Provision of Event Organisation and Related Services in Italy

Item Description:

The European Commission is an institution of the European Union, responsible for proposing legislation, implementing decisions, upholding the EU treaties and managing the day-to-day business of the EU.

The European Commission, DG COMM – Communication, referred to below as the contracting authority, is planning to award the contract(s) resulting from the above procurement procedure. The procurement documents consist of the contract notice, the invitation letter, the draft contract(s) and tender specifications with their respective annexes. All documents are available in the attached ZIP File.

Subject of this call for tenders

The subject of this call for tenders is the organisation of public events in Italy.

The Representation acts as the official representative of the European Commission (hereinafter called “the Commission”) in Italy as a Member State of the European Union, and serves the interests of the institution as a whole under the guidance of the Directorate-General for Communication.

The core tasks of the Representation are threefold:

First, it has a key role in charge of implementing the Commission’s Communication Strategy on the ground in Italy. Focusing on items in the Commission’s communication agenda and specific priorities deriving from national and regional political landscapes, it addresses target audiences in Italian, taking into account specific demands and concerns, and thereby adapting the message to local needs.

Secondly, in cooperation with the European Commission Spokespersons’ Service, the Representation monitors the national, regional and local media, speaking for the Commission, providing timely and relevant information about developments within the Commission, analysing trends in the media and reporting to the Commission.

Finally, the Representation acts as an interface between the Commission and the political circles and civil society in Italy. As such, its role is to listen and provide the Commission with in-depth, accurate and timely analysis regarding developments in the Member State and the views of the government and civil society on issues within the Commission’s remit. The Representation reinforces the profile of the Members of the Commission as the main representatives and “faces” of the Commission by systematically contributing to the organisation of visits of Commissioners in the Member State.

In order to fulfil its functions and to present the Commission’s priorities and policies in the country, the Representation relies on the active involvement of national and local media, cooperation with national and local authorities, civil society, communication networks, stakeholders, multipliers and others.

The Representation in Italy consists of two premises: one in Rome (Via IV Novembre 119), headquarter of the Representation in Italy and one in Milan (Corso Magenta 59) broadly covering the territory of Northern Italy.

Therefore, the Contracting authority is seeking contractors to facilitate its work in organising public events throughout Italy.

As a rough guide, in 2019 there were some 40 events with up to 50 participants, 50 events with up to 100 participants, 10 events with up to 200 participants, 4 events with up to 500 participants and 10 events (fairs or similar) for more than 500 participants. In 2020, the events took place mostly online (90%). As far as the events to be organised under this contract are concerned, we foresee that  that conditions will be similar to those registered in 2019 but this will depend on the evolution of the COVID-19 pandemic.

Download all available documents in: [ZIP]