Rental of conference and workshop space with catering for nine one-day meetings

Summary

The procurement covers the rental of conference and workshop rooms, with technical and organisational support and catering, for nine one-day in-person meetings in nine Polish cities. The programme comprises four information and outreach workshops on Social Rental Agencies and five networking meetings for municipalities receiving support. The meetings are scheduled from November 2026 to December 2028: Poznan and Wroclaw in November–December 2026; Krakow in January–February 2027; Gorzow Wielkopolski in April–May; Czestochowa in September–October; Bydgoszcz in November–December; Lublin in February–March 2028; Katowice in May–June; and Warsaw in October. Exact dates will be set during contract performance, and a meeting date may be moved by up to 45 calendar days by agreement. The contractor must cater for 50 participants at each meeting. The authority may order up to 10 additional places per meeting, up to 90 additional places overall, bringing attendance to a maximum of 60 per meeting. Additional participants are paid for only when actually ordered; the room rental unit price does not increase. Events will run approximately from 10:00 to 17:00. The contractor must make the room available at least 60 minutes before and 30 minutes after each event. Each venue must be within 2 km of the city’s central railway station and be either a currently rated hotel of at least three stars or a professional conference or business centre. The building must be accessible to people with mobility disabilities. The room must support workshop seating and provide suitable equipment, including a projector and screen or monitor, at least two wireless microphones, Wi-Fi, air conditioning, and at least two paper flipcharts. Catering consists of a continuous coffee break and lunch. The break must include, among other items, unlimited freshly brewed coffee from at least two espresso machines, tea, water, juice, baked goods, fruit, and snack sandwiches suitable for different dietary needs. Lunch must include vegan soup, a hot meat dish, a vegan, gluten-free and lactose-free dish, vegetables, and side dishes. At least four days before each meeting, the contractor must propose at least two menu options. The selected menu must accommodate notified allergies and special diets. Food must be prepared on the day it is served; disposable tableware, cutlery, and tablecloths are not permitted. The contractor must also provide a technical coordinator, registration desk, cloakroom, cleaning, and a separate catering area. Bidders must have properly delivered at least one qualifying venue-and-catering service for an event attended by at least 30 people during the previous three years. No financial-capacity, turnover, or security requirement is set. Price is the sole award criterion (100%). The tender submission deadline is 8 October 2026 at 10:00.