Event Management Services for EIT Food’s Employee Days event 2026

Description du marché

RFP (Request for Proposal) issued by EIT Food IVZW for a potential procurement of event management support services (via framework agreement) to organise EIT Food’s Employee Days event in 2026. Scope of Services – Employee Days 2026 (Ghent, Belgium) Event Details Location: Ghent, Belgium Preferred Venue: Old Fish Market (used in 2025) Dates: Main event + team meetings (Team meetings on 23 April) Venue Requirements Alternative Venue (if needed): Must meet criteria such as: Walking distance to hotel Central, accessible location Environmentally responsible catering (local, vegetarian) Inspiring, creative space Accessible for people with restricted mobility On-site staff presence during the event Venue Layout: Plenary room (190–220 attendees) + 4 breakout rooms Quiet room Catering area OPS room (5 staff) Team meeting rooms (with AV setup and soundproofing) Required Agency Support Venue Scouting: (Only if Old Fish Market unavailable) – propose 3–5 options, assist with site visits, repeat if necessary Venue Selection & Logistics: Support in selection, confirm booking, manage setup Hotel Accommodation: Book eco-branded 3* or 4* hotel(s), manage all communication and invoicing Project Management: Oversee full event execution, coordinate all vendors Supplier Coordination & Payments: Manage and pay all suppliers Customer Care: Manage event mailbox and inquiries in line with internal comms Project Timeline: Create and manage Trello-based timeline with stakeholder visibility Branding: Implement EIT Food branding across event materials Website: Update and manage existing event website Invitations & Registration: Send invites via EIT Food’s platform Set up/manage online registration (including breakout signups) Confirm registrations and send bi-weekly (later weekly) status reports Reporting: Regular registration and inquiry update

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