01 Call for interest: service provider for the Summit
3 days ago
Call for expressions of interest: Service provider for the organisation of the 2nd EaP CSF Civil Society Summit of the Eastern Partnership Civil Society Forum
Services: Event management, travel management, communication, and live-streaming integration support for the organisation of the 2nd edition of the EaP CSF Civil Society Summit in November 2025.
Title of the contract: EaP CSF Civil Society Summit 2025 – Service Provider
Description of the event and background informationThe EaP CSF Civil Society Summit, formerly known as the Annual Assembly of the Eastern Partnership Civil Society Forum (EaP CSF), is the organisation's key annual event, held annually since 2009. It serves as a platform for debating the overall state of affairs in the Eastern Partnership region.
Every year, the event brings together over 300 participants, including civil society representatives from the EaP region and the EU, observers, speakers, guests, and the media.
The 2nd EaP Civil Society Summit will be organised in person in November 2025 (week of 17 to 23 November 2025). For a better understanding of the sessions of the event, please check Annex 1.
Type of event: In person (+possible hybrid component)
Start and end dates of event: November 2025: 3 days event during the week of 17 to 23 (indicative; precise dates to be decided in coordination with the selected provider).
Number of registrations and expected number of participants: Between 200 and 300 participants.
Eligible countries: Armenia, Azerbaijan, Belarus, Georgia, Moldova, Ukraine, EU member states, Western Balkans.
Scope of workThe Secretariat of the Eastern Partnership Civil Society Forum (hereinafter the client) is requesting the service of an event management company/service provider to support the following:
Registration managementBased on clear instructions offered by the Client, the service provider will:
- Design the registration platform;
- Test the functionalities of the registration platform;
- Provide administration and technical support during the registration period;
- Provide weekly statistical information to update the Client on the progress of the registration;
- Accommodate last-minute registration requests received after the deadline;
In coordination with the Client, the service provider will develop a communication timeline/plan for the event, a mailing plan and will offer logistical communication support before, during, and after the event.
Travel ManagementThe service provider will arrange travel management for participants and relevant staff to the EaP Civil Society Summit in Copenhagen, ensuring compliance with a pre-approved travel policy.
Technical support/moderation before and during the eventIn coordination with the Client, the service provider will be in charge of:
- Preparing and hosting short technical rehearsal sessions for the staff and speakers;
- Designing the Technical notes for the speakers and the participants;
- Ensuring the technical moderation of each session;
The service provider will ensure the availability of professional interpreters that will provide simultaneous English-Russian-English interpretation throughout the whole event.
Security ServicesThe service provider will ensure the hiring of security services guaranteeing the security of guests during the event.
PhotographerThe service provider will facilitate the hiring of a local photographer/videographer to record the event.
Accommodation and cateringThe service provider will be in charge of identifying available hotels and ensuring that accommodation and catering are provided for participants to the event.
Event reportingThe service provider will be in charge of collecting data regarding the event and ensuring a regular and updated overview of the event budget.
Indicative timeline2025
- Launch of the call for expressions of interest: 3rd March;
- Deadline for submission of expression of interest: 23rd March, 23h59 CET;
- Review of the applications: 24th March – 30th March;
- Detailed technical proposal featuring how the requirements mentioned in these TORs will be met (50%)
- Financial offer and cost of service compared to budget constraints (20%)
- The flexibility of the proposal to adapt to possible changes (20%)
- Previous experience in organising CSF events (10%)
Interested candidates are invited to submit their expression of interest in English to applications@eap-csf.eu by 23rd March, 23h59 CET; (Subject line: EaP CSF Civil Society Summit 2025 – Service Provider).
The application should contain:
- Financial offer;
- Comprehensive offer, including all the above-mentioned services described in the TORs;
- Email expressing interest in the call and describing the experience with organising in-person/hybrid events;
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Copenhagen, Copenhagen, Denmark Eastern Partnership Civil Society Forum Full timeService provider for the 2nd EaP CSF Civil Society Summit Call for expressions of interest: Service provider for the organisation of the 2nd EaP CSF Civil Society Summit of the Eastern Partnership Civil Society Forum Services: Event management, travel management, communication, and live-streaming integration support for the organisation of the 2nd edition...
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