Event Management Services

The following Event Management Services are the subject matter of the procurement procedure: - Provide advisory and consulting services on event management for in-person, sponsored, and online events. - Manage from planning to delivery several large-scale events, including inperson, hybrid and virtual events such as RawMaterials Summit (400 - 1000 people) (see www.eitrmsummit.eu), Expert Forums (300 p) and Brokerage Events (200 to 500 participants) on behalf of EIT RawMaterials. This will include but is not limited to the following areas: scouting for venues, dealing with organisers on behalf of EIT RawMaterials, offering consulting services, concept creation, AV services, marketing and experience booth planning and event banner design and production/building/transport, event website and app, online payment registration, sponsorship management, customer service, sales, ticketing, refund management, speaker management, logistics, merchandise/giveaways, selection/storage/production/shipping and wrap up (re-shipment of unused material). - Manage from planning to delivery virtual and hybrid events, proposing and managing successful ways to broadcast and where applicable develop audience interaction via online platforms. - Organisational and logistical support of small and medium-size events (c. 20 to 100 participants). - Digital marketing for large-, medium- and small-size events (from 100 to 500 people). - Sign and manage contracts with third parties to undertake services and supplies under this contract (such as sponsored events) on behalf of EIT RawMaterials; will act as the primary contact for EIT RawMaterials liaising with the third party in a day-to-day basis and as the contact for issue management and resolution; will ensure that deliverables and deadlines are set and met; and will convene and attend meetings with EIT RawMaterials and the third party in all phases of work. - Prepare, submit for approval, execute and report on event budget. - Identify and manage sub-contractors. - Ensure adherence and application of EIT RawMaterials Styleguides and Brandbooks etc throughout all marketing and communication material including but not limited to relevant event materials such as pop-ups, brochures and merchandise. - Media coordination, press event organization. - Running digital event marketing campaign. - Producing final event reports and digital campaign analytics.