Call for applications to host the 2027 Spring Congress of LYMEC

Dear members!

We are launching the official call for our Full Member Organisations to apply and host our Spring Congress in 2027.

• The Autumn Congress should be organised on 16-18 April 2027 OR 23-25 April 2027.
• We will only consider applications from Full Member Organisations. 
• If there are several Full Member Organisations in a country, we expect a joint application.
• The deadline for applications is 30 September 2026  at 10 h CEST (Brussels time). 
• Applications are to be sent by email to office@lymec.eu, cc: bureau@lymec.eu.
• The final decision will be made by the LYMEC Bureau by the end of October. 

What is expected from the members applying to host the Congress

• Strong management and project capacities for major events
• Finding venues that can accommodate 140-150 participants (theatre style) and that can ensure a strong wifi or cable internet connection 
• Proposing catering for the whole event, including coffee breaks  (dinner on Friday, lunch and dinner on Saturday)
• 2-night accommodation for at least 140-150 participants (breakfast included)
• List of transportation options (Towards the hosting city, from the airport to the hotel, venue and dinner locations, by different means of transportation)
• A realistic timeline of the preparation of the event (with the support of the LYMEC Office).
• Fundraising proposals, opportunities, sponsorship and/or donations are considered a plus.
• An available and engaged team around the coordinator from the organisation to support the logistical efforts 

The application should include:

• A Draft Budget detailing the overview of the costs
• Accommodation proposal: Estimated price range for double/twin rooms with two separate beds - Include 3 links to the proposed hotels.
• Venue proposal for dinner on Friday - Include links to proposed locations
• Venue proposal for reception on Saturday - Include links to proposed locations. 
• A short presentation of the team and the head of the team.
• Communicate if there are any known election dates in the given location/country in the Spring/weeks before/after the Congress.
• The overall budget should be realistic (around 50/60,000 EUR) 

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
• Local support with an 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 even@lymec.eu 

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