Request for Proposal: Production Company for the EIT RawMaterials e.V. General Assembly on May 19th 2026 in Brussels
EIT RawMaterials is seeking an experienced Production Company to deliver the full technical production of its General Assembly, including audiovisual setup, livestreaming, stage management, and real-time voting infrastructure.
1. Overview of EIT RawMaterials
EIT RawMaterials is the world’s largest knowledge and innovation network in the raw materials sector, comprising over 300 partner organisations across the entire value chain. Established in 2015 and supported by the European Institute of Innovation and Technology (EIT), a body of the European Union, EIT RawMaterials works to secure a sustainable supply of raw materials for Europe.
Through innovation, education and entrepreneurship, we strengthen Europe’s industrial competitiveness, accelerate the green and digital transition, and contribute to a resilient and circular economy.
2. Objective
EIT RawMaterials e.V. is seeking an experienced and reliable Production Company to deliver the full technical production of its General Assembly, taking place on 19 May 2026 in Brussels.
The General Assembly is a biannual statutory event bringing together all EIT RawMaterials partners. The event will be livestreamed and will include formal voting procedures, presentations, and interactive Q&A components.
The selected provider must ensure a seamless, professional and technically robust execution of the event, including all audiovisual production, staging, livestreaming and real-time voting infrastructure.
3. Scope of Work
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, including 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
- Including camera operator
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 and decorative lighting (to create atmosphere in the venue)
- Lighting control console for dynamic lighting cues
- Rigging/trussing to mount lights (including stands and hanging points)
Stage & Structures
- Stage platform including stairs and stage skirting
- Backdrop / stage background (visual branding possible)
Additional Equipment
- Laptop for playback (e.g., presentations, videos)
- Adapters / splitters / cable sets (HDMI, SDI, audio, etc.)
- Technical tables and well-organised cable management
Staff & Services
- Technicians for audio, lighting, video, and setup/teardown
- Stage manager / operator for show coordination
- Delivery, setup, and dismantling, including on-site technical briefing
- Transport and logistics for all equipment and services
Voting Tool with Interactive Real-Time Online Voting and Q&A Function
- Latency of less than 5 seconds
- Immediate display of results
- Tracking of all logged-in partners
- Summary of all voting results
- Summary of all received questions via the Q&A tool
General Requirements
- Proficient knowledge of English and German
4. Timeline
- RFP publication: 2 March 2026
- Clarification deadline: 16 March 2026
- Proposal submission deadline: 23 March 2026
- Notification of award (intended): 3 April 2026
- Contract signature (intended): 13 April 2026
5. Contact
Submit proposals to: alexandra.balke@eitrawmaterials.eu
