EIT RawMaterials invites you to respond to this Request for Proposal (RfP) for the “General Assembly”.  

The selected agency will provide an end-to-end service to organise the General Assembly in a hybrid format, live stream and in-person participation, including a voting platform embedded in the live stream. All the participants, including those at the event venue, should log in to the stream to cast a vote.

The event is scheduled to take place on 14 May 2024 is Brussels, Belgium, and the duration is ca. 2 hours, including 30 minutes of a Q&A session with questions from an in-person audience and a Q&A section embedded in the live stream.

The basic technical requirement is listed below:

  1. Studio setup (min. capacity 100 participants)
1.1. Sound – Desk – QL 1 (Up to 20 Mies) & Intercom (6Q)
1.2. Sound – UHF System (16x Headset+ 4 Handheld)
1.3. Sound – Gooseneck Mies (For Lectern)
1.4. Sound – Monitoring
1.5. LIGHTING – Uplighters on stage (12Q)
1.6. LIGHTING – pack 200 pax
1.7. VIDEO – Widescreen projection (10mL x 4mH) – 1920/768 from fix install 1.8. VIDEO – Regie PIP with E2 (incl. ctrl laptop+ 4x laptop)
1.9. VIDEO – Monitors Expert (2Q different image)
1.10. VIDEO – Countdown-Timer System
1.11. VIDEO – Clicker
1.12. BROADCAST – 3x PTZ cameras, controller & ace+ Crew
1.13. VMIX + Crew
1.14. Digital Lectern (Screen 40″ Portrait 1080/1920) + Laptop
1.15. Stage 10m x 4m x 0.4mH
1.16. Furniture
  1. Voting
2.1. Online voting + Q&A system
2.2. Remote voting in auditorium/studio (300 remotes)


Key Dates

25.03.2024: RfP available and advertised
05.04.2024: Proposals submission deadline
19.04.2024: Agency Selection by EIT RawMaterials
10-14.05.2024: Commencement of work

About General Assembly

Our association’s General Assembly is a biannual gathering of esteemed partners and members, serving as a cornerstone of strategic decision-making and collaboration.

This pivotal event serves as a platform to deliberate on strategic matters, ensuring collective input and consensus on our organizational direction. It demonstrates our commitment to inclusive governance and forward-thinking collaboration.

About EIT RawMaterials

EIT RawMaterials, initiated and funded by the EIT (European Institute of Innovation and Technology), a body of the European Union, is the largest and strongest consortium in the raw materials sector worldwide. Its mission is to develop raw materials into a major strength for Europe by boosting competitiveness, growth and attractiveness of the European raw materials sector via radical innovation, new education approaches and guided entrepreneurship.

EIT RawMaterials unites more than 120 partners – academic and research institutions and businesses – from more than 20 EU countries. Together, we collaborate on finding new, innovative solutions to secure the supply of raw materials and improve the sector all along the value chain – from extraction to processing, from recycling to reuse.

EIT RawMaterials aims to significantly enhance innovation in the raw materials sector by sharing of knowledge, information and expertise: Entrepreneurs, Start-ups and SMEs receive funding and support through our partner network and collaboration activities.

EIT and EIT RawMaterials are integral parts of Horizon Europe Framework Programme for Research and Innovation 2021-2027. EIT RawMaterials has evolved to an open, integrated, outward-looking and expanding partnership closely connected with the policy agenda of the European Commission and driven by a strategy to create industrial symbiosis through innovation across value chains.

EIT RawMaterials is becoming a ‘network- and service-focused organisation (2021-2027) with the ambitious aim to emerge as a stand-alone and profitable, fully-fledged professional service organisation.



For any information related to this RFP, please direct all inquiries to the contact information as follows: