This contract concerns the conclusion of a framework agreement for event organisation services within the framework of the Belgian Presidency of the Council of the European Union from 1 January to 30 June 2024 on behalf of the FPS Social Security, the FPS Employment, Labour and Social Dialogue, the PPS Social Integration and the Institute for Gender Equality. The contracting authority is looking for a service provider "Professional Congress Organiser" (hereinafter referred to as "PCO").
The market includes:
- practical and technical assistance for the organisation of events of the FPS Social Security, the FPS Employment, Labour and Social Dialogue, the PPS Social Integration and the Institute for the Equality of Women and Men organised in the framework of the Belgian Presidency of the Council of the European Union from 1 January to 30 June 2024.
- the organisation and coordination of the hosting and smooth running of events of the FPS Social Security, the FPS Employment, Labour and Social Dialogue, the PPS Social Integration and the Institute for the Equality of Women and Men organised in the framework of the Belgian Presidency of the Council of the European Union from 1 January to 30 June 2024.
The successful bidder is invited to assist the organisations participating in the framework agreement in the planning, organisation and implementation of all technical assistance and organisational aspects of each event, providing all know-how, services, logistics, materials, equipment, etc. required, in cooperation with the project team of each organisation participating in the Framework Agreement, the internal services of the Organisations participating in the Framework Agreement and external partners.
The market includes:
- practical and technical assistance for the organisation of events of the FPS Social Security, the FPS Employment, Labour and Social Dialogue, the PPS Social Integration and the Institute for the Equality of Women and Men organised in the framework of the Belgian Presidency of the Council of the European Union from 1 January to 30 June 2024.
- the organisation and coordination of the hosting and smooth running of events of the FPS Social Security, the FPS Employment, Labour and Social Dialogue, the PPS Social Integration and the Institute for the Equality of Women and Men organised in the framework of the Belgian Presidency of the Council of the European Union from 1 January to 30 June 2024.
The successful bidder is invited to assist the organisations participating in the framework agreement in the planning, organisation and implementation of all technical assistance and organisational aspects of each event, providing all know-how, services, logistics, materials, equipment, etc. necessary, in cooperation
with the project team of each organization participating in the Framework Agreement, internal services of the Organizations participating in the Framework Agreement and external partners.
The organizer(s) must be able to organize everything including online or hybrid events. We expect him to be able to draw up the planning of the actions to be carried out and to establish and respect the budget, i.e. a transparent return of the figures and costs. We expect budget transparency and proactive feedback on obstacles, problems and procedures during preparation.
He will have to contact and choose the service providers, suppliers and speakers (caterer, cameraperson, artists, technical staff, etc.) if they are not already included in a framework contract or are imposed by our choice. Once the project has been planned, it will define, if necessary, the place where the event will take place and will make the necessary reservations, in accordance with the wishes and any steps already taken by the participant in the framework agreement. He is also responsible for the hospitality aspect (hotels, travel, etc.) as well as the processing of invitations and accreditations by a system imposed within the framework of the Presidency (framework agreement of the FPS Foreign Affairs, in particular for formal and informal events) or by its own system (at the request of a participant in the framework agreement).
In the field, he takes care of all logistical aspects of the project (installation, lighting, sound system, security, accreditations/cloakroom tokens, etc.).
As a reference person, he must be able to respond to all requests and manage any organizational problems.