Comprehensive conference organisation in Gdańsk or Sopot in May 2027

Summary

The procurement is for the complete organisation of an international conference for at least 140 participants in Gdańsk or Sopot on 11–14 May 2027. A single hotel must provide conference rooms and technical support, coffee breaks, buffet lunches and accommodation services. The main conference room must hold at least 250 people in classroom layout and have a floor area of at least 500 m². Requirements include dedicated Wi-Fi with at least 50 Mbps upload and download, Full HD projection, at least five wireless microphones and continuous technical support. The hotel must be rated four or five stars and be located in Gdańsk no more than 2,000 m from Neptune’s Fountain, or in Sopot. Catering is required on the conference days, for a total of 520–1,000 participant-days. Each day must include at least two coffee breaks and one lunch break; the bidder must propose at least three menu options and cater for special diets, including halal meals. The hotel must block at least 100 rooms with breakfast for 10–15 May 2027, including at least 80 single rooms. Participants pay for their own accommodation, but the nightly rates stated in the bid are binding maximum prices. The evaluation gives 30% each to the conference-service price and catering price, 20% to the option of reducing participant-days at no cost, and 20% to offering more rooms than the minimum. Price negotiations may be held. Bids must be submitted electronically by 10:00 on 12 October 2026. Participation also requires evidence of the specified previous experience and valid liability insurance.