Tallinnas Vabaduse väljakul 9. mail 2027 toimuva Euroopa päeva tähistamise ürituse ala korraldamine ja haldamine

Planned negotiated procedure (EXA) for event services to organise and manage the Europe Day event area Meie Eesti, meie Euroopa at Vabaduse väljak in Tallinn on 9 May 2027 from 15:00 to 18:00, classified under CPV 79952000. The contracting authority is the European Commission Representation in Estonia (DG COMM) and the procedure identifier is EC-COMM/TLL/2026/MVP/0531-EXA. Expressions of interest are to be submitted electronically via the EU Funding & Tenders Portal using EU Login between 21/09/2026 and 05/10/2026, with a maximum contract duration of seven months. Detailed eligibility, award criteria and contract value will be published when the negotiated procedure is launched.

What it funds

Scope

Service contract to organise and manage the public event area for the central European Day celebration Meie Eesti, meie Euroopa at Vabaduse väljak, Tallinn on 9 May 2027, 15:00–18:00. Activities include site setup and management, coordination with participating EU embassies and partners, supporting exhibitions, staging and recurring performances, family and youth-targeted interactive programming and on-site visitor services.

Contracting authority and procedure:Lead: European Commission Representation in Estonia (DG COMM). Planned negotiated procedure for low/middle value contracts (reference EC-COMM/TLL/2026/MVP/0531-EXA). CPV: 79952000 Event services. ¹

1. 1Who can apply: service providers experienced in public event production and site management able to work with public bodies and international partners; submission via EU Login.
2. 2Key dates: call for expressions of interest opens 21/09/2026; deadline for expressions of interest 05/10/2026 23:59 (Europe/Tallinn); indicative launch of negotiated procedure 05/10/2026.
3. 3Contract duration: maximum indicated duration 7 months (planning, delivery and wrap-up).

This publication is an advance notice of intent to launch the tender (not the final call). Interested bidders must use the EU Funding & Tenders Portal and an EU Login account to submit expressions of interest and later tender documents. ¹

Footnotes

1. 1Tender reference and full notice available on the EU Funding & Tenders Portal Tender details.

Opportunity identification and scope

Title:Tallinnas Vabaduse väljakul 9. mail 2027 toimuva Euroopa päeva tähistamise ürituse ala korraldamine ja haldamine. Procedure identifier / Call ID: EC-COMM/TLL/2026/MVP/0531-EXA. Lead contracting authority: European Commission, Representation in Estonia (DG COMM - Communication). Main CPV / service classification: 79952000 - Event services. Nature of contract: services. Maximum planned contract duration: 7 MONTH. The procurement is a planned negotiated procedure for low or middle value contract. This publication is an announcement of intent to launch a future negotiated low or middle value procedure (ExA reference).

Purpose of the tender:The contracting authority seeks a suitable contractor to organise and manage the event area for the central Europe Day celebration Meie Eesti, meie Euroopa at Vabaduse väljak (Freedom Square) in Tallinn on 9 May 2027 between 15:00 and 18:00. The contractor will provide event site management and operational delivery of the public celebration area together with the European Commission Representation, the European Parliament office and participating EU embassies.

Context and objectives:In May 2027 Estonia will again hold large public Europe Day events in Tallinn and Narva highlighting 9 May as a day of European peace and unity. Based on previous years experience the programme should include engaging activities targeted at Russian-speaking youth and young families. The Tallinn event is the central celebration and will host EU embassies and related organisations, offering exhibitions and interactive activities to present European cultures via music, dance, food and other cultural expressions. The event is planned as a free public celebration promoting European unity, cultural diversity and a sense of belonging to the European community. The organising authority compiles the stage and performance programme in cooperation with participating embassies; performances may be scheduled at regular intervals (for example on the hour and half hour).

How to express interest and procurement timeline

This EXA notice is not a call for tenders; it announces intention to publish a negotiated procedure (low/middle value). Key milestones published in the notice: Start date for expression of interest: 21/09/2026 (Europe/Brussels). Deadline for expression of interest (EXA registration deadline): 05/10/2026 23:59 Europe/Tallinn. Indicative date of launch of the negotiated procedure: 05/10/2026 Europe/Tallinn. Planned method for initial reception: electronic submissions via the EU Funding & Tenders Portal (eSubmission). An EU Login account is required for electronic submission.

Where to submit expression of interest and procurement documents:Expressions of interest and later tender submissions must be sent exclusively using the address for electronic submission in the EU Funding & Tenders Portal. EU Login authentication is mandatory for subscribing to the tender, submitting questions and filing expressions of interest or tenders. The official tender details and future documents are published on the EU Funding & Tenders Portal Tender details and access. ¹

Procurement and requirement details

Detailed description of required services:provide full event area organisation and management on Vabaduse väljak for the Europe Day celebration, including but not limited to site layout and infrastructure for exhibitions and activities run by participating embassies and organisations, stage set-up and management in coordination with the contracting authority, scheduling and stage management of music, dance and other performances, safety and crowd management measures appropriate for a free public event, technical support (audio/lighting) as required by the programmed performances, logistics for exhibitors and partners, liaison with authorities and stakeholders, waste management and cleaning during and after the event, and any operational services necessary to deliver the event between 15:00 and 18:00 on 9 May 2027. The contractor must coordinate closely with the European Commission Representation, the European Parliament office and participating EU embassies; the contracting authority compiles the final performance programme in cooperation with embassies.

1. 1Place and date: Vabaduse väljak (Freedom Square), Tallinn, Estonia; 9 May 2027, 15:00–18:00.
2. 2Contracting authority: European Commission Representation in Estonia (DG COMM).
3. 3Contract duration: maximum 7 months (framework or single-contract coverage for planning, delivery and close-out activities).
4. 4CPV code: 79952000 - Event services.
5. 5Nature: services contract; planned negotiated procedure for low/middle value contract (ExA).
6. 6Target audience: general public with activities aimed at families, children and Russian-speaking youth.
7. 7Programme content: exhibitions, interactive activities, music, dance, food, cultural performances; stage performances at regular intervals (e.g. on the hour and half hour).

Procurement administrative details and access

Submission method:Electronic via the EU Funding & Tenders Portal (eSubmission). EU Login account required. The current publication provides the EXA notice only; the contracting authority will publish the negotiated procedure documents on the portal at the indicative date. No procurement documents or tender specification PDF were attached to the EXA page at the time of this notice. Public Q&A: none published at time of EXA publication; the portal Q&A facility will be available once documents are launched.

Categorisation and eligibility (extracted and interpreted from the notice)

Eligible Applicant Types:As a public procurement for service contracts, eligible applicants are legal entities capable of entering into a contract with the European Commission Representation. Typical eligible applicant types include: event management companies, cultural event organisers, SMEs and larger enterprises specialising in events and AV production, non-profit cultural organisations or NGOs with event delivery capacity, temporary consortiums or joint ventures formed to deliver the full scope, suppliers of stage and technical services, and other service providers meeting procurement qualification criteria. Individual natural persons are generally not suited unless expressly permitted by the procurement documents and local law; public bodies may apply only where allowed by the tender rules. The EXA publication does not specify restrictive applicant type lists; the final tender documents will set formal eligibility and qualification requirements.

Funding Type:Procurement / service contract funded by the European Commission Representation budget (i.e., a public procurement award, not a grant, loan or subsidy).

Consortium Requirement:The notice does not mandate a consortium; a single contractor may bid. However the complexity of event delivery may lead bidders to propose a consortium or subcontracting structure to cover all required disciplines (stage management, AV, logistics, safety, cleaning, exhibitor liaison). The final tender documentation will clarify whether consortiums / joint bids are explicitly supported and any lead partner requirements.

Beneficiary Scope (Geographic Eligibility):Procurement is published by the European Commission Representation in Estonia; geographic scope is national/local for delivery (Tallinn, Estonia). Bidders from EU Member States are generally eligible to participate in EC procurement procedures. The EXA notice does not list restrictions to bidders from other countries; the formal tender documents will state participating country eligibility in accordance with EU procurement rules and the EU Funding & Tenders Portal standard conditions.

Target Sector:Sector: events and cultural event services; thematic focus: culture, public diplomacy, community engagement and outreach (promoting European cultural diversity and unity). Main CPV 79952000 identifies the opportunity as event services.

Mentioned Countries:Estonia is explicitly mentioned as the host country (Tallinn and Narva). The notice references participation of EU embassies (all EU Member States represented by their embassies are potential participants in the programme).

Project Stage:Expected maturity: implementation and delivery stage (event planning and operational delivery for a single-date public event). The procurement covers planning, coordination and execution activities up to event post-production/close-out within the maximum 7-month contract period.

Funding Amount:Estimated total value: not specified in the EXA notice. The notice shows Estimated total value field blank. The procurement is described as low or middle value; the definitive estimated contract value will be published with the negotiated procedure documents.

Application Type:Planned negotiated procedure (negotiated procedure for a low/middle value contract). Initial step: expression of interest via the EU Funding & Tenders Portal (electronic). Following the EXA period the contracting authority will invite selected candidates to submit a tender under the negotiated procedure. This is not an open competitive public tender in the Open Procedure sense; it is a planned negotiated process. Key dates: EXA start 21/09/2026; EXA deadline 05/10/2026 23:59 Europe/Tallinn; indicative launch of procedure 05/10/2026.

Nature of Support:Successful bidder will receive a service contract and monetary payment for delivering event services according to contract terms. This is a paid services contract (money for services).

Application Stages:Minimum two stages expected: 1) expression of interest/registration during the EXA window; 2) invited submission under the negotiated procedure (tender submission). Additional evaluation and negotiation rounds may be part of the negotiated procedure depending on the contracting authority's procurement approach, so applicants should prepare for at least two formal stages and possibly further negotiation steps.

Success Rates:Not provided. As a negotiated procedure the number of participants invited to tender is determined by the contracting authority; success rate cannot be estimated from the EXA notice. Historically, negotiated procedures invite a limited shortlist of candidates, so the statistical success probability depends on the number invited.

Co-funding Requirement:No co-funding is indicated. This is a public procurement for services to be remunerated by the contracting authority; bidders are expected to price their services in line with contract requirements. Co-funding from the bidder is not applicable as in grant schemes. Subcontracting arrangements and in-kind contributions may be possible subject to tender rules.

Application form and templates

Template information in the EXA notice:none provided. The EXA notice states that electronic submission via the Funding & Tenders Portal and EU Login is required. Specific tender documentation, qualification forms, award criteria, model contract and any required templates (financial and technical offer templates, certificates, declarations on exclusion and selection, CVs, references, subcontracting tables, technical specifications) will be published with the negotiated procedure call documents on the portal at the launch date. Bidders should be prepared to complete standard EU procurement forms (declarations on exclusion and selection, CVs of key personnel, technical offer describing methodology, work plan and risk management, detailed priced breakdown or lump-sum price schedule).

1. 1Expected application/eTender documentation to prepare for: company registration documents, proof of financial capacity, professional liability insurance, portfolio of similar events, references for comparable public events, detailed technical offer and methodology, CVs of key staff, proposed subcontractors, detailed budget or price schedule, health & safety plan, crowd management and contingency plans.
2. 2Portal access: create EU Login account if not yet registered; familiarise with eSubmission on the Funding & Tenders Portal.
3. 3Watch for publication of procurement documents on the call page and download all attachments once the negotiated procedure is launched.

Practical recommendations for bidders

Prepare the following to be procurement-ready:company evidence of similar event management projects (references for public open-air events), detailed technical method for site organisation and safety, proposed stage and technical production plan, detailed staffing and roles for planning and event day operations, clear pricing and cost breakdown, evidence of insurance and permits or experience liaising with local authorities, contingency and crowd management plans, and capacity to coordinate multiple exhibitors (EU embassies and partners). Register an EU Login account early and monitor the Funding & Tenders Portal call page for publication of the negotiated procedure documents on or around the indicative launch date.

Concluding summary

This EXA tender notice signals the European Commission Representation in Estonia's intention to procure event services to organise and manage the Europe Day event area on Freedom Square in Tallinn on 9 May 2027. It is a services procurement under CPV 79952000 planned as a negotiated procedure for a low or middle value contract. Interested bidders must express interest electronically via the EU Funding & Tenders Portal during the EXA window (21/09/2026 to 05/10/2026) and hold an EU Login account. The detailed tender documents, model contract and formal eligibility and award criteria will be published with the launch of the negotiated procedure. Bidders should be prepared to demonstrate event management experience, technical production capability, safety and crowd control planning, and to coordinate closely with the Representation, the European Parliament office and participating EU embassies to deliver a culturally diverse, family- and youth-oriented public celebration.

For the official tender webpage and updates consult the EU Funding & Tenders Portal tender page: Tender details and access ¹.

Footnotes

1. 1Official tender page on the EU Funding & Tenders Portal where the EXA notice and subsequent negotiated procedure documents will be published: ec.europa.eu

Opportunity summary

This is a planned negotiated low or middle value procurement, not yet a live tender, for the organization and management of the event area for the Europe Day celebration at Vabaduse väljak in Tallinn on 9 May 2027 from 15:00 to 18:00¹[1]. The contracting authority is the European Commission Representation in Estonia under DG COMM, and the portal classifies the contract as services with CPV 79952000 Event services[1].

The notice states that it is not a call for tenders yet, but a publication announcing the contracting authority’s intention to launch a future negotiated procedure[1]. The planned procedure identifier is EC-COMM/TLL/2026/MVP/0531-EXA[1].

What the assignment covers

The selected contractor is expected to support the organization and management of the event area for the central Europe Day celebration called Meie Eesti, meie Euroopa, working with the Commission Representation, the European Parliament Office and participating EU embassies[1]. The event is intended as a free public celebration that showcases European cultures through exhibitions, interactive activities, music, dance, food and other cultural expressions, with programming also aimed at families, children and Russian speaking youth[1].

The event in Tallinn is planned as part of a broader Europe Day programme in Estonia, with major public activities also referenced for Narva, and the communication objective is to promote European unity, cultural diversity and a sense of belonging to the European community[1].

Who can apply

The portal record does not yet publish detailed eligibility conditions, selection criteria or tender documents, so the full application rules are not available at this stage[1]. In practical terms, the opportunity will be most relevant to suppliers with strong capacity in live event production, event site management, public event logistics, stakeholder coordination and delivery of cultural programming[1].

The portal metadata marks the lot as not specifically suitable for SMEs, which suggests the contracting authority does not flag it as a particularly SME oriented purchase[1].

Procedural and commercial details

What applicants should note

1. 1This is only an advance publication, so the real competitive stage has not yet started[1].
2. 2The expression of interest window is short, running from 21 September 2026 to 5 October 2026[1].
3. 3Submissions must be made electronically, and EU Login is required for access to the submission process[1].
4. 4No public Q and A items are available yet, which indicates that the opportunity is still at a pre launch stage[1].
5. 5Applicants should prepare for an event delivery scope that includes area setup, operational management, audience facing logistics and coordination with embassies and other institutional partners[1].

Overall, this opportunity appears to be a small to medium scale communications and event services assignment focused on delivering a high visibility public celebration for Europe Day in Tallinn, with the exact technical and commercial requirements to be confirmed when the negotiated procedure is launched[1].

Footnotes

1. 1Authoritative portal record for this opportunity: EU Funding and Tenders Portal.