Request for Proposals: Provision of event management services

By the present procurement procedure, EIT Urban Mobility and EIT Urban Mobility Innovation Hub South aim to organise a main event and a gala dinner from different European locations and is seeking professional support for the planning, organisation, and execution of the following event in Barcelona:

14 November 2022 – EIT Urban Mobility partners event (temporary name)

During the EIT Urban Mobility partners event, all EIT Urban Mobility partners around Europe will gather under one roof. A special occasion for networking, creating new connections, exchange knowledge and discover how powerful our community is.

This will be the first edition of our partners event since the creation of EIT Urban Mobility in 2019.

The event must be designed and conceptualised as an experience, breaking the standards, and avoiding boring sessions. Each content should be delivered to the partners in a creative way: Think outside the box!

The main objectives that EIT Urban Mobility aims at reaching with the event are the following:

  • Reinforce the strong feeling of community and belonging to the EIT Urban Mobility community for all our partners.
  • Awareness of how powerful our community is – we are European, and we have the main actors in the sector
  • Exclusive event – only for our partners – only for the selected
  • Hook event, to transforms potential leads, to become EIT Urban Mobility partners. Some of our ready-to-be partners will also be invited to the event
  • Create an experience

It is foreseen to organise this event on a yearly basis – probably before the summer – in a different European location.

EIT Urban Mobility is above all a network and our excellence come from our partners. Our +250 partners are Europe’s leading companies, research and education institutions and cities. They all support outreach, are actively engaged via the Innovation Hubs and cover the complete value chain from vehicle and traffic technologies to urban planning, data services, energy, retail, financial services, and engineering.
Until now, some local events with partners have been organised, but this will be the first time all our European partners get together in one place.

16 November 2022 – Gala dinner

In addition of the organisation of the partners event, the selected agency will provide support – coordination, general arrangements, decoration, etc – to EIT Urban Mobility for the organisation of a Gala dinner.

EIT Urban Mobility co-organises together with Fira Barcelona, the Tomorrow.Mobility event, our flagship event.  On the second day of the event – 16 November 2022 – EIT Urban Mobility organises a Gala dinner for a selected number of EIT Urban Mobility guests.

Tomorrow.Mobility Gala dinner takes place annually in November. This will be the second edition.
Last year, the Gala dinner was held at the Convent dels Àngels in Barcelona, and 100 guests attended. The event has no cost for invited guests, but it is only for EIT Urban Mobility VIP selected guests.

All information, including the detailed scope of work, deliverables, and terms & conditions can be found in the Request for Proposals.

Deadline for submissions: 19 August 2022 at 16:00 Central European Time.