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