Organisation of public events, communication campaigns and production of promotional materials for the communication needs of the EC Representation in Bulgaria

The contract timeline is as follows:

• Contract start date: The Framework Contract (FWC) enters into force on June 13, 2027, provided it is signed by both parties.
• Total duration: The maximum duration of this FWC is 48 months.
• Key milestones or phases:
• Specific contracts implement the FWC, and the provision of services begins on the date the specific contract enters into force.
• After the signature of each specific contract, preparatory or coordination meetings may be held to organize the activity.
• During the preparatory phase of an event/campaign, the contractor must keep the Contracting Authority informed of the progress.
• Within three years following the FWC signature, the contracting authority may procure new services from the contractor, up to a maximum of 50% of the initial framework contract ceiling.

The core scope of work for this tender involves the provision of services for the organization of events and communication campaigns in Bulgaria.

The Statement of Work summary and core deliverables include:

• Organisation of Events: This encompasses booking and organizing various types of events, which can be in-person, online, or hybrid. Examples include seminars, conferences, receptions, working dinners/lunches, galas, cultural happenings (e.g., exhibitions, musical artists), and campaigns at fairs and festivals.
• Technical and IT Support: Providing necessary technical equipment for online or hybrid events, such as audio-visual and web services, broadcast/live streaming, basic sound equipment, digital sound studios, videoconferencing services, HD video cameras, and recording/transcribing of events. The contractor is also responsible for establishing, supporting, and maintaining equipment in good working order, meeting technical standards, and adhering to security and health regulations.
• Logistical Services: This covers catering services (coffee breaks, receptions, working dinners/lunches, galas), and potentially booking accommodation for moderators/speakers.
• Communication and Promotion: Developing communication strategies, creating communication and visibility materials (e.g., video clips), managing social media presence (posting, campaigning platforms), providing analysis and reports of social media results against KPIs (organic reach, impressions, engagements, CTR), and social media "listening."
• Content and Talent Management: Suggesting and liaising with external speakers and moderators, and organising associated social or cultural performances (e.g., concerts, recitals, happenings, flash mobs, art installations).
• Reporting and Evaluation: Providing detailed Full Reports for each event/campaign. These reports must include a description of all services provided, quantity of work, event programmes, participant lists, proof of project implementation (photos, video footage), copies of necessary authorisations/permissions, evidence of information and visibility material distribution, comparison with the initial work plan (including detailed timesheets), information on cancelled requests/changes, breakdown of contingency/reimbursable expenses, media/social media coverage, evaluation of event participant feedback (using a clear methodology and a questionnaire approved by the Contracting Authority), lessons learned, and recommendations for future events. The contractor also provides a qualitative analysis for optimising and evaluating the impact, and an annual activity report.
• Intellectual Property: Taking necessary steps to clear copyrights and ensure no third-party rights are infringed, especially if the service contains intellectual property.
• Contract and Project Management: Appointing a Contract Manager for contractual issues and a Project Leader to keep the Contracting Authority informed of progress during the preparatory phase of events/campaigns.