Sustainable international event management services

This tender opportunity, reference ETF/2025/OP/0009, is issued by the European Training Foundation (ETF) for the provision of sustainable international event management services. It focuses on hiring a professional conference organizer (PCO) to manage physical and hybrid events that must incorporate a significant face-to-face component while emphasizing green practices, accessibility, and inclusivity.

Eligible applicants are entities capable of delivering professional conference organization services, specifically established entities rather than small and medium-sized enterprises, as indicated by the tender's "smeSuitableIndicator": false. The funding will be provided through a procurement contract valued at approximately €8 million.

Applicants can submit tenders as single entities or potentially as consortia, as there is no explicit requirement for partnering, though the documents reference business partners in their annexes. The tender is open to entities located within EU member states, aligning with EU public procurement regulations.

The project is currently at the operational stage, with services expected to be executed over a maximum duration of 48 months. The application type is an open call, with a submission deadline set for June 24, 2025, and an electronic submission method. The awarding of the contract will be based on a best price-quality ratio, evaluated primarily on the quality of tender submissions (60%) versus price (40%).

Important details include that co-funding is not required, and multiple stages of application may not be specified, indicating a likely single-stage tendering process. The success rates are not listed exactly, but participation is expected to be competitive due to the high value of the contract.

Interested applicants can access necessary documents, including an invitation letter, tender specifications, draft contract, operational guidelines, and green event guidelines, published on May 20, 2025. A question-answer section is also available for clarifications, with a specific inquiry having already been answered regarding financial offer structures. The deadline for questions is set for June 16, 2025.

In summary, this call seeks a qualified PCO with a focus on executing sustainable and inclusive events, with significant funding and a structured evaluation process prioritizing quality management. Interested parties must ensure their submissions align with provided guidelines by the stipulated deadline.

This is a call for tenders, reference ETF/2025/OP/0009, for the provision of sustainable international event management services by a professional conference organiser (PCO). The submission method is electronic and open. The services required cover physical and hybrid events with a major face-to-face component. The events organised must be green, accessible, and inclusive. The procedure type is an open procedure. The estimated total value of the tender is 8,000,000 EUR. The TED publication date is 20/05/2025. The lead contracting authority is the European Training Foundation (ETF). The main classification (CPV) code is 79952000 Event services. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. It is a framework agreement without reopening of competition. The selection criteria include: Suitability to pursue the professional activity (consult the procurement documents), Economic and financial standing (consult the procurement documents), and Technical and professional ability (consult the procurement documents). The date and time of the public opening is 25/06/2025 at 10:00 Europe/Rome. The deadline for receipt of tenders is 24/06/2025 at 16:00 Europe/Rome. The contracting authority is not bound to reply to questions submitted after 16/06/2025 at 05:00 Europe/Rome.

The following documents are available for download: ENETF2025OP0009 Invitation PCO Invitation letter, ENETF2025OP0009 Specifications PCO Tender specifications, ENETF2025OP0009 Draft contract Draft contract, ENETF2025OP0009 Annex A List events Other invitation to tender document, ENETF2025OP0009 Annex B Operational guidelines Other invitation to tender document, ENETF2025OP0009 Annex C1 Guidelines green ECO Other invitation to tender document, ENETF2025OP0009 Annex C2 Guidelines green ETF Other invitation to tender document, ENETF2025OP0009 Annex D Contact details Other invitation to tender document, ENETF2025OP0009 Annex E1 Business partners Other invitation to tender document, ENETF2025OP0009 Annex E2 Business partners Other invitation to tender document. All documents were published on 20/05/2025, are version 1, and have no translations available.

Submissions must be sent exclusively at the address for submission given. The submission method is electronic.

One question and answer item is available: Question 65491, published on 27/05/2025 at 16:05, concerns a clarification regarding the financial offer structure. The question refers to paragraph 9.2, point A on page 22 of the technical specifications, which indicates that the event fee is a fixed fee determined by the number of participants initially envisaged.

In summary, this is a European Union call for tenders seeking a professional conference organiser to provide sustainable international event management services. The events must be physical or hybrid, green, accessible, and inclusive. The total estimated value is 8 million euros, and the contract can last up to 48 months. The selection will be based on the best price-quality ratio. Interested parties must submit their tenders electronically by June 24, 2025. Several documents, including the invitation letter, specifications, draft contract, and annexes related to events, operational guidelines, green guidelines, contact details, and business partners, are available for download. A clarification regarding the financial offer structure has been published in the questions and answers section.

Eligible Applicant Types: The opportunity is open to professional conference organisers (PCOs). The selection criteria mention "Suitability to pursue the professional activity", "Economic and financial standing", and "Technical and professional ability", suggesting that established entities with relevant experience are targeted. The inclusion of "Business partners" in Annexes E1 and E2 suggests that partnerships or consortia may be considered, although this is not explicitly stated as a requirement.

Funding Type: This is a procurement opportunity, specifically a call for tenders. The nature of the contract is for services.

Consortium Requirement: The information does not explicitly state whether a consortium is required or if a single applicant is sufficient. However, the presence of Annexes E1 and E2, titled "Business partners," suggests that applicants may involve business partners in their tenders, but it is not a mandatory requirement. Therefore, either a single applicant or a consortium could potentially apply.

Beneficiary Scope (Geographic Eligibility): The opportunity is published by the European Training Foundation (ETF), suggesting that it is likely open to entities within the EU and potentially to entities in countries associated with the ETF's mission. The term "international event management services" implies a broad scope, but the primary focus is likely on entities within the EU or those closely linked to EU initiatives.

Target Sector: The target sector is event management, specifically "sustainable international event management services." This includes physical and hybrid events with a face-to-face component. The events must be "green" and ensure accessibility and inclusion. This also touches on sustainability and environmental considerations (as indicated by Annexes C1 and C2, "Guidelines green ECO" and "Guidelines green ETF").

Mentioned Countries: No specific countries are mentioned in the provided text. However, the contracting authority is the European Training Foundation (ETF), implying a focus on the European Union and potentially its partner countries. The date and time of the public opening and the deadline for receipt of tenders are given in "Europe/Rome" time, suggesting a European focus.

Project Stage: The project stage is for the provision of services, indicating that applicants should be at the operational or commercialization stage, capable of delivering event management services.

Funding Amount: The estimated total value of this procurement is 8,000,000 EUR.

Application Type: The application type is an open call for tenders, with electronic submission required.

Nature of Support: The beneficiaries will receive money in exchange for providing sustainable international event management services. This is a service contract.

Application Stages: The application process involves at least one stage: submission of a tender. The selection criteria include "Suitability to pursue the professional activity," "Economic and financial standing," and "Technical and professional ability," suggesting a multi-stage evaluation process, although the exact number of stages is not specified.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: The information does not explicitly state whether co-funding is required.

Summary:

This is a call for tenders issued by the European Training Foundation (ETF) for the provision of sustainable international event management services. The ETF is looking for a professional conference organiser (PCO) to manage physical and hybrid events, with a significant face-to-face component. The events must be "green," accessible, and inclusive. The estimated total value of the procurement is 8,000,000 EUR, and the maximum contract duration is 48 months. The procedure is an open call, and submissions must be electronic. The deadline for receipt of tenders is June 24, 2025. The award method is based on the best price-quality ratio. Applicants will be evaluated based on their suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The tender documents include an invitation letter, tender specifications, a draft contract, a list of events, operational guidelines, guidelines for green events (ECO and ETF), contact details, and information on business partners. A question and answer section is available for potential applicants to seek clarifications. The overall objective is to secure a service provider capable of delivering high-quality, sustainable, and inclusive event management services for the ETF's international activities.