CALL FOR CORPORATE SPONSORS FOR EUROPE DAY CELEBRATION IN JAKARTA ON 9 MAY 2023

TERMS OF REFERENCE

The European Union Delegation to Indonesia and Brunei Darussalam and the European Union Delegation to ASEAN together with the European Investment Bank will host a reception on Tuesday 9 May 2023 on occasion of the EUROPE DAY. The event will take place at the Ayana Midplaza Hotel.

We are planning a festive evening with 600 VIPs from Government and State institutions, business, civil society as well as from Embassies and Diplomatic Missions in Jakarta celebrating Europe and our fruitful relations with Indonesia and ASEAN.

This year we celebrate 35 years of the EU’s diplomatic presence in Indonesia. Over the course of years, we have built a strong partnership – both bilaterally and within the context of Indonesia’s ASEAN membership. As we recently opened the Regional Representation Office of the European Investment Bank (EIB), we look forward to deepening ties and seizing further opportunities for collaboration.

The EU Delegation to Indonesia and EU Delegation to ASEAN are therefore publishing this call for sponsor companies and organisations.

Interested companies and organisations should express their interest for one of the three sponsoring packages below (point 1) to:  Mr Frank Effting, Head of Administration at the EU Delegation (email address: DELEGATION-INDONESIA-HOA@eeas.europa.eu; tel: +62 21 2554 6220).

The EU Delegation will review the applications in line with the eligibility and selection criteria listed under point 2 below, and contact the selected companies/organisations in order to sign a Corporate Sponsorship Agreement.

1. Sponsoring packages

Sponsors are invited to contribute “in kind” i.e. through the provisions of catering service for  guests (“Platinum sponsor”, “Gold sponsor” and “Sponsor”), respectively of a value of 100.000.000 IDR, 50,000,000 IDR and 25.000.000 IDR. The sponsorship will be contributed through direct contracting and payment to the event’s suppliers. Financial contributions to the EU Delegation and Mission are not allowed under the EU Financial Regulation.

The sponsors will be provided with exposure and visibility in the following ways:

1.1 Platinum sponsor package (catering service for guests, of a value of 100 millions IDR)

This package includes:

• 2 seats at the VVIP area (Ambassadors/Ministers)
• Prominent logo placement in the official invitation under the heading 'in Partnership with'.
• Logo featured prominently in the on-screen projections on the stage.
• Opportunity to showcase the sponsor’s products/services with own double individual stand in the foyer/entrance area of the ballroom.
• Display of on two standing banners at the entrance of the event and two standing banners in the ballroom area.
• Twenty individual entrance tickets for the sponsor’s guests.
• Recognition at the opening remarks of the EU Ambassador.
• USB flash drive with event photos.

1.2 Gold sponsor package (catering service for guests, of a value of 50 millions IDR)

This package includes:

• Prominent logo placement in the official invitation under the heading 'in Association with'.
• Logo featured prominently in the on-screen projections in the reception area.
• Opportunity to showcase the sponsor’s products/services with own double individual stand in the foyer/entrance area of the ballroom.
• Display of two standing banners at the entrance of the event and two standing banners in the ballroom.
• Ten individual entrance tickets for the sponsor’s guests.
• Recognition at the opening remarks of the EU Ambassador.
• USB flash drive with event photos.

1.3 Sponsor (catering service for guests, of a value of 25 millions IDR)

This package includes:

• Logo placement in the official invitation under the heading 'with the support of'.
• Logo featured in the on-screen projections in the ballroom.
• Display of two standing banners at the event.
• Display of promotional material (flyers and brochure) at one own individual stand in the foyer/entrance area of the ballroom.
• Five individual entrance tickets for the sponsor’s guests.
• Recognition at the opening remarks of the EU Ambassador.
• USB flash drive with event photos.

2. Eligibility and selection criteria

• The Sponsor can be a public or private organisation or company.
• The Sponsor’s nature and activities may not entail a possible conflict with the mission and objectives of the European Union, including at policy level in areas such as foreign policy, social, health and environment.
• The Sponsor must not be in a situation referred to in Articles 136 (1) and 141 (1) of the Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18 July 2018 on the financial rules applicable to the general budget of the Union.

3. All sponsors are informed that:

• The EU’s European External Action Service (EEAS) registers all sponsorships above 1.000 EUR as well as registers and publishes all sponsorships above 5.000 EUR on the relevant EU Delegation’s web-sites and on the official website of the EEAS.
• 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.
• Sponsors will not be consulted on the substance of the event.

To download a PDF version of this Europe Day 2023 Sponsorship Scheme, click HERE