Calling for an event agency to lead the organisation of the Women and Girls in STEM Forum (WGSF) taking place in Budapest (Hungary) on 10 October 2024. Deadline to apply: 22 May 2024 (5 PM CET).

EIT RawMaterials is requesting support from an event agency with expertise in organising and coordinating conferences in a hybrid format (livestreamed) for international organisations. The event agency will lead the organisation of the WGSF, the annual event of the educational programme coordinated by EIT RawMaterials, Girls Go Circular. This year’s edition will take place in Budapest (Hungary) on 9 OR 10 October 2024 (depending on venue’s availabilities) and is expected to gather up to 200 participants in person and +1,300 viewers online.

The Women and Girls in Stem Forum is a one-day event seeking to empower schoolgirls aged 14-19 from 30 European countries to follow a career in STEM (Science, Technology, Engineering, Mathematics) by connecting them with education experts and representatives from the tech industry. Over the last three years, this event has become a platform for leading voices of students, teachers, mentors, policymakers, researchers, and industry working towards a truly equal and inclusive future of Europe.

Services Requested

A full list of required services can be found in the Tender document below. The event agency must ensure the successful organisation and execution of the Women and Girls in Stem Forum in a hybrid format, covering pre-event planning, technical setup, venue rental, logistics, speakers and attendee management, and post-event activities. Each service contributes to delivering a seamless and engaging experience for both onsite and virtual participants.

Requirements & Capabilities

  • Event Planning and Management: Proven track record in organising international hybrid or virtual events with strong budget and timeline management skills.
  • Technical Proficiency: In-depth knowledge of audio-visual equipment and virtual event platforms for seamless presentations and networking.
  • Communication and Collaboration: Effective client relationship management and English proficiency (C1) for clear communication with stakeholders.
  • Problem-Solving and Adaptability: Resourcefulness in troubleshooting and adapting event plans based on client feedback and changing circumstances.
  • Compliance and Security: Understanding of EU data protection regulations for secure attendee data management.

Important Dates

13 May 2024:  Bidders’ deadline to submit proposals (5 PM CET).
15 May 2024:  Supplier selection by EIT RawMaterials.
16 May 2024:  Proposed contract start date.

Please find the full Tender document here.

Please direct proposals and questions to girlsgocircular@eitrawmaterials.eu