Provision of Event Organization Services for the Euromost Conference

This document is a comprehensive overview of a forthcoming public procurement contract opportunity by the European Commission's Joint Research Centre (JRC), specifically for the provision of event organization services for the Euromost Conference scheduled for May 26-29, 2026, in Heidelberg, Germany.

Eligible applicants include companies and organizations capable of providing comprehensive event management services, particularly larger organizations since the "smeSuitableIndicator" is marked as false. Although not explicitly restricted, the contract appears aimed at established event management companies with the necessary resources and experience for multi-day international conferences.

The nature of this opportunity is a procurement contract rather than a grant or funding opportunity. Hence, the European Commission will compensate the selected contractor for the services rendered, which will cover various aspects including venue selection, catering, website management, and the organization of social events related to the conference. This contract is structured over a nine-month duration covering preparation leading to the event.

The procurement allows for flexibility in applications, permitting both individual entities and consortia to apply. However, the specific requirements regarding consortia will be clarified in the upcoming tender call. Geographically, participation appears to be open to entities established in EU Member States, EEA countries, and potentially other territories depending on EU procurement regulations and agreements.

The targeted service sector encompasses seminar organization, event services, and hotel accommodation, indicating the need for integrated capabilities across these areas. While the total contract value remains unspecified, the nature of services indicates a likely substantial budget.

The application process will be conducted electronically via the EU Funding & Tenders Portal, with an expression of interest required by October 28, 2025, followed by the formal launch of the negotiation procedure set for October 28, 2025. This indicates an open competitive procedure where tenders will be evaluated based on technical and financial criteria.

It is important to note that this is not a grant opportunity. Bidders will engage in a business-to-government contract for service reimbursement, requiring a clear understanding of local circumstances regarding vendor networks and regulatory compliance in Germany.

The document underscores that bidders should possess not only operational capabilities but also logistical acumen to manage an event of this scale within the specified timeline. In summary, this opportunity represents a clear path for event management professionals to secure a significant contract with the European Commission for the comprehensive organization of a prominent international conference in Germany.

This is a pre-information notice regarding a planned call for tenders for the Provision of Event Organization Services for the Euromost Conference. It is not a call for tenders itself, but an announcement of the contracting authority's intention to publish a future negotiated low or middle value procedure. More information can be found via a link provided on the website.

The procedure identifier is EC-JRC/KRU/2025/MVP/5278-EXA.

JRC Karlsruhe is planning to host a conference in Heidelberg from 26 to 29 May 2026. The contract will cover the comprehensive organization of the event, including venue rental (with the requested technical support) for the entire duration, catering services, the development and management of a dedicated website, and the organisation of one social event.

The procedure type is 47396214. The estimated total value is not specified. The lead contracting authority is the European Commission, DG JRC Joint Research Centre. The main classification (CPV) code is 55120000. The nature of the contract is for services. The maximum contract duration is 9 months. There is no framework agreement.

The start date for expression of interest is 2025-10-13 Europe/Brussels. The deadline for expression of interest is 28/10/2025 06:59 Europe/Berlin. The indicative date of launch of the negotiated procedure is 2025-10-28 Europe/Berlin.

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

A question and answer section is available where users can log in to create questions, view public Q&As, FAQs, and manage their own questions. Currently, there are no public Q&As available.

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

In summary, this is a pre-information notice for a future tender regarding event organization services for the Euromost Conference, which will be held in Heidelberg in May 2026. The Joint Research Centre (JRC) Karlsruhe requires a contractor to handle all aspects of the conference organization, including venue, catering, website, and a social event. The actual call for tenders is planned for late October 2025, with expressions of interest due shortly before that. This notice serves to inform potential bidders about the upcoming opportunity and allows them to prepare for the formal tender process. The contract will be a negotiated procedure, likely of low or middle value.

Eligible Applicant Types: The eligible applicant types are not explicitly stated in the provided text. However, given the nature of the contract, which involves event organization services, the eligible applicants are likely to be service providers, companies, or organizations specializing in event management, venue rental, catering, website development, and social event planning. This could include SMEs, large enterprises, or other types of organizations with the relevant expertise and capacity.

Funding Type: The funding type is a service contract. The contracting authority intends to publish a future negotiated low or middle value procedure for the provision of event organization services.

Consortium Requirement: The text does not explicitly state whether a consortium is required or if a single applicant is sufficient. It is possible that either a single applicant or a consortium of applicants could be eligible, depending on the specific requirements outlined in the future call for tenders.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility for applicants is not explicitly stated in the provided text. Given that the contracting authority is the European Commission, DG JRC, it is likely that the eligibility is open to entities within the EU, and possibly the EEA or EU candidate countries. The specific eligibility criteria will be detailed in the future call for tenders.

Target Sector: The target sector is event organization services. Specifically, the contract will cover the comprehensive organization of an event, including venue rental (with the requested technical support), catering services, the development and management of a dedicated website, and the organization of one social event.

Mentioned Countries: Germany is mentioned, specifically the city of Heidelberg, where the conference is planned to be held.

Project Stage: The project is in the planning stage. The contracting authority is announcing its intention to publish a future call for tenders for event organization services for a conference planned for 2026.

Funding Amount: The funding amount is described as a "low or middle value procedure." While the exact monetary value is not specified, this suggests that the contract value will likely fall within a range that is considered moderate for EU procurement contracts. It is not possible to provide a more specific funding range based on the provided information.

Application Type: The application type will be a negotiated procedure. The text explicitly states that the contracting authority intends to publish a future negotiated procedure. The first step is to express interest electronically.

Nature of Support: The beneficiaries will receive money in exchange for providing event organization services. This is a service contract, where the selected provider will be compensated for delivering the specified services.

Application Stages: There will be at least two stages: an expression of interest stage and a negotiated procedure stage. The exact number of stages may be clarified in the future call for tenders.

Success Rates: The success rates cannot be determined from the provided information. Success rates will depend on the number of applicants, the quality of their proposals, and the evaluation criteria used by the contracting authority.

Co-funding Requirement: The text does not explicitly state whether co-funding is required. It is possible that co-funding may not be required, as this is a service contract where the provider is compensated for delivering services. However, the specific requirements will be detailed in the future call for tenders.

Summary:

This is a pre-announcement for a future negotiated call for tenders by the European Commission, DG JRC - Joint Research Centre, for the provision of event organization services for the Euromost Conference. The JRC Karlsruhe is planning to host a conference in Heidelberg, Germany, from May 26 to 29, 2026. The contract will encompass all aspects of event organization, including venue rental with technical support, catering, website development and management, and the organization of a social event. The procedure is classified as a low or middle value procedure. The maximum contract duration is 9 months. The start date for expressing interest is October 13, 2025, with a deadline of October 28, 2025. The indicative date for launching the negotiated procedure is October 28, 2025. Interested parties must express their interest electronically. This announcement serves as a notification that a call for tenders will be published in the future, and references with ‘ExA’ are not calls for tenders.