Call for Tender: Conference Production, Venue Rental and Audiovisual Services – EU Meets the Balkans Forum Sofia, Bulgaria

European Liberal Forum
Rue d’Idalie 11-13, Boite 6,
1050 Ixelles, Brussels (BE).
Services: Conference Production, Venue Rental and Audiovisual Services
Date of publication: 14.04.2026.
The deadline for submitting tenders: 10.05.2026. 23.59h

About ELF

The European Liberal Forum (ELF) is the political foundation and think tank of the European liberals, the ALDE Party. It has a network of 56 member organizations across Europe. ELF is primarily funded by a grant from the European Parliament, and its business processes are subject to EU financial regulation.

Scope of work

Within its annual work plan, ELF is seeking a service provider for the support of organisation of the annual EU Meets the Balkans Forum, takes place in Sofia, Bulgaria. The event in 2026 will take place on Friday, September 18, 2026.
The selected provider will deliver full conference production services, including venue rental, stage setup, audiovisual production, live streaming, and communication support.
Services are divided into two lots. Tenderers may apply for one or both lots but must demonstrate capacity to deliver the requested services.

LOT 1: Venue and Technical Infrastructure

Venue rental (including setup and dismantling days)
Roster (podium bank for speakers)
Stage construction and stage furniture
Stage screens and auxiliary equipment facilitating mapping and background animation (devices)
Sound system and microphones (speakers and audience), including voice-over capabilities (for simultaneous translation where required)
Cabling and grid safeguards by the rentee (ELF) of the room
Screens, projection systems, lighting
Interpretation booths, headsets and related equipment
Seating and furniture for approximately 200-300 participants
Cabling, safety and technical infrastructure
Installation and dismantling of all elements

LOT 2: Production, Digital and Creative Services

Event landing page (creation, update, and maintenance)
Graphic design (key visuals, speaker cards, programme)
Event branding (photo wall, stage visuals, invitations, social media assets)
Live streaming (multi-camera, multi-platform, multi-language)
Technical staff and production team
Video recording and post-event video editing and delivery
Additional rehearsal and technical preparation time
3D mapping maintenance (service related to stage mapping and animation systems)

Publication date 14-4-2026
Deadline for submissions 10-5-2026
Contract duration 3 years, covering 3 annual events (2026-2028) or until the maximum value is reached
Contract type: Framework contract

Maximum value in 3 years 110.000,00 EUR VAT included

Terms and conditions

Provider accepts payment condition: proforma payment of up to 50% or fully after the service is provided with issuing of an invoice. ELF commits to paying 30 days after the invoice is issued. The provider must be able to encode invoices in line with ELF’s internal analytical codes.
Legal entity registered in the EUMS, registered for intra-community transactions (VAT ID) and able to issue invoices with prices indicated in EURO or local currency and EURO.
Applicant must be able to communicate with ELF in English.
•Must be able to work with the Sofia Tech Park to book the John Atanasoff Event
Room in Sofia as the preferred venue of the annual conference or an equivalent venue of similar size and quality of services.

Evaluation criteria

Tenders will be evaluated on Price and Quality with a weight of 30 given to price and 70 to quality of services.
Quality of services will be evaluated based on prior experiences, examples of work and references of supporting the organisation of such events.

How to apply

The tender application for each Lot, to be submitted in English, should consist of the
following components:

Cover letter including the information about the company’s legal status and general capacities to provide services on the scale mentioned above: name of the company, legal address and form of association, number of employees, structure of the company, VAT number and status.
Offer for the Lot
a) Price offer with a breakdown of unit costs and total with or without VAT (depending on applicable regime).
b) References and examples of work as well as any other proof of quality you may wish to be considered for the evaluation.
Price offer must be submitted separately for each Lot. Quality references and examples may be submitted only once. If you are applying for both Lots, you may submit one single PDF with both offers.

If you are interested in providing these services, you are requested to submit your application in PDF and signed by an authorized person by email no later than 10.05.2026. Contact email: [email protected]
If you have questions, please do not hesitate to reach out to Fjona Merkaj, Project Officer European Liberal Forum – [email protected]