Call for Corporate Sponsorship - Europe Day Reception 2026

Celebration of Europe Day 2026

The European Union Delegation to Malaysia will host its annual Europe Day reception on Monday, 11 May 2026, in Kuala Lumpur.

Europe Day commemorates the Schuman Declaration of 9 May 1950 and celebrates peace, unity and partnership. The reception is recognised as one of the Delegation’s key annual diplomatic events and is expected to welcome approximately 500–700 invited guests, including:

• Senior representatives of the Government of Malaysia

• Members of the diplomatic corps

• Business leaders and chambers of commerce

• Trade and industry stakeholders

• Media representatives

• Civil society and academic partners

The reception will be hosted by the Ambassador of the European Union to Malaysia.

The event serves as a high-level networking platform fostering dialogue between the European Union and Malaysia’s public and private sectors.

The Delegation hereby invites expressions of interest from companies wishing to support this high-level reception as corporate sponsors.

Sponsorship Modalities

Only in-kind sponsorship will be accepted.

Financial (cash) contributions are not permitted.

The in-kind contribution must:

• Be directly linked to the organisation of the Europe Day reception;

• Be provided in the form of goods or services;

• Where applicable, be paid directly by the sponsor to the venue or service provider;

• Not result in any financial transfer to the EU Delegation.

The nature and estimated value of the proposed contribution shall be determined voluntarily by the sponsor and agreed in writing with the Delegation.

For Europe Day 2026, sponsorship may include:

Venue Sponsorship

Provision of the reception venue and standard facilities, or full or partial coverage of venue-related costs, provided that any payment is made directly to the venue.

Beverage Sponsorship

Provision of:

• Wine

• Beer

• Non-alcoholic beverages

Other Event-Related Contributions

Subject to prior approval and direct relevance to the reception.

The estimated market value of the proposed contribution must be clearly indicated and reflect standard commercial rates. Supporting documentation may be requested.

The Delegation reserves the right to select one or more sponsors and, where appropriate, to recognise category-specific sponsorship.

Recognition of Sponsors

Europe Day offers sponsors distinguished visibility among senior decision-makers and stakeholders from Malaysia and the European community.

In recognition of their support, sponsors may receive:

• Display of the sponsor’s name and/or logo on an official acknowledgement panel at the venue;

• Inclusion of the sponsor’s logo on selected digital event materials (where applicable);

• Post-event acknowledgement on the Delegation’s website and/or social media channels;

• Where appropriate, verbal acknowledgement during the reception.

Such visibility shall remain strictly limited to acknowledgement of sponsorship and shall not imply endorsement by the European Union.

The EU visual identity will remain predominant at all times.

The following are not permitted:

• Commercial sales activities;

• Promotional stands or brand activation without prior written agreement;

• Distribution of marketing materials without approval;

• Political messaging;

• Any influence over the guest list, programme or content of the event.

Product Tasting (Food & Beverage Sector)

Companies operating in the food and beverage sector may express interest in offering curated product tasting during the reception, subject to:

• Prior written approval;

• Compliance with EU values and Malaysian regulations;

• Appropriate and discreet presentation standards.

Such participation shall not constitute commercial promotion.

Eligibility and Selection Criteria

Expressions of interest will be assessed on the basis of:

• Compatibility with the values, principles and policies of the European Union;

• Absence of conflict of interest or reputational risk;

• Suitability, proportionality and quality of the proposed contribution;

• Overall added value to the event.

Sponsors must not be in any of the exclusion situations referred to in Articles 136(1) and 141(1) of Regulation (EU, Euratom) 2018/1046.

The Delegation reserves full discretion in accepting or rejecting offers and may withdraw from a sponsorship arrangement should circumstances arise that could adversely affect the reputation, integrity or institutional independence of the European Union.

Legal Framework

This call is issued in compliance with:

• Regulation (EU, Euratom) 2018/1046 (the Financial Regulation), in particular the provisions governing sponsorship;

• Articles 136(1) and 141(1) of the Financial Regulation concerning exclusion situations;

• Regulation (EU) 2018/1725 on the protection of personal data by EU institutions.

Sponsorship is defined as a contribution in support of an EU action or event in return for appropriate acknowledgement, without compromising the EU’s independence, integrity or reputation.

Application procedure

Interested companies are invited to complete the attached Sponsorship Application Form and submit it by 31 March 2026 to:

delegation-malaysia-tenders@eeas.europa.eu

Selected sponsors will be invited to conclude a Corporate Sponsorship Agreement.

Transparency and Data Protection

In accordance with EU rules:

• Sponsorships with an estimated value exceeding EUR 1,000 may be subject to registration in accordance with applicable EEAS internal rules;

• Sponsorships exceeding EUR 5,000 may be published on the Delegation’s website and/or the EEAS website.

Personal data will be processed in accordance with Regulation (EU) 2018/1725 solely for the purpose of managing the sponsorship procedure.