Request for proposal: Production Company for the EIT RawMaterials e.V. General Assembly on December 2nd 2026 in Brussels, Belgium

1. Overview of EIT RawMaterials 

EIT RawMaterials is a ‘Knowledge and Innovation Communities’ (KICs) created by the European Institute of Innovation and Technology (EIT), aimed at promoting innovation in the raw materials sector across Europe. Established in 2015, EIT RawMaterials works to secure the sustainable supply of raw materials to the European industry by driving innovation, education, and entrepreneurship along the entire raw materials value chain.  

We are a knowledge-driven business and a catalyst for industrial progress. Our offerings leverage our expertise and that of our network – the world's largest network in the raw (and advanced) materials sector – which includes companies at every stage of evolution, from start-ups to market leaders, along with leading international universities, research organisations, and top experts and future talent from the sector. 

Our activities span from mining and mineral processing to material recycling and substitution, focusing on increasing resource efficiency and fostering a circular economy. 

We inform policy, apply knowledge, accelerate innovation, create opportunity, and unlock commercial value – for our partners and customers throughout the raw materials value chain to develop the raw materials sector as a strategic strength and foundation for a secure, sustainable future for Europe. 

Our offerings are designed to help our partners and industry to be part of Europe’s strategic agenda to ensure supply chain security and make the ‘Green New Deal’ a reality that benefits the people of Europe  and partner nations. 

For more information about our company please visit the following website: 
https://eitrawmaterials.eu/

2. Scope of work 

2.1. General Objectives 

EIT RawMaterials e.V. carries out a General Assembly for all Partners twice a year as per the rules and regulations.  This entirely live streamed event is available to all Partners of EIT RawMaterials e.V. and provides them with a detailed breakdown of the activities as well as the opportunity to vote in categories such as new partners joining.  

2.2. Detailed Scope of Work  

EIT is seeking an experienced Production Company that can provide all aspects for a successful and uninterrupted production as well as a location, e.g. Studio with all need technical equipment. The chosen company must be able to provide all technical equipment:

• Mixer: Digital audio mixing console for live mixing 
• PA System: High-quality speaker system for main sound reinforcement, incl. subwoofers 
• Microphones: 
          - Wireless handheld microphones 
          - Wireless lavalier microphones 
          - Lectern microphones 
• Intercom System: Communication system between technical departments 
• Video Control Unit for signal routing and live feed management 
• Camera System (incl. camera operators) 
• Video Switcher for live direction (multi-source input) 
• Projectors & Screens: 
        - High-performance projector(s) 
        - Large screen(s) (front projection) 
        - Confidence monitor(s) for presenters 
• Lighting Technology 
        - Front Lighting for stage (speaker illumination) 
        -  Ambient & Decorative Lighting (to create atmosphere in the venue) 
        - Lighting Control Console for dynamic lighting cues 
        - Rigging/Trussing to mount lights (incl. stands and hanging points) 
• Stage & Structures 
        - Stage Platform incl. stairs and stage skirting 
        - Backdrop / Stage Background: visual branding possible 
• Additional: 
        - Laptop for playback (e.g., presentations, videos) 
        - Adapters / Splitters / Cable Sets (HDMI, SDI, audio, etc.) 
        - Technical Tables & Cable Management well-organized and tidy 
• Staff & Services 
        - Technicians for audio, lighting, video, and setup/teardown 
        - Stage Manager / Operator for show coordination 
        - Delivery, Setup, and Dismantling, incl. on-site technical briefing 
        - Transport / Logistics for all equipment and services 

Voting Tool with interactive real time online voting and Q&A Function 
           - Latency of less than 5 seconds 
           - Providing results immediately 
           - Tracking of all partners logged on 
           - Summary of all voting results 
           - Summary of all received questions via the Q&A Tool 

General requirements 
           - Proficient knowledge in English and German language 

Location 

          - You need to provide a full service location for the livestream, e.g. a studio, that is within the vicinity of the city of Brussels

3. Proposal Process 

3.1. Participation 

Participation in this proposal procedure is open to all tenderers. 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. 

3.2. Submission of proposal 

• Publishing the RFP on EIT RawMaterials website: 10 August  2026 
• Deadline for requesting clarification from EIT RawMaterials: 17 August 2026 
• Deadline for submitting proposals: 21 August 2026 
• Intended date of notification of award: 18 September 2026 
• Intended date of contract signature: 9 October 2026 

Proposals must be emailed in English to the following address: 

E-mail: alexandra.balke@eitrawmaterials.eu 

Contact name: for the attention of Alexandra Balke