CORPORATE SPONSORSHIP FOR EUROPE DAY - TERMS OF REFERENCE

1. Opportunity

The European Union Delegation to Brazil hosts its annual Europe Day reception on 7 May 2026 instead of the official date of 9 May. The reception will take place in Brasília, approximately between 18:00 and 22:00. The venue will be communicated at a later stage.

Europe Day, also referred to as "Schuman Day", is an annual celebration of peace and unity in Europe. This is more than an occasion to bring together European and Brazilian dignitaries and international partners. The event is also an excellent opportunity for companies/organisations to promote their image, brands/activities through corporate sponsorship-collaboration with the European Union Delegation to Brazil.

In line with Article 26 of Regulation (EU, Euratom) 2024/2509 (Financial Regulation) and the EEAS Guidelines on Corporate Sponsoring, the Delegation may accept exclusively in-kind corporate sponsorship for this event. Corporate sponsorship shall remain ancillary in nature and the event shall not be exclusively financed through sponsorship.

2. Main criteria

• Nature and activities of the Sponsor must be in line with the principles, values and commitments of the European Union.
• Nature and activities of the Sponsor must not undermine EU policies in areas such as foreign policy, human rights, sustainability, social, health, environment or public health.
• The Sponsor may be a public or private organisation or company.
• Sponsors must not entail any actual or potential conflict of interest with the mission and objectives of the European Union.
• Sponsors must not be in any of the exclusion situations referred to in Articles 138(1) and 141(1) of Regulation (EU, Euratom) 2024/2509.
• Sponsors must not be entities whose core business is incompatible with EU values (e.g. tobacco, activities contrary to EU environmental or climate commitments, etc.).
• Sponsors must declare on honour that they are not listed in the Early Detection and Exclusion System (EDES) and comply with all applicable legal, tax and social obligations.
• The Delegation reserves the right to ensure rotation and geographical balance among sponsors in accordance with the principles of transparency and equal treatment.

3. Nature of Sponsorship

Only in-kind contributions are permitted. No financial contributions shall be made directly to the European Union Delegation.

Corporate sponsorship does not constitute a public procurement contract, as no EU funds are disbursed to the Sponsor.

The service in return for corporate sponsorship is strictly limited to public visibility of the Sponsor’s name or trademark.

4. Categories of in-kind contribution (estimated value)

The level of visibility offered will be proportionate to the estimated value and nature of the in-kind contribution. Sponsors must declare the estimated market value in EUR. Visibility shall always remain secondary to the EU visual identity, which shall remain predominant.

Category Platinum – Estimated value above EUR 5,000

• Logo displayed on event backdrop (EU logo remaining predominant).

• Acknowledgement in opening speech.

• Logo on invitation or event communication material.

• Limited exhibition space (subject to venue constraints).

• Limited number of invitations (to be defined).

Category Gold – Estimated value between EUR 1,000 and EUR 5,000

• Logo displayed on event signage.

• Acknowledgement in consolidated sponsor list.

• Limited number of invitations (to be defined).

Contributions could include:

• Provision of various products, such as promotion materials, food catering inclusive of cutlery and crockery, napkins, drinks inclusive of champagne, wine and drinking glasses, sound system, flowers.

• Provision of services, such as venue with cocktail tables, buffet tables, seating tables and chairs.

• Provision of staff support, such as waiters, event coordinator on site.

Sponsors may suggest other form of sponsorship in-kind related to the event.

5. Restrictions

• Engage in active marketing during the event.

• Deliver promotional speeches.

• Conduct sales activities.

• Have sales personnel promoting products or services.

• Influence the content, agenda, or substance of the event

6. Transparency and Reporting

The Delegation will establish a list of suppliers of goods and services for the 9 May Celebration. 

In accordance with the Financial Regulation, all in-kind sponsorships exceeding EUR 1,000 will be recorded internally. Sponsorships exceeding EUR 5,000 will be published in a public register.

By submitting an application, sponsors acknowledge and accept such transparency obligations.

7. Data Protection

Sponsors should also be aware that the EEAS processes personal data in accordance with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC. In case personal data needs to be transmitted to any sponsors, as recipient, the organisation is required to ensure the same level of data protection guaranteed by the EU data protection framework, and in particular Regulation (EU) 2018/1725.

8. Review and Selection

The European Union Delegation to Brazil will review the applications and will determine the organizations/companies that best align with the core objective of the event to be sponsored. Selection criteria include the sponsorship appeal in terms of goods or services provided and coherence between the sponsored Europe Day event and promotion of the sponsor.

The European Union Delegation to Brazil reserves the right not to accept proposals which, because of the nature of the sponsorship or of the sponsor's activities, are deemed incompatible with the institutional role of the European Union. The European Union Delegation to Brazil also reserves the right to refuse any sponsorship not deemed consistent with the purpose of the May 9^th event.

9. Submission Procedure

Sponsorship applications can be downloaded via the  Delegation website. Completed applications must be submitted to: delegation-brazil-tenders@eeas.europa.eu

Any questions and doubts may also be sent to the e-mail address above.

All applications must be submitted by 23 March 2026