Event Agency Services for the EIT Higher Education Initiative IVAP Workshop 2025

EIT RawMaterials is seeking a event agency to further plan, manage, and execute the annual IVAP-Workshop (IVAP – Innovation Vision Action Plans). The IVAP-Workshop is an in-person event for the EIT HEI, a cornerstone gathering aimed at fostering innovation and entrepreneurial capacity within European higher education institutions (HEIs). This invitation-only event serves as the kick-off workshop for newly selected projects under the initiative and a platform for knowledge exchange among past and current participants.

About the Call

EIT RawMaterials seeks a highly experienced event agency to further plan, manage, and execute the 2025 EIT HEI Initiative IVAP-Workshop, the flagship annual event for the Innovation Capacity Building for Higher Education initiative.

The agency will work in close collaboration with EIT RawMaterials and further partners to deliver a seamless, high-caliber event that reflects the initiative’s strategic objectives. Responsibilities include the conceptualization, detailed planning, coordination, and flawless execution of all aspects of the event. The scope of services will include but is not limited to:

• Event Design and Conceptualization: Development of a cohesive event concept aligned with the initiative's goals, ensuring engaging and impactful experiences for participants.
• Logistical Management: Full coordination of venue arrangements, audiovisual requirements, catering, signage, and event materials.
• Participant Experience: Creation of an environment that facilitates collaboration, networking, and knowledge-sharing among participants.
• On-Site Event Support: Provision of experienced staff for setup, execution, and troubleshooting to ensure the event runs smoothly.
• Cost-Effective Execution: Preparation of a comprehensive budget that includes all event costs (excluding attendee travel and accommodation) and ensures cost-effectiveness without compromising quality.
• Payment Processing and Refund Services for the event participants: Seamless and secure management of payments for event participants ensuring transparency and customer satisfaction.

Objectives

• Event Name: EIT Higher Education Initiative IVAP-Workshop 2025
• Event Dates: November 2025
• Location: Krakow, Poland
• Number of Guests: maximum 350 guests from across Europe and Horizon Europe eligible countries

Key objectives of the IVAP-Workshop are:

• Raise Awareness: Showcase the initiative's transformative potential for HEIs across Europe, emphasizing its role in driving institutional change and fostering more innovative, entrepreneurial universities.
• Foster Collaboration: Facilitate strategic discussions on key action ideas and best practices, promoting innovation and entrepreneurship within HEIs.
• Promote Knowledge Sharing: Highlight successful case studies and good practices, encouraging mutual learning and refinement of IVAPs for effective implementation.
• Enhance Cross-KIC Collaboration: Build a vibrant, cross-disciplinary co-creation.

What We’re Looking For

The chosen agency will demonstrate exceptional expertise in delivering a high-caliber event that facilitates collaboration, knowledge- sharing, and strategic planning among HEIs, leveraging the EIT ecosystem to drive institutional transformation and regional innovation.

Funding Details

• Total budget: €200,000.00 (excl. VAT).
• Of this total budget, €55,250 is strictly reserved for the reimbursement of travel expenses and cannot be used for any other purpose. The remaining €144,750 (excl. VAT) is allocated for all other costs associated with the proposed solutions.

How to Apply

📧 Submit your proposal to: hei@eitrawmaterials.eu

🗓 Submission Deadline: 22 July 2025
🗓 Contract Signature Expected: 25 July 2025

Contact

📧 For clarifications: hei@eitrawmaterials.eu

This is an open call; membership in the EIT RawMaterials network is not required. Full details and submission instructions can be found in the downloadable RfP and annexes below.

Important Documents

• EITRM IVAP Request for Proposal
• EITRM IVAP RfP Annex 1 – Krakow Venue Presentation
• EITRM IVAP RfP Annex 2 - EIT IVAP 2025 – Summary of Preparatory Work and Service, Requirements for RFP (Krakow destination)
• EITRM IVAP RfP Annex 3 - TENDERERS’ DECLARATION FROM
• EITRM IVAP RfP Annex 4 - Service Agreement