly expected to cover specialised services, though a single lead economic operator will be contractually responsible. | Consortium | Consortia and subcontracting arrangements are permitted and commonly expected to cover specialised services, though a single lead economic operator will be contractually responsible. |
Funding Amount Estimated total procedure value €4,400,000 (Lot 1 Moldova €900,000; Lot 2 Ukraine €1,300,000; Lot 3 Western Balkans €2,200,000) over the planned framework period. | Funding Amount | Estimated total procedure value €4,400,000 (Lot 1 Moldova €900,000; Lot 2 Ukraine €1,300,000; Lot 3 Western Balkans €2,200,000) over the planned framework period. |
Countries Services are explicitly required in Moldova (Lot 1), Ukraine (Lot 2 — in‑person events only if security permits) and Western Balkans countries Albania, Bosnia and Herzegovina, North Macedonia, Kosovo, Montenegro and Serbia (Lot 3). | Countries | Services are explicitly required in Moldova (Lot 1), Ukraine (Lot 2 — in‑person events only if security permits) and Western Balkans countries Albania, Bosnia and Herzegovina, North Macedonia, Kosovo, Montenegro and Serbia (Lot 3). |
Industry Event management and logistics services for public sector operations (industry:event services / public procurement supporting EU asylum agency operations). | Industry | Event management and logistics services for public sector operations (industry:event services / public procurement supporting EU asylum agency operations). |
Additional Web Data
This is an EUAA services tender for event organisation and related travel and logistics support for administrative and operational meetings and events in Moldova, Ukraine and the Western Balkans, with an estimated total procedure value of €4.4 million across three lots1. The contract is structured as framework service contracts in cascade, awarded through the EU Funding and Tenders Portal with eSubmission1.
Estimated value:€4.4 million across all lots, with lot estimates of €900,000, €1.3 million and €2.2 million1.
Opportunity summary
| Field | Details |
|---|---|
| Opportunity type | Tender for services1 |
| Contracting authority | European Union Agency for Asylum (EUAA)1 |
| Call identifier | EUAA/MLA/2026/OP/00281 |
| Main CPV | 79952000 Event services1 |
| Submission method | eSubmission through the Funding and Tenders Portal1 |
| Award criteria | Quality 60 percent and price 40 percent1 |
| Estimated total value | €4.4 million1 |
| Lots | 3 lots covering Moldova, Ukraine and the Western Balkans1 |
| SME suitability | Not SME suitable1 |
Scope of services
The selected contractor will support venue rental, audiovisual and interpretation equipment, catering, coordination of third party suppliers, signage, accommodation, transportation, on site event assistance, and where required security and medical services, plus processing of travel, accommodation and subsistence allowances in line with EUAA instructions1. Events in Ukraine will only be organised when the prevailing security situation allows in person delivery after the Agency's security assessment11.
Lots and estimated values
| Lot | Geography | Estimated value | Planned period |
|---|---|---|---|
| Lot 1 | Moldova | €900,0001 | 48 months1 |
| Lot 2 | Ukraine | €1,300,0001 | 48 months1 |
| Lot 3 | Western Balkans, including Albania, Bosnia and Herzegovina, North Macedonia, Kosovo, Montenegro and Serbia | €2,200,0001 | 48 months1 |
Who can apply
The tender is intended for economic operators that can demonstrate the capacity to deliver event organisation and associated logistics services in the listed regions, and the detailed selection criteria are set out in the procurement documents1.
- Ability to manage end to end event delivery in Moldova, Ukraine or the Western Balkans1.
- Ability to source and coordinate venues, audiovisual and interpretation equipment, catering, transport and accommodation1.
- Ability to manage third party suppliers, on site logistics, signage, assistance services and post event documentation1.
- Ability to work under EUAA framework agreement conditions and complete the required financial, reimbursement and supporting forms1.
Award, contract and submission terms
- 1Up to three framework service contracts may be awarded in cascade for each lot1.
- 2The initial contract term is 12 months and it may be renewed three times, giving a planned overall period of 48 months1.
- 3The tender validity period is 9 months1.
- 4Awarding is based on quality at 60 percent and price at 40 percent1.
- 5The framework permits electronic orders and electronic payments1.
- 6Ukraine events are contingent on the security situation and the Agency's security assessment1.
Deadlines and documents
- Tender submission deadline: 3 November 2026 at 16:00:59 local time in Europe/Malta1.
- Opening of tenders: 4 November 2026 at 11:00 local time in Europe/Malta1.
- Deadline for clarification requests: 26 October 2026 according to the portal extract1.
- The available document pack includes the invitation letter, administrative and technical specifications, draft framework contract, standard submission forms, financial offer forms for each lot, and annexes on public holidays, hotel ceilings, reimbursement and timesheet templates1.
Footnotes
- 1The tender states that events in Ukraine will only be organised where the prevailing security situation allows in person events, following the Agency's security assessment and any applicable security restrictions.
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