Rahmenvertrag für Agenturleistungen für verschiedene Veranstaltungsformate

The contract timeline is as follows: The contract begins on February 1, 2027, and concludes on December 31, 2028. There is an option for two one-year extensions: the first from January 1, 2029, to December 31, 2029, and the second from January 1, 2030, to December 31, 2030. The client must exercise these extension options by September 30, 2028, and September 30, 2029, respectively. The framework agreement will automatically terminate if the specified order volume is reached before the end of the (possibly extended) term, with the earlier event taking precedence.

The core scope of work and statement of work summary for this tender primarily involve comprehensive agency services for event organization. This encompasses the preparation, execution, and settlement of various event formats such as meetings, seminars, training courses, workshops, conferences, symposia, event series, mobile tours, or campaigns.

Key deliverables and areas of responsibility include:

• Planning and Coordination: Participation in regular planning meetings and proactive scheduling of fixed appointments.
• Project Management: Establishing structured project management with collaborative plans, action catalogs, to-do lists, regular progress updates, and concrete timelines with milestones and responsibilities. Budget planning and monitoring are also included if required.
• Conception and Development: Generating target-group and topic-appropriate ideas, proposals, and concepts for event formats, considering communication and external presentation, supporting program development, incorporating current trends, and planning dates, routes, and locations, especially for mobile event series.
• Preparation: Research, procurement, or rental of necessary materials and services (e.g., conference venues, catering, material, and technology). This also includes site visits, on-site preparation (location planning, permits, security concepts, registration management), and, if needed, coordinating speakers, negotiating contracts, and organizing logistics like parking, travel, and accommodation. The conception and production of all event-related printed materials in corporate design are also part of this phase.
• Promotion and Participant Management: Organizing and executing invitation management (e.g., Save-the-Dates, invitations, reminders, managing distribution lists) and structured registration management (online registration, automated confirmations). It also covers participant list maintenance, creating name tags, preparing event folders, communicating with participants, and providing support for social media, storytelling, editorial work, or video creation if required.
• Setup and Dismantling: Transport of all necessary materials and technical equipment to the event location, execution of setup and dismantling according to client specifications, and careful handling of materials. Test runs and temporary storage of materials may also be required.
• (Co-)Execution: On-site presence throughout the event, support in carrying out the event format, and providing technical direction if necessary.
• Event Documentation (if required): The ability to document the event format in written or digital form.
• Follow-up (if required).

The services also define specific roles:

• Project Management: Strategic and operational overall control, serving as the central contact, steering external service providers, quality assurance, and budget/resource control.
• Project Collaboration: Independent operational implementation and coordination of individual tasks, including organizing event components, coordinating with service providers and venues, managing participants, and handling organizational preparation and follow-up.
• Project Assistance: Supportive administrative, organizational, or logistical tasks, such as data entry, dispatch, on-site support, setup/dismantling, and driving services.
• Transport Vehicle: Provision of a modern, insured transport vehicle, potentially branded, with size dependent on specific needs.

The contractor is responsible for the overall delivery of these services, even if subcontractors are utilized. The client will receive exclusive, irrevocable, transferable, and unrestricted usage rights to all work results.