CALL FOR TENDERS: FRAMEWORK AGREEMENT FOR STAGE & PROGRAMME MANAGEMENT SERVICES

1. Purpose of the Tender

The Party of European Socialists (PES) is seeking a qualified stage and programme management agency to provide comprehensive editorial, artistic, and live stage management services for upcoming PES events such as congresses, councils, conferences and rallies.

The PES is the second-biggest European political party, bringing together 33 full member parties from all EU countries, Norway and the UK, alongside associated and observer members across Europe and beyond. Represented in the European Parliament by the Group of the Progressive Alliance of Socialists & Democrats, the PES organises high-level events to promote progressive policies across the EU, Europe and beyond.

The selected partner will lead on programme flow, line of show architecture, live stage direction, scriptwriting, and speaker/VIP management. Technical production (sound, lighting, stage construction, LED/AV) is handled under separate arrangements; the contractor selected under this framework will interface with technical crews to ensure seamless programme delivery.

Important: This document does not intend to cover in a comprehensive manner all the issues that may arise in the context of tendering and procurement procedures.

2. Scope of Work

1. Line of Show & Programme Architecture:
   • Build and maintain the master Line of Show (Run of Show) and minute-by-minute stage timeline.
   • Structure session flows, panel handovers, keynote transitions, and stage choreography.
   • Curate, schedule, and direct musical performances, cultural interludes, and creative moments during breaks.
2. Scriptwriting & Editorial Coordination:
   • Draft comprehensive master scripts, including Master of Ceremonies (MC) speeches, housekeeping notes, speaker introductions, and transition links.
   • Coordinate with PES political and communications teams to ensure all stage content aligns with progressive political messaging and institutional protocol.
3. Speaker, VIP, and Guest Handling:
   • Manage green room operations, holding areas, and arrival timings for high-level political guests, party leaders, moderators, and panellists.
   • Brief all stage participants on timings, cues, teleprompters, and confidence monitors.
   • Direct stage entries, seating logistics, handoffs, and exits.
4. Live Show Calling & Stage Direction:
   • Provide the lead Show Caller and Floor Manager on-site to cue MCs, speakers, and performers in real time.
   • Coordinate cue execution directly with technical teams (video playback, walk-up stingers, holding graphics, lighting cues).
5. Artistic Booking & Curation:
   • Identify, contact, contract, and coordinate creative entertainers (singers, dancers, choirs, small orchestras/bands) for event breaks and openings.
   • Provide hospitality services for the entertainers selected for the respective events.

3. Contract Duration

The framework contract awarded through this tender shall remain in effect from 2026 until the end of June 2029, with an option to extend for additional 6 months by the end of year 2029, if required.

4. Legal Mentions & Exclusions

• The purpose of this document remains strictly advisory, does not constitute a commitment for the PES, does not grant any rights to tenderers or third parties, and cannot replace or modify the legal obligations of economic operators or European institutions.
• This invitation to tender sets out the conditions applicable to the present procurement procedure. It does not constitute a commitment by PES AISBL to award a contract.
• This tender will result in a single-operator framework agreement. Specific services may be requested through ad hoc, event-based assignments in accordance with the scope set out in Section 2.

5. Competence and exclusions

• The tenderer states that he has the technical ability to carry out the entirety of the requested professional activities, including the official registration requirements for its business or profession.
• The tenderer must not be in bankruptcy, insolvency, winding-up, liquidation, administration, arrangement with creditors or any analogous situation under applicable national law.
• Tenderers shall comply with all applicable laws, regulations, tax obligations, employment obligations and social security obligations applicable in the country where they operate.
• Tenderers shall be subject to mandatory obligations regarding confidentiality and the protection of personal data in accordance with applicable regulations (including the GDPR). The comprehensive terms, conditions, and liability provisions related to data processing and confidentiality will be formally detailed in the framework agreement.
• The tenderer states that no judicial court decision has been made final against it, during a labour and social security infringement procedure.
• The tenderer and members of its management state that they have no business connection or degree of kinship or alliance with PES AISBL management or employees, nor any kind of connection that could lead to a conflict of interest.
• Tenderers shall disclose any actual, potential or perceived conflict of interest that could affect the procurement procedure or the performance of the contract. PES AISBL reserves the right to exclude a tenderer where such conflict cannot be adequately mitigated.

As transparency aid, please consult these links:

https://www.pes.eu/en/about-us/the-party/team/

https://www.pes.eu/en/about-us/the-party/president/

https://www.pes.eu/en/about-us/the-party/vice-presidents/

Associated with this procedure, PES AISBL does not request proof of status and legal capacity at this stage of engagement but reserves the right to request at any time during the procedure evidence supporting any declaration, statement or information submitted by the tenderers.

By submitting an offer, the tenderer confirms being in accordance with all conditions specified in sections 4 and 5.

PES AISBL reserves the right to reject a tenderer, withdraw an award decision or terminate a contract if it subsequently becomes aware that a tenderer did not comply with the conditions set out in section 4 and 5 at the time of submission.

Any material misrepresentation, omission or false declaration may result in exclusion from the procedure, withdrawal of an award decision or termination of the contract.

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