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Tender description :
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Tenders are invited for The subject of this public procurement includes the selection of a contractor to provide technical and logistical support in organizing and conducting specialized and public events, developing professional communities, conducting informational and advertising campaigns, managing profiles on social networks, media planning, providing advertising materials and supplies for events, creating an online community, and other related activities aimed at promoting project No. 101250707 BRAIN++, implemented under the Horizon Europe Program.
The procurement includes the organization and conduct of two types of events, conditionally called 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 goal of conducting events for 600 participants by 30.11.2026, and for the entire period until 30.11.2028 – for no less than 5,000 participants. Type A events are organized and conducted entirely by the Contractor, after prior agreement with the Client, including communication, media coverage, advertising materials, catering, providing speakers and hosts, preparing a list of suitable guests, filming, providing technical equipment, logistics and equipment setup, providing 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 for the duration of the procurement. For Type B events, the Contractor is a provider of certain services necessary for the Client to organize and conduct the respective event, including communication, media coverage, advertising materials, catering, providing speakers and hosts, preparing a list of suitable guests, filming, providing technical equipment, logistics and equipment setup, providing a stage, sound system, and other similar activities.
For the Client, the priority is the number of participants compared to the number of events held, with the contract being considered fulfilled upon achieving a minimum of 8,000 participants in total across both types of events.
The execution of the procurement specifically includes:
planning, organization, and coordination of the events, including communication with participants, speakers, hosts, partners, and other stakeholders;
registration and management of participants, including through an electronic registration platform;
technical provision and logistics of the events, including providing the necessary audio-visual, presentation, lighting, and other technical equipment according to the specific event;
providing 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 profiles on social networks and conducting advertising campaigns;
development and provision of advertising and informational materials and supplies for the events;
creating and maintaining an online community related to the project activities;
providing catering, when applicable for the specific event;
providing other organizational, technical, and logistical support according to the specific requests of the Client and the requirements of the Technical Specification.
The events will be held on the territory of the Republic of Bulgaria, with over 80% of them expected to take place in Sofia.
The service of renting premises/rooms is not included in the subject of the public procurement. The provision of premises/rooms is paid for by the Client according to the final choice of the venue for the respective event and the number of participants, with the Contractor able to assist with suggestions for suitable rooms/premises.
Estimated value excluding VAT: 402,000.00 EUR
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