The selected agency will provide EIT RawMaterials with an end-to-end service to organize General Assembly in a hybrid format, live stream and in-person participation, including voting platform embedded in the live stream. All the participants including the ones present at the event venue should login to the stream in order to cast a vote.

The event location is Brussels, Belgium on the 13th of May 2025 and the duration of the event is ca. 2 hours including 30 minutes of Q&A session with the questions coming from in-person audience and Q&A section embedded in the live stream.

The basic technical requirements are listed below:

1. General assembly
   1. Audio
      1. Direction (desk & intercom)
      2. Wireless (5 headsets, 2 handheld)
      3. Monitoring
   2. Lighting
      1. Uplighters
      2. TV lights
   3. Video
      1. Screens
      2. V-Mix extended control set
      3. Streaming gear
      4. Clicker
   4. Broadcast
      1. 5 PTZ cameras
      2. Controller & ACE
      3. Crew
   5. Backdrop wall decoration
   6. Furniture
   7. Stage
2. Voting
   1. Online voting + Q&A system
   2. Remote voting in auditorium/studio (300 remotes)
3. Live streaming

Key Dates

• 28.02.2025: RfP available and advertised
• 07.03.2025: Proposals submission deadline
• By 14.03.2025: Award by EIT RawMaterials
• 12.05.2025-13.05.2025: Commencement of work

Contact

For any information related to this RfP, please contact eitrawmaterials-ev@eitrawmaterials.eu.