📋 Tender Overview
Contract awarded for Event organization services for 4 years lot-0002, title: 120 years of haki and fisheries research, description: the date and schedule of the one-day event: october 21, 2026, wednesday conference: from 10:00 to 17:30 dinner from 18:00 to 22:00 the number of participants: 150 people -10% (option), the final number - which is the basis for the accounting regarding catering and room arrangement - will be sent in writing by the contracting authority to the winning bidder by midnight on october 15. the main expectations regarding the venue are as follows: - we would like to hold the event at a location in szarvas that is easily accessible by car and public transport. it is important that guests arriving from the countryside have the opportunity to stay at the same location where the event and catering service will take place. for time and cost-saving reasons, we request that the restaurant service operating on-site be included in the catering service provision, and we ask that the restaurant of the proposed event venue be suggested as the location for lunch and dinner. - it is necessary to provide the same number of on-site or nearby parking spaces as the number of participants, the fees of which will not burden the contracting authority - it is necessary to have one plenary room and one separate room available - must have the necessary technical infrastructure - due to its characteristics, it should be suitable for ensuring the presence of the press and for photo documentation the further expectations regarding the venue can be found in the technical description. requirements related to room arrangement: - conference room with theater-style seating - speaker's podium - presidential table - registration table - 5 glass display cases for the presentation of historical documents and objects further details regarding room arrangement can be found in the technical description. expectations regarding catering services: - provision of 2 coffee breaks (1 at registration, 1 during the event break) - lunch: served menu selection lunch with soft drinks (a 3-course meat or 3-course vegetarian menu, with the following drink package: coffee or tea and mineral water or sparkling/juice drinks) we request a plated meal service. - dinner - warm buffet in a buffet style (standing reception - extended standing reception with hot dishes, special wine tasting package we ask that all meals be prepared with gluten-free, lactose-free, vegetarian, and vegan options due to special dietary needs and food intolerances. these should also be taken into account during coffee breaks, lunch, and dinner. further details regarding catering services can be found in the technical description. technical requirements: provision of the necessary equipment and technician for sound reinforcement for the entire duration of the event. further details regarding technical services can be found in the technical description. accommodation - we request 2 rooms for 2 people for 1 night on october 20, 2026. transportation - we request the provision of a minibus for 12 people for the round trip from budapest to szarvas on october 21, with several stopping options on the way back. further details regarding transportation services can be found in the technical description. professional requirements: - provision of hostesses for registration and general briefing, as well as for handing over the microphone during participants' comments 3 people x 10 hours - 1 event coordinator 1 person x 14 hours - for preparation, senior event organizer 1 person x 25 hours and junior event organizer 1 person x 12 hours - 1 event technician for the entire duration of the event 1 person x 14 hours - set-up, material handling - 2 people x 4 hours - waiter - 10 people x 16 hours - cleaner - 1 person x 14 hours (we request continuous presence) - their task is to regularly check the restrooms and corridors representation gifts - branded products notebook (notepad) a5 size white - 160 pcs ballpoint pen - metal, with pad printing - 160 pcs canvas bag - 160 pcs wine bag size 13 x 8 x 37 cm - 20 pcs other - low-value gastro gift: chocolate selection - 160 pcs other - medium-value textile - polo shirt - white - 160 pcs (we request a size chart from the winning bidder for the shirts, based on which we can provide sizes and exact quantities) we can only specify which promotional gift we want which logo printed based on the known sizes for branding. we request the sizes of all requested promotional gifts from the winning bidder within 3 working days from the contract signing, after which we will send the sized exact graphic designs to the winning bidder within 3 working days. the size/quantity requirements for the polo shirts will be provided by the client to the winning bidder no later than october 7, 2026. we request a sample of the proposed products before branding. further details of the public procurement can be found in the technical description, the pricing table, the procurement documentation, and the draft contract. estimated value excluding vat: 10549344.00 huf.Event organization services for 4 years
