Provision of Event Organization Services for Administrative and Operational Meetings and Events for the EUAA

The European Union Agency for Asylum is preparing to award up to three framework service contracts, each dedicated to the provision of high‑quality event organization services for its administrative and operational meetings and events in distinct geographic regions: Moldova (Lot 1), Ukraine (Lot 2), and the Western Balkans (Lot 3). These contracts will enable the Agency to secure venues, technical equipment, catering, accommodation, transportation, security, medical support, and travel reimbursement services according to the specific needs of each event, while ensuring that all arrangements align with the Agency’s operational standards and procedural requirements.

The required services will encompass venue rental, audio‑visual and interpretation equipment provision, coordination of third‑party vendors, onsite logistical management, preparation of event signage, and handling of all related documentation and invoicing. In addition, the contract will cover the organisation of meals, accommodation reservations and transportation services, as well as event assistance before, during, and after the event, and the payment of travel, accommodation, and subsistence allowances, subject to the Agency’s instructions. Events scheduled in Ukraine will only be organised if the prevailing security situation permits in‑person gatherings, following a comprehensive security assessment by the Agency. All services must comply with EUAA technical specifications and security protocols.

EUAA envisages awarding up to three (3) framework service contracts in cascade for each Lot for the provision of high-quality Event Organisation Services and related travel and logistical services required for the organisation and implementation of the Agency's administrative and operational meetings and events. The framework contracts will support events organised in Moldova (Lot 1), Ukraine (Lot 2) and the Western Balkans (Lot 3), as further described in the Technical specifications. The services to be provided under the framework contracts will depend on the specific requirements of each event, as defined by the Agency. They may include, but are not limited to: • Conference venue rental; • Provision of audio-visual (AV) and interpretation equipment; • Catering services; • Coordination of third-party service providers and on-site logistical management; • Preparation of event signage and submission of supporting documents and invoices, where required; • Rental of AV and interpretation equipment for venues provided by the Agency, stakeholders or other third parties; • Organisation of lunches, dinners and other catering arrangements; • Reservation of suitable accommodation in accordance with the Agency's requirements; • Organisation, provision and supervision of transportation services; • Provision of event assistance services before, during and after the event; • Coordination and provision of security and medical services, where required; • Processing and payment of travel, accommodation and/or subsistence allowances for event participants, including the collection of the relevant supporting documents, in accordance with the Agency's instructions. Events in Ukraine will only be organised where the prevailing security situation allows the Agency to hold in-person events, following the Agency's security assessment and any applicable security restrictions.
Additional information: In case of unavailability or disruptions in the functioning of the electronic means of communication provided in Section 5.1.11 in the last 5 calendar days before the time limit for receipt indicated in Section 5.1.12, the contracting authority reserves the right to extend this time limit and publish the extension at the Internet address provided in Section 5.1.11, without a preceding publication of a corrigendum to this notice. Economic operators interested in this procurement are invited to subscribe to the call for tenders at the address in Section 5.1.11 in order to get notified when new information or documents are published.
Place of performance: Please consult the procurement documents.

Lot: LOT-0001
Title: LOT 1 – Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in Moldova

Lot: LOT-0002
Title: LOT 2 – Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in Ukraine

Lot: LOT-0003
Title: LOT 3 – Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in the Western Balkans – Albania, Bosnia and Herzegovina, North Macedonia, Kosovo, Montenegro and Serbia