Request for proposal: Hotel Accommodation in Amsterdam, Workshop Facilities and Catering Services
About EIT RawMaterials
EIT RawMaterials is a Knowledge & Innovation Community (KIC) established by the European Institute of Innovation and Technology (EIT) to strengthen innovation, education, and entrepreneurship across Europe's raw materials sector. Since its establishment in 2015, EIT RawMaterials has supported initiatives that contribute to a sustainable and resilient raw materials value chain.
For more information about our company please visit the following website:
https://eitrawmaterials.eu/
2. About the Raw Materials and Advanced Materials Academies
The European Raw Materials Academy (ERMAcademy) and the European Advance Materials Academy (AdMatAcademy) are two flagship initiatives led by EIT RawMaterials and funded by the European Commission to support the upskilling and reskilling of Europe’s raw and advanced materials workforces.
3. About the Green & Circular Metal Open Innovation Challenge and Expert Forum
EIT RawMaterials has launched Strategic Impact Group Networks (SIGNs) to strengthen the value chains and collaboration across four critical sectors: Battery Materials, Rare Earths Elements, Green & Circular Metals and Mining & Processing Technologies. These networks unite partners from industry, policy, research, and academia to tackle four critical challenges: Skills development, Innovation and scale-up, Investment mobilisation and Regulatory advocacy.
As part of the Expert Forum, EIT RawMaterials, through the ERMAcademy and AdMatAcademy, will host the Open Innovation Challenge (OIC) for Talent – SIGNs Sprint, providing an opportunity for Master's students, PhD candidates, and recent graduates to tackle a real industrial challenge and pitch their solutions live during the event.
Thirty students will be selected through an open call and invited to Amsterdam to participate in an innovation workshop from 27 to 29 September 2026. Student will work in multidisciplinary teams with the support of five expert coaches. The programme will conclude with the final pitching session during the Expert Forum on 29 September 2026.
4. Scope of the service
4.1. Objectives of the service
EIT RawMaterials GmbH invites qualified hotels in Amsterdam to submit proposals for the provision of accommodation, room facility for groupwork and catering services for the coaches and the students selected for the OIC Talent for Green & Circular Metals, organised in conjunction with the SIGN Expert Forum 2026 – 29 September 2026 at Hilton Amsterdam Airport Schiphol, Schiphol Boulevard 701, 1118 BN Schiphol, Netherlands.
The selected hotel shall provide:
Accommodation
- 35 single occupancy rooms
- 3 or 4-star hotel
- Breakfast included for all rooms
- Check-in: 27 September 2026
- Check-out: 30 September 2026 (3 nights)
- Conference room for 35 persons for 1.5 days (28 September full day, 29 September half day).
- No meeting room is required on 27 September 2026, as this is the arrival/check-in day.
- Located in Amsterdam in convenient location with respect to the event location (Hilton Amsterdam Airport Schiphol, Schiphol Boulevard 701, 1118 BN Schiphol, Netherlands)
- Tenderers shall state their booking modification and cancellation terms (flexibility to change the number of participants, and the possibility to cancel the workshop room). This information is requested for contractual purposes only: it will not be evaluated, will not be scored and will have no influence on the award decision. The terms stated will form part of the contract concluded with the successful tenderer.
Catering
The proposal shall include:
- Breakfast (already included under Accommodation above; not to be priced separately)
- Dinner at the hotel on 27 and 28 September
- Coffee breaks and lunch during group work sessions: 2 lunches (28 and 29 September) and 3 coffee breaks (two on 28 September, one on 29 September), each for 35 persons (30 students and 5 coaches)
Room Facilities for Groupwork
Facilities shall include:
- room suitable for work group with 30 students and 5 coaches for 1.5 days. The activity will require participants to split into 6 groups of 5 students, each supported by a coach. Each group shall be provided with a separate table and sufficient chairs to facilitate collaborative work.
- Projector or LED screen for presentation
- Audio system
High-speed Wi-Fi
5. Proposal process
5.1. Participation
Participation in this proposal procedure is open to all tenderers.
Proposals should be concise, clearly written in English, and focused on the services requested under Section 2 of this RfP.
All participants must sign the Tenderers’ declaration form attached and submit it with the proposal.
Please note that the tenderer may not modify the text, it must be submitted signed as provided by EIT RawMaterials attached to this request for proposal document.
5.2. Submission of Proposal
- Publishing the RfP on EIT RawMaterials website: 14 August 2026
- Deadline for requesting clarification from EIT RawMaterials: 20 August 2026
- Deadline for submitting proposals: 21 August
- Intended date of notification of award (earlier date possible): 26 August 2026
- Intended date of contract signature (earlier date possible) : 31 August 2026
Proposals must be emailed in English to the attention of Fabio Ferri and Eilecia Bovard
E-mail: fabio.ferri@eitrawmaterials.eu & eli.bovard@eitrawmaterials.eu
