The All-Ukrainian Charitable Organization AUCO Convictus Ukraine (hereinafter referred to as the “Organizer”) announces a competitive tender for the provision of event logistics and technical support services.
AUCO Convictus Ukraine is a non-governmental organization operating in Ukraine since 2006 and part of the international Convictus network working in Sweden, Estonia, and Ukraine. The Organization has over 18 years of experience implementing programs in public health, humanitarian assistance, and social support in cooperation with governmental institutions and national and international partners.
The tender is conducted within the framework of all current projects of the Organization as of the date of announcement, as well as future projects to be implemented during 2026, including:
sub-grants under programs of the Global Fund to Fight AIDS, Tuberculosis and Malaria;
programs of the U.S. Centers for Disease Control and Prevention (CDC);
projects supported by UNFPA Ukraine, International Medical Corps, GIZ, Norwegian People’s Aid, SOS Children’s Villages Ukraine, ISAR Ednannia, AFEW-Ukraine, Medicus Mundi Mediterrània, ING Bank, the European Union, and other donors supporting the Organization’s programs.
Subject of procurement: Provision of event logistics and technical support services within the territory of Ukraine.
The services must include the following mandatory stages:
Selection and preparation of event venues in line with the approved budget and organizational needs.
Technical support for offline, online, and hybrid events.
Verification of hotel conditions (air conditioning, heating, sanitary conditions);
Inspection and setup of conference halls (seating arrangement, equipment setup);
Participant accommodation according to the arrival schedule;
Daily participant registration;
Adjustment of catering services in line with program changes;
Travel logistics for participants;
Arrangement of additional services as required.
Organization of transfers from railway stations/airports to event venues (bus, minibus, car);
Transport support for groups during events.
Printing of materials (including urgent printing and weekend delivery);
Procurement of stationery and supplies;
Production of presentation materials;
Express printing and promotional materials;
Preparation of handouts;
Photographer services;
Catering services.
Multimedia projectors;
Audiovisual equipment;
Computers/laptops;
Printers;
Flipcharts;
Projection screens;
Technical support staff.
Arrangement of other event-related services as required.
For the purposes of this tender, “events” include monitoring visits, trainings, seminars, conferences, working meetings, governing body meetings, press conferences, and other activities aimed at fulfilling the statutory objectives of the Organizer.
For each event, AUCO Convictus Ukraine submits a request form to the Contractor specifying scope, services, and timelines (approximately 10 calendar days prior to the event).
Within 2 working days, the Contractor submits a detailed budget based on the request.
The agreed budget must be signed no later than 7 calendar days before the event and becomes an integral part of the Contract.
In case of changes to actual costs, the Contractor submits a revised budget attached to the Service Acceptance Act.
The Customer may request primary accounting documents to verify cost calculations.
The Service Acceptance Act is reviewed within 5 banking days. The Customer either signs it or provides a justified refusal.
The Contractor’s obligations are considered fulfilled upon signing of the Service Acceptance Act by both parties.
The proposal must be submitted electronically and include:
Tender (price/commercial) proposal — completed and signed Annexes 1–4.
Documents confirming qualification compliance, including:
state registration documents;
proof of experience providing similar services during the past three calendar years;
statement on material and technical capacity and organizational capability (including existing agreements with conference venues, catering, and transport companies).
Confirmation of signatory authority (appointment order or power of attorney).
Optional documents (recommendation letters, presentations, etc.).
Only proposals fully compliant with this Announcement will be evaluated. The winner will be determined based on price comparison and compliance with technical and qualification requirements. The Organizer reserves the right to request clarifications that do not alter the substance of the proposal.
Participation of affiliated parties or collusion among bidders is prohibited.
The Organizer reserves the right to accept or reject any proposal in accordance with this Announcement, principles of fair competition, transparency, value for money, and internal policies and procedures.
All questions must be submitted in writing to: zakupivli@convictus.org.ua
To ensure equal access to information, no oral explanations will be provided. All responses will be issued in writing.
January 5, 2026, by 18:00 (Kyiv time).
Proposals must be submitted electronically (PDF/scan) to: zakupivli@convictus.org.ua
Email subject line: (Tender) for event logistics and technical support services.
The full text of the Announcement and annexes is available at the following link.