Call for Tender: AV Production and Translation Services for Freedom Games

European Liberal Forum
Rue d’Idalie 11-13, Boite 6,
1050 Ixelles, Brussels (BE)
VAT Number: BE 0892305374
Deadline for submission: 29 June 2026
Contact email: [email protected]

About

The European Liberal Forum (ELF) is the political foundation and think tank of the European liberals, affiliated with the ALDE Party. ELF operates a network of 54 member organizations throughout Europe and organises over 60–80 events annually. Funded primarily by a grant from the European Parliament, ELF’s procurement and business processes are subject to EU financial regulation.
Fundacja Liberté! (Liberté! Foundation) is a think tank and a civil society organisation founded in 2007 in Łódź, Poland. The entity is registered in the National Court Register (KRS) as a foundation. The main focus of the Foundation’s activities is publishing expert, ideological, and socio-political Liberté! Magazine. In line with the Memorandum of Understanding regarding organization of the Freedom Games conference, the European Liberal Forum is launching this call for tender together with Fundacja Liberté! to select a provider for AV production.

Description of Services

The purpose of this call for tenders is to conclude a service contract for audiovisual (AV) production and simultaneous translation services for the Freedom Games conference. Freedom Games is the leading festival of ideas in Central and Eastern Europe and the only event of its kind in Poland open to the general public. The event spans multiple parallel rooms and stages and includes live streaming, recordings, and simultaneous interpretation. It involves around 4500 participants attending and over 500 speakers in a span of 2,5 days.

Within the overall programme, the European Liberal Forum delivers a dedicated segment (“ELF Hub”), which consists of 6-8 international panels. While the contractor will be required to provide services across the entire event, which is financed by Fundacja Liberté!, the European Liberal Forum will be financially responsible only for the ELF Hub component.

Scope of Services

The contractor(s) shall provide comprehensive AV production, streaming, recording, and simultaneous translation services for Freedom Games, including ELF Hub.   

All services must be priced exclusively using the Excel pricing template provided,  at the link.

The scope of services includes the following key service areas:  

Stage production across all venues: full technical setup, on-site operation, and dismantling for all event spaces, including main stages, conference rooms, workshop rooms, off-stages, podcast room, and networking areas.  

Audiovisual stage infrastructure, including scenes, stage carpets, stage furniture, rostrums, LED screens, projectors, and display solutions.  

Professional sound and lighting solutions for all rooms, including microphones, sound systems, stage, wall, and ambient lighting (concert-level setups where required).  

Multi-camera video production, including camera operators, camera platforms, and live direction adapted to room size and programme format.  

Live streaming services from multiple rooms, including parallel language streams, as well as audio and/or video recording of selected sessions.  

Simultaneous interpretation services, including interpreter cabins, receivers, distribution logistics, and interpreters for English, Ukrainian, and Spanish.  

Provision of qualified technical and support staff, including room supervisors, stage technicians, camera crews, and on-site coordinators.  

Additional event support services, such as chair setup, reception and cloakroom staff, cleaning services, and basic venue logistics.  

Maintenance and supervision of all 12 rooms before, during and after event. 

Optional and supplementary production elements, including additional internet connectivity, exhibition and branding structures, printing elements, and waste-management infrastructure.  

Type of Contract and Duration 

Contract Type: Service contract for AV and translation services. 

Two separate contracts will be concluded with the selected provider: 

one contract covering the full Freedom Games event, with Fundacja Liberte! 

one contract covering the ELF Hub component, with ELF. 

Duration: Four (4) years  

Fees charged are based on the offer, able to be amended by 10% with prior notice as the maximum allowed by our financial regulations before needing to redo the tender.

Terms and Conditions 

Payment exclusively via invoice, minimum 30 calendar days after issuance and on annual basis.  
ELF reserves the right to amend, suspend, or cancel the tender procedure at any stage. 
All procurement is subject to EU financial regulations and ELF internal rules.  

Selection Criteria 

Offers will be evaluated based on:  

Competitive pricing with a clear breakdown per venue and service line, as submitted using the provided Excel template – 30%.  

Technical know-how and experience with comparable large-scale conference and event production, including streaming, simultaneous interpretation, and multi-room AV management. References required – 70%.  

How to Apply 

The tender application, to be submitted in English, must consist of the following components: 

Cover letter with information about the company’s legal status, capacity to deliver services at the required scale, company name, legal address, form of association, company structure, VAT number, and status. 

Completed Excel pricing template. Each line item must include: unit price (VAT excluded), quantity, clear comments where services depend on on-site verification or coordination with the venue. Prices must be provided in EUR.  

Signed application (PDF) by an authorized person. 

Incomplete offers submitted in another format will not be considered. 

Tender Offer Template

Applications must be submitted via email to [email protected] no later than 29 of June 2026. 

For questions, contact: Ola Rymaszewska, Project and Digital Transformation Officer via [email protected]