Call for the provision of Event Services: EIT Food South

Scope of Work

• Definition (and revision) of KPIs for each event and Gantt chart to be elaborated and approved on an event basis with the EIT Food Communication Manager and the respective EIT Food Project Manager.
• Budget proposal per event: Preparing event budgets that must be approved by EIT Food beforehand.
• Creative concept (decoration, signage, scenery), coordination and general assistance.
• Find and propose spaces that are suitable for each proposed briefing, that are available on the date indicated by EIT Food, are aligned with budget requirements and coordinate the location, setting-up, technicalities and other linked tasks.
• Coordinate with EIT Food South Communication Agency the design and production of graphic materials (mailing, Fcb, Lkd, banners, program, visuals), always ensuring that the branding guidelines of EIT Food are respected.
• When requested, proposal of contents / speakers / dynamics and participation techniques for the attending public, in close coordination with EIT Food.
• When requested, presenter-Moderator. Proposals to EIT Food, selection, coordination of contracts, etc.
• Auxiliary personnel for accreditations and general support.
• Catering (sustainable – not plastic-, suitable for intolerances).
• Video summary and photos of the event.
• Preparation of a comprehensive report on the results, impact, KPIs, including records, database, communication actions and appearances in the media for each event

Timeframe: The contract will run until December 2025, with potential for extension based on performance and funding.

Proposal Submission Requirements

• Portfolio. A description of the services offered and showcasing your prior experience within the agrifood sector (Include works done for EIT Food, if any).
• Other information you may find relevant, including:
  • case studies which demonstrate your expertise
  • general information about the company.
  • Management structure and key personnel.
  • A detailed budget.
    • Please note budgets should include all your costs.
    • NB. Please note budgets should be submitted in euros.

To find more information, go to the call guidelines or send your proposal to Ada Aparicio (southcommunication@eitfood.eu), using the subject “Event Services | Proposal | 2025.”