Rent of congress premises and ancillary services for EPP, Heidelberg 12/25

The European Parliament is preparing for a procurement tender for the rental of congress premises and ancillary services for the European People's Party (EPP) event scheduled in Heidelberg, Germany, from December 10 to 12, 2025. This opportunity is classified under the tender identifier EP-LINC/2025/LVP/0015-EXA. The lead contracting authority for this tender is the European Parliament's Directorate-General for Logistics and Interpretation for Conferences.

This procurement is specifically focused on service provisions related to event management, including venue rental and support services like catering. The target sector includes hotel and restaurant services, catering services, and exhibition organization services, as evidenced by the relevant CPV codes. The contract duration is limited to three days, aligning with the event's schedule.

Potential applicants are economic operators capable of providing these services, implying that larger enterprises with the necessary experience and infrastructure will likely be more favored given that the SME suitable indicator is false. The procurement seeks to engage service providers who can manage all aspects of the event, including logistics, technical support, and catering.

The timeline is critical:interested parties can express their intention electronically starting from September 10, 2025. The deadline for expressing interest is September 22, 2025, and the planned launch of the negotiated procedure is set for September 23, 2025. There is no mentioned funding amount, but it is categorized as a middle or low-value contract.

This announcement serves as a pre-notification about the tender rather than a formal call for bids. Therefore, companies focusing on event management and hospitality services are encouraged to monitor the EU's Funding and Tenders Portal for further updates related to the official tender launch. The tender emphasizes the need for substantial logistical and operational capabilities and is thus tailored to entities familiar with the requirements of large conferencing events.

This is a publication announcing the European Parliament's intention to publish a future negotiated low or middle value procedure. It is not a call for tenders. The procedure identifier is EP-LINC/2025/LVP/0015-EXA. The description of the planned call for tenders is "Rent of congress premises and ancillary services for EPP, Heidelberg, from 10 to 12 December 2025." The procedure type is a planned negotiated procedure for a middle/low value contract. The estimated total value is not specified. The lead contracting authority is the European Parliament, LINC - Directorate-General for Logistics and Interpretation for Conferences. The main classification (CPV) code is 55120000, which corresponds to Hotel meeting and conference services. The nature of the contract is for services. The maximum contract duration is 3 days. There is no framework agreement associated with this procedure.

The start date for expression of interest is 2025-09-10 Europe/Brussels. The deadline for expression of interest is 23/09/2025 05:59 Europe/Brussels. The indicative date of launch of the negotiated procedure is 2025-09-23 Europe/Brussels.

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

A question and answer section is available. One question has already been answered:"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 answer was published on 03/10/2024 at 17:32.

In summary, this is a pre-announcement for a future negotiated procedure by the European Parliament for renting congress premises and ancillary services in Heidelberg for an EPP event in December 2025. The announcement provides details such as the procedure identifier, a description of the services required, the contracting authority, relevant dates for expressing interest and the indicative launch date of the negotiated procedure. It emphasizes that this is not a call for tenders but a notification of a future opportunity. Parties interested in providing these services should monitor for the actual call for tenders, which will be a negotiated procedure for a low or middle value contract. The expression of interest must be submitted electronically.

Eligible Applicant Types:The eligible applicant types are not explicitly stated, but based on the description, it is likely aimed at entities capable of providing congress premises and ancillary services. This could include hotels, conference centers, and event management companies. Therefore, eligible applicants could be SMEs, large enterprises, or other organizations with the capacity to provide the required services.

Funding Type:This is a planned negotiated procedure for a middle/low value contract, indicating a procurement process. The funding type is a service contract.

Consortium Requirement:The information does not specify whether a single applicant or a consortium is required. It is possible that either a single entity or a consortium capable of providing all the required services could apply.

Beneficiary Scope (Geographic Eligibility):The location of the service is Heidelberg, Germany. While not explicitly stated, it is likely that entities from the EU and possibly the EEA are eligible, given that the contracting authority is the European Parliament.

Target Sector:The target sector is services, specifically hotel meeting and conference services. This falls under the broader category of event management and hospitality.

Mentioned Countries:Germany (specifically Heidelberg) is mentioned as the location for the services. The European Parliament is the lead contracting authority, implying EU involvement.

Project Stage:The project is in the planning stage. The call is for the "Rent of congress premises and ancillary services," indicating that the event itself is planned, and this procurement is to secure the venue and related services.

Funding Amount:The estimated total value is not specified, but it is described as a "middle/low value contract." This suggests a funding range that is not high, but without specific figures, it is difficult to provide a more precise estimate. It could be roughly estimated as under €200K, but this is speculative.

Application Type:The application type is a planned negotiated procedure. The first step is to express interest electronically. The procedure will be launched at a later date.

Nature of Support:The beneficiaries will receive money in exchange for providing services, specifically the rent of congress premises and ancillary services.

Application Stages:There are multiple stages. First, there is an expression of interest. Then, there is a planned negotiated procedure. The exact number of stages within the negotiated procedure is not specified, but it implies at least two stages: expression of interest and then participation in the negotiated procedure.

Success Rates:Success rates are not mentioned. As this is a negotiated procedure, the success rate will depend on the number of entities invited to negotiate and the competitiveness of their offers.

Co-funding Requirement:Co-funding is not mentioned, so it is likely not required. The contract is for the full cost of the services provided.

Summary:This is a pre-announcement of a planned negotiated procurement procedure by the European Parliament, specifically the Directorate-General for Logistics and Interpretation for Conferences (LINC). The purpose of the procurement is to secure a venue and ancillary services for a European People's Party (EPP) congress in Heidelberg, Germany, scheduled for December 10-12, 2025. The procedure is for a middle/low value contract. The first step for interested parties is to express their interest electronically, with a deadline of September 23, 2025. The indicative date for the launch of the negotiated procedure is September 23, 2025. This announcement is not a call for tenders but a notification of the contracting authority's intention to launch a negotiated procedure in the future. The selected provider will be responsible for renting congress premises and providing related services for the three-day event.