CALL FOR CORPORATE SPONSORSHIP FOR EUROPE DAY, 9 MAY 2023

CORPORATE SPONSORSHIP FOR EUROPE DAY, 9 MAY 2023

TERMS OF REFERENCE

Opportunity

The European Union Delegation to Lao PDR hosts its annual Europe Day reception on 9 May 2023.  The event will take place at the Crown Plaza Hotel, starting at 18.30 and ending at 20.30.

Europe Day, also referred to as "Schuman Day", is an annual celebration of unity and progress in Europe. In 2023 this celebration brings together more than 200 dignitaries and partners from Government, the diplomatic community, international organisations, business and media.

This event is an excellent opportunity for companies/organisations to promote their image, brands and activities through corporate sponsorship cooperation with the European Union Delegation to Lao PDR.

Main criteria

1. Nature and activities of the Sponsor should be in line with the principles, values and commitments of the European Union.

2. Nature and activities of the Sponsor should not undermine EU policies in such areas as foreign policy, social, health and environment policy.

3. A Sponsor may be a public or private organisation or company.

4. Sponsors cannot entail a possible conflict with the mission and objectives of the European Union.

5. 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, amending Regulations (EU) No 1296/2013, (EU) No 1301/2013, (EU) No 1303/2013, (EU) No 1304/2013, (EU) No 1309/2013, (EU) No 1316/2013, (EU) No 223/2014, (EU) No 283/2014, and Decision No 541/2014/EU and repealing Regulation (EU, Euratom) No 966/2012. For this, the Sponsor is requested to provide the attached declaration on honour on exclusion and selection criteria.   

What can sponsors expect from the European Union Delegation

1. By signing the Corporate Sponsoring Agreement, the parties agree on the terms and conditions for corporate sponsoring.

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

a. Sponsors can expect their names/logo to be mentioned on the venue of the reception.

b. Sponsors can expect the Head of Delegation to acknowledge their contribution in her speech.

d. Sponsors will have the opportunity to distribute to participants promotional material about their activities.

e. The sponsors will have up to 5 invitations to offer to their contacts, after prior notification of the contacts' names to the European Union Delegation for the purpose of the normal security and entry procedures.

f. Sponsors will not be allowed to engage in sales activity during the event.

Commitments of the sponsor:

Only contributions in-kind will be accepted.

Financial contributions are prohibited by the Financial Rules of the European Institutions.

Contributions could include:

• Provision of various products, such as promotion materials, food catering inclusive of cutlery and crockery, drinks 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, bar staff, event coordinator on site.

Sponsors may suggest other form of sponsorship in-kind.

Sponsors must declare the value in Euro of the in-kind provided goods and/or services.

Sponsors should be aware that the EEAS registers all sponsorships above 1.000 EUR and registers and publishes all sponsorships above 5.000 EUR on the Delegations web-sites and official website of the EEAS.

Sponsors should 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.

Review & Selection

1. The European Union Delegation to Lao PDR will review the applications and will determine the organisations/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.

2. The European Union Delegation to Lao PDR 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 Lao  PDR also reserves the right to refuse any sponsorship not deemed consistent with the purpose of the 9 May event.