TENDER NO. ΚΣΧ / (27) /1 -2026The Chloraka Community Council announces that it is accepting proposals for the implementation of the cultural events programme for the year 2026.
Interested parties may obtain the full documents relating to this announcement, as well as the relevant application forms that must be submitted, from the offices of the Chloraka Community Council at 2 Eleftherias Avenue, 8220 Chloraka.
It is noted that applications must be submitted in accordance with the tender documents in the tender box at the offices of the Chloraka Community Council no later than Monday, 06/04/2026 at 12:00 noon.
The application envelope must state:
SUBMISSION OF PROPOSALS FOR INCLUSION IN THE CULTURAL PROGRAMME OF THE CHLORAKA COMMUNITY COUNCIL FOR THE YEAR 2026
TENDER NO. KSC / (27) / 1-2026
For additional information, interested parties may contact an officer of the Chloraka Community Council at tel. 26273721 or 26273410, Ms Georgia Angeli.
By the Chloraka Community Council
Date: 06/03/2026
Expression of interest for the submission of proposals for inclusion in the Cultural Programme of the Chloraka Community Council for the year 2026
A. General Information
The Chloraka Community Council accepts proposals from Cyprus and abroad for the organisation of events during the year 2025.
The right to participate in the tender is granted to natural or legal persons operating lawfully in Cyprus or abroad.
Proposals must be submitted in a sealed envelope bearing the following indication:
SUBMISSION OF PROPOSALS FOR INCLUSION IN THE CULTURAL PROGRAMME OF THE CHLORAKA COMMUNITY COUNCIL FOR THE YEAR 2025
TENDER NO. KSC / (27) / 1-2026
All proposals must be submitted using the “Proposal Submission Form for inclusion in the Cultural Programme of the Chloraka Community Council for the year 2026”, which interested parties may obtain from the offices of the Chloraka Community Council at 2 Eleftherias Avenue, 8220 Chloraka.
Proposals may either be submitted directly into the tender box of the Chloraka Community Council at 2 Eleftherias Avenue, 8220 Chloraka, or sent to the offices of the Chloraka Community Council by registered mail, which, under the responsibility of the body submitting the proposal, must be received by the Chloraka Community Council no later than the final submission deadline, namely Monday, 06/04/2026 at 12:00 noon.
Applications that are not submitted using the approved form and/or are not properly and/or correctly and/or fully completed and/or are not accompanied by the required copies and necessary supporting documents and/or certificates and/or are submitted late, shall be rejected and shall not be taken into consideration.
By submitting their application, applicants accept the processing of their personal data for the purpose of examining their application.
Applicants whose proposals are selected will be invited to sign a special agreement with the Chloraka Community Council. For additional information, interested parties may contact an officer of the Chloraka Community Council at tel. 26273721 or 26273410, Ms Georgia Angeli.
B. Instructions to Interested Parties
- Interested bodies may submit up to 10 (ten) proposals, for any type of event they wish, provided that the proposals are in line with the budget and the programme of events.
A separate proposal must be submitted for each event/programme using the official proposal submission forms.
- The proposals submitted must be fully completed and must include all documents and information required. The proposed events must be of a very high standard and artistic quality and must demonstrate professionalism on the part of the producer in the execution of the event.
- The venue for each event will be selected according to the nature of the event. Interested bodies will be informed of the venue selected by the Chloraka Community Council.
- Each proposal must necessarily include the title and a detailed description of the event, the names of all participating artists, the key contributors to the event, as well as the total duration of the event.
The producer must secure the above artistic team based on the specifications stated in the proposal submission form approved by the Chloraka Community Council.
Deviations/alterations will not be accepted unless there is a serious justification (illness/accident, war, force majeure, etc.). Any deviation or alteration without serious justification will affect the final agreed purchase amount for the performance.
- Documentary evidence must be provided showing that the applicant has legal representation of, or has undertaken an obligation toward, or has entered into an agreement with, the group(s) or artistic formation(s) proposed.
- A brief reference must be made to the profile of the producer (artistic office, company, institution or natural person) submitting the application.
- Responsibility for any obligations arising in relation to copyright and other rights for public performance/presentation lies with the producer. Any costs related to securing such rights shall be borne by the Producer.
- Each proposal must also include the financial proposal contained in the “Proposal Submission Form for inclusion in the Cultural Programme of the Chloraka Community Council for the year 2026”, in which the total cost for carrying out the event shall be stated. This cost must include all expenses required for the conduct of the event, such as:
Fees of artists, other contributors, technicians, etc.
Copyright fees
Air tickets
Accommodation
Meals
Transportation
Transport of sets, musical instruments, etc.
Rental of podiums, stage platforms, music stands, chairs and musical instruments
Rental and setup of projector and screen
Special carpet/flooring for dance (linoleum)
Fee of the company and/or producer
Organisational expenses
Sound, lighting and technical support, where these are not included in the facilities offered through the rental of the theatre or the event venue
Income tax
VAT
Any other expenses; the fees also include all types of expenses and costs of the participants in the event, as well as all kinds of deductions and any other charges provided for by Cypriot legislation.
The Producer shall have full responsibility for the payment of all expenses referred to in paragraph 9.
The Producer shall also be responsible for arranging the air tickets, accommodation, meals, daily allowances and transportation of the artistic team in Cyprus and shall bear all such expenses where the artistic team comes from abroad.
Responsibility and expenses for the technical servicing of the events, lighting, sound, sets, dressing rooms, etc., as well as any transport of sets from abroad, customs clearance and transportation within Cyprus, shall be borne by the Producer.
The Producer is obliged to pay, where required by law, the corresponding income tax and Value Added Tax, both for himself/herself and for artists coming from abroad.
It is emphasised that, if after the approval of any proposal other additional expenses arise of which the Community Council had not been informed from the outset, the Community Council shall not be bound to settle them. Any such expenses shall be borne exclusively by the Producer and, if the Producer refuses to proceed with their payment, the Community Council shall reserve the right to deduct the relevant amount from the agreed amount concerning the implementation of the event.
No revision by the interested body of the amounts declared in the proposal after its submission to the Community Council shall be accepted.
During the evaluation of proposals, the Community Council reserves the right to negotiate changes to the amounts declared.
- The Community Council shall have the right to secure sponsors, as well as media sponsors. The Producer shall not be entitled to do so unless prior written approval is obtained from the Community Council.
- The publicity expenses for each event, as well as venue rental expenses, shall be undertaken by the Community Council.
- If use of the event venue is required for an additional day or days for rehearsals or trials, this must be clearly stated in the proposal.
- Any required permit or approval from any Governmental, Local or other Authority regarding work permits for artists shall be obtained under the responsibility and at the financial expense of those concerned.
- It is clarified that, if any additional sound or lighting equipment is required beyond the existing equipment, the rental cost shall be borne exclusively by the successful body. In addition, the remuneration of the sound technician shall also be borne by the successful body.
- As regards the cost of lighting coverage, this shall be borne exclusively by the successful body.
- If requested by the Community Council or another Public Service, the successful body shall be obliged, at its own expense, to prepare and deliver to the Community Council a Safety and Health Plan for the event.
- The producer is responsible for the smooth execution of the event and the departure of the members of the artistic team.
- All persons involved in the event (actors, artists, dancers, technicians, etc.) shall be obliged to comply with ALL provisions of the Safety and Health at Work Laws of 1996 to 2011, both during the performance and during rehearsals and preparation of the venue.
- Events may be subject to an entrance ticket. The Chloraka Community Council shall be the exclusive beneficiary of the revenue from ticket sales. In addition, the granting of a limited number of free tickets to the successful body shall rest solely at the discretion of the Council. If the Economic Operator is interested in the revenue from ticket sales, then a second proposal must be submitted clearly describing this.
- Participants in an event of the Chloraka Community Council who are not residents of the Republic of Cyprus (living and working in a country other than Cyprus) are subject to taxation at a rate of 10% on the total expenses related to their participation in the event (fees, air tickets, accommodation, meals and transportation expenses).
- Where artists from abroad participate in the event, the producer shall be responsible for the payment of any tax to the Tax Commissioner’s Department (Relevant legislation: Articles 23 and 24 of the Income Tax Law No. 118(1)/2002, as amended). Please note that Article 28 of the Assessment and Collection of Taxes Law No. 4/78, as amended, provides that the Tax Commissioner may request from an officer of the Community the provision of information required for the purposes of that Law.
- In the event of approval of a proposal whose total cost exceeds €5,000, the successful body, upon signing the Agreement with the Chloraka Community Council, must submit a bank guarantee for an amount equal to 10% of the total agreed amount for the participation of the artistic team in the Community’s Cultural Programme, in the name of the “Chloraka Community Council” and valid for 30 days after the date of the event. The guarantee shall be returned no later than 30 days after the event has taken place.
- The application must mandatorily bear the name of the company or organisation submitting the application and the signature of its authorised representative.
- The estimated total expenditure for all events of the Chloraka Community Council is €80,000 (eighty thousand euro), with the right to increase or decrease the amount by ±20% depending on needs.
Σημείωση: στο πρωτότυπο φαίνονται ορισμένες ασυνέπειες στις χρονολογίες (σε κάποια σημεία γράφει 2025 αντί 2026), και τις διατήρησα όπως εμφανίζονται στο έγγραφο.
Επισυναπτόμενα Έγγραφα:
