To Whom It May Concern,

Kosovo Women’s Network (KWN) and Queen’s University in Canada, we are organizing a workshop to be held in Prishtina on 15-17 April 2026. We are anticipating that the workshop attendees will arrive to Prishtina anytime between 12-14 April 2026 (depending on available flights from home country) and will be departing Prishtina anytime between 18-20 April 2026 (depending on available flights to return to home country).

Accommodation:

• 35 single rooms

Meals:

• Cost per person per breakfast (if in addition to the accommodation; if included in accommodation, please state this);
• Cost per person per lunch;
• Cost per person per dinner;
• Accommodation per person per night for up to 35 rooms and approximately 5 nights per room (the precise number of rooms will be confirmed at a later date and a couple participants may arrive earlier or later; therefore, please provide the cost per night per person).
• Meals should include options for vegetarian, vegan, gluten-free, halal, etc.

Conference Room:

• Cost per day for a meeting room for approximately 35 participants;
• Cost per day for a larger, spacious meeting room;
• Cost for sound system and if it is available;
• Cost per person for catering services for coffee/tea and small snacks during breaks;
• Equipment (optional: please indicate availability and cost for each): projector, screen, audio system, 2–4 wireless handheld microphones, podium, Wi-Fi for all participants, water for speakers.

Additionally, please include in your quotation the following information:  

• Whether you will provide any of the services mentioned at no cost, or a discounted price;  
• Until which date the final number of participants must be confirmed for accommodation; 
• Your policy for last minute cancellations on accommodations and meals; and any affiliated charges for such changes.

We invite you to send your offers in accordance with the enclosed Tender Dossier. The offer should include: (1) Narrative Proposal (Form 5.1), (2) Financial Proposal (Form 5.2), and (3) Cover Letter and Declaration of Honour (Form 4).

Please send your offers to: procurement@womensnetwork.org with the subject: “Quotation – Hotel & Conference”. The deadline for sending offers is 09 January 2026, 17:00. Offers sent after the deadline will not be considered.