Lot1- Event and campaign management and creation services for the European Commission Representation in Germany (Berlin)

The contract timeline is as follows:

The framework contract (RV) is initially concluded for a period of 12 months, starting from the date specified in Article 3 of the General Terms and Conditions. This RV can be automatically extended up to three times, each for an additional 12 months, unless one of the contracting parties provides at least three months' notice prior to the extension.

Individual contracts (Einzelverträge) come into force on the day they are signed by the last contracting party, and the provision of services for these contracts begins on this date. The maximum period for the provision of services under an individual contract, including any extensions, is specified as either "may not exceed [...] [days/months/years]" or "must end on or before TT.MM.JJJJ" (placeholder dates). These deadlines can only be extended before their expiry with the express written consent of the contracting parties, in accordance with the RV's provisions.

Should the RV expire or be terminated, services related to individual contracts must be completed within a maximum of 6 months thereafter. Any remaining individual contracts will be automatically terminated at the end of this 6-month period. If the execution of the RV or an individual contract is suspended due to force majeure, its duration will automatically be extended by the length of the suspension.

The core scope of work for this tender encompasses comprehensive event management and communication services. Key areas of activity include:

• Conception, Planning, and Execution: Personnel are required for the ideation, planning, and implementation of communication events, event series, campaigns, and other related activities.
• Logistics and Venue Management: This involves managing event venues, arranging transportation for personnel and materials, and organizing accommodation for participants.
• Technical and Event Equipment: Provision and rental of technical equipment, sound cards, security equipment (e.g., metal detectors), and general office equipment (e.g., coffee machines, refrigerators, copiers, printers, WLAN access), as well as specific items like mood light projectors, interactive terminals, and teleprompters are required.
• Catering Services: Provision of coffee breaks, breakfasts, lunches, and dinners, along with associated items like table cards and seating plan templates.
• Visual Identity and Production: Development of event visual identity packages (ranging from low to high complexity), design and production of printed materials, and dispatch of physical documents.
• Audiovisual Reporting and Web Services: Including audiovisual coverage and various web-related services.
• Advertising and Media Presence: Activities include drafting and distributing press releases and press kits, managing journalist relations, organizing interviews, providing social media support (content creation, account overview, event support), media monitoring, and designing advertising campaigns and media plans. Outdoor advertising through large-scale projections, pop-up cinemas, advertisements on public transport, billboards, banners, and rolling displays are also part of this scope.
• Participant Management: This involves sending out invitations, announcements, and reminders via email.
• External Expertise: Engagement of external speakers and moderators.
• Ancillary and Joint Events: Organization of side events and collaboration on third-party and jointly organized events.
• Translation and Interpretation: Provision of translation and interpretation services.
• Reporting and Performance Measurement: Tasks include reporting on activities and measuring performance.
• Contract Management: Encompassing project leadership, handling complaints, and coordinating with existing framework agreements.
• Public and Political Engagement: Addressing citizen inquiries and conducting political research.
• Reimbursable Costs: Management of fees for procuring third-party supplies or services at market price and a provision for unforeseen costs.

For Lot 3 (Munich), the scope specifically includes event management for educational formats (school classes and students) and the organization of public events (action days, panel discussions, Europe Days) within the "Erlebnis Europa – Experience Europe" permanent exhibition.