dialogue conference

A dialogue conference is an open event where a contracting authority invites potential suppliers and other relevant stakeholders to discuss an upcoming procurement. It is one of several methods within market dialogue, distinguished by bringing multiple actors together to exchange knowledge and input in a plenary setting.

How does a dialogue conference work?

A dialogue conference is typically held before the contract notice is published. The contracting authority presents its needs and challenges, and suppliers provide input on what the market can offer and how the competition should be structured. The conference usually follows this pattern:

• Introduction: A representative from the contracting authority presents the project, needs, and timeline
• Technical presentations: Presentation of technical or functional challenges where market input is needed
• Plenary Q&A: Suppliers ask questions and provide input openly
• One-to-one meetings: After the conference, individual meetings are offered where suppliers can share information confidentially

The conference can be held in person or fully online. Digital dialogue conferences have been shown to attract more participants, as suppliers avoid travel costs.

Key requirements

Under EU procurement law, dialogue conferences fall within the scope of preliminary market consultations as defined in Article 40 of Directive 2014/24/EU. The key principles are:

• Openness: The conference must be open to all suppliers who wish to participate
• Equal treatment: Information shared with one supplier must be made available to all
• Documentation: The conference should be recorded or minuted, and materials should be published alongside the subsequent tender documents
• Confidentiality: Written input from suppliers in one-to-one meetings is confidential

In Norway, dialogue conferences are a widely used tool in public procurement, typically announced through Doffin or referenced in a prior information notice. Tools like Cobrief can help suppliers discover dialogue conferences through tender alerts, ensuring they do not miss the opportunity to influence upcoming requirements specifications.

A well-conducted dialogue conference gives contracting authorities valuable input for better specifications and more effective competitions, while suppliers gain early insight into upcoming needs and can prepare accordingly.