External support for event management for the Europavillon

Framework agreement for external support for event management for the Europavillon of the Deutsche Bundesbank. The contract duration is a maximum of 4 years.

At its event location, the "Europavillon der Deutschen Bundesbank", the Bundesbank engages in direct dialogue with citizens to positively anchor the Bundesbank and its tasks with target groups. We are seeking support from a competent agency partner for marketing, operational implementation, and the registration and admission process. The Europavillon is located at Mainzer Landstr. 47 directly in front of the "Frankfurter Büro Center" high-rise, where the Deutsche Bundesbank has established its interim headquarters due to the renovation of its central office. The Europavillon is part of the property and is particularly suitable for public events due to its location. The building is equipped with modern event technology. The modular room concept can accommodate events with up to 80 people. The focus is on events for citizens as well as for the financial and business community. One to two events per month or 10-15 events per year are planned. The focus for speakers and guests is on Frankfurt and the Rhine-Main region. A reliable network in the region is therefore essential for the further development of direct and social media marketing and for approaching potential speakers. In 2025, various new event formats for different target groups already took place (see website at: www.bundesbank.de/europavillon). If necessary, further target group-specific formats will be developed and special events will be held. Scope of Services The agency partner will provide a dedicated contact person/project team and must perform the following services: 1) Event Marketing Consulting - Evaluation and further development of marketing measures with the aim of achieving the highest possible visitor numbers and expanding the participant base - Advice on the optimal marketing mix depending on the type of target group desired for each event within the given budget framework - Advice on networks in Frankfurt that are suitable for the Europavillon - If applicable, advice on building and managing a Europavillon community - Preparation of measures for later implementation by the Bundesbank 2) Conceptual Services - Conceptual support for individual events if needed, e.g., through suggestions for entertainment acts, speakers, and special room design 3) Project Management - Central contact person (Key Account Manager) - Development of project and time plans and monitoring of milestones and budget status - Participant Management: The conference management software currently used at the Bundesbank (Ventari by U2D) should be used for participant management. The agency will receive personalized access. Agency employees will receive training. For each event, the following tasks must be performed as needed: o Setup and management of individual events in the Ventari software o Sending emails to registered guests, waiting list management, etc. o Follow-up: Analysis of guest and no-show rates and execution and (graphical) analysis of the feedback survey - If necessary: Selection, management, and commissioning of subcontractors (e.g., artist management, special room equipment, catering service providers, advertising measures). External costs will be reimbursed upon presentation of receipts. 4) Registration and Admission Management The tasks for admission management per event include: - Reception and registration of guests on-site with provided terminal - If applicable, preparation and distribution of name badges - If applicable, organization and handling of the cloakroom