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Belgium-Brussels: Implementation of the European Youth Event 2018
Section I: Contracting authority
Section II: Object
Implementation of the European Youth Event 2018.
The European Youth Event (EYE) is an event initiated and hosted by the European Parliament biennially, since 2014, with the aim of stimulating active citizenship amongst young Europeans. Taking place at the European Parliament seat in Strasbourg, the EYE gathers thousands of young people, aged 16 to 30, and invites them to partake in discussions about topical issues with decision-makers and speakers with a wide range of professional expertise. It already took place twice, in 2014 and in 2016, with several follow-up hearings in the months after each edition. The third edition is scheduled for 25–26.5.2018. The contractor is asked to assist the EP with planning, organising and implementing all the logistical and organisational aspects of the EYE 2018, providing all the necessary know-how, services, logistics, materials, equipment, etc., in cooperation with the EYE project team, the internal EP services and the external partners.
The contractor is asked to assist the EP with planning, organising and implementing all the logistical and organisational aspects of the event, providing all the necessary know-how, services, logistics, materials, equipment, etc., in cooperation with the EYE project team, the internal EP services and the external partners.
Not only the provision of this assistance will require a high level of commitment on the part of the contractor in terms of speed of delivery, but the team working on the project will also need to cover a wide range of skills in order to successfully carry out the contract.
The mandatory steps below can be completed with additional steps and elements that will be proposed by the EYE project team or the contractor in order to achieve the best performance of the tasks required. The outline below might remain flexible.
i. A series of briefings/workshops with the EYE project team and other relevant EP services if/when necessary to detail the tasks, specify the needs, constraints and expectations for the project. This is a phase where the contractor collects the information needed to elaborate the concept for each work package.
Period/deadline: June–December 2017.
ii. A concept for each of the work packages. Concepts should include, among others, a clear and detailed description of the process(es), the objectives of the work package, indicators, the coordinator of the work package and the full team, including subcontractors. The concepts should be based on the previous documentation phase.
Deadline: end of December 2017.
iii. A detailed implementation plan, structured in work packages according to each element of the event, i.e. management of participants, indoor logistics, indoor and Agora/parvis signposting, opening and closing ceremonies, accreditation and welcome of participants, welcome and technical assistance of partners, contributors, organisers of activities, welcome and management of speakers, organisation of transport for participants, management of volunteers, security and safety, etc. A risk assessment report shall also be prepared for each of the work packages. The implementation plan must be accompanied by a detailed budget to cost all the work packages, activities and tasks outlined in the plan plus a timetable of deliverables.
Deadline: end of January 2018.
iv. Validation of the implementation plan.
Deadline: end of February 2018.
vi. Reporting: provide the project team with a brief report of the ‘lessons learned’ type, analysing the strengths and weaknesses of the event and what could be done differently/in a more effective manner for future occurrences of the same event.
Deadline: together with the final report.
Section III: Legal, economic, financial and technical information
See tender documents.
Section IV: Procedure
Section VI: Complementary information