Call for Tender for venue rental, catering, audio-visual and accommodation services
Brussels,
Belgium
Purpose of the contract
The purpose of this call for tender is to conclude one short term framework contract for the provision of venue, catering, audio-visual and accommodation services in the frame of our statutory Council taking place on 13-14 November 2026, including the setting up date before the beginning of the event, in Dublin, Ireland. We expect up to 300 participants.
In order to facilitate the best possible service provider on each of the services required, the tender is divided in lots.
This tender comprises the following two (2) lots: - Lot 1: venue rental, catering, audio-visual services (maximum total estimated value of the lot is 100.000€ excl. VAT) - Lot 2: accommodation services (maximum total estimated value of the lot is 25.000€ excl. VAT).
The specific services required, as well as the nature and duration of the contract for each lot, are described in detail in the corresponding sections of the call for tender. The list is not exhaustive, however and may be adjusted at any point to conform to the Organisation’s needs. Tenderers may submit a tender for one or more lots. The lots are independent of each other.
Nature and duration of the contract
The contract to be awarded is a framework contract for provision of services. A framework contract (FWC) establishes a mechanism for future repetitive purchases by the contracting authority (ALDE Party) to be awarded in the form of specific contracts/order forms.
The signature of a FWC does not impose an obligation on the contracting authority (ALDE Party) to conclude specific contracts with a framework contractor. The duration of the contract shall correspond to the duration of the event, including any necessary preparation and dismantling periods.
For Lot 1, this procedure will result in the award of 1 framework contract.
For Lot 2, this procedure will result in the award of 1 framework contract.
Maximum estimated value of the contract:
The total maximum estimated value of this procurement, covering all lots and the entire duration of the contracts, and all potential assignments awarded under the framework agreements, is estimated at EUR 125.000€ (exclusive of VAT).
Lot 1 - venue rental, catering, audio-visual services: The total maximum estimated value of the lot is 100.000€ excluding VAT.
Lot 2- accommodation services: The total maximum estimated value of the lot is 25.000€ excluding VAT.
The total contract ceilings indicated above represent an absolute budgetary limit and not the expected contract value. Offers will be evaluated based on the principle of 'Most Economically Advantageous Tender' (MEAT), where the competitiveness of the price remains a primary factor in the final ranking. These values are provided for reference purposes only and do not constitute any obligation for the contracting authority to commit to these amounts. No minimum volume of services or supplies is guaranteed
Find all the information, including the purpose, nature, duration and estimated value of the contract, in the Tender Specifications document below.
Tenders must be submitted filled in and signed, by 11 September 2026 at 23:59 CET to Gisela Ducaille Sinués, Compliance and Finance Manager, at compliance@aldeparty.eu. The deadline for the selection of the tenderer is set by 25 September 2026.
For any questions regarding this call for tender, please contact Gisela Ducaille Sinués, Compliance and
Finance Manager at compliance@aldeparty.eu. No questions will be replied after the 4 September 2026.