Bulgaria – Event services – Provision of technical and logistical support for the organization and conduct of specialized events and the development of professional communities, and for the organization of public events, information campaigns, management of social media profiles, media planning, advertising campaigns, provision of promotional materials and supplies for the events, creation of an online community and provision of logistical support.

Opportunity description

The subject matter of this public procurement includes the selection of a contractor to provide technical and logistical support for the organization and conduct of specialized and public events, the development of professional communities, the conduct of information and advertising campaigns, the management of social media profiles, media planning, the provision of promotional materials and supplies for the events, the creation of an online community and other related activities aimed at promoting project No 101250707 BRAIN++, implemented under the “Horizon Europe” Programme. The procurement provides for the organization and conduct of two types of events, provisionally referred to as Type A events and Type B events: – Large Type A events (conferences, forums, hackathons) – approximately 11 events, with a minimum of 100 participants per event, with the objective of holding events for 600 participants by 30.11.2026, and for the entire period up to 30.11.2028 – for no fewer than 5 000 participants. Type A events shall be organized and conducted entirely by the Contractor, subject to prior coordination with the Contracting Authority, including communication, media coverage, promotional materials, catering, provision of speakers and hosts, preparation of a list of suitable guests, filming, provision of technical equipment, logistics and installation of equipment, provision of a stage, sound system and other similar activities. – Small Type B events (conferences, forums, competitions, webinars, networking, seminars, discussions, etc.) – a minimum of 42 events, with between 20 and 100 participants per event and a minimum of 3 000 participants in total over the term of the procurement. For Type B events, the Contractor shall be the provider of certain services required by the Contracting Authority for the organization and conduct of the respective event, including communication, media coverage, promotional materials, catering, provision of speakers and hosts, preparation of a list of suitable guests, filming, provision of technical equipment, logistics and installation of equipment, provision of a stage, sound system and other similar activities. For the Contracting Authority, the number of participants takes priority over the number of events held, and the contract shall be considered performed upon reaching a minimum of 8 000 participants in total across both types of events. More specifically, performance of the procurement includes: planning, organization and coordination of the events, including communication with participants, speakers, hosts, partners and other interested parties; registration and management of participants, including through an electronic registration platform; technical provision and logistics for the events, including provision of the necessary audio-visual, presentation, lighting and other technical equipment according to the specific event; provision of speakers and hosts, filming and other organizational and technical services necessary for conducting the events; media planning and coverage of the events, including preparation and distribution of informational and advertising content; management and maintenance of social media profiles and conduct of advertising campaigns; production and provision of promotional and informational materials and supplies for the events; creation and maintenance of an online community in connection with the project activities; provision of catering, where applicable to the specific event; provision of other organizational, technical and logistical support in accordance with the Contracting Authority’s specific requests and the requirements of the Technical Specification. The events shall be held within the territory of the Republic of Bulgaria, with more than 80% of them planned to be held in the city of Sofia. The service of renting premises/halls is not included in the subject matter of the public procurement. The provision of premises/halls shall be paid for by the Contracting Authority according to the final choice of venue for the respective event and the number of participants, and the Contractor may assist by proposing suitable halls/premises. Procedure: open. Estimated value: 402,000 EUR. Review the original TED notice for the complete requirement, lots, amendments and attachments.