Support for the organisation of events and other communication and information activities of the European Parliament Liaison Office in Slovakia

Open call for tenders EP-COMM/2026/OP/0009 by the European Parliament Directorate-General for Communication for a framework contract to organise events and communication and information activities for the European Parliament Liaison Office in Slovakia. Estimated maximum total value €800,000; initial 12-month term renewable up to 48 months; services include event organisation, communications campaigns, media content production and management of third-party suppliers. Award will be made on the best price-quality ratio (70% quality, 30% price) with technical pass marks and a required case study, and submissions must be made electronically via the EU Funding & Tenders Portal. Deadline for receipt of tenders 20/04/2026 17:00 Europe/Brussels; eligibility open to economic operators established in EU Member States and third countries with relevant procurement access, subject to exclusion and selection criteria.

What it funds

Framework contract to provide support and technical assistance for organising events, communication campaigns and production of media/content for the European Parliament Liaison Office (EPLO) in Slovakia, including subcontracting and management of third-party suppliers.

Who can apply

Open to natural or legal persons and public entities established in an EU Member State or in third countries covered by relevant public procurement access agreements. Tenders may be submitted individually or by groups of economic operators; subcontracting is permitted.

Key facts and amounts

Estimated total value:€800,000 (maximum contract value over the whole framework period) ¹

Contract duration:Initial 12 months, renewable up to 48 months total.

Award method:Open procedure, awarded on best price-quality ratio; price component (hourly rates and third-party reimbursements) and qualitative criteria (project management, supplier management, environmental and impact assessment, case study).

Deadlines and milestones

1. 1Deadline for receipt of tenders: 20/04/2026, 17:00 Europe/Brussels (electronic submission)
2. 2Virtual public opening of tenders: 21/04/2026, 11:00 Europe/Brussels
3. 3TED publication / documents published: 09/03/2026

Eligibility and minimum requirements

Minimum yearly turnover requirement €200,000 for each of the last two years (including at least €150,000 in the contract area); at least three years' relevant experience; proposed team must include a project manager and two assistants with required language skills. Full selection and exclusion documentation required.

How services are procured under the contract

The framework is implemented via order forms issued by the EPLO. Contractor provides direct services (hourly rates) and can procure third-party services reimbursed upon invoice; management fee for subcontracted services is calculated via specified consultant profiles and capped rules (management fee max 10% of third-party value).

All submissions must be made electronically via the EU Funding & Tenders Portal. Tender documents, technical specifications, price schedule and annexes are published on the procedure page Procurement page. ¹

Footnotes

1. 1Full tender specifications, annexes (including Annex I Technical specifications, Annex IX price schedule and Annex X case study) and submission instructions are available at the procedure documents page: Specifications and documents.

This is an open call for tenders launched by the European Parliament, DG Communication, for a national framework contract to support the European Parliament Liaison Office (EPLO) in Slovakia with events, campaigns, editorial content and other communication and information activities. The framework agreement will run up to 48 months and has an estimated maximum total value of €800,000. Services will primarily be delivered in Slovakia, with possible cross-border activities with neighbouring countries. The contract covers both direct consultancy and support services provided by the contractor, and the management, procurement and reimbursement of third-party services required for specific actions.

Opportunity essentials

Scope of services and tasks

The contractor will provide comprehensive support to the EPLO in Slovakia, aligned with the European Parliament’s communication strategy and identity. Work spans four key channels: media, digital communication, visitors offer and events, and strategic engagement with stakeholders. Activities will be implemented in the capital and regions of Slovakia, reflecting a decentralised communication approach.

• Organisation of events: seminars, webinars, workshops, roundtables, town-hall meetings, open-door and festival participation, regional info tours, cultural partnerships, exhibitions, and values-driven debates linked to Parliament campaigns.
• Organisation of communication campaigns and editorial projects: content coordination and adaptation for media partnerships, social media content, videos, podcasts, and media planning.
• Production of media content and public relations: press relations, drafting of press releases, local media engagement, social media promotion, monitoring and reporting (e.g., social metrics and insights).
• Logistical and technical support: venue research and rental, AV and livestreaming set-up, interpretation, stage and programme management, on-site staffing and coordination, and storage/handling of printed materials.
• Third-party services management: identification, selection and contracting of local suppliers for venues, equipment, catering, moderators, speakers, licences, media buying, production of promotional materials, insurances and related items, subject to prior EPLO approval and competitive estimation thresholds.
• Intellectual property and image rights clearance: ensure that all deliverables and rights are cleared and transferred to the European Parliament as per contract provisions.
• Accessibility compliance: ensure venues, digital content, livestreams, registration platforms, and printed materials meet EU and local accessibility requirements; follow WCAG 2.1 AA for digital outputs.
• Environmental sustainability: apply minimal green criteria for catering, travel, locations, communications and promotional items, consistent with the European Parliament’s EMAS-based environmental policy.
• Performance measurement: evaluate actions using agreed KPIs such as visitor numbers, participants, social engagement and satisfaction surveys; produce activity reports and annual overviews as requested.

Third-party supplier estimation thresholds:For third-party services, the contractor must obtain market estimates and annex them to offers: up to €15,000: between one and three estimates as specified by EPLO; €15,001 to €60,000: three estimates; above €60,000: five estimates. Exceptions require written justification and may be rejected by the contracting authority.

Management fee for third-party services:Reimbursement of third-party costs is based on actual invoices and excludes VAT. The contractor’s fee for managing these services is calculated exclusively on actual hours worked under Junior Consultant, Senior Consultant and Project Manager profiles and may not exceed 10% of the value of the services procured from third parties.

Order process and implementation timeline:EPLO issues a written request for services at least 4 weeks prior to an event. The contractor submits a detailed offer within 14 days, including third-party estimates where applicable. After alignment, the EP signs an order form within 10 days, which constitutes the specific contract. The contractor implements services, provides interim updates, and after completion submits the invoice and, where requested, a final report with evidence and KPI-based evaluation. Payment is made within 30 calendar days of acceptance; partial invoicing may be foreseen in order forms.

Technical and policy requirements

• Language and team: All team members must have excellent English (C1) and excellent written and spoken Slovak (C1). The team must include at least one Project Manager (min. 3 years’ experience in events and communication consultancy) and two Project Assistants/Junior Consultants (min. 1 year’s experience each).
• Experience: At least 3 years of experience in services/deliveries similar to those required.
• Accessibility: Compliance with the European Accessibility Act (Dir. 2019/882), Web Accessibility Directive (Dir. 2016/2102) and local accessibility legislation; include captions/subtitles, sign language where relevant, accessible venues and digital materials (WCAG 2.1 AA).
• Environmental policy: Apply minimal green criteria at all times; adhere to the Parliament’s EMAS environmental management system. Justifications for exceptions must be submitted in writing for EP approval.
• Equal opportunities: Maintain and report annually on a company policy promoting equality and diversity, covering gender equality, integration of persons with disabilities, and non-discrimination across protected characteristics.
• Political neutrality: Ensure all services, including third-party services, respect the political neutrality of the EPLO.
• Travel and accommodation: Arranged by the contractor and reimbursed within applicable EP staff travel allowance limits; flights permitted only if public transport time exceeds 5 hours; venues reachable by public transport within 1 hour from nearest airport preferred.
• Brand and identity: Align all outputs with the European Parliament’s identity pillars and brand portal guidance; ensure correct EP logo usage and visual style.

Submission and evaluation

• Submission platform: Mandatory electronic submission via the EU Funding & Tenders Portal eSubmission. Each economic operator must have a valid PIC (Participant Identification Code).
• Opening session: Virtual public opening on 21/04/2026 at 11:00 Europe/Brussels. Request to attend by emailing epbratislava@europarl.europa.eu at least one working day before.
• Validity and communications: Tenders are binding for the period indicated in the contract notice. All clarifications and updates are posted on the Portal; Q&A requests fewer than six working days before the deadline may not be answered.
• Award criteria: Best price-quality ratio with a 70/30 quality/price weighting.
• Quality criteria and pass marks: Working methods, project management and resource allocation (30 points; pass 15), Management of third-party suppliers and contingency (20 points; pass 10), Environmental policies and methods (10 points; pass 5), Impact assessment methodology and KPIs (10 points; pass 5), Case study on the Europe Day Event (30 points; pass 15). Minimum 60/100 overall and all individual pass marks required.
• Price evaluation: The total evaluation price is computed from weighted hourly rates in the price schedule; it is for evaluation only and not contractually binding.
• Variants: Not permitted.
• Exclusion and restrictive measures: Applicable EU Financial Regulation exclusion grounds; compliance with Russia-related restrictive measures (Council Decision 2014/512/CFSP, Council Regulation 833/2014) is mandatory.

Budget, pricing and invoicing

• Maximum total value: €800,000 for the full framework duration including reimbursable third-party services.
• Pricing basis: All prices in euros, excluding VAT and other indirect taxes. For non-euro invoices from third parties, conversion uses the official daily euro exchange rate applicable on invoice date; contractor bears exchange rate risk.
• Direct services: Billed on hourly rates for defined profiles (e.g., project manager, PR/press relations, assistants, social media consultants/administrators, reception, IT/AV technicians, photographers, camera operators, graphic designers). Regular hours are weekdays 07:00–22:00; EP may require services outside these hours, with a possible 50% supplement to hourly rates as foreseen in the price schedule note.
• Third-party services: Reimbursed at actual cost based on original invoices and initial offers, excluding VAT. Contractor cannot apply any commercial margin; only the agreed management fee calculated from staff hours up to the 10% cap applies.
• Invoicing and reporting: Invoices must cite the order form reference and include timesheets for consultancy hours, third-party invoices and initial offers, and requested narrative/KPI reports. Electronic invoicing via PEPPOL endpoint 0088:5488888007925 or through the EU Funding & Tenders Portal is supported.

What you will deliver in practice

• End-to-end event management: venue sourcing, stage and programme management, on-site coordination, livestreaming and remote participation set-up, moderation proposals, interpretation, logistics, security coordination and sanitary concepts.
• Campaigns and editorial: design and production of campaign assets across channels, media partnerships content coordination, copywriting based on EPLO narratives, balanced media plans including digital boosting and outdoor media.
• Media and public relations: press lists, press releases and briefings, local media outreach, social boosting, monitoring and performance reporting.
• Exhibitions and promotional materials: exhibition content and installations, graphic design and DTP, printing on recycled or certified paper, sustainable and accessible design standards.
• Compliance-by-design: accessibility (WCAG 2.1 AA), green criteria (catering, travel, venues, materials), EP brand identity, intellectual property transfers and image rights clearance.

Administrative, eligibility and capacity requirements

• Right of access: Open on equal terms to all natural or legal persons and public entities in EU Member States and those in third countries with EU public-procurement agreements granting access to this contract. Tenderers must indicate the country of establishment and provide acceptable proof under national law.
• Legal and regulatory capacity: Enrolment in a relevant professional or trade register (not required for international organisations).
• Financial and economic capacity: Minimum yearly turnover of €200,000 for each of the last two financial years, with at least €150,000 per year in areas covered by the contract. Evidence includes profit and loss accounts for the two most recent closed financial years or tax returns (for natural persons) and the completed Financial Data Sheet (Annex VII).
• Technical and professional capacity: At least three years’ experience in similar services; submission of references listing principal services in the past three years with sums, dates and clients; CVs of the proposed Project Manager and team members with language levels and relevant experience.
• Team composition: Minimum one Project Manager (3+ years in events and communication consultancy) and two Project Assistants/Junior Consultants (1+ year each). All team members must have excellent English (C1) and excellent Slovak (C1).
• Groups and consortia: Joint tenders by groups of economic operators are allowed; joint and several liability is required. The group’s legal form may be requested before award. Annex V (Information sheet for groups) must be included for group tenders.
• Subcontracting: Permitted. Annex VI must detail the subcontracted parts and identities of subcontractors. The EP may verify subcontractor capacities and reject non-compliant subcontractors. Any subsequent subcontracting requires prior written authorisation.
• Exclusion and declarations: Annex III (Declaration on Honour for exclusion and selection), Annex VIII (Declaration on restrictive measures regarding Russia). Evidence may be requested before award with short deadlines; prepare in advance.
• Sanctions compliance: Prohibitions apply to certain Russian-linked entities and transactions; the EP may request explanations and evidence of compliance at any time during the procedure.

Categorisation and structured extraction

Eligible Applicant Types:Economic operators that are natural persons, legal persons and public entities established in EU Member States, and entities from third countries with EU public-procurement agreements covering this contract. Typical eligible types include communication and PR agencies, event management companies, media and advertising firms, SMEs, large enterprises, nonprofits/public bodies with relevant capacity, and individual professionals meeting capacity thresholds. Consortia of economic operators are allowed; subcontractors may be used. Entities subject to restrictive measures are ineligible.

Funding Type:Procurement of services under a framework agreement. Beneficiaries are paid for services rendered and reimbursed for approved third-party costs; this is not a grant.

Consortium Requirement:Single tenderers or consortia are allowed. No consortium is required. Groups must assume joint and several liability and complete Annex V. Subcontracting is permitted with Annex VI.

Beneficiary Scope (Geographic Eligibility):Open to EU Member States and to entities from third countries that have specific public-procurement agreements with the EU granting access to this contract. Service delivery is focused in Slovakia, with potential cross-border activities with neighbouring countries.

Target Sector:Public relations, communication and outreach, events and live production, media relations, digital and social media, editorial content production, exhibitions, and stakeholder engagement. CPV 79416000 Public relations services.

Mentioned Countries:Slovakia; Russia (in the context of restrictive measures). The region of service delivery is the EU, with a focus on Slovakia and potential cross-border activities with neighbouring countries.

Project Stage:Service delivery and implementation. Activities encompass preparation, execution and evaluation of events, campaigns and editorial projects throughout the contract period.

Funding Amount:Up to €800,000 total over a maximum of 48 months for the framework, inclusive of reimbursable third-party services.

Application Type:Open call for tenders. Electronic submission only via the EU Funding & Tenders Portal eSubmission. A valid PIC is required for each participating organisation.

Nature of Support:Monetary payments for contracted services and reimbursement of approved third-party costs; non-financial support is not foreseen.

Application Stages:Single-stage open procedure: submission, public opening, evaluation on quality and price, and award. The contracting authority may seek clarifications and evidence during evaluation.

Success Rates:Not specified. No historical success probability or expected number of awards is provided in the documentation.

Co-funding Requirement:No co-funding is required. This is a procurement contract; the contractor invoices for services and is reimbursed for approved third-party costs. Prices are quoted exclusive of VAT. VAT paid to third parties must be recovered by the contractor according to national legislation and is not reimbursed.

Templates, forms and annexes

Tenderers must use and submit the following documents as applicable. A checklist is provided in the package to ensure completeness.

• Invitation letter: Explains submission via eSubmission, requirement for PIC, deadlines, virtual opening session procedures, communications and data protection.
• Tender specifications (main): Full description of scope, process, eligibility, selection and award criteria, pricing rules, and contract implementation.
• Annex I Technical specifications: Detailed tasks and categories of actions; third-party services management; hourly services; accessibility; minimal green criteria; travel and accommodation reimbursement rules.
• Annex II EP Environmental policy: EMAS-based environmental commitments and objectives applicable to operations and events.
• Annex III Declaration on Honour: Exclusion and selection criteria self-declaration; includes sections on ownership/control and remedial measures.
• Annex IV Financial Identification Form: Bank account details and required supporting documents for payments.
• Annex V Group of Economic Operators: Information sheet and joint and several liability declaration for consortia, including member capacities.
• Annex VI Declaration concerning subcontractors: Identify subcontractors, describe subcontracted parts and values; subject to EP verification and approval.
• Annex VII Financial Data Sheet: Report total turnover and turnover in the contract area for the last two closed financial years; attach financial statements or equivalent evidence.
• Annex VIII Declaration on restrictive measures: Confirm no prohibited links under Council Decision 2014/512/CFSP and Council Regulation 833/2014.
• Annex IX Price schedule: Complete hourly rate table for defined profiles, including evaluation weighting fields; note that services outside regular hours (07:00–22:00 weekdays) may be subject to a 50% hourly supplement as specified. The total computed price is for evaluation purposes only.
• Annex X Case study Europe Day Event: Provide a technical approach and methodology, risk analysis, roles and third-party use, and a detailed budget simulation based on the completed price schedule. Max 4000 words for the narrative (excluding budget).
• Annex XI Registering on PEPPOL and the Funding & Tenders Portal: Guidance for e-invoicing setup and portal registration.
• Annex XII Electronic invoicing form: Configure PEPPOL endpoint and/or F&T Portal invoicing access and users.

Minimal green and accessibility criteria (operational highlights)

• Catering: Offer at least one vegetarian (preferably vegan) option; no single-use plates, cutlery, glasses; fair trade coffee and tea; preferably organic or fair trade beverages.
• Location and travel: Venues reachable by public transport within 1 hour from nearest airport; hotels preferably within 15 minutes by public transport; flights only if public transport takes more than 5 hours.
• Communications and materials: Reusable or recycled-paper badges; participant lists and event info delivered digitally; all printed matter on recycled or PEFC/FSC-certified paper.
• Goodies: Preferably made of recycled materials or certified by labels such as GOTS, Blauer Engel, EU Ecolabel, NF Environnement, FSC or PEFC.
• Accessibility: Fully accessible venues; livestreams/recordings with captions or subtitles and sign language where relevant; accessible online platforms; accessible digital documents (WCAG 2.1 AA) and considerate graphic design; accessible exhibitions and layouts.

Key dates and contacts

Comprehensive summary

The European Parliament’s Directorate-General for Communication is procuring a multi-year framework contract to support the EP Liaison Office in Slovakia with the end-to-end delivery of its events, communication actions and editorial output. The contractor will design and run a broad mix of activities including seminars, town-hall meetings, open-door and festival presences, regional info tours, cultural partnerships, exhibitions, live debates and hybrid formats with livestreaming. It will also coordinate editorial content for media partnerships, manage public and press relations, and produce digital content for social media. The model combines direct consultancy and support, charged on hourly rates, with the identification and management of third-party suppliers for items such as venues, AV, moderators, speakers, catering, media buying and production. Third-party costs are reimbursed at actuals and exclusive of VAT, and the contractor may claim a limited management fee based solely on documented hours up to a cap of 10% of the value of procured third-party services. The successful tenderer must be experienced, field a qualified bilingual team with strong Slovak and English capabilities, and comply with strict accessibility and environmental standards consistent with the Parliament’s EMAS-based policy. Offers will be evaluated on best price-quality ratio with significant emphasis on working methods, supplier mobilisation, environmental practices, impact measurement, and the quality of a detailed case study for a Europe Day event. Administrative completeness is ensured through a set of annexed forms and declarations covering exclusion, selection, restrictive measures, pricing, financial data, group composition and subcontracting. Submission is fully electronic via the EU Funding & Tenders Portal, and the framework’s total ceiling is €800,000 over up to 48 months. In essence, this opportunity is a comprehensive, implementation-focused service contract for a capable communication and events partner to execute the EPLO Slovakia’s decentralised outreach, ensuring high professional standards, measurable impact, accessibility, sustainability and rigorous supplier governance.

Opportunity Overview

This is an open procedure call for tenders (EP-COMM/2026/OP/0009) issued by the European Parliament, Directorate-General for Communication, for a framework contract to provide support and technical assistance in organising events and other communication and information activities for the European Parliament Liaison Office (EPLO) in Slovakia. The contract covers activities in the capital and regions, including potential cross-border work with neighbouring countries. TED reference: 47/2026 160205-2026.

Estimated Total Value:€800,000 (including reimbursement of third-party services).

Duration:Initial 12 months, renewable up to 3 times for a maximum of 48 months.

Nature of Contract:Services (CPV 79416000 - Public relations services). Framework agreement without reopening of competition. Award criterion: best price-quality ratio (70% quality, 30% price).

Key Deadlines

• TED publication: 09/03/2026
• Deadline for questions: 10/04/2026 23:59 Europe/Brussels
• Deadline for receipt of tenders: 20/04/2026 17:00 Europe/Brussels
• Public opening: 21/04/2026 11:00 Europe/Brussels

Submission is electronic via the EU Funding & Tenders Portal. Tenders must be in an official EU language. All procurement documents (18 items, including technical specifications, annexes, price schedule, case study) are available at EU Funding & Tenders Portal.

Eligibility and Who Can Apply

Open to natural/legal persons and public entities from EU Member States and third countries with specific EU procurement agreements. Groups of economic operators allowed (joint and several liability required). Subcontracting permitted. Exclusion for entities subject to EU restrictive measures (e.g., Russia-related, per Annex VIII). Must comply with exclusion/selection criteria.

Exclusion Criteria

• Bankruptcy, tax/social security breaches, grave professional misconduct, fraud, corruption, criminal organisations, money laundering, terrorism, child labour/trafficking.
• Significant deficiencies in prior EU contracts, irregularities, resisting audits.
• Remedial measures possible except for fraud/corruption.

Selection Criteria

• Legal: Enrolled in relevant trade register (extract required).
• Financial: Minimum €200,000 turnover last 2 years (€150,000 in contract area); profit/loss accounts or tax declarations.
• Technical: 3+ years similar experience; team with project manager (3+ years events/comms), 2 assistants (1+ year); C1 English + Slovak.

Evidence requested post-evaluation; prepare in advance. Declaration on Honour (Annex III) mandatory.

Scope of Services

Framework executed via order forms. EPLO issues requests (min. 4 weeks pre-event); contractor submits offer within 14 days (incl. 1-5 third-party estimates based on value). EP approves via order form within 10 days. Services include event organisation, comms campaigns, media content production, PR, via direct hourly work or third-party management (max 10% fee cap).

Key Activities (Annex I)

• Seminars/webinars, workshops, town halls, regional events, cultural activities, values campaigns (e.g., Sakharov Prize, LUX Award).
• Editorial projects/content production.
• Third-party: venues, tech, catering, moderators (3 proposals/event, regional/gender-balanced), speakers, media buying, gadgets.
• Direct: coordination, on-site presence, logistics, press/PR, social media, graphic design, AV, exhibitions.
• Accessibility: EU standards (e.g., WCAG 2.1 AA, step-free venues).
• Green minima: vegetarian/vegan catering, no single-use, fair trade, public transport access, recycled materials.

Financial Structure (Annex IX)

Hourly rates for profiles (e.g., Project Manager, Junior/Senior Consultant) + 50% supplement outside 07:00-22:00 weekdays. Third-party costs reimbursed (ex-VAT, originals required); management fee via hours (max 10%). Travel/accommodation per EP staff rates (flat km if >60km). All in EUR, no VAT.

Award Criteria (Technical: 70%, max 100 points; pass marks apply)

Min 60/100 overall. Technical offer max 30 pages. Case study:Europe Day event proposal (Annex X, <4000 words).

Reporting and Payment

• Post-service: Invoice + report (actions, lessons, eval, press review) + timesheets/invoices.
• Annual overview of events/participants/results.
• Payment: 30 days post-acceptance; partial possible.

Equal opportunities policy required; yearly reporting. EMAS environmental compliance. All IP to EP.

Application Checklist

1. 1Administrative: Annexes III-VIII, VII (financials), prepare evidence.
2. 2Technical: Mgmt structure, supplier network, env methods, eval methodology, equal ops policy, case study.
3. 3Financial: Signed Annex IX price schedule.

Contact EPLO Bratislava for opening attendance:epbratislava@europarl.europa.eu. Questions via portal.

Footnotes

1. 1All details from official tender documents on EU Funding & Tenders Portal.