Brussels, Belgium

Green Leadership Council 2026

European Green Party (EGP) is looking for a venue for the Green Leadership Council 2026, a high-level political event.

Event date: 8th of May
Event time: approx. 09:30–18:30
Participants: approx. 60-80 onsite participants + technical staff and press

Maximum estimated value of the contract: 25.000 EUR including VAT.
This amount is indicative and does not constitute an obligation for EGP.

1. EGP General Information

The European Green Party is a European political party, also known as the European Greens or EGP.

2. Venue Requirements

The venue must be in an easily accessible location for international participants and well connected by public transport. Being close to the European Parliament or to the city centre is an asset.

The venue must:

comply with safety legislation
be accessible for persons with disabilities and/or reduced mobility
allow smooth movement between the rented meeting rooms to reduce downtime
allow EGP to bring promotional materials (roll-up banners and the like) to put up in the venue.

2.1 Meeting Rooms

Main meeting room

The main meeting room should host approx. 55-65 participants.

Requested setup:

Cabaret style allowing interaction
Space in front for a presidium of 3–4 people
Space for approx. 15 observers sitting on the side

The room should:

be well lit with natural light
have a professional, high-level atmosphere
be visually suitable for photos
be soundproof to allow for privacy of discussions
allow visibility of screens and presidium from all seating positions
have water continuously supplied, or available
Sufficient electricity outlets // Extension cords so participants can charge their devices.
Be equipped with well-functioning AC
have flowers and decorations to make the room more appealing while keeping it professional, if not included then quoted at an extra price

Additional rooms

1 room for approx. 15 participants (classroom setup)
Catering and networking area for lunch and coffee breaks (for up to 80 pax)

2.2 AV Requirements

Required:

At least 2 microphones per table in main room (tabletop or handheld)
Minimum 3 table microphones for presidium
Minimum 2 hand-held microphones for presenters
Large screen (80”+) or projector
Additional screens if needed for visibility
Technician present during programme in the main room (times TBC)

2.3 Catering

Catering must be minimum 50% vegan and rest vegetarian including plant-based milk. All food needs to be clearly labelled and described, especially all allergens.

Coffee breaks (70 pax)

Please quote two options:

Option 1: Continuous coffee service

Continuous coffee service must include: coffee/tea/water/juices.

Serving of fruits and pastries would be refreshed only at the start of the 3 planned coffee breaks.

Option 2: Separate 2 scheduled coffee breaks

Coffee service must include: coffee/tea/water/juices, fruits and pastries.

Lunch (80 pax)

Hot and cold buffet format
Soft drinks (natural juice, water, etc.)
Suitable for high-level political event
Space for standing and seated networking
Capacity up to 80 persons

Sustainability rules

No single-use plastic
Reusable or sustainable tableware
No plastic capsules in coffee machines
Drinks in glass bottles or fountains only

2.4 Preliminary Agenda (indicative)

08:00–09:00 Technical setup
09:00–9:30 Arrival (Coffee break 1)
09:30–12:30 Morning session
12:30–13:30 Lunch
13:30–15:30 Programme
15:30–16:00 Coffee Break 2
16:00–17:30 Final session
17:30 – 18:30 Networking (TBC)

2.5 Optional services and facilities

(to be priced separately)

Tenderers are invited to indicate the availability and provide separate pricing for the optional services and facilities listed below. These elements are not part of the mandatory requirements and will not form part of the selection or evaluation criteria.

However, the European Green Party reserves the right to request one or more of these optional services at a later stage, subject to operational needs and budget availability.

All optional services should be clearly itemized and priced separately in the offer. Where an exact price cannot be provided at this stage, an indicative cost range and applicable conditions should be indicated.

A. Additional spaces and capacity

1 room for approx. 10 participants
Extra space for catering for 30 additional people
Storage space for event materials (before, during and after the event)
Designated media or interview corner.

B. Catering: Networking

Networking after the event (65 pax)

Soft drinks, alcoholic drinks: local beer, red/white wine.
Finger food (two or three different options), vegan/vegetarian (see catering guidelines above).

C. Screens and visual infrastructure

Additional screens besides the main screen, with technical support.
Ambient lightning for creating a proper atmosphere

D. Interpretation booths

2 interpretation booths
Equipment for two-way interpretation (language combinations TBC)

Interpretation foreseen for main session and possibly press moments.

3. How to Submit an Offer

3.1 Offer Submission

A complete offer should include:

Venue rental price
Coffee break two variants and lunch price per person unless included in the price of the venue rental
AV price unless included in the venue rental price

If available, please indicate package prices and all conditions.

Submission deadline: Friday 20th of March
Send to: tender@europeangreens.eu

Costs incurred in preparing and submitting offers are borne by the tenderers and cannot be reimbursed.

3.2 Exclusion Criteria

Participation in this tender procedure is only open to tenderers (including subcontractors) that are not in the situation of exclusion as specified in the general conditions below, which includes:

Bankruptcy and insolvency situations
Non-payment of taxes or social security contributions.
Grave professional misconduct.
Fraud, corruption, participation in a criminal organisation, or other serious criminal offences.
Serious breach of contract.

3.3 Selection Criteria

Compliance of rooms with requirements set out in 2.1
Accessibility of the location and rooms
Catering capacity incl. vegan/vegetarian
Availability of the AV

3.4 Evaluation Criteria

Criteria	Min Points	Max Points
Overall economic offer (Quantitative – 25%)	0	25
Qualitative Criteria (75%)
Venue location	0	20
Size and setup of rooms	0	20
Reliability of AV setup	0	10
General atmosphere of rooms	0	20
Sustainability of venue	0	5

The selection procedure will be based on the principles of equal treatment, fairness and transparency.

All applicants will be informed of the outcomes of the selection process once The European Green Party has selected the winner of this procedure.

4. General conditions

The participating candidates (or their subcontractors) have to comply with the following provisions:

— the candidate is not in one of the situations referred to in Article 136(1) and 141 of Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council (‘Financial Regulation’)

(https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=OJ:L:2018:193:FULL),

— the candidate commits to comply with the provisions of Council Regulation (EU) No 833/2014 of 31 July 2014 concerning restrictive measures in view of Russia's actions destabilising the situation in Ukraine and Council Decision 2014/512/CFSP of 31 July 2014 concerning restrictive measures in view of Russia's actions destabilising the situation in Ukraine.

5. Confidentiality and conflict of interest

Compliance with GDPR is a requirement and the tenderer undertakes that they will not at any time, either before or after the termination of this service, use, disclose or communicate confidential information relating to the affairs of the European Green Party. This restriction shall continue to apply after the termination of the service without limit in point of time.

The participating candidates are obliged to alert the European Green Party of any potential conflict of interest with the European Green Party Committee.

6. Terms and conditions

The European Green Party reserves the right to reject any and all proposals, in whole or in part, to advertise for new proposals, to abandon the need for services, and to cancel or amend this call for tender at any time prior to the execution of the written and signed contract.

The accomplishment of the tendering procedure imposes no obligation on the European Green Party to award the contract. Should the invitation to tender cover several items or lots, the European Green Party reserves the right to award a contract for only some of them. The European Green Party shall not be liable for any compensation with respect to tenderers whose offers have not been accepted, nor shall it be liable if it decides not to award the contract.

By submitting a proposal, the tenderer agrees that:

The tenderer complies with the general conditions as outlined above.
The European Green Party may copy the proposal for purposes of facilitating the evaluation of the proposal and agrees that such copying will not violate the rights of any third party.
The European Green Party may safely and privately archive the offers received for auditing purposes.
It will not bring any claim or have any cause of action against the European Green Party based on any misunderstanding concerning the information provided or concerning the European Green Party’s failure, neglect or otherwise, to provide the bidder with pertinent information as intended by this call for tender.

7. Questions

In case you have questions please contact tender@europeangreens.eu