Call for proposals: EU Tax Observatory High-level Conference Organization

CALL FOR PROPOSALS

EU TAX OBSERVATORY HIGH-LEVEL CONFERENCE ORGANIZATION

1. Context

The Paris School of Economics (PSE) is a foundation dedicated to scientific cooperation and serves as an international center for research and training in economics. The foundation covers a broad range of topics and is active in most areas of economics. As part of its research activities, PSE participates in European collaborative research projects and coordinates the TaxIDEAS project.

TaxIDEAS (Creating the EU Tax Observatory: Independence, Democracy, Equity, Advocacy, Sustainability) is a project co-funded by the European Commission through a call for proposals, aimed at establishing an EU Tax Observatory. The EU Tax Observatory conducts innovative research on taxation, contributes to a democratic and inclusive debate on the future of taxation, and fosters a dialogue between the scientific community, civil society, and policymakers in the European Union and worldwide.

As part of its annual work programme, the EU Tax Observatory will host a high-level, full-day, interactive public event in Brussels on May 13th, 2025. The event will engage external stakeholders, including representatives from civil society, policymakers at both the national and EU levels, and business organizations.

The conference aims to contribute to and share the latest insights on tax avoidance, evasion, aggressive tax planning, and money laundering. The day will feature multiple sessions, keynote speeches, and additional recreational activities aligned with the theme.

2. Contracts description

The successful applicant will be responsible for the majority of logistics related to the event.

Tasks will include:

• Project management: planning, organizing, controlling, and monitoring all aspects of the event. Developing a project plan, action plan, and timeline.
• Detailed reporting throughout the planning process.
• Budget management and reporting.
• Travel and accommodation management.
• Supplier management: benchmarking, negotiating the best offers with suppliers (hotel, venue, catering, etc.), contracting, and overseeing the day-to-day management of all suppliers, including venue and catering, technical partners, printing (backdrops, badges, lanyards, cloakroom tickets, registration desk, program), photography, and event staff (hostesses).
• Preparing necessary materials for speakers (water bottles, table tent cards, etc.).
• Managing the signature list at the welcome desk.
• Badge preparation based on the participant list received.

Required skills and competencies are outlined in Section 4, “Contractor’s Qualifications.”

3. Terms and conditions of the service

3.1. Exchanges between teams

Regular weekly exchanges until 6 weeks before the event, and bi-weekly exchanges thereafter until the event, with the PSE project team are essential for the proper execution of the service.

3.2. Timeline

• February 1st: Project initiation
• February 10th: Approval of project plan and calendar by the EU Tax Observatory
• March 1st: Confirmation of venue and accommodation
• March 10th: Submission of creative/recreational activity proposals to the EU Tax Observatory
• March 25th: Confirmation of transportation arrangements for all confirmed participants
• April 5th: Finalization of catering services
• April 20th: Confirmation of logistics tasks

3.3. Monitoring and control of the execution of the services

PSE will appoint an individual to oversee and manage the execution of the services. PSE reserves the right to monitor the tasks carried out at any stage of the contract.

4. Contractors’ qualifications

The applicant should meet the following qualifications:

• Proven experience in organizing high-level events, with experience involving EU institutions considered an advantage.
• Demonstrated creativity in designing institutional events, which may include a variety of cultural or artistic activities related to the event’s theme.

5. Terms and conditions

The contract is expected to last between 01/02/2025 and 16/05/2025

The Contractor agrees that the Commission may conduct checks, audits, and impact assessments related to the subcontracted work (the tasks performed), as outlined in the General Conditions of the Grant Agreement. The Contractor will maintain the confidentiality applicable to research projects conducted at PSE. Additionally, the Contractor must acknowledge that the European Commission cannot be held liable if, during the implementation of the project, a beneficiary or third party involved in the action causes damage to another beneficiary or a third party.

PSE may terminate the contract by informing the Contractor at least one month in advance of the effective date of the termination decision:

• In the event of early termination of the work specified in the preamble of this contract, without the need for justification.
• If the service provider fails to perform its contractual obligations, including poor service performance, breach of confidentiality, or delays in service delivery.
• If there is a mismatch between the quality of the services provided by the service provider and the needs of PSE.

In all cases of termination, PSE will pay the contractor for the work completed up to the date of termination of this contract.

6. Application process and selection criteria

3.1. Applications 

The Application should include the following items:

• A description of the company and a portfolio of similar events. The portfolio should ideally include creative activities designed for institutional events.
• The profiles (CVs) of the individuals who will be involved in the different stages of the service.
• A detailed budget.
• A comprehensive timeline.
• A declaration of honour signed by a legal representative.

3.2. Selection

The successful candidate will demonstrate the most relevant experience and portfolio related to the mission, the best proposal for the event’s design, and the best value for money.

Applications should be sent to Mathilde AUBURTIN (mathilde.auburtin@psemail.eu) with the subject line “EU Tax Observatory Call for Proposals – Event Brussels 2025.” All documents should be in PDF format.

The deadline is Wednesday, 15 January 2025, by midnight. The jury process will take place between Thursday, 16 January, and Monday, 27 January. The jury reserves the right to contact candidates for additional information.

The results will be announced on Tuesday, 28 January. The contract is expected to start on 1 February.