Event organisation for EUAA meetings and events

EUAA envisages awarding up to three (3) framework service contracts in cascade for each Lot for the provision of high-quality Event Organisation Services and related travel and logistical services required for the organisation and implementation of the Agency's administrative and operational meetings and events. The framework contracts will support events organised in Moldova (Lot 1), Ukraine (Lot 2) and the Western Balkans (Lot 3), as further described in the Technical specifications. The services to be provided under the framework contracts will depend on the specific requirements of each event, as defined by the Agency. They may include, but are not limited to: • Conference venue rental; • Provision of audio-visual (AV) and interpretation equipment; • Catering services; • Coordination of third-party service providers and on-site logistical management; • Preparation of event signage and submission of supporting documents and invoices, where required; • Rental of AV and interpretation equipment for venues provided by the Agency, stakeholders or other third parties; • Organisation of lunches, dinners and other catering arrangements; • Reservation of suitable accommodation in accordance with the Agency's requirements; • Organisation, provision and supervision of transportation services; • Provision of event assistance services before, during and after the event; • Coordination and provision of security and medical services, where required; • Processing and payment of travel, accommodation and/or subsistence allowances for event participants, including the collection of the relevant supporting documents, in accordance with the Agency's instructions. Events in Ukraine will only be organised where the prevailing security situation allows the Agency to hold in-person events, following the Agency's security assessment and any applicable security restrictions.