Tenders Are Invited For Baltic Sea Science Congress 2025 Conference Organization Service

1. The Subject Of The Order Is The Organization Of The Baltic Sea Science Congress 2025 Conference For The Institute Of Oceanology Of The Polish Academy Of Sciences (Procedure No. Io/Zp/6/2024). 3. The Subject Of The Order Includes The Rental Of Conference Space (Including Three Conference Rooms) Along With Technical Infrastructure Needed To Conduct An International Conference, Providing Catering For All Participants Of This Conference (Including Coffee Breaks And Lunch Breaks), As Well As A Gala Dinner For The Number Of Conference Participants Indicated By The Ordering Party. 5. The Conference Will Be Held On 26-30 May 2025, Sessions Using Conference Rooms Will Be Held From 14:00 May 26, 2025 Until 2:00 P.M. May 30, 2025. The Gala Dinner Will Take Place On The Fourth Day Of The Conference (May 29, 2025). 6. The Expected Number Of Conference Participants Is 300 People. The Ordering Party Reserves The Right To Limit The Number Of Conference Participants (And, Consequently, People Taking Coffee And Lunch Breaks), But By No More Than 50 People (Reduction To 250 People). 7. The Ordering Party Reserves The Right To Exercise The Right Of Option To Increase The Number Of Conference Participants ( And, Consequently, People Taking Coffee And Lunch Breaks) By A Maximum Of 80 People (Increasing To 380 People). 8. The Expected Number Of Participants Of The Gala Dinner Is 220 People. The Ordering Party Reserves The Right To Limit The Number Of Dinner Participants, But Not By More Than 20 People (Reduction To 200 People). 9. The Ordering Party Reserves The Right To Exercise The Right Of Option To Increase The Number Of Participants In The Gala Dinner By A Maximum Of 60 People (Increasing To 280 People). 11. Conditions Of Order Execution: 1) The Facility Must Have Three Conference Rooms Capable Of Accommodating: Conference Room (1) At At Least 270 People In A School Setting And 540 People In A Theater Setting (Every Second Seat Is Free), Conference Room (2) At Least 100 People In A School Setting And Conference Room (3) At Least 70 People In A School Setting; 2) The Facility Must Ensure The Possibility Of Changing The Setting In The Conference Room (1) (From Theater To School And From School To Theater) During A 15-Minute Break; 3) Conference Rooms Must Be Spacious: The Room (1) Must Have An Area Of ​​At Least 500 M2, Room (2) - Area Min. 200 M2 And Room (3) - Area Min. 150 M2;4) Conference Rooms Must Ensure Visibility For All Conference Participants, Must Provide Daylight (With The Possibility Of Shading If Necessary) And Have Efficient Air Conditioning And Heating, Adapted To The Number Of Participants;5) The Facility Must Provide Space For Coffee And Lunch Breaks And Poster Sessions Outside Conference Rooms, With An Area Of ​​At Least 370 M2 (The Above-Mentioned Spaces Should Ensure Limited Access For Unauthorized Persons); 6) The Contractor Is Obliged To Provide Space For The Registration Of Conference Participants; 7) As Part Of The Offer Price, The Contractor Is Obliged To Provide At Least One Cloakroom Where Conference Participants Can Leave Their Outerwear (The Ordering Party Does Not Allow Additional Fees For The Use Of The Cloakroom By Conference Participants) ;8) Conference Rooms Must Be Equipped With Technical Devices For Presenting Speeches (Sound System, Microphones, Projection Screens, Projectors); 9) Minimum Requirements For The Technical Equipment Of Conference Rooms: A) The Conference Room (1) Must Be Equipped With At Least Two Led Screens (The Main Screen Must Be At Least 4.0 M High And 2.5 M Wide, The Additional Screen Must Be At Least 3.0 M Height And 2.0 M Wide), Projector, At Least 4 Monitors, At Least 5 Microphones, Sound System, B) Conference Rooms (2) And (3) Must Be Equipped With At Least Two Projection Screens With A Minimum Size Of 3.5 M X 2 M, Projector, At Least 2 Microphones, Sound System;10) The Contractor Should Provide Wireless Internet Access (Wifi) For Conference Participants;11) The Contractor Is Obliged To Provide A Person For On-Site Technical Support Throughout The Entire Project;12) The Contractor Is Obliged To Ensure Architectural Accessibility And Information And Communication In The Scope Of Contract Execution, To Persons With Special Needs, At Least To The Extent Specified In The Minimum Requirements Referred To In Art. 6 Of The Act On Ensuring Accessibility For Persons With Special Needs. If The Contractor Is Unable, In Particular For Technical Or Legal Reasons, To Ensure Accessibility For A Person With Special Needs In Terms Of Architectural And Information And Communication Accessibility, The Contractor Is Obliged To Provide Such A Person With Alternative Access Within The Meaning Of The Act Referred To In The Previous Sentence. When Implementing The Order, The Contractor Is Obliged To Use Solutions Ensuring Accessibility Referred To In The Act On Ensuring Accessibility For Persons With Special Needs, In A Manner Adequate To The Type And Scope Of Activities Provided For In The Contract And The Nature Of The Order;13) The Contractor Will Provide Conference Participants With Access To Toilets Equipped With Hygiene Products (Toilet Paper, Towels, Soap) Throughout The Conference. Toilets Must Be Located In The Immediate Vicinity Of Conference Rooms (Especially On The Same Floor) And Easily Accessible. Toilets Should Be Divided Into Mens And Womens;14) All Conference Rooms, Spaces Intended For Coffee And Lunch Breaks, Poster Sessions And Registration Of Conference Participants, As Well As The Place For Organizing A Gala Dinner Must Be Located In One Facility And Enable Movement Without Having To Leave Outdoors;15) The Facility Cannot Be Undergoing Renovation And Construction Works During The Conference;16) The Contractor Will Be Obliged To Provide Catering For All Conference Participants In The Form Of: A) Coffee Breaks (Day I, Ii, Iii, Iv And V) B) Lunch Breaks (Day Ii, Iii, Iv And V);17) Requirements For Coffee Breaks: A) Coffee Breaks Should Be Provided Continuously (Up To 8 Hours, With A Break For Lunch), In The Immediate Vicinity Of Conference Rooms, B) The Service Should Be Updated On An Ongoing Basis, C) The Coffee Service Should Include At Least: Shortcrust Pastries (Min. Two Types), Freshly Brewed Coffee, Tea, Milk, Sugar, Lemon, Mineral Water, Juices (Min. Two Types);18) Lunch Requirements: A) Dinners Should Be In Buffet Form, B) The Contractor Should Provide A Different Menu Every Day, C) Dinner Should Include At Least: Soup, Meat Dish, Fish Dish, Dish Vegetarian, Starch Supplement, Vegetable Supplement, Salad Buffet, Selection Of Bread And Homemade Cake, D) Drinks Should Be Served With Lunch (In Particular Mineral Water, Coffee, Tea, Juices); 19) The Contractor Will Be Obliged To Organize A Gala Dinner For The Person Indicated By The Ordering Party Number Of Conference Participants (Day Iv) In Accordance With The Following Requirements: A) Preparation Of The Banquet Hall Within 2 Hours From The End Of The Thematic Sessions, B) Dinner Served In A Served Form (3 Courses), At Tables For 8-10 People, C) Dinner Should Include At Least: Soup Or Appetizer (With The Option Of Choosing A Vegetarian Version), Main Course (Choice Of A Meat Dish/Fish Dish And A Vegetarian Dish), Dessert, D) Drinks Should Be Served With Dinner (Unlimited) - In Particular Coffee, Tea, Water, Juices, Carbonated Drinks - For Up To 6 Hours During The Dinner, E) The Contractor Should Provide The Ordering Party With A Microphone With Sound System (To Enable Ceremonial Speeches To Be Made), F) The Room Should Be Equipped With A Stage (Minimum 10X6 M) And Professional Sound And Lighting, G) The Ordering Party Requires That The Room Includes Access To The Dance Floor (Minimum 50 M2), H) The Ordering Party Allows The Gala Dinner To Take Place In The Conference Room Where The Conference Takes Place (1), I) Food Serving Standards: - Food Eaten By Participants At The Tables, - Restaurant Tableware, Steel Cutlery, Napkins On The Tables, - Serving Hot Meals And Hot Drinks In Such A Way That Their Constant, Appropriately High Temperature Is Maintained For The Duration Of The Service, - Maintaining Order In The Place Where Meals Are Served, Including Cleaning;20) The Contractor Will Provide Catering Services (Preparation And Cleaning, Operation Of Catering Equipment Requiring Specialized Skills, During A Gala Dinner - Waiter Service); 21) Meals Should Be Prepared On Site (In The Facility); 22) The Contractor Will Ensure That The Delivered Food Products Will Be Fresh And The Dishes Will Be Prepared On The Day The Service Is Provided; 23) The Meals Should Meet The Requirements Of The Current Guidelines Of The Institute Of Food And Nutrition; 24) Break Menu Coffee Break, Lunch Break And Gala Dinner Must Be Approved By The Ordering Party. 15 Days Before The Date Of The Service (Starting Date Of The Conference), The Contractor Will Present The Draft Menu To The Ordering Party For Approval. The Ordering Party Will Accept The Menu Within 5 Business Days Or Submit Comments Aimed At Adapting The Menu To The Ordering Partys Requirements Specified In The Swz; 25) The Contractor Is Obliged To Clean The Place Where The Conference Will Take Place After Its Completion. 12. The Service Should Be Provided In A Hotel/Resort With A Minimum Three-Star Category. 14. The Distance From The Conference Venue To The Ordering Partys Seat Cannot Exceed 2,500 M. 15. The Facility Must Provide The Possibility Of Booking Accommodation For Conference Participants (At Least 150 Rooms). Conference Participants Will Make Room Reservations And Payments On Their Own. Detailed Information Can Be Found In Chapter Iii Of The Swz.