Event Management Services for EIT Food’s Employee Days event 2026

Scope of Services – Employee Days 2026 (Ghent, Belgium) Event Details Location: Ghent, Belgium Preferred Venue: Old Fish Market (used in 2025) Dates: Main event + team meetings (Team meetings on 23 April) Venue Requirements Alternative Venue (if needed): Must meet criteria such as: Walking distance to hotel Central, accessible …

CPV: 79952000 Storitve, povezane z dogodki, 79952100 Storitve organiziranja kulturnih dogodkov, 79950000 Storitve organiziranja razstav, sejmov in kongresov
Rok:
16. maj 2025. 10:00
Vrsta roka:
Oddaja ponudbe
Kraj izvršitve:
Event Management Services for EIT Food’s Employee Days event 2026
Organ za podeljevanje:
EIT Food ivzw
Številka dodelitve:

1. Buyer

1.1 Buyer

Official name : EIT Food ivzw
Legal type of the buyer : Body governed by public law
Activity of the contracting authority : General public services

2. Procedure

2.1 Procedure

Title : Event Management Services for EIT Food’s Employee Days event 2026
Description : Scope of Services – Employee Days 2026 (Ghent, Belgium) Event Details Location: Ghent, Belgium Preferred Venue: Old Fish Market (used in 2025) Dates: Main event + team meetings (Team meetings on 23 April) Venue Requirements Alternative Venue (if needed): Must meet criteria such as: Walking distance to hotel Central, accessible location Environmentally responsible catering (local, vegetarian) Inspiring, creative space Accessible for people with restricted mobility On-site staff presence during the event Venue Layout: Plenary room (190–220 attendees) + 4 breakout rooms Quiet room Catering area OPS room (5 staff) Team meeting rooms (with AV setup and soundproofing) Required Agency Support Venue Scouting: (Only if Old Fish Market unavailable) – propose 3–5 options, assist with site visits, repeat if necessary Venue Selection & Logistics: Support in selection, confirm booking, manage setup Hotel Accommodation: Book eco-branded 3* or 4* hotel(s), manage all communication and invoicing Project Management: Oversee full event execution, coordinate all vendors Supplier Coordination & Payments: Manage and pay all suppliers Customer Care: Manage event mailbox and inquiries in line with internal comms Project Timeline: Create and manage Trello-based timeline with stakeholder visibility Branding: Implement EIT Food branding across event materials Website: Update and manage existing event website Invitations & Registration: Send invites via EIT Food’s platform Set up/manage online registration (including breakout signups) Confirm registrations and send bi-weekly (later weekly) status reports Reporting: Regular registration and inquiry updates
Procedure identifier : 5d1f2ccf-33ee-41c2-b539-d613e6291745
Type of procedure : Open
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services
Additional nature of the contract : Supplies
Main classification ( cpv ): 79952000 Event services
Additional classification ( cpv ): 79952100 Cultural event organisation services

2.1.2 Place of performance

Town : Leuven
Postcode : 3001
Country subdivision (NUTS) : Arr. Leuven ( BE242 )
Country : Belgium
Additional information : Organization of the Employee Event in Ghent in 2026

2.1.3 Value

Estimated value excluding VAT : 221 000 Euro

2.1.4 General information

Legal basis :
Directive 2014/24/EU

5. Lot

5.1 Lot technical ID : LOT-0001

Title : Event Management Services for EIT Food’s Employee Days event 2026
Description : RFP (Request for Proposal) issued by EIT Food IVZW for a potential procurement of event management support services (via framework agreement) to organise EIT Food’s Employee Days event in 2026. Scope of Services – Employee Days 2026 (Ghent, Belgium) Event Details Location: Ghent, Belgium Preferred Venue: Old Fish Market (used in 2025) Dates: Main event + team meetings (Team meetings on 23 April) Venue Requirements Alternative Venue (if needed): Must meet criteria such as: Walking distance to hotel Central, accessible location Environmentally responsible catering (local, vegetarian) Inspiring, creative space Accessible for people with restricted mobility On-site staff presence during the event Venue Layout: Plenary room (190–220 attendees) + 4 breakout rooms Quiet room Catering area OPS room (5 staff) Team meeting rooms (with AV setup and soundproofing) Required Agency Support Venue Scouting: (Only if Old Fish Market unavailable) – propose 3–5 options, assist with site visits, repeat if necessary Venue Selection & Logistics: Support in selection, confirm booking, manage setup Hotel Accommodation: Book eco-branded 3* or 4* hotel(s), manage all communication and invoicing Project Management: Oversee full event execution, coordinate all vendors Supplier Coordination & Payments: Manage and pay all suppliers Customer Care: Manage event mailbox and inquiries in line with internal comms Project Timeline: Create and manage Trello-based timeline with stakeholder visibility Branding: Implement EIT Food branding across event materials Website: Update and manage existing event website Invitations & Registration: Send invites via EIT Food’s platform Set up/manage online registration (including breakout signups) Confirm registrations and send bi-weekly (later weekly) status reports Reporting: Regular registration and inquiry update

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 79950000 Exhibition, fair and congress organisation services

5.1.2 Place of performance

Country subdivision (NUTS) : Arr. Leuven ( BE242 )
Country : Belgium
Additional information :

5.1.3 Estimated duration

Other duration : Unknown

5.1.6 General information

Reserved participation : Participation is not reserved.
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no
This procurement is also suitable for small and medium-sized enterprises (SMEs) : yes

5.1.7 Strategic procurement

Aim of strategic procurement : No strategic procurement
Green Procurement Criteria : EU Green Public Procurement criteria

5.1.11 Procurement documents

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Allowed
Languages in which tenders or requests to participate may be submitted : English
Electronic catalogue : Not allowed
Deadline for receipt of tenders : 16/05/2025 10:00 +02:00
Deadline until which the tender must remain valid : 90 Day
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : no
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : EIT Food ivzw -
Information about review deadlines : Intended date of notification of award 10 June 2025 Intended date of contract signature 25 June 2025

8. Organisations

8.1 ORG-0001

Official name : EIT Food ivzw
Registration number : 0672.423.992
Town : leuven
Postcode : 3001
Country subdivision (NUTS) : Arr. Leuven ( BE242 )
Country : Belgium
Telephone : +32492893247
Roles of this organisation :
Buyer
Review organisation

8.1 ORG-0000

Official name : Publications Office of the European Union
Registration number : PUBL
Town : Luxembourg
Postcode : 2417
Country subdivision (NUTS) : Luxembourg ( LU000 )
Country : Luxembourg
Telephone : +352 29291
Internet address : https://op.europa.eu
Roles of this organisation :
TED eSender
Notice information
Notice identifier/version : d5ad7dc2-aa8f-4486-b616-fcb3340c93d6 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 18/04/2025 07:54 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00259850-2025
OJ S issue number : 78/2025
Publication date : 22/04/2025