Host the 2025 LYMEC Autumn Congress!

We are launching the official call for our Full Member Organisations to apply and host our Autumn Congress in 2025

The Autumn Congress should be organised on 24-26 October 2025, or 14-16 November 2025. 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 24 January 2025 at 10 h CET (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 February.

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 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)
• Social programme (official event during the evenings)
• A realistic timeline of the preparation of the event (with the support of the LYMEC Office)
• Making up a draft overview of costs
• Fundraising proposals, opportunities, sponsorship and/or donations are considered a plus.
• Assured coordination by the Local Head of the hosting Member Organisation with the Secretary-General/ LYMEC Secretariat AND Local volunteers to help with logistics during the Congress
• Available and engaged team around the Head of the hosting 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 links to the proposed hotels.
• 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 Autumn/weeks before/after the Congress.
• The overall budget should be realistic (around 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
• Strong 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.