Provision of photography services during meetings and events at Eurofound - 210902/8096

Eurofound (European Foundation for the Improvement of Living and Working Conditions) intends to procure professional photography services for meetings, conferences, high-level visits and other official events, primarily in Dublin, under planned negotiated procedure EUROFOUND/2026/LVP/0020-EXA to establish a framework agreement. The estimated total value is €60,000 with a maximum duration of 48 months and the services required include event coverage, selection and professional editing of images for use on websites, social media, publications and other communication outputs. Interested suppliers must express interest electronically via the EU Funding and Tenders Portal using an EU Login account during the ExA period (23 October 2026 to 9 November 2026); this notice is an advance publication and not a call for tenders.

Tender summary

Essential facts

Planned negotiated procedure (low/middle value) by the European Foundation for the Improvement of Living and Working Conditions (Eurofound) to award a framework contract for professional event photography primarily in Dublin.

This publication announces the intent to launch the negotiated procedure; it is not the contract notice. Interested suppliers must submit an expression of interest electronically using an EU Login account 1.

Footnotes

1. 1Tender details and future procurement documents are published on the EU Funding & Tenders Portal EU Funding & Tenders Portal.

Opportunity summary

What the contracting authority is seeking

The European Foundation for the Improvement of Living and Working Conditions (Eurofound) plans to launch a negotiated procedure for a middle/low value contract to procure professional photography services. The services will cover photography during meetings, conferences, high-level visits, receptions and other official events, with primary delivery in Dublin. Contractors must provide event photography on a full-day, half-day or hourly basis and perform selection and editing of high-quality photographs. The images will be used to support Eurofound's communications across website, social media, publications and other digital and printed materials.

Key dates and milestones

How to express interest and apply

This publication is an advance notice (ExA) announcing the contracting authority's intention to launch a future negotiated procedure. Expressions of interest must be submitted electronically through the Funding & Tenders Portal using an EU Login account. The portal is required for subscription to calls, submission of questions and electronic tender submission. Submissions must be sent exclusively to the address for submission given in the eventual tender documentation. The method of expression of interest is electronic (ESUBMISSION).

Eligibility and applicant details

Eligible applicant types

Any economic operator able to deliver photographic services and to enter into contract with an EU agency may apply. Typical eligible applicant types include: SMEs, large enterprises, sole proprietors or individual photographers, photography studios, communications agencies offering photographic services, and other service providers legally established and authorised to deliver photography services. Applicants must be able to contract with an EU contracting authority and provide required qualifications, insurance and compliance documentation during the tender phase.

Scope of services and technical requirements

Required services include event photography at Eurofound-organised meetings, conferences, high-level visits, receptions and other official events. Specific service elements indicated in the notice: provision of photographers on a full-day, half-day or hourly basis; selection and professional editing of high-quality photographs ready for use in digital and printed communications. Photographs will be used on Eurofound's website, social media channels, publications and other communication outputs. The tender documents to be published at launch will define detailed technical specifications, deliverable formats, image rights and intellectual property arrangements, turnaround times, resolution and metadata requirements, storage and secure transfer methods, and any onsite access or security requirements for high-level events.

Contractual and administrative information

Procurement will result in a framework agreement without reopening of competition. The framework is intended for up to 48 months. The estimated total value for the framework is €60,000. The contracting authority is the European Foundation for the Improvement of Living and Working Conditions (Eurofound). The full tender documentation, award criteria, qualification requirements, contractual terms and conditions, invoicing rules, pricing model (rates for full-day, half-day, hourly and post-production) and detailed selection and award evaluation methodology will be published when the negotiated procedure is launched.

Funding type and financial details

This is a public procurement (tender) for services, not a grant. The financial mechanism is a service contract awarded via a negotiated procedure under public procurement rules for EU agencies. The notice lists an estimated overall contract amount of €60,000 for the full duration of the framework. The final contract will establish fees, rates and payment schedules. No co-funding requirement is indicated; pricing will reflect contractor costs and will be evaluated under the award criteria in the tender.

Application process and submission mechanics

Evaluation, award and competition format

The procurement is announced as a planned negotiated procedure for a middle/low value contract and will result in a framework agreement. As an ExA publication, the notice does not publish detailed award criteria. The final tender documents will set out awarding criteria, which typically include technical quality (portfolio and experience), capacity and availability, compliance with specifications, and price. The framework agreement is described as without reopening of competition, meaning Eurofound will award to the successful tenderer(s) named in the framework for the duration of the contract without further competitive mini-competitions under the same framework. Detailed evaluation methodology will be provided in the tender documentation.

Stages of the procurement

Risk, success rates and competition

The notice does not provide specific historical success rates. As a public procurement for a relatively modest estimated value (€60,000 over up to 48 months) competition may be limited to bidders who can demonstrate local presence, rapid availability for Dublin events and tailored pricing. Success rates will depend on the number and suitability of bidders at tender stage. No explicit reserved market or set-aside for SMEs is indicated; the procurement metadata marks 'smeSuitableIndicator' as false, but SMEs can still bid if they meet requirements.

Co-funding and financial contributions

There is no co-funding requirement noted. This is a purchase of services under a public contract; the contractor will be paid according to the contract terms and submitted pricing schedule. Any required guarantees, bonds or insurances will be specified in the contract documents.

Application templates and expected documentation

This ExA notice does not include downloadable tender templates. When the negotiated procedure is published, the Funding & Tenders Portal typically provides standard tender forms and guidance including: tender declaration of honour, economic and financial capacity forms, evidence of professional and technical capability, priced bill of quantities or rate card, model contract, confidentiality and data protection declarations, and any specific technical compliance forms. Bidders should prepare the following structured materials to be ready for the tender launch: company profile and registration documents; proof of professional indemnity and equipment insurance; portfolio with relevant event photographs and client references; CVs of proposed photographers; proposed staffing and equipment plan; a clear price schedule showing hourly, half-day and full-day rates and post-production fees; sample edited images and metadata handling procedures; and evidence of GDPR and data handling compliance.

Mentioned countries and geographic references

The procurement notice explicitly references Dublin as the primary place of service delivery and uses Europe/Dublin time zone in milestone dates. The contracting authority is an EU agency headquartered in Ireland. The notice is published on the EU Funding & Tenders Portal and therefore the procurement is oriented to entities able to contract with an EU institution; no other countries are explicitly named.

Project maturity and target sector

Summary of structured answers

This ExA notice is informational only and is not the call for tenders itself. Interested suppliers should register an EU Login account, submit an expression of interest between 23/10/2026 and 09/11/2026, and monitor the Funding & Tenders Portal for publication of the negotiated procedure documents around 10/11/2026. The full procurement documents will contain all mandatory submission templates, award criteria, contract terms, intellectual property and licensing clauses, data protection requirements and practical instructions for electronic submission Funding & Tenders Portal. 1

Footnotes

1. 1This notice is ExA (publication announcing intent to launch a negotiated low/middle value procedure). The full tender documentation and legal obligations will be available only when the negotiated procedure is launched on the Funding & Tenders Portal.

Provision of photography services during meetings and events at Eurofound

Executive summary

This is a planned public procurement procedure, not a grant or open call for funding. Eurofound intends to procure professional photography services for meetings, conferences, high level visits, receptions and other official events, primarily in Dublin. The services will include photography, selection and editing of high quality images for use in Eurofound communication and promotional materials, including websites, social media, publications and other digital and printed outputs. The notice is an advance publication of the contracting authority’s intention to launch a future negotiated low or middle value procedure and does not itself constitute an invitation to submit a tender.1

The planned procurement has an estimated total value of €60,000 and a maximum duration of 48 months. It is structured as a framework agreement without reopening of competition. Interested suppliers must express interest electronically through the EU Funding and Tenders Portal and must have an EU Login account.1

Opportunity identification

Procurement profile

The key procurement characteristics are as follows.1

Scope of services

The successful supplier is expected to provide professional photography for Eurofound activities, including the following service categories.1

The description suggests a responsive event photography service rather than a single one off assignment. Applicants should therefore be prepared to handle varying assignment durations, event formats, locations and delivery requirements over the life of the framework agreement.

Value and commercial implications

The estimated total procedure value is €60,000. The available information does not state whether this amount includes taxes, travel expenses, editing charges, equipment costs, image licensing, or other reimbursable expenses. Those matters should be checked in the later invitation, specifications and draft contract.1

The €60,000 figure is an estimated procurement value and not a guaranteed payment or grant award. In a framework arrangement, actual expenditure is normally based on assignments ordered by the contracting authority during the contract period. The notice does not disclose a minimum purchase commitment, guaranteed volume of work, price schedule, call off mechanism or payment timetable.

No funding percentage, reimbursement rate or applicant contribution applies because suppliers are being paid for contracted services. The eventual tender documents are expected to define the pricing structure, invoicing rules, applicable taxes, travel treatment, cancellation provisions and any ceiling rates.

Duration and framework structure

The maximum contract duration is 48 months. The notice describes a framework agreement without reopening of competition, which indicates that the contracting authority expects to place service requests under the framework without conducting a new competition between framework contractors for each assignment, subject to the final procurement documents and contract terms.1

The notice does not provide a confirmed contract start date, guaranteed annual workload, renewal arrangement or detailed schedule of assignments. Suppliers should avoid assuming that the full €60,000 will be spent evenly over four years.

Eligibility and potential applicants

The notice does not publish the final selection, exclusion, financial capacity or technical capacity requirements. The final invitation and procurement documents will determine the legally binding eligibility conditions. Likely applicant profiles include professional photographers, photography studios, media production companies and agencies able to provide event photography and post production services in or around Dublin.

Potential applicants should be able to demonstrate, where requested, the following capabilities.

The portal data does not identify a mandatory nationality, country of establishment or legal form. It also does not confirm whether individual photographers may apply directly, whether subcontracting is allowed, or whether consortia are permitted. These points must be confirmed in the future invitation and procurement documents.

Important dates and status

The expression of interest deadline is a deadline to indicate interest in the future negotiated procedure, not necessarily the deadline for submitting a complete technical and financial tender. The later negotiated procedure may include a separate invitation, submission deadline and procurement documents.1

How to participate

Interested suppliers should create or use an EU Login account, access the official opportunity record, select the electronic expression of interest function and submit the requested information exclusively through the submission address provided in the portal. The portal states that EU Login is required for electronic submission and for submitting questions or requests to participate.1

Recommended preparation steps

Likely technical and operational requirements

Although the final specifications are not available in the planned notice, applicants should anticipate requirements concerning image quality, delivery speed, file formats, metadata, image storage, backup procedures, confidentiality and the permitted use of photographs. Event work for a European public body may also require compliance with venue security rules, accreditation procedures, accessibility expectations and instructions concerning identifiable individuals.

Applicants should be ready to explain how they will manage peak demand, simultaneous events, photographer replacement, equipment failure and urgent image delivery. A credible continuity plan may be particularly relevant for a four year framework with recurring official events.

Copyright, image rights and data protection

The notice confirms that photographs will be used in public and internal communication channels, but it does not specify the ownership or licensing model. The future contract should be reviewed carefully for copyright assignment, licences, moral rights, third party permissions, model releases, restrictions on portfolio use and responsibility for obtaining consent.

Because the services involve identifiable individuals at meetings, visits and receptions, the procurement documents may include requirements concerning personal data processing, confidentiality, secure storage, retention periods and deletion. Suppliers should not assume that images may be reused for their own marketing or portfolio without Eurofound’s permission.

Evaluation and award

The planned notice does not publish award criteria, weighting, minimum technical scores or the detailed negotiation method. It is therefore not possible to determine whether the final award will be based on lowest price, best price quality ratio, quality thresholds or another method. Applicants should wait for the formal invitation and tender specifications before finalising pricing or allocating substantial bid preparation resources.

Risks and points requiring verification

Overall assessment

This is a relevant opportunity for established event photographers and photography providers with professional institutional or corporate event experience, reliable availability in Dublin and the ability to deliver edited images to public sector communication standards. Its main commercial attraction is the possibility of recurring assignments over a period of up to 48 months, but the estimated value is modest and no minimum workload is guaranteed.

The immediate objective is to register interest rather than submit a full tender. Suppliers should use the expression of interest period to establish portal access, prepare evidence of experience and monitor for the formal negotiated procedure. The opportunity should be treated as a public service procurement with a potential framework relationship, not as EU grant funding.

Source note

All opportunity specific facts in this report are drawn from the official EU Funding and Tenders Portal record and the supplied record extract.1

Footnotes

1. 1Official source: EU Funding and Tenders Portal, Eurofound photography services planned call