Rahmenvertrag für Agenturleistungen für verschiedene Veranstaltungsformate

The contract duration begins on February 1, 2027, and concludes on December 31, 2028. This initial period is approximately 1 year and 11 months.

The contract includes an option for two one-year extensions:

• The first extension runs from January 1, 2029, to December 31, 2029.
• The second extension runs from January 1, 2030, to December 31, 2030.

To exercise these options, the client must do so by September 30, 2028, for the first extension, and by September 30, 2029, for the second extension. Failure to do so allows the contractor to refuse the extension.

The maximum total duration, including all extensions, would therefore be from February 1, 2027, to December 31, 2030.

The core scope of work for this tender involves the provision of agency services under a framework agreement for the preparation, execution, and settlement of various event formats, such as events, meetings, seminars, training courses, workshops, conferences, symposia, event series, mobile tours, or campaigns.

The key deliverables and responsibilities include:

• Event Organization: Comprehensive preparation, execution, and follow-up of various event types.
• Planning and Meetings: Participation in and proactive planning of regular planning meetings.
• Project Management: Establishing structured project management, providing regular progress updates, developing detailed timelines with milestones and responsibilities. Optionally, this includes budget planning and monitoring.
• Conception and Concept Development (Optional): Generating ideas, proposals, and concepts tailored to target groups and themes, considering communication and external presentation, supporting program development, and incorporating current trends.
• Preparation: Researching, procuring, or renting necessary materials and services (e.g., venues, catering, technical equipment), conducting site inspections, coordinating with authorities, obtaining permits, and managing speaker requests, honorarium negotiations, and logistics like parking and accommodation. This also involves the conception and production of all event-related printed materials in corporate design.
• Promotion and Participant Management: Organizing invitation management (Save-the-Dates, invitations, reminders, mailing list maintenance), setting up structured registration management (online registration, confirmation emails, participant lists), and managing participants on-site, including name badge creation and communication for organizational queries. Optional support for social media, storytelling, editorial, or video creation.
• Setup and Dismantling: Transporting materials and technical equipment, performing setup and dismantling according to client specifications, and careful handling of equipment. Optional test runs and intermediate material storage.
• (Co-)Execution: On-site presence and support during the event. Optional technical direction.
• Event Documentation (Optional): Documenting events in written or digital formats (e.g., transcriptions, video recordings) if requested.
• Nachbereitung (Follow-up) (Optional).

Key personnel roles involve Projektleitung (strategic and operational overall control, central contact, quality assurance, budget/resource control), Projektmitarbeit (independent operational implementation, coordination with service providers, participant management, organizational tasks), and Projektassistenz (administrative support, data entry, logistical tasks, on-site support).