Government preparations are continuing at an intensive pace in view of the Presidency of the Council of the European Union by Cyprus in the first half of next year, with all relevant ministries and services carrying out all the necessary procedures to ensure everything is ready and on time.
In this context, and given that several thousand delegates will arrive in Cyprus to participate in conferences and events planned within the framework of the Cypriot Presidency, the Deputy Ministry of Tourism has announced two more competitions for securing hotel rooms in the districts of Limassol and Larnaca.
These tenders come as a follow-up to a corresponding tender announced through the Electronic Procurement System (e-procurement), with the objective of securing rooms in hotels in the Nicosia district.
According to the tender documents, the primary objective of the contracts to be signed - once the contractors are selected - is the smooth, timely and high-level provision of conference services, rooms and catering, in the context of the needs arising from the assumption of the Cyprus Presidency of the Council of the European Union in the first half of 2026.
As stated, "the successful implementation of the services, with professionalism and consistency, is expected to contribute decisively to strengthening the image of the Republic of Cyprus as a capable and reliable organiser of high-level European meetings and at the same time to highlight the quality of the hospitality services provided in Cyprus."
The subject matter of the contracts
More specifically, and based on the tender documents, the contractors that will be selected will undertake the provision of conference facilities and related equipment, including the provision of rooms and catering for the needs of the Cyprus Presidency of the Council of the European Union during the first half of 2026, in accordance with the terms and conditions that will be set out in the contract to be signed.
Based on the relevant list provided, 15 conferences will be held in the Limassol district and 14 conferences in the Larnaca district, the duration of which will be between two days and one week.
Also, and in contrast to the competition for securing rooms in hotels in the Nicosia district, the list of conferences to be held in Limassol and Larnaca lists, in addition to the duration of stay, the rooms that must be reserved for each conference, in order to accommodate all conference participants without any problems.
Cost coverage
It is noted that the cost for the rooms that will be reserved will be borne either by the contracting authority (Deputy Ministry of Tourism) or by the conference participants as follows:
- The contracting authority only assumes the cost of Single Use accommodation with breakfast only for the number of rooms and only for the nights presented in the relevant tables included in the tender documents.
- The participants assume all costs not covered by the contracting authority.
- When booking overnight stays, the cost of which is borne by the conference participants, the following will apply:
*When booking the rooms, there will be a prepayment (guarantee) from the conference participant for the first night of their stay.
*In case of cancellation or reduction of the duration of stay, five days before the scheduled arrival, then the amount of the guarantee (i.e. the amount that was prepaid) is not refunded. It is clarified that the amount of the guarantee is refunded to the conference participant in the event that the cancellation of the reservation is due to the cancellation of the conference for reasons of force majeure referred to in Article 18 of the Agreement.
- In the event that after booking overnight stays, the cost of which is borne by the contracting authority, the conference is canceled for any reason, the reservation is also canceled and no amount is paid as remuneration or compensation to the contractor.
Other contractor obligations
It is worth mentioning that contractors will have the following obligations:
- In a prominent place in the hotel entrance lobby, they should place an information sign to guide conference attendees to the conference venue and on which they will also post the conference programme.
- They must ensure that during the conference proceedings, no other activities are carried out in the halls or other areas of the hotel that may create a nuisance (visual, acoustic, odours, etc.) and affect the smooth conduct of the conference proceedings. It is clarified that it is acceptable for conferences of other organisations to be held in parallel at the hotel.
- Not to accept any sponsorships in relation to the services of the contract.
- Free wireless internet access is provided in the hotel's public areas.
- To procure and place in the hotel a defibrillator, a first aid kit and a sufficient number of fire extinguishers. To take all appropriate measures for the safety and health of the delegates, such as an emergency management plan for health emergencies (fainting, accidents, etc.), earthquakes and fires, to keep emergency exits accessible and clear of obstacles, to place up-to-date evacuation plans of the building in visible places, to ensure the safe installation of sound, lighting and audiovisual equipment, to ensure the safe preparation of food, etc.
- To procure and place in the hotel the flags of Cyprus and the European Union, which must meet the following specifications:
*220m masts with silver base,
*Flags 180x120,
*Flag expander, which should be compatible with the mast.
- Throughout the duration of the contract, there must be toilet paper and soap in the rooms, a non-slip surface in the bathtub or shower of the rooms or a non-slip mat in the bathtub or shower of the rooms, on the large glass surfaces, whether opening or fixed, of the hotel, appropriate signage must be placed to avoid accidents, and there must be a waste basket in the room. Furthermore, throughout the duration of the contract, the hotels must meet the requirements specified in the tender documents.
Contract duration
The start date of the execution of the subject matter of the contract to be signed will be the date of its signing and the duration of execution is until 30/6/2026 (30 June 2026) plus the period until 15/7/2026 (15 July 2026) for the submission of the completion report.
It is noted that the implementation times of the individual services will be determined upon signing the contract.
It is noted, finally, that offers for both competitions will be accepted until 12 September at 11am.
(Source: InBusinessNews)
Also read: State inviting tenders for Nicosia accommodation during Cyprus' EU Council Presidency
