CALL FOR TENDER No 2015CE16BAT006

Technical specifications lot 2

Organisation of events

A. Context: events, conferences, seminars

An essential part of the Directorate General for Regional and Urban Policy's communication activities is the organisation of events to promote exchanges of experiences and best-practice on regional policy and to enhance the DG's profile as a source of information.

The present lot of the framework contract to be signed covers the planning, organising, setting up and running of these events.

As illustration of the type of events organised, photos of some past DG REGIO events can be found on DG REGIO's Flickr channel: https://www.flickr.com/photos/euregional/sets/

The workload per event can vary according to the size or configuration of the event. For the simplest of the 'small' events the tasks to be carried out could entail, for example, mailing invitations based on an existing mailing list, booking a meeting venue and ensuring adequate refreshments, seating and sound equipment for a morning meeting in Brussels. At the other end of the scale, a four-day seminar in a major conference venue (in or outside of Brussels) attended by high-level speakers and participants would require all the logistics (rental of premises, material, catering, technical equipment, entertainment), the media programme and travel and accommodation arrangements to be made.

B. General considerations and requirements

− Before each event, DG REGIO will contact the contractor with the request for a briefing meeting during which the purpose and concept of the event will be explained. This first preliminary meeting can be held on site at DG REGIO premises, or through video- or teleconference. After this first briefing, the contractor will send a price offer to DG REGIO. This preliminary briefing meeting is considered as "general management" of the contract and shall thus not be invoiced, nor can it be the object of reimbursement of any travel or accommodation expenses.

− As events offer a great amount of visibility to DG REGIO it is of great importance that all conferences and seminars are professionally organised according to high quality standards. The contractor should ensure thorough quality checks during all stages of the organisation, execution and follow-up of events.

− It is essential that the contractor makes sure that all communication, printed material, programmes, messages and visual elements are consistent with the political messages which DG REGIO wants to convey.

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− In order to achieve this consistency in messaging, staff designated by the contractor will have to acquire a good understanding of Regional Policy issues.

− The contractor will have to cooperate closely with the winning contractor of Lot 1 "Information products" in order to obtain an efficient complementarity and coordination with the activities covered by the different lots. The activities carried out under Lot 1 include for example the drafting of texts, translations, production of leaflets and brochures, etc.

− All staff employed by the contractor to assist in the organisation of events, whether as supervisors, stand constructors or drivers, need to possess the necessary papers to travel to and work in any of the European countries where events and exhibitions are likely to be organised. The Commission will not intervene with national authorities to obtain visas.

− Tenderers should also be aware that given the number of events and exhibitions which are organised or attended every year by DG REGIO, several events may take place in different locations at the same time. DG REGIO will look for evidence that tenderers have the capacity to handle these occasional peaks of activity.

− Tenderers should also be aware that the context of DG REGIO's work can involve many short deadlines, multiple levels of validation by different services and sometimes important last-minute changes.

− Special attention should be given to the high quality, as well as the appealing presentation of food and beverages.

C. Calculating prices

The price schedule of this lot is subdivided in three sections.

Section I: Core Tasks

Core tasks cover the main tasks to be carried out for the successful organisation of an event.

Section II: Goods and Services at Unit price

Section II lists a range of supplementary tasks and services at Unit price, which can be added to the core tasks.

Section III: Goods and Services not listed in the price schedule and offered at Market Price

The price schedule lists most of the tasks which the contractor will have to carry out. However, this schedule is not exhaustive, and the Commission may ask the contractor for additional products and/or services.

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In case the Commission requests services or goods to be provided at best market price, the contractor can be asked to provide three offers from different providers from which the Commission can choose the offer providing the best value for money.

The price of goods and services can vary according to:

a) the size of the event b) the distance from Brussels to the event.

a) Division per size of event

Small events • Up to 300 participants (with a margin of 10% overbooking) • Up to 1.5 days in duration • Approximately 3 months of preparation • Around 10 small events are organised each year.

Medium-size events • From 301 to 800 participants (with a margin of 10% overbooking) • Up to 2 days in duration • Approximately 6 months of preparation • Around 6 medium-sized events are being organised each year.

Large events • More than 800 participants (with a margin of 10% overbooking) • Up to 4 days in duration • Approximately 9 months of preparation • Around 1 or 2 large events are being organised each year. Additionally, the

annual "OPEN DAYS - European week of regions and cities" takes place every year, involving +/- 6000 participants.

b) Division in geographical zones

The location of events is divided in 3 zones, according to the distance between Brussels and the venue of the event.

Zone A Brussels and cities within a radius of 500 km, such as Paris, London, Amsterdam or Cologne. Zone B Places within a radius of between 500 and 1500 km from Brussels, such as Berlin, Vienna, Rome, Madrid, Stockholm, Dublin, Copenhagen, Warsaw or Prague. Zone C Places located in the European Union, further than 1500 km away from Brussels, the candidate countries and countries outside of Europe.

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Reimbursement of Travel expenses

The attention of the tenderers is drawn to the fact that travel and accommodation expenses for the execution of tasks will not be reimbursed separately and should be included in the unit prices. Tenderers will have to work on the basis of fixed costs.

The only exceptions to this rule are:

− Travel and accommodation expenses of the contractor's supervisory staff during the set-up phase, for the duration of the event itself, and during dismantling;

− In case of additional necessary site visits to the venue (point 1.4. of the price schedule);

− Travel and accommodation for the duration of the event for moderators (2.7.), speakers (2.8.) and consultants (2.9.);

− In the context of exceptional missions (e.g. for missions in non EU-countries, as for example Brazil, Ukraine or China) but carried out at the specific request from the Commission.

Reimbursement of these travel and accommodation expenses will only cover flights and accommodation, not including daily allowances, and can be made only after obtaining prior authorisation from the Commission.

The reimbursement of travel and accommodation expenses will always be made in Euros, and on the basis of numbered and dated original supporting documents (see Article I.3.3 and II.16 of the draft contract in Annex 2 – see also the hotel expense ceilings in Annex 8).

D. DESCRIPTION OF THE SERVICES TO BE PROVIDED

Please note the numbering in the list below corresponds to the numbering of the price schedule.

SECTION I: CORE TASKS

1.1. General management of the event: regular contacts and meetings with organising DG, general advice and preparation of a plan of action (retroplanning), researching of offers when requested – SMALL EVENT.

The contractor will have to advise DG REGIO on the format of events, the location as well as the programme structure. The contractor will also select and propose offers for services not included in the price schedule and manage the contacts with third party service providers.

Regular meetings and contacts through e-mail and/or telephone with DG REGIO should be organised. These contacts can vary in intensity depending on the type of event and the length of the preparation phase and the event itself. This should include all meetings,

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covering a period of 3 months, for the preparation of a SMALL EVENT. Ad hoc meetings as well as preparatory meetings can never be invoiced separately.

For each meeting, the contractor will:

− send an agenda the day before the meeting to all invited participants;

− draft and circulate meeting minutes, including an overview of action points, at latest two days after the meeting.

This point also covers the presence of sufficient contractors' staff members in an active or supervisory role during the set-up phase of the event, for the duration of the event itself and during the dismantling phase.

1.2. General management of the event: regular meetings with organising DG, general advice and preparation of a plan of action (retroplanning), searching for offers when requested – MEDIUM EVENT.

Idem as point 1.1. but for a MEDIUM event and covering a period of up to 6 months of preparation.

1.3. General management of the event: regular meetings with organising DG, general advice and preparation of a plan of action (retroplanning), searching for offers when requested – LARGE EVENT.

Idem as point 1.1. but for a LARGE event and covering a period of up to 9 months of preparation.

1.4. Selecting a suitable location or venue and technical equipment – ZONE A

In some cases, the location of events is known, or is proposed by the Commission. However, when this is not the case, the contractor will be responsible for finding a suitable meeting venue or conference complex.

The contractor can be asked to propose up to three different meeting venues, including financial offers for the rental of the venue.

Once a venue is selected, the contractor will perform one site visit to the selected venue to ensure that all necessary equipment and technical facilities are available.

If more site visits are required, the contractor can perform these after obtaining written approval from DG REGIO.

1.5. Selecting a suitable location or venue and technical equipment – ZONE B

Idem as point 1.4. – but for an event taking place in ZONE B.

1.6. Selecting a suitable location or venue and technical equipment – ZONE C

Idem as point 1.4. – but for an event taking place in ZONE C.

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1.7. Compile list of potential participants to invite + formatting of mailing list + mailings – SMALL EVENT

The contractor will prepare, update and finalise lists of potential participants/people to invite. This will mainly happen on the basis of lists provided by DG REGIO, which can be in several formats such as Excel or Word documents. When DG REGIO provides a list of participants to invite, the contractor will convert this list into a standardized format, suitable for the sending of invitations.

This list should include as a minimum the following information: name and surname of the participant, function, organization and e-mail address.

DG REGIO will provide the text of the invitation and its potential translations to the contractor.

The contractor will have to adapt and personalise invitations (including the lay-out) before sending the invitations to the potential participants by e-mail. While performing these tasks, the contractor will have to pay special attention to the style and wording used for the messages as this will be the first contact with the potential participants.

The contractor will create a functional e-mail associated to a functional mailbox if needed. On the basis of the formatted list of potential participants, the contractor will then perform the mailings about the event, including a save-the-date, invitation, reminders, thank you e-mails and evaluation e-mail after the event.

1.8. Compile list of potential participants to invite + formatting of mailing list + mailings – MEDIUM EVENT

Idem as point 1.7. – but for a MEDIUM event.

1.9. Compile list of potential participants to invite + formatting of mailing list + mailings – LARGE EVENT

Idem as point 1.7. – but for a LARGE event.

1.10. Online Registration & confirmation of enrolment

For complex conferences with several parallel workshops, the contractor will be expected to use the CMS (Conference Management System) owned by DG REGIO for the registration and confirmation of participants. CMS is an existing web-based tool for presenting and managing workshops and attendance. Specific training for this system will be provided to the contractor by the Commission.

For the other events organised by DG REGIO, the contractor will be requested to develop a registration website/webpage, in accordance with the needs of the event (for example, enrolment for sessions, different fields for information requested from participants,…).

The contractor will send the confirmation of enrolment to the event by e-mail to all registered participants which have been approved by the Commission.

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The contractor must ensure that correct details of speakers and participants (name, address, function, language, e-mail, date of birth, etc.) are obtained and kept secure. These data will be used exclusively for statistics, the preparation of badges, the list for the Security Directorate of the Commission (enabling the participants to enter the Commission premises) and for the preparation of participant lists which is published online after the event.

This list and its storage must take into account the legal obligations relating to personal data protection and confidentiality, according to Regulation (EC) No. 45/2001. (http://ec.europa.eu/geninfo/legal_notices_en.htm)

All data submitted to the Commission will become property of the Commission and could therefore be, for example, included into DG REGIO’s mailing lists.

1.11. Replying to enquiries from participants before and after the event – SMALL EVENT

The contractor will deal with any queries from participants about any aspect of the event. This communication can be through e-mail, telephone, or through a dedicated webform and will take place during the preparation phase of the event, until one month after the event.

1.12. Replying to enquiries from participants before and after the event – MEDIUM EVENT

Idem as point 1.11. but for a MEDIUM event.

1.13. Replying to enquiries from participants before and after the event – LARGE EVENT

Idem as point 1.11. but for a LARGE event.

1.14. Programme booklet of up to 16 pages, including description of the event, workshops, speaker' biographies,… (up to 300 impressions)

The main input for the programme booklet will come from DG REGIO. The contractor will be asked to design and format the programme booklet in line with the EU Commission's visual identity. http://ec.europa.eu/dgs/communication/services/visual_identity/index_en.htm

The contractor will also be responsible for the printing and assembling of the booklet in the agreed format in quadri–colour.

The translation of the final programme, if any, will be carried out by the contractor responsible for Lot 1 "Information products".

Programme booklet of maximum 16 pages A4 (or equivalent in other size) including cover.

1.15. Programme booklet of up to 16 pages (301-800 impressions)

Idem as point 1.14. but for a larger print run (301-800).

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1.16. Programme booklet of up to 16 pages (more than 800 impressions)

Idem as point 1.14. but for a larger print run (more than 800 impressions).

1.17. Programme booklet, 20 to 32 pages, including description of the event, workshops, speaker' biographies,… (up to 300 impressions)

Idem as point 1.14. but for a booklet between 16 and 32 pages.

1.18. Programme booklet, 20 to 32 pages including cover (301-800 impressions)

Idem as point 1.17. but for a larger print run (301-800).

1.19. Programme booklet, 20 to 32 pages including cover (more than 800 impressions)

Idem as point 1.17. but for a larger print run (more than 800 impressions).

1.20. Negotiation of special rates for travel and accommodation

The contractor will have to contact several hotels in a suitable price and quality range according to the specifications in Annex VII. The contractor is expected to negotiate special rates for the event's participants and speakers and block a sufficient number of rooms at this special rate until a certain date.

1.21. Creating a visual identity (and variations) for the event

The contractor will create a "visual identity" for the event and provide DG REGIO with a web-banner, a banner for mailings/Word documents, the layout of the programme and list of participants as well as the visual elements for the signposting (roll-ups or panels for indication of registration, rooms, etc.).

This visual identity should be conceived as instructed by the organising department and in line with the European Commission's visual identity guidelines.

http://ec.europa.eu/dgs/communication/services/visual_identity/index_en.htm

1.22. Prepare list of participants and "digital business cards"

The contractor will also be responsible for the preparation of an electronic version of the list of participants, as well as the publication of this list on the conference website.

The contractor can also be requested to create "individual profiles" for each participant to be used to create a "digital business card" for each participant on a website. During the conference, participants can easily exchange contact details by scanning a QR code on fellow participants' badges which leads to these individual profiles online.

The order in which participants should be listed is outlined below:

For small events: following the alphabetical ascending order of the family name of each participant.

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For medium and large events: in the following order and following the alphabetical ascending order of the family name of each participant of each category:

1. Speakers

2. EU Countries (following the ascending alphabetical order of country in English language)

3. Other Countries (following the ascending alphabetical order of country in English language)

4. EU Institutions and Bodies

a. Institutions

European Parliament, European Council, Council of the European Union, European Commission, Court of Justice of the European Union, European Central Bank, European Court of Auditors

b. Consultative bodies

European Economic and Social Committee, Committee of the Regions.

c. Other bodies

European Investment Bank, European Investment Fund, European Ombudsman, European Data Protection Supervisor.

For any updates, please refer to the following url: http://publications.europa.eu/code/en/en-390500.htm

5. Media / Press

A disclaimer concerning the protection of personal data will be provided by DG REGIO.

1.23. Speaker Management (1-20 speakers)

The contractor will ensure that all speakers are kept informed of the location, the programme and the presentation facilities.

Also, the contractor will contact and liaise with speakers, notably in order to settle the travel and accommodation issues.

The contractor will collect and prepare the conference papers to be distributed mainly to the interpreters. In some cases, i.e. medium to large events, the contractor will put an ftp server at the speakers' disposal, so that they can upload their presentation autonomously, e.g. for the OPEN DAYS event.

The contractor will collect and edit speaker bios, prepare a PowerPoint (PPT) template, collect and prepare the PPT slide decks in advance, draft a session flow, draft speakers briefings on the organisational aspects of the session flow (speaking slots, stage set up, available technical material, etc.)

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The contractor will also make sure it receives the final versions of the speakers' presentations and publish these on the appropriate websites after the event.

1.24. Speaker Management (21-50 speakers)

Idem as point 1.23. but for 21 to 50 speakers.

1.25. Speaker Management (more than 50 speakers)

Idem as point 1.23. but for more than 50 speakers.

SECTION II – GOODS AND SERVICES AT UNIT PRICE

2. STAFF FOR EVENTS

The contractor will have to ensure the smooth running of the event. In case where the presence of the staff member is not needed for a full day (8 hours), the presence of staff can also be invoiced in half days (0.5 day).

2.1. Event hostess/steward

Event hostesses/stewards will deal with on-site and press and media registrations, prepare and hand out badges, guide the participants to the correct meeting rooms, guide the speakers to any VIP facilities, prepare and distribute all kind of material foreseen for participants (bags, documentation, etc.), ensure the rooms are set up and nameplates are displayed correctly, handle microphones during questions and liaise with the technical services in the room to ensure the smooth functioning of e.g. PowerPoint presentations, videos or slides.

The event hostesses and stewards should all wear a uniform in order to be identified at first glance by the participants, as being part of the staff. They will have to be briefed by the contractor, according to the specifications given by DG REGIO.

The suggested provision of event hosts is of two per hundred participants, but this number can be adapted according to the size, type and set-up of the event.

2.2. Security agent (guard)

For some events organised outside EU Commission premises, the contractor can be requested to provide security agents (guards), for example, for access control at the entrance of the building or for surveillance during the event.

2.3. IT/Audiovisual equipment Technician

IT/AV technicians should guarantee a good functioning of all ICT, audiovisual and multimedia material necessary for the event and solve problems should they arise. Particular attention has to be paid to the selection of efficient technicians who can also handle stress, and are able to solve problems quickly and on the spot.

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2.4. Technical Director (Regisseur)

This person is responsible for the smooth course of presentations on the day itself. For example: changing slides and PowerPoint files during the presentation, keep track of timing, etc. Preparatory work for the slides (PPTs) is included in point. 1.23.

2.5. Liaison officer for VIPS

This person will ensure that proper protocol is respected when receiving VIP guests, according to DG REGIO instructions. They can also be requested to assist and accompany VIP guests throughout the course of the event.

2.6. Press assistant/officer

The task of the press officer/assistant is to ensure the smooth running of the media programme: welcoming journalists, managing requests during the event, facilitation of media interviews, follow up of logistical and organisational aspects of the media programme (ensuring press conference room is set up with technical equipment, nameplates, signposting etc.)

2.7. Moderator / Presenter

Moderators or presenters are chosen in consultation with DG REGIO. They can be requested to carry out preparatory work prior to the event, according to the specifications and guidelines given by DG REGIO.

2.8. Speaker

Speakers are selected in consultation with DG REGIO. They can be requested to carry out preparatory work prior to the event, according to the specifications and guidelines given by DG REGIO.

2.9. Technical expert / Consultant

Technical experts or consultants are persons with specific knowledge and competence in a specific field or on a specific topic in relation to the conference subject. They can be requested to advise on the topic, subject or content of the conference – before, during or after the event. This does not include consultants related to the organisation of the event.

2.10. Photographer/Cameraman/Sound technician

Photographers, cameramen and/or sound technician can be requested to shoot images of the event, in accordance with a briefing received from DG REGIO. The unit price per man-day includes the photo and/or video equipment.

2.11. Photo/Video editor

To edit and/or select the photos or videos made of the event for publication.

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2.12. Social Media editor / Community Manager

The Social Media editor / Community Manager will be in charge of:

− mapping of Social Media accounts - speakers, stakeholders and influencers

The contractor will be requested to provide a "mapping" of the Twitter accounts of speakers, VIPs and other "Social Media Influencers" such as people and/or organisations with specific knowledge on the topic of the event. The influence of Social Media users can be determined by the number of followers, the number of times their messages are shared, or other criteria.

− preparation of Tweets in advance of event to be published prior to and during the event

A list of Tweets, to be written in a style and tone appropriate for use on selected social media. This includes the use of relevant "@mentions", "hashtags", and functioning and valid hyperlinks.

− preparation of posts for LinkedIn, G+, Facebook

Preparation of social media posts for the three above mentioned platforms, on the topic of the event. These posts should be written using a style and tone appropriate for use on Social Media, including the use of relevant @mentions, "hashtags" and functioning and valid hyperlinks.

3. RENTAL OF MULTIMEDIA MATERIAL

All multimedia and other technical material should be of a high standard and sufficiently powerful as to be able to precisely meet the requirements of the event/conference. Prices should include delivery, installation and dismantling.

The contractor will insure all multimedia material against possible damage, theft or loss for the duration of the event. The price of this insurance should be included in the rental fee and cannot form the basis of additional costs.

4. MEDIA-SPECIFIC ACTIVITIES

For certain events, DG REGIO supports a number of journalists to attend the conference, reimbursing their travel and/or accommodation costs. A specific media programme is organised for these journalists, which includes technical briefings, press conferences, interview possibilities and/or project visits. The contractor's task is to liaise with the journalists to facilitate their active participation in the media programme and to monitor coverage of the event for up to one month after, subsequently compiling a media analysis report.

Where an event has a specific media programme, a media reception desk should be set up for registration, distribution of press packs and badges, and general event information.

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Event hostesses and stewards for this media reception desk will be provisioned under point 2.1 of the price schedule.

4.1. Identification of journalists to be invited

Prepare, in cooperation with DG REGIO and/or the Commission representations in the concerned Member States, a list of journalists with possible interest in the subject or area covered by the event. DG REGIO will decide on the number of journalists to be identified by the contractor. Lists will need to include comprehensive contact details, region and country represented as well as media type (written press / TV / radio / online etc.). Final list of journalists to be contacted will be validated by DG REGIO. All data submitted to the Commission will become property of the Commission and could therefore be included in DG REGIO’s mailing lists.

4.2. Inviting journalists to the event

The contractor will be asked to contact the selected journalists (list approved by REGIO) to pitch the event and explain the context of the invitation. As a general rule, invitations are sent electronically.

A personalised invitation text will be validated by DG REGIO and sent out in the name of DG REGIO. To encourage interest in the event, background documentation explaining the key issues and themes of the event, and details on speakers and high profile participants etc. should be included as part of the invitation mailing.

The contractor will also be asked to send reminders by e-mail or phone, to secure attendance and/or media coverage of the invited journalists.

The contractor and DG REGIO should keep in contact throughout the process to ensure that the approved list can be amended when necessary.

4.3. Management and follow-up of participating journalists before, during and after the event

The contractor should manage and follow up with participating journalists before, during and after the event. This includes writing and sending confirmations after verification, production of participants' lists, management of all correspondence by e-mail and telephone, assistance to participants on practical matters (including travel and accommodation), regular liaison with DG REGIO, sending of all background information to participating journalists, arranging and managing interview requests of participants, and accreditation of journalists if needed. Follow-up contacts with participants after the event should take place to gather media coverage.

4.4. Assemble and distribute press packs

Compilation of press packs for attending journalists on the basis of information provided by DG REGIO (average 10 pages of documents – colour printing included).

4.5. Monitoring of press coverage after the event (up to 20 journalists)

This service entails one report with all collected coverage of the event, produced by the journalists invited by DG REGIO (up to 20 journalists). This includes print, audiovisual

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and online media monitoring – local, regional and national - during a period of up to one month after the event. Summary interim reports (by e-mail) should be sent one and two weeks after the event containing copies of the articles, links to online and FTP sources.

4.6. Monitoring of press coverage after the event (21 to 50 journalists)

Idem as 4.5 – but for an event with 21 to 50 invited journalists.

4.7. Monitoring of press coverage after the event (more than 50 journalists)

Idem as 4.5 – but for an event with more than 50 invited journalists.

4.8. Final report on evaluation and media analysis of the event

A detailed quantitative and qualitative analysis report on the media coverage of the event should be written two weeks after the monitoring service is complete (monitoring service mentioned in point 4.5)

4.9. Writing content for journalists specifically relating to the event (one page is equal to 1500 characters without spaces)

The contractor may be asked to support DG REGIO in writing content for journalists, specifically related to the event, such as: media invitations, press releases, or info sheets and articles for journalists as required.

5. OTHER MATERIAL AND EXPENSES

5.1. Design and printing of conference badges (1-300 badges)

This includes the design of the badges, according to DG REGIO's guidelines as well as the printing of the badges, double-sided in quadri-colour using the visual identity guidelines of the European Commission. The design for the badges could include, for example, a QR code to the online participants list or to an online version of a "digital business card" of each participant.

All conference badges should be attached to a lanyard. The contractor can also be asked to deliver the conference badges in a foam “tray” – arranged in alphabetical, or other, order.

A decreasing tariff should be applied for production of badges, according to the amount produced.

5.2. Design and printing of conference badges (301-800 badges)

Idem as 5.1. but for the production of 301 to 800 conference badges.

5.3. Design and printing of conference badges (more than 800 badges)

Idem as 5.1. but for the production of more than 800 conference badges.

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5.4. Prints and photocopies Black and White (1-100 pages)

Printing in black and white of documents associated with the event, excluding the documents for which printing is included in the unit price (e.g. the conference booklet).

A decreasing tariff should be applied for printing services according to the number of total of printed pages.

5.5. Prints and photocopies Black and White (101-500 pages)

Printing of documents, as described in point 5.4. but for a quantity of 101 to 500 pages.

5.6. Prints and photocopies Black and White (more than 500 pages)

Printing of documents, as described in point 5.4. but for a quantity of more than 500 pages.

5.7. Prints and photocopies Colour (1-100 pages)

Printing in colour of documents associated with the event, excluding the documents for which printing is included in the unit price (e.g. the conference booklet).

A decreasing tariff should be applied for printing services according to the number of total of printed pages.

5.8. Prints and photocopies colour (101-500 pages)

Printing of documents, as described in point 5.7. but for a quantity of 101 to 500 pages.

5.9. Prints and photocopies colour (more than 500 pages)

Printing of documents, as described in point 5.7. but for a quantity of more than 500 pages.

5.10. "Roll-up" system – printing of new visual for an existing structure/base.

Out of ecological considerations, the contractor should not produce new roll-ups for each event. Existing structures/bases should be re-used and only the visual/banner should be replaced with a new one.

The contractor remains the owner of the structures/bases and will be responsible for their stockage and maintenance, as well as for the printing and mounting of the new visual. The graphic design of the visual is included in point 1.21. of the price schedule: "creation of visual identity". The panels will be printed in quadri-colour and have a size of approximately 205 cm by 90 cm.

This price includes the setting-up and dismantling of roll-ups at the venue.

5.11. "Beach Flag" - printing of new visual for an existing structure/base.

Out of ecological considerations, the contractor should not produce new beach-flags for each event. Existing structures/bases should be re-used and only the visual/banner should be replaced with a new one.

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The contractor remains the owner of the structures/bases and will be responsible for their stockage and maintenance, as well as for the printing and affixing of the new visual. The graphic design of the visual is included in point 1.21. of the price schedule: "creation of visual identity". The flags will be printed in quadri-colour and have a size of approximately 250 cm by 85 cm.

This price includes the setting-up and dismantling of beach-flags at the venue.

5.12. Printing of forex or tissue panels for signposting.

In some cases, additional panels or flags can be produced for signposting or other messaging. Panels will be printed in quadri-colour, based on a high resolution PDF file provided by DG REGIO or by the contractor. In this case, the printing of visuals on forex or tissue panels will be invoiced by square meter. The contractor can be asked to provide systems to hang or secure the panels (e.g. hooks or clips).

5.13. Floral Decoration or bouquet – small

Floral decoration or small bouquet. For example on high tables, on speakers desks or reception desks.

5.14. Floral Decoration – medium

Floral decoration or medium bouquet. For example for decoration of large tables or inside meeting rooms or bouquets to thank speakers or guests.

5.15. Floral Decoration – large

Floral decoration or large bouquet. For example inside the plenary room or other large rooms.

5.16. Rental of a flip chart + 3 markers + Paper

Rental of a "flip chart" with 3 markers and paper.

5.17. Transportation of material and documentation related to the event to ZONE A (m³/zone)

Out of ecological considerations, the contractor will have to send all material which cannot be produced locally to the place of the event in the most efficient, cost and resource effective manner (grouped shipment).

In case of exceptional urgent shipment (express shipment), the contractor will ask for permission of DG REGIO first and the express shipment will be reimbursed on basis of the supporting invoice.

5.18. Transportation of material and documentation related to the event to ZONE B (m³/zone)

Same as point 5.17. but for shipments to ZONE B.

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5.19. Transportation of material and documentation related to the event – ZONE C (m³/zone)

Same as point 5.17. but for shipments to ZONE C.

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SECTION III – GOODS AND SERVICES OFFERED AT MARKET PRICE

6. MISCELLANEOUS

In addition to the core tasks described above, some additional tasks and or services might be required, depending on the nature, size or location of the event.

In case the Commission requests services or goods to be provided at market price, the contractor can be asked to provide three offers from different providers from which the Commission can choose the offer providing the best value for money.

6.1. Rental fee of venue

6.2. Catering

6.3. Reimbursement of travel costs for speakers or journalists

6.4. Reimbursement of accommodation for speakers or journalists

6.5. Other

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E. Price schedule Lot 2

Organisation of events

The tenderer will use this price schedule to formulate his financial proposal.

The contracting authority is, as a rule, exempt from all taxes and duties, including VAT, pursuant to the provisions of Articles 3 and 4 of the Protocol on the Privileges and Immunities of the European Union.

The contractor shall accordingly complete the financial proposal with prices excluding VAT.

Unit prices must be given for each deliverable or service listed in the schedule. These unit prices will be definitive and will include all costs and expenses. The prices of the deliverables will therefore include all the tasks (including drawing up quotations and reports) necessary for their performance, including all costs (management of the project, coordination, quality control, training of the contractor's staff, support resources, etc.) and all expenditure (management of the firm, secretarial services, travelling expenses to the main location for the performance of the tasks (Brussels), social security, wages, etc.) incurred directly and indirectly by the contractor in performance of the tasks which may be entrusted to him. In the last column, the tenderer must indicate each unit price multiplied by the relevant weighting coefficient.

In case the Commission requests services or goods to be provided at best market price, the contractor can be asked to provide three offers from different providers from which the Commission can choose the offer providing the best value for money.

Attention! The Goods and Services under Section III – Point 6 are to be offered at best market prices at the time of signing of the specific order forms. As these prices are variable, for these goods and services, NO prices should be given in the financial offer at this stage.

Description Unit Euros WF

(Weighting Factor)

Total

SECTION I: CORE TASKS

1.1. General Management of event - SMALL event €/event 14

1.2. Idem as 1.1. - MEDIUM event €/event 24

1.3. Idem as 1.1. - LARGE event €/event 7

1.4. Selecting location and technical equipment - event in ZONE A €/event 10

1.5. Idem as 1.4. - event in ZONE B €/event 10

1.6. Idem as 1.4. - event in ZONE C €/event 10

1.7. Compile list of potential participants to invite + formatting of mailing list + mailings – SMALL event €/event 14

1.8. Idem as 1.7. – MEDIUM event €/event 24

1.9. Idem as 1.7. – LARGE event €/event 7

1.10. Online participants' registration & confirmation of enrolment €/event 5

1.11. Replying to enquiries from participants - SMALL event €/event 14

1.12. Idem as 1.11. - MEDIUM event €/event 24

1.13. Idem as 1.11. - LARGE event €/event 7

1.14. Programme booklet (including design, printing and delivery) – up to 16 pages - 1-300 impressions €/Unit 1000

1.15. Idem as point 1.14. - 301-800 impressions €/Unit 1000

1.16. Idem as point 1.14. - more than 800 impressions €/Unit 1000

1.17. Programme booklet (including design, printing and delivery) – up to 32 pages - 1-300 impressions €/Unit 1000

1.18. Idem as point 1.17. - 301-800 impressions €/Unit 1000

1.19. Idem as point 1.17. - more than 800 impressions €/Unit 1000

1.20. Negotiation of special rates for travel and accommodation €/event 100

1.21. Creating visual identity (and declinations) for the event €/event 45

1.22. Prepare digital list of participants & "digital business cards" €/event 45

1.23. Speakers Management (1-20 speakers) €/speaker 100

1.24. Speakers Management (20-50 speakers) €/speaker 100

1.25. Speakers Management (more than 50 speakers) €/speaker 100

Subtotal – 1. Core Tasks

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SECTION II: Activities outside of Core Tasks

2. Staff for events

2.1. Event Hostess/Steward €/day/ person 1100

2.2. Security guard €/day/ person 25

2.3. IT/Audiovisual Technician €/day/ person 350

2.4. Technical Director (Regisseur) €/day/ person 25

2.5. Liaison officer for VIPS €/day/ person 25

2.6. Press Assistant / Press officer €/day/ person 45

2.7. Moderator/Presenter €/day/ person 125

2.8. Speaker €/day/ person 125

2.9. Technical Expert/Consultant €/day/ person 245

2.10. Photographer / Cameraman / Sound-technician €/day/ person 50

2.11. Photo/Video editor €/day/ person 70

2.12 Social Media editor / Community Manager €/day/ person 50

Subtotal – 2. Staff for events

3. Multimedia (including transport, installation and dismantling, insurance)

3.1. Rental of Laptop / PC €/unit/ day 25

3.2. Rental of a DVD player €/unit/ day 5

3.3. Rental of a large 42'' plasma screen, connectable to a PC or DVD player

€/unit/ day 25

3.4. Rental of desktop photocopier €/unit/ day 10

3.5. Rental of high-speed photocopier €/unit/ day 10

3.6. Rental of laser printer (b/w) €/unit/ day 10

3.7. Rental of projection screen €/unit/ day 20

3.8. Rental of a video/beamer projector €/unit/ day 20

3.9. Rental of a telephone/fax machine €/unit/ day 5

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3.10. Recording of conference debates €/session 25

3.11. Webstreaming of conference per session or per room in multiple languages

€/session/ language 15

3.12. Rental of interpreting booths, including technical installation for simultaneous interpretation in accordance with ISO 4043-1998 (http://scic.cec.eu.int/europa/display.jsp?id=c_6575)

€/ booth/

day 35

3.13. Infrared headphones/receivers €/unit/ day 4500

Subtotal – 3. Multimedia

4. Media-specific activities

4.1. Identification of journalists to be invited €/ journalist 400

4.2. Inviting journalists to the event €/ journalist 400

4.3. Management and follow up of participating journalists before, during and after the event

€/ journalist 400

4.4. Assemble and distribute press packs €/pack 550

4.5. Monitoring of press coverage after event (up to 20 journalists) €/event 15

4.6. Monitoring of press coverage after event (21-50 journalists) €/event 15

4.7. Monitoring of press coverage after event (more than 50 journalists) €/event 15

4.8. Final report on media analysis of the event €/report 15

4.9. Writing content for journalists (one page is equal to 1500 characters without space) €/page 25

Subtotal – 4. Media-specific activities

5. Other material and services

5.1. Conference badge + laneyard (1-300 badges) €/badge 6000

5.2. Idem as point 5.1. (301-800 badges) €/badge 7000

5.3. Idem as point 5.1. (more than 800 badges) €/badge 8000

5.4. Prints / Photocopies black and white (1-100 pages) €/page 2500

5.5. Idem as point 5.4. – (101-500 pages) €/page 2500

5.6. Idem as point 5.4. – (501 or more pages) €/page 2500

5.7. Prints / Photocopies colour (1-100 pages) €/page 2500

23

5.8. Idem as point 5.7. – (101-500 pages) €/page 2500

5.9. Idem as point 5.7. – (501 or more pages) €/page 2500

5.10. Roll Up €/roll up 200

5.11. Beach Flag €/beach flag 50

5.12. Quadri-Colour printing on forex board or tissue panels €/m² 200

5.13. Floral Decoration – small €/piece 15

5.14. Floral Decoration – medium €/piece 12

5.15. Floral Decoration – large €/piece 10

5.16. Rental of Flip Charts + 3 markers + Paper €/Unit 25

5.17. Transportation of material and documentation related to the event to ZONE A €/m³ 100

5.18. Transportation of material and documentation related to the event to ZONE B €/m³ 100

5.19. Transportation of material and documentation related to the event to ZONE C €/m³ 100

Subtotal – 5. Other Material And Services

SECTION III – SERVICES AND GOODS AT MARKET PRICE

6. Miscellaneous

6.1. Rental fee of venue invoice

6.2. Catering Services invoice

6.3. Reimbursement of travel costs invoice

6.4. Reimbursement of accommodation costs invoice

6.5. Other invoice

GRAND TOTAL of ALL SECTIONS