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CORPORATE SPONSORSHIP FOR EUROPE DAY, THURSDAY, 9 MAY 2019
TERMS OF REFERENCE
The European Union Office to Hong Kong and Macao intends to hold its Annual Europe Day Reception on Thursday, 9 May 2019 at the Hong Kong Maritime Museum in Central, Hong Kong.
The event will start at 18:00 and end at 20:30.
Europe Day, also referred to as "Schuman Day", is an annual celebration of peace and unity in Europe. In Hong Kong, this celebration brings together more than 200 European, local dignitaries and international partners.
Europe Day is an excellent opportunity for companies/organisations to promote their image, brands/activities through corporate sponsorship-collaboration with the European Union Office to Hong Kong and Macao.
What can sponsors expect from the European Union Office?
1. By signing the Corporate Sponsoring Agreement the parties agree on the terms and conditions for the corporate sponsoring.
2. The sponsors will be provided with exposure and visibility in the following ways:
a. Sponsors can expect their names/logo to be mentioned at the venue of the reception.
b. Sponsors can expect their names/logo to be printed on invitation cards.
c. The contribution of the different sponsors will be acknowledged in the official speech.
d. Sponsors will be able to provide the European Union Office with their promotional material to be included in the gift bag distributed to the guests.
e. The sponsors will have several invitations to offer to their contacts, after prior notification of the contacts' names to the European Union Office for the purpose of the normal security and entry procedures.
f. Sponsors will not be allowed to active marketing of their product/services nor be authorized to have sales personnel present for promotional activities during the event.
1. Sponsoring Packages
Sponsors are invited to contribute "in kind" through the provision of the venue of the Hong Kong Maritime Museum at Central Pier No 8, Hong Kong, for 200 guests with a value of approximately HKD 26,600. The sponsorship will be contributed through direct contracting and payment to the event's venue supplier.
Sponsors are invited to contribute “in kind” i.e. through the provision of catering or paying directly to the catering supplier for 200 guests inclusive of food (European canapés), equipment and waiters.
Sponsors are invited to contribute “in kind” i.e. through the provisions of beverages (European red / white wines, European beers, soft drinks) for 200 guests.
2. Eligibility and Selection Criteria
Nature and activities of the Sponsor should be in line with the principles, values and commitments of the European Union.
Nature and activities of the Sponsor should not undermine EU policies in such areas as foreign policy, social, health and environment.
The Sponsor could be public or private organisations and companies.
Sponsors cannot entail a possible conflict with the mission and objectives of the European Union.
The Sponsor must not be in a situation referred to in Articles 136 (1) and 141 (1) of the Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18 July 2018 on the financial rules applicable to the general budget of the Union.
3. Sponsors are informed that:
The External Action Service (EEAS) of the European Union registers all sponsorships above 1.000 EUR and registers and publishes all sponsorships above 5.000 EUR on the Delegations' web-sites and official website of the EEAS.
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.
Interested companies and organisations should express their interest for one of the three sponsoring packages above (point 1) by Friday, 29 March 2019 COB to: Gabrielle HUTCHESON, Head of Administration at the EU Office (Email address: Gabrielle.Hutcheson@eeas.europa.eu; Tel: +852 2230 5615).
The EU Office will review the applications in line with the eligibility and selection criteria listed under point 2 above, and contact the selected companies/organisations by Wednesday, 3 April 2019 in order to sign a Corporate Sponsorship Agreement.
Review and Selection
1. The European Union Office to Hong Kong and Macao 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 Office to Hong Kong and Macao 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 Office to Hong Kong and Macao also reserves the right to refuse any sponsorship not deemed consistent with the purpose of the 9 May event.