Deadline for applications is 23 January 2023 at 10 h am CET (Brussels time)

Applications are to be sent by email to [email protected], cc: [email protected]

Call for 2023 Autumn Congress hosting! 

Dear members,

The host country for our Autumn Congress in 2023 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 2023. Here is an overview of what is needed to host our highest statutory event: 

• Strong management and project capacities for major events
• Finding venues that can accommodate up to 140-150 people (sitting down) and that can ensure strong wifi or cable internet connection (very important) 
• Proposing catering for the whole event, including coffee breaks
  (dinner on Friday, lunch and dinner on Saturday)
• Making up a draft overview of costs
• 2 night accommodation for up to 140 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
  (the LYMEC Office will assist you on that)
• Look for fundraising opportunities, sponsorship, co-funding and/or donations
• Local volunteers to help with logistics during the congress
• Assured coordination by the Local Head of the hosting Member Organisation with the Secretary General/ LYMEC Secretariat 

The application should include:

• All relevant logistical information (local and international transport options, catering, venues, accommodation and a social programme)
  • 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
  • Estimated price range for lunch, dinner, coffee breaks for 140-150 people
  • Proposed venues for the Congress: estimated costs, other details to be considered
  • Accommodation: Estimated price range for double/twin rooms with two separate beds (very important)
  • Venue proposal for the entire group for Saturday evening part of the programme

• A short presentation 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

The practical details to consider:

• The Autumn Congress should be organised on 10-12 Nov or 17-19 Nov 2023. 
• 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 Monday, 23 January 2023 at 10 h am CET (Brussels time)
• Applications are to be sent by email to [email protected], cc: [email protected].
• We will only consider applications from Full Member Organisations. 
• Final decision will be made by the LYMEC Bureau by the beginning of February. 

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) 
• State of the current COVID related restrictions in the country - especially when it comes to non-EU citizens 
• Hybrid capabilities and budgetary considerations 
• Strong local support with available team 

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