Tender for the logistical organisation of events and participant support (including venue rental, accommodation, transport services, catering and coffee breaks for trainers and participants)

Insight NGO announces a tender for the procurement of services for the logistical organisation of events and participant support (including venue rental, accommodation, transport services, catering and coffee breaks for trainers and participants).

Tender period: Tender proposals are accepted until 16 January 2026  at procurement@insight-ukraine.org  with the mandatory subject line: “Proposal for tender “No. PF.GIZ_INSІGHT_2026/4.1”.

Proposals sent to another address or in a form other than the one required by this request, or that fail to observe the appropriate level of confidentiality, or that are received after the stated date and time, will be rejected.

The tender is announced within the project “Strengthening the protection and resilience of the LGBTQI+ community and women in Ukraine”, implemented within the multi-donor project “Empowering war-affected communities of Ukraine through local initiatives (EMPOWER)”, funded by the German Federal Ministry for Economic Cooperation and Development (BMZ) together with the Directorate-General for European Civil Protection and Humanitarian Aid Operations of the European Commission and implemented by Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH. (agreement number: 81319547, project processing number: 19.1813.5-005.00)

Subject of procurement: External services for the logistical organisation of events and participant support (including venue rental, accommodation, transport services, catering and coffee breaks for trainers and participants), to be delivered over the course of the project from 15.12.2025 to 14.12.2026 within the project “Strengthening the protection and resilience of the LGBTQI+ community and women in Ukraine” in cities such as Kyiv, Lviv, Ivano-Frankivsk, Zaporizhzhia and in Zakarpattia and Kyiv  oblasts. Their titles, quantities and detailed requirements are set out in the Terms of Reference, which form Annex No. 1. 

Qualification requirements for tender applicants:

1. Experience in organising events
   At least 3 years of proven experience in organising one-day and multi-day events (trainings, seminars, conferences, etc.).
2. Logistical capacity and geographical coverage
   The ability to provide end-to-end logistics (accommodation, catering, transfers, travel) in at least several regions of Ukraine. Proven experience of working in different oblasts will be an advantage.
3. Positive references
   Providing positive feedback or letters of recommendation from previous clients regarding the organisation of events will be an advantage.
4. Experience of working with vulnerable groups
   Proven experience of organising events for vulnerable groups (for example, the LGBTQI+ community, IDPs, people with disabilities, etc.).
5. Experience of cooperation with civil society organisations and charitable foundations
   Experience of working with NGOs/CFs on similar projects will be considered an advantage.

Please review the requirements and the content of the request, as well as the mandatory list of documents to be submitted, at this link.