CORPORATE SPONSORSHIP FOR EUROPE DAY, 9 MAY, 2025
TERMS OF REFERENCE

Opportunity

The European Union Delegation to Brazil hosts its annual Europe Day reception on 9 May. In 2025, the reception will take place in the city of Rio de Janeiro on Friday, May 9th.

The event will take place approximately between 18:00 pm and 22:00.

The venue of the reception in Rio de Janeiro will be communicated at a later date.

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.

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.
3. The Sponsor could be public or private organisations and companies.
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 138 (1) and 141 (1) of the Regulation (EU, Euratom) 2024/2509 of the European Parliament and of the Council of 29 September 2024. The selected Sponsors will be requested to sign the 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 the corporate sponsoring.
2. Specific sponsor rewards, with varying levels of access, exposure, and visibility, will depend on the size of the sponsors’ contributions. There are two types of contributions, which can be classified as:

1. Platinum Level (EUR 5,000)
   1. the largest size exhibition space or branded area at the event – e.g. gifting lounges for guests;
   2. recognition during opening and closing ceremonies – name mentioned in speeches;
   3. should the Delegation place any sort of advertising in any event, magazine or website, the sponsor will receive recognition;
   4. invitations to the event – number to be defined;
   5. on-site signs and banners;
   6. featured sponsor logos during ceremonies – in event badges and lanyards, in the red carpet step, etc;
   7. prominent display of logos on marketing collateral (brochures, flyers, landing pages);
   8. premier logo placement on event website, materials, and stage backdrop.
2. Gold Level (EUR 2,500)
   1. on-site presence with product booths;
   2. attendee invitations – number to be defined (less than platinum);
   3. recognition during ceremonies;
   4. invitations to the event – number to be defined;
   5. logo on event marketing materials;
   6. display sponsor logos on directional signage;
   7. prominent logo placement on website, materials, and stage backdrop;
   8. recognition in media coverage  (website and social media) promoted by the Delegation;

In the interest of transparency and considering a materiality ceiling, the EEAS undertakes to record all corporate in-kind sponsoring whose value exceeds 1.000 EUR.

According to the Financial Regulation each institution shall maintain a public register of all corporate in-kind sponsoring whose value exceeds the amount of 5.000 EUR. In-kind sponsoring whose value is less than or equal to 5.000 EUR will not be included in a public register.

Commitments of the sponsor:

Those who are selected as sponsors will be invited to contribute to the May 9^th event in form of services or supply of goods.

Financial contributions directly to the Delegation are prohibited by the Financial Rules of the European Institutions.

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

The Delegation will coordinate the payment for the in-kind contributions of goods and services by the sponsors (within the value of their respective sponsorship) directly with the suppliers selected by the Delegation.

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.

Sponsors should be aware that the EEAS will register all in-kind sponsorships.

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.

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

Review & Selection

1. 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.
2. 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.

Sponsorship applications can be downloaded via the  Delegation website. Once completed, the forms must be submitted to the following e-mail address:

[email protected]

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

All applications must be submitted by March 21^st, 2025.