Rental of interpretation and conference equipment for the EESC's Group II Extraordinary Meeting taking place in Nicosia on 2-3 June 2026

The European Economic and Social Committee (EESC) plans a negotiated low/middle value procurement (procedure CESE/2026/LVP/0048-EXA) for the rental of interpretation and conference equipment for the Group II Extraordinary Meeting in Nicosia, Cyprus on 2-3 June 2026. The contract is for services (CPV 79952000) with a maximum duration of 30 days and no estimated total value specified in the notice. Expressions of interest open 30 March 2026 and close 15 April 2026 at 23:59 Europe/Brussels time, with the negotiated procedure indicative launch dated 20 April 2026. Interested suppliers must submit electronically via the EU Funding & Tenders Portal using an EU Login account; this notice is an advance announcement and not the call for tenders.

What is being procured

Scope summary

Rental of interpretation and conference equipment and related event services for the European Economic and Social Committee's Group II Extraordinary Meeting in Nicosia on 2-3 June 2026.

Contracting authority:European Economic and Social Committee (EESC).

Procedure type and value:Planned negotiated procedure for a low/middle value contract (negotiated LVP/EXA). Estimated total value not specified; maximum contract duration 30 days.

Who can apply:Event services suppliers (interpretation and conference equipment providers) eligible to participate in EESC procurement and able to submit electronically via EU Login ¹.

Key administrative details:Procedure identifier CESE/2026/LVP/0048-EXA. Main classification CPV 79952000 - Event services.

1. 1Start date for expression of interest: 30/03/2026 (Europe/Brussels)
2. 2Deadline for expression of interest: 15/04/2026 23:59 (Europe/Brussels)
3. 3Indicative launch of negotiated procedure: 20/04/2026
4. 4Event dates: 2-3 June 2026 (Nicosia)

Expressions of interest must be submitted electronically through the EU Funding & Tenders Portal using an EU Login account; submission address and full procurement documents will be published when the negotiated procedure is launched.

Footnotes

1. 1EU Login is required for subscribing, submitting questions and sending expressions of interest via the EU Funding & Tenders Portal. More information is available on the portal.

Opportunity summary

What the contracting authority is seeking

The European Economic and Social Committee (EESC) has published a planned notice indicating its intention to launch a negotiated procedure of low or middle value to procure rental of interpretation and conference equipment for the EESC's Group II Extraordinary Meeting to be held in Nicosia on 2-3 June 2026. The procurement is classified under CPV 79952000 Event services and the nature of the contract is services. The contract maximum duration is 30 days and the procedure identifier is CESE/2026/LVP/0048-EXA.

Procedure type and classification:Planned negotiated procedure for middle/low value contract; CPV main classification 79952000 Event services; nature of contract: services.

Event and location:EESC Group II Extraordinary Meeting, Nicosia, Cyprus, dates 2-3 June 2026.

Lead contracting authority:European Economic and Social Committee (EESC).

Key dates and milestones:Start date for expression of interest 30/03/2026 (Europe/Brussels). Deadline for expression of interest 15/04/2026 23:59 (Europe/Brussels). Indicative date of launch of the negotiated procedure 20/04/2026 (Europe/Brussels).

Detailed eligibility, submission and procedure information

This notice is an announcement of intent and not the call for tenders itself. It notifies potential suppliers that a negotiated procedure for a low or middle value contract will be launched. Interested economic operators must submit an expression of interest electronically through the EU Funding & Tenders Portal using an EU Login account. Submissions must be made exclusively at the address for submission given on the portal; EU Login authentication is required to subscribe, submit questions and submit expressions of interest.

1. 1Method of expression of interest: Electronic via EU Login on the EU Funding & Tenders Portal.
2. 2Address for expression of interest: use the Express interest function on the portal (EU Login required).
3. 3Questions and answers: potential bidders may submit questions once the procedure is launched; public Q&A area available on the portal.
4. 4Procurement documents: this publication is an advance notice (ExA). When the negotiated procedure is launched the full tender documents, including technical specifications and contractual conditions, will be published on the portal.

Structured extraction: categorisation and requirements

Below are the structured answers to specific categorisation questions based on the tender notice and the portal content. All statements reflect information published in the planned notice; where the notice does not provide a detail, this is indicated explicitly.

1. 1Eligible Applicant Types: Event and conference service providers capable of supplying interpretation equipment and conference systems. Practically this includes specialised rental companies, audiovisual and conference technology suppliers, SMEs and larger enterprises offering event technical services. There is no explicit restriction in the notice to specific legal form or size; public bodies, research institutes, universities or NGOs would only be eligible if they operate commercially as providers of the required services and meet the procurement selection criteria once published.
2. 2Funding Type: This is a public procurement (tender) — service contract. It is not a grant, loan or equity instrument.
3. 3Consortium Requirement: The notice does not mandate a consortium. The procedure is a negotiated procurement and typically allows a single supplier to be awarded the contract. If the tender documents later allow consortia or subcontracting, that will be specified in the launched tender; at publication the requirement is effectively single supplier bidding but collaboration via subcontracting is commonly allowed subject to contract terms.
4. 4Beneficiary Scope (Geographic Eligibility): The contracting authority is an EU institution (EESC). The procurement is published on the EU portal and expression of interest requires EU Login. Suppliers from EU Member States and likely EEA states can participate; the notice does not list country restrictions. Standard procurement rules and tender documents will state eligibility. The event location is in Cyprus, EU.
5. 5Target Sector: Events and conference services; audiovisual rental; simultaneous interpretation equipment and associated technical services. CPV 79952000 indicates event services generally.
6. 6Mentioned Countries: Cyprus (event location). The contracting authority is EU-based (European Economic and Social Committee) headquartered in Brussels, Belgium; the portal and procedure reference Europe/Brussels time zone for deadlines.
7. 7Project Stage: Implementation/delivery stage — procurement is for rental and on-site provision of equipment and services for a specific event on fixed dates (operational delivery).
8. 8Funding Amount: The notice categorises the procurement as low or middle value and does not publish an estimated total value in the scraped content. No specific monetary amount is provided in the published planned notice.
9. 9Application Type: Open planned expression of interest (electronic) followed by a negotiated procedure. The initial step is an open expression of interest via the portal; the later tender will follow the negotiated procedure for low/middle value contracts.
10. 10Nature of Support: Non-grant monetary transaction: this is a paid service contract. The contracting authority will pay the contractor for services delivered; the opportunity provides a contract for services rather than non-financial support.
11. 11Application Stages: Two main stages are visible in the notice: (1) expression of interest (electronic) between 30/03/2026 and 15/04/2026, and (2) the subsequent negotiated procedure (indicative launch 20/04/2026) leading to contract award. Further sub-stages (e.g., shortlisting, clarification, final offer) will be described in the tender dossier when published.
12. 12Success Rates: Not specified. The planned notice does not provide historical success rates or expected number of awards. Success probability will depend on competition, compliance with selection and award criteria and the contracting authority's evaluation during the negotiated procurement.
13. 13Co-funding Requirement: Not applicable. This is a procurement for services; the contractor will receive payment under a contract. There is no co-funding requirement from bidders indicated in the notice.
14. 14Templates: The notice does not include application templates. The EU Funding & Tenders Portal typically provides forms and submission interfaces for expressions of interest and formal tender documents (selection questionnaires, financial forms, model contract). Specific templates and the technical specification will be available when the negotiated procedure is formally launched on the portal.

Practical advice for interested suppliers

Interested suppliers should ensure they have an EU Login account and a registered profile on the EU Funding & Tenders Portal. Monitor the portal for the launch of the negotiated procedure on or after the indicative date. Prepare standard documentation commonly required in EU procurement: company registration documents, proof of insurance where relevant, professional liability, CVs of key technical staff or technicians, equipment lists and technical specifications of interpretation and conference systems, references for similar assignments, financial statements or turnover evidence as requested, and a clear logistical plan for delivery, installation, operation and dismantling on the specified dates. Ensure capacity to provide multilingual simultaneous interpretation equipment, booths (if required), delegate receivers, microphones, sound reinforcement, technician staffing, and prompt on-site support during the event dates.

The portal page emphasises that ExA references are announcements of intent and not full calls; procurement documents will be available when the contracting authority launches the negotiated procedure. Submitting an expression of interest via the portal is the required first step to receive notifications and access tender documentation once published EU Funding & Tenders Portal.

Additional clarifications, procurement terms, award criteria, evaluation methodology, liability and insurance requirements, and whether consortia or subcontracting are permitted will be specified in the tender dossier. Suppliers should plan for tight logistical timelines given the short contract duration and the fixed event dates.

Relevant portal guidance and help:For account creation and electronic submission details consult the EU Login help page and the EU Funding & Tenders Portal guidance (EU Login required to express interest and to access procurement documents) EU Login help.

This planned notice was published on 03/10/2024 as a public announcement of intent. For contract details and to prepare a compliant response, suppliers must follow the expression of interest and then the negotiated procedure when launched. The portal includes a public Q&A function for questions once the procedure is active. ¹

Footnotes

1. 1References that feature an ExA suffix are advance notices of intent to launch a procurement; they indicate the contracting authority's intention to publish a future low or middle value negotiated procedure. The actual procurement documentation will be published on the EU Funding & Tenders Portal when the procedure is launched.

Opportunity Overview

This is a planned negotiated procedure for a middle or low value contract for the rental of interpretation and conference equipment required for the European Economic and Social Committee (EESC) Group II Extraordinary Meeting scheduled in Nicosia, Cyprus on 2-3 June 2026. The procedure identifier is CESE/2026/LVP/0048-EXA. Note that this is not yet a call for tenders but an announcement of the contracting authoritys intention to launch a future negotiated low or middle value procedure.

Contracting Authority

The lead contracting authority is the European Economic and Social Committee (EESC), which represents employers, workers, and civil society organisations in EU policy-making. Group II specifically represents workers.

Key Contract Details

Nature of Contract:Services (CPV code 79952000 - Event services).

Maximum Contract Duration:30 days.

Estimated Total Value:Not specified in the available details.

Framework Agreement:No framework agreement indicated.

Timeline and Milestones

1. 1Start date for expression of interest: 30 March 2026 (Europe/Brussels time)
2. 2Deadline for expression of interest: 15 April 2026, 23:59 (Europe/Brussels time)
3. 3Indicative date of launch of the negotiated procedure: 20 April 2026 (Europe/Brussels time)

Participation Requirements

Interested parties must submit an expression of interest electronically via the EU Funding & Tenders Portal. An EU Login account is required for submission, subscription to the call, and asking questions. Create an account using only an email address and password if needed. Submissions must be sent exclusively through the designated electronic address: Express interest link on the portal EESC Tender Details.

This is a negotiated procedure for middle/low value contracts, typically used when the value is below certain thresholds allowing direct negotiation with shortlisted candidates after expressions of interest.

Additional Information

Questions and answers (Q&A) are available on the portal after logging in. Currently, no public Q&As are listed, but one FAQ notes that ExA references indicate planned procedures, not active calls with documents. For more on negotiated low/middle value procedures, refer to the portals guidance EU Login Help.

The EESC organises various events, including plenary sessions and group meetings, with this Group II Extraordinary Meeting focused in Nicosia EESC Events.

Footnotes

1. 1All details sourced from the EU Funding & Tenders Portal scraped context and EESC website.