The European Union Delegation to the United States of America (EU Delegation) is looking for interested companies/organizations willing to sponsor their Europe Day event by providing goods and/or services (in-kind corporate sponsoring).

In honor of Europe Day, also referred to as "Schuman Day", this event is an annual celebration of peace and unity in Europe, and a staple event of Washington DC spring calendar.

• The EU Delegation in Washington DC will host its annual “EU Open House” on Saturday May 11, 2024 and open its doors to the general public from 10am till 4pm. The event regularly attracts over 60,000 in-person attendees—2,000 of whom visit the EU Delegation specifically—and generates over 95,000 visits to its dedicated website.

The exposure means Europe Day is an excellent opportunity for companies/organizations to promote their image, brands and activities through corporate sponsorship-collaboration with the EU Delegation.

If you are interested in sponsoring some items/services for the reception, kindly send your expression of interest to  Mrs. Fanny Lafourcade at delegation-USA-tenders-ppd@eeas.europa.eu by cob  Monday April 8, 2024.

Please send your full contact details: Company name, Contact person and email address.

1. Eligibility and Selection criteria

• The Sponsor can be a public or private organization/company.
• The Sponsor’s nature and activities may not entail a possible conflict with the mission and objective of the European Union, including a policy level in areas 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.

For this, the Sponsor will return the attached Declaration on Selection and Exclusion Criteria.pdf.

2. What can sponsors expect from the EU Delegation?

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

In return, the sponsors will be provided with exposure and visibility in the following ways (depending on the financial value of the in-kind donation):

• Minimum $1,000: Sponsors can expect their names/logo to be featured on the EU Open House central website (EUOpenHouse.org), which in 2023 attracted over 95,000 visitors leading up to and during the event in Washington DC;
• Sponsorship above $3,000: Sponsors can expect all of the above and their promotional items (approved by the EU Delegation) to be offered to the public; and
• Sponsorship above $5,000: Sponsors can expect all of the above and be invited to attend the Transatlantic Bridge Awards dinner, and acknowledgement of their contribution is made in the opening remarks:
  • Sponsorship above $5,000: Sponsors will receive 1 pair of tickets to the VIP dinner;
  • Sponsorship above $10,000: Sponsors will receive 2 pairs of tickets to the VIP dinner.

3. Commitments of the sponsor:

Those who are selected as sponsors will be invited to contribute to the EU Open House event in form of services or supply of goods.

Only contributions in-kind will be accepted.

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

Contributions could include:

• Provision of cultural material that can be featured at the EU Delegation. Examples include historical artefacts, food and drink, interactive exhibits, art installations, etc. All material must either be European or have a connection to EU countries.

• Further, all material provided must include transportation costs, security costs, liability, set-up and removal fees, and any manpower required to run or monitor it during the event itself.

• Provision of various products, such as audio-visual equipment, furniture, decorations, promotional materials, catering inclusive of cutlery and crockery, drinks inclusive of wine, beer and drinking glasses, and signage. This list is not exclusive; all items must be in agreement with the European Union Delegation.

• Provision of services, such as staff members to provide support for the event.

Sponsors may suggest other form of sponsorship in-kind, for review by the EU Delegation.

Sponsors must ensure that their sponsoring activities are covered by liability insurance.

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

Sponsors will not have a say on the substance of the event.

4. Publication and data processing

Sponsors should be aware that the EEAS registers all sponsorships above 1,000 euros (equivalent $1,000) and registers and publishes all sponsorships above 5,000 euros (equivalent $5,000) on the EU Delegation’s website 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.

5. Review & Selection

• The EU Delegation will review the applications in line with the eligibility and selection criteria listed under point 1 and will determine the organizations/companies that best align with the core objective of the event in order to sign a Corporate Sponsorship Agreement.
• 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 candidate will provide the attached declaration on exclusion and selection criteria dully filled in, signed and dated by the legally authorised representative.
• The EU Delegation 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 EU Delegation also reserves the right to refuse any sponsorship not deemed consistent with the purpose of the Europe day event.

CONTACT DETAILS AND SUBMISSION OF SPONSORSHIP PROPOSALS: kindly send your expression of interest to Mrs. Fanny Lafourcade at delegation-USA-tenders-ppd@eeas.europa.eu by cob April 8, 2024.

See attached Declaration on Honour and Sponsor Application