Service 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 of the EaP CSF Civil Society Summit of the Eastern Partnership Civil Society Forum in November 2025.     

Location: Copenhagen, Denmark      

Closing date: 23rd March, 23h59 CET.     

Title of the contract: EaP CSF Civil Society Summit 2025 – Service Provider   

Description of the event and background information  

 The 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 17th edition of the Annual Assembly of the Eastern Partnership Civil Society Forum, or 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.   

Scope of work  

The 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 management  

Based on clear instructions offered by the Client, the service provider will:   

• Design the registration platform (see further instructions below);   
• 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;   

Registration platform setup   

The registration form for the EaP Civil Society Summit 2025 set up by the selected service provider shall include but not be limited to the following information:   

• Category selection (delegates, members, observers, speakers, guests, media, staff)  
• Registration details: Title, personal information, organisation, position, country, travel details, accommodation, customised participation in the event (session selection based on Agenda blocks).  
• Language preference (English + Russian);  
• Record modification and/ or cancellation options.  
• Privacy and recording disclaimers;  
• A validation feature (that will allow the Client to approve/ decline registrations);   

 The registration form should be available in both English and Russian.   

Depending on their category, invited participants will be able to register using a unique username and a password. Each category will be allocated a secure password (i.e. EaP CSF delegates will be able to register with their own username and the password “xzyw2025”).   

The registration timeline and the text of the form will be provided by the Client.   

Logistical communication management   

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. This should include, the following, and will need to be finalised with the Client: 

Before the event:   

• Save the date emails;  
• Invitations;   
• Reminders;  
• Registration confirmations/ regret letters;   
• 1 week before the event communication (which includes Technical notes)  
• 1 day before the event communication   

During the event:   

• Daily reminders during the event;   
• Helpdesk support;   

After the event:   

• Thank you notes to all registered participants and satisfaction survey;   

Before the launch of the communication process, the service provider should ensure and assure the Client that any communication sent to a large number of invitees does not end up in spam.   

All communications should be personalised and designed to offer a sneak peek into the event.   

 The text of all the communications (i.e., invitations/ reminders/ confirmations/ regret letters in English and Russian) will be provided by the Client.   

The event communication support does not include social media management/ design support, or any matters related to strategic communications addressed to stakeholders.    

Travel management   

The service provider will take care of arranging the travel management for participants and relevant staff to the EaP Civil Society Summit in Copenhagen and in compliance with a pre-approved travel policy and by the most convenient means available . This includes but is not limited to flights, train travel, and bus travel. The service provider will take care of facilitating the travel of participants by providing visa support letters when appropriate.   

Technical support/moderation before and during the event   

In 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 (i.e., checking sound and video quality for all speakers/ staff involved during each session);  
• Troubleshooting in case of any technical problems;  
• Production of an award (eg, Trophy) for the award ceremony;  
• Providing any additional visual elements, printing for exhibitions, stage set up including eight flags and flagpoles for the six EaP Countries (Armenia, Azerbaijan, Belarus, Georgia Moldova, Ukraine),the EU flag and the host country flag (in this case, Denmark).   

Simultaneous interpretation services   

The service provider will ensure the availability of a sufficient number of professional interpreters that will provide simultaneous English-Russian-English interpretation throughout the whole event, including parallel sessions. 

To ensure the balance between the quality and the costs of the interpretation services, the service provider will share with the Client at least 3 offers received for such services.   

Security Services 

 The service provider will ensure the hiring of security services guaranteeing the security of guests during the event. 

Photographer 

The service provider will facilitate the hiring of a local photographer/videographer to record the event. 

Accommodation and catering   

In coordination with the Client, the service provider will be in charge of:  

• Identifying at least 3 available hotels that offer the facilities required for the organisation of a large conference  

• Ensuring that accommodation is booked for participants to the event at or near the selected venue (3 nights for approximately 200 participants)  
• Ensure that catering is provided for participants to the event. Indicatively, this includes full breakfasts, lunches, and dinners for up to 3 days.   

Event reporting   

Organisers will need to quantify, track, and analyse their event performance.   

The service provider will be in charge of collecting data regarding the event (i.e., registration and attendance rate per category, average time spent during each session, post-event survey results, etc).   

Financial reporting    

In coordination with the EaP CSF Finance Team, the service provider will ensure a regular and updated overview of the event budget.    

All the documents needed for financial reporting purposes after the event will be prepared and delivered to the Client within one-month period after the event, by mid-December 2025 at the latest.   

Expected deliverables   

• Comprehensive offer including all the above-mentioned services;  
• Financial proposal;    
• Registration platform and registration form;  
• Logistical communication timeline;   
• Travel Management for participants  
• Technical note(s) for participants and speakers;  
• Post-event report (including statistics, event metrics, and survey results);  
• Post-event financial report.  

Indicative timeline  

2025  

• 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;  
• Calls with short-listed candidates 31st -6th April;  
• Announcement of the election results: 7th April;  
• Discussion with the service provider: 7th – 13th April;  
• Signature of the contract: Mid-April;  
• First working meeting with the Client: Mid-April;   
• Preparatory work and identification of the venue and accommodation: as of April-May;   
• Finalisation of the registration platform: by mid-July at the latest;  
• Launch of the registration process: mid-July / beginning of August   
• End of the registration process: send of September   
• Technical, communication, and event management support during the event days (November);  
• ‘Thank you’ notes/ event satisfaction survey: a few days after the event;  
• Survey results: end of November / beginning of December.  

Additionally, in the run-up to the event, in coordination with the Client, the service provider will also:  

• Participate in monthly and, closer to the event, weekly catch-up calls/meetings with the Client;  
• Participate in the event rehearsal with the Client (following a written script);  

After each day of the event, the service provider will participate in short debriefing calls/meetings (30 min) meant to improve the next day’s performance of the team.   

After the event, the service provider and the Client will discuss the overall collaboration, including points of improvement.   

• Post-event and financial reporting: Should be made available within 1 month after the event, by mid-December 2025 at the latest.  

Selection criteria

• 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%)