EVENT IMPLEMENTATION & PARTICIPANT SERVICES FOR EIT EDUCATION & SKILLS DAYS 2027

Kurze Beschreibung

EIT Culture & Creativity (hereinafter referred to as the “Contracting Authority”) invites
proposals from qualified event service providers to support the organisation and delivery of
the EIT Education & Skills Days 2027.
The selected provider will act as the operational delivery partner, responsible for planning,
coordinating, and implementing the event in close collaboration with the organising team.
The provider will operationalise the approved event concept (see Annex 1) and programme
through the coordination of suppliers, logistics, participant services, and on-site delivery.
The procurement concerns the integrated organisation and delivery of the event,
excluding the procurement of the venue, which will be contracted separately by the
Contracting Authority. The selected provider will be responsible for coordinating all
operational aspects of the event, including subcontracted services such as technical
production, event logistics, communications support, and participant management.
Additionally, due to dividing the procurement into two complementary contracts reflecting
the different nature of the required services, with the venue procurement launched first to
allow for ample event planning, the selected provided is expected to work in close
collaboration with the selected venue provider.
The selected contractor will:
• coordinate and manage all operational aspects of the event;
• contract and manage subcontractors and suppliers, where these services are not
provided directly through the venue contract;
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• coordinate closely with the Contracting Authority and the separately contracted
venue provider to ensure integrated event delivery;
• oversee event logistics and participant experience;
• ensure smooth on-site implementation and delivery;
• provide consolidated financial management and reporting.
The event is expected to take place in late February or March 2027 (dates to be confirmed
via venue selection) and will gather approximately 400-500 in-person stakeholders from
across the EIT Community, including policymakers, educators, innovators, industry
representatives, learners, and alumni.
The successful tenderer will build upon the strategic direction established by the
Contracting Authority, including the approved event objectives, narrative, audience
framework, and high-level programme, while contributing its expertise to the operational
planning, coordination, and delivery of the event.

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Timeline
Milestone Date
Publication of the Request for Proposals (RfP) 12 October 2026
Deadline for submission of clarification questions 30 October 2026
Publication of responses to clarification questions 6 November 2026
Deadline for submission of proposals 16 November 2026, 17:00 CET
Administrative and eligibility assessment 17–18 November 2026
Technical and financial evaluation of proposals 19–23 November 2026
Finalisation of the Tender Evaluation Report 24 November 2026
Internal review and approval of evaluation results 25–26 November 2026
Indicative notification of award decision 27 November 2026, subject to
funding confirmation
Mandatory standstill period 10 calendar days starting on
the day following notification
of the award decision
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Earliest indicative contract signature 8 December 2026, subject to
completion of the standstill
period, confirmation of full
funding availability and all
required internal approvals
Important Notes
The Contracting Authority reserves the right to amend the above timetable, where
necessary, in accordance with the applicable procurement rules and the principles of
transparency and equal treatment. Any changes affecting tenderers will be communicated
through the appropriate procurement channels.
The notification of the award decision and the signature of the resulting contract are
expressly conditional upon the successful conclusion of the ongoing Cross-KIC Grant
Agreement Amendments (GA HEI and GA X-KIC Edu), confirmation of the availability of the
full required funding, and completion of all applicable internal approvals.
The publication of this RfP and the evaluation of proposals shall not constitute a binding
contractual or financial commitment on the part of EIT Culture & Creativity.
During the time of the tender procedure, the EIT CC team will receive questions via this
form and provide an answer within three working days.