Apply to host our 2024 Autumn Congress!

Deadline for applications is 29 March 2024.

Applications are to be sent by email to office@lymec.eu, cc: bureau@lymec.eu.

Call for 2024 Autumn Congress hosting! 

Dear members,

The host country for our Autumn Congress in 2024 will be selected in the coming weeks! 

We therefore launch an official call for our Full Member Organisations (only full MOs are eligible) to apply to host the next Autumn Congress 2024. The Autumn Congress should be organised on 8-10 November or 15-17 November 2024. Here is an overview of what is needed to host our highest statutory event: 

1. Strong management and project capacities for major events
2. Finding venues that can accommodate up to 140-150 participants (theatre style) and that can ensure strong wifi or cable internet connection 
3. Proposing catering for the whole event, including coffee breaks
   (dinner on Friday, lunch and dinner on Saturday)
4. Making up a draft overview of costs
5. 2 night accommodation for up to 140-150 participants (breakfast included)
6. List of transportation options (Towards the hosting city, from the airport to the hotel, venue and dinner locations, by different means of transportation)
7. Social programme (official event during the evenings)
8. A realistic timeline of the preparation of the event
   (the LYMEC Office will assist you on that)
9. Looking for fundraising opportunities, sponsorship, co-funding and/or donations is a strong requirement
10. Assured coordination by the Local Head of the hosting Member Organisation with the Secretary General/ LYMEC Secretariat
11. Available and engaged team around the Head of the hosting organisation to support the logistical efforts 
12. Local volunteers to help with logistics during the Congress

The application should include:

• All relevant logistical information (local and international transport options, catering, venues, accommodation and a social programme)
  1. Transport options: how to get to the host city from abroad by plane/train, and how to get to the venue from the airport and train stations.
  2. Estimated price range for lunch, dinner, coffee breaks for 140-150 people
  3. Proposed venues for the Congress: estimated costs, other details to be considered.
  4. Accommodation: Estimated price range for double/twin rooms with two separate beds - including representative pictures and/or website links to the location. 
  5. Venue proposal for the entire group for a special celebration Saturday evening part of the programme - including representative pictures and/or website links to the location. 
• A short presentation of the team and the head of the team.
• A proposed timeline for the preparations - please also communicate if there are any known election dates in the given location/country in the Autumn/weeks after the Congress.
• Overall budget should be realistic, around 60 000 - 70 000 EUR. 

The practical details to consider:

• The Autumn Congress should be organised on 8-10 November or 15-17 November 2024.
• The Congress should accommodate up to 140-150 persons. 
• If there are several Full Member Organisations in a country we expect a joint application.
• Deadline for applications is 29 March 2024 at 10 h am CET (Brussels time). 
• Applications are to be sent by email to office@lymec.eu, cc: bureau@lymec.eu.
• We will only consider applications from Full Member Organisations. 
• Final decision will be made by the newly elected LYMEC Bureau by the end of April. 

The selection criteria will be:

• Accessibility of the location for non-EU countries’ members to ensure equal access to the Congress - connectedness (especially when it comes to flight options) 
• Hybrid capabilities and budgetary considerations 
• Strong local support with available and committed team 
• Geographical balance taking into account previous Congress locations will be assessed

We look forward to your applications! If you have any questions, please don’t hesitate to contact the Secretary General at balint@lymec.eu.