During the next Federal Committee Meeting in Athens, the host section for the European Congress of JEF Europe in 2027 will be selected. We are therefore launching the call for JEF national sections to submit their bids to host our movement’s most important statutory event!
Hosting a European Congress is an exciting opportunity to bring around 150–160 JEFers from across Europe to your city, showcase your section and strengthen your organisation, while contributing directly to European democracy within JEF.
At the same time, organising a Congress is a significant organisational and financial commitment. Applications must therefore comply with JEF Europe’s Financial Guidelines for Hosting Statutory Events. These guidelines establish shared responsibility between JEF Europe and the host section and make candidacy plans binding commitments rather than merely indicative proposals.
What does hosting the Congress involve?
The hosting section will organise the Congress in close cooperation with the JEF Europe Secretariat and Executive Board. Depending on local capacities and experience, we recommend putting together a team of around 10–20 volunteers, with one designated Event Coordinator/Local Head of Team acting as the main contact person for JEF Europe. The host section should have strong project and event management capacities (major events organized in the past), and will be expected to take responsibility for the local organisation of the Congress, including:
- Finding offers from hotels/hostels and venues (preferably Congress Centers that offer both in order to avoid buffer times)
- Proposing Catering (all meals from Friday lunch to Sunday lunch included) and Coffee Breaks
- Proposing a draft budget
- 2-3 Night Accommodation, Venue rental, Equipment, Meals for around 160 people with flexibility for more
- Capacity and plan for minimum Total Section Contribution of 45% (split between in-kind and cash)
- Providing information and support regarding local transport and accessibility (arriving and departing to the hosting city, hotel, venue etc. with different means of transportation)
- Coordinating the local volunteer team;
- Proposing and organising a social programme and official event(s);
- Supporting local communications and visibility;
- Coordination to be assured by the Local Head of Team on the ground (from your section) in cooperation with the JEF Europe Secretary General
- Actively seeking grants, sponsorships, co-funding, donations and in-kind support.
Financial commitment
JEF Europe and the hosting section are co-organisers of the Congress. Neither party is expected to bear the entire financial burden. For a European Congress, the hosting section must commit to a minimum contribution of 45% of the overall event budget. In particular:
- Minimum cash contribution: 20% of the total event budget
- Minimum in-kind contribution: 25% of the total event budget
- Minimum total Section Contribution: 45%
Eligible in-kind contributions can include, for example, free or discounted venue rental, accommodation secured below market rates, sponsored catering, locally produced communication materials, volunteer coordination and sponsored side events. In-kind contributions must directly reduce the net cost of the event to JEF Europe and must be properly documented.
Please pay particular attention to the distinction between cash and in-kind contributions when preparing your budget.
Who can apply?
Before submitting a bid, please ensure that your section fulfils the eligibility requirements established by the Financial Guidelines. The applying section must:
- be in good standing with JEF Europe, including having paid applicable membership fees for the current and preceding year;
- have submitted its annual membership statement on time for the preceding year;
- normally not have hosted another JEF Europe statutory event during the preceding 24 months.
What must your bid include?
Please submit one comprehensive application containing the following information and supporting documents:
1. Event concept and logistics
Provide all relevant logistical information, including:
- proposed city and dates;
- venue(s) and meeting-room capacities;
- accommodation;
- catering and coffee breaks;
- local transport;
- international transport options to the hosting city;
- accessibility considerations;
- proposed social programme and official event(s);
- communication plan and tools;
- preparation timeline.
2. Detailed provisional budget
Provide a balanced, detailed and realistic budget covering approximately 150–160 participants, with flexibility where possible.
The budget must include a full income and expenditure breakdown covering relevant categories such as venue, accommodation, catering, transport and materials. It must clearly identify which costs would be borne by JEF Europe and which by the hosting section, and distinguish between confirmed and projected income.
3. Venue confirmation
Include written documentation from the proposed main venue confirming the dates, capacity and costs. This may take the form of a letter of intent, formal booking confirmation, written quote, or confirmation that the venue will be provided free of charge or at a reduced rate.
4. Accommodation plan
Provide written documentation of accommodation options, including the per-night cost per participant and capacity for at least 150 participants.
A definitive booking is not required at the application stage. Written quotes, letters of intent or confirmations of subsidised/free accommodation are sufficient.
5. Fundraising plan
Provide a concrete overview of grants, institutional donors, sponsors and other funding sources you intend to approach, including realistic expected amounts and timelines. The application must identify at least one confirmed or highly probable funding source.
6. In-kind contribution plan
Provide a preliminary inventory of the in-kind contributions your section expects to secure, their estimated financial value and how they will be obtained.
7. Team and organisational capacity
Briefly present the organising team and your section’s experience in organising major events. Please indicate how many members can realistically be mobilised for the Congress, particularly members based in or close to the proposed host city.
8. Risk assessment
Identify at least three financial risks – for example rejection of funding applications, lower participation than expected or unexpected cost increases – and explain how your section would mitigate them.
9. Section financial statement
Please include your section’s most recent annual accounts or financial summary, demonstrating its financial capacity to cover short-term event costs where necessary.
Please note: incomplete applications will not be put to a vote.
Deadline for submitting applications: 30 September 2026, 23:59 Brussels time
What happens after your bid is selected?
The selection of the host is only the beginning of the process. Within 30 days of the vote, JEF Europe and the selected hosting section will sign a binding Memorandum of Understanding (MoU) establishing the agreed cash and in-kind contributions, financial milestones, reporting arrangements and responsibilities. The preparation will then follow a milestone-based process:
Seven months before the Congress, at least 50% of the host section’s agreed contribution must be confirmed. Venue availability must be confirmed in writing, accommodation for at least 80% of expected participants must be documented, and an updated budget and fundraising report must be provided.
Three months before the Congress, 100% of the agreed cash contribution and at least 75% of the estimated in-kind contribution must be confirmed. A local volunteer team of at least 10 volunteers must also be in place.
The Secretariat and Executive Board will work closely with the selected section throughout the preparation process.
Previous successful bids
For inspiration and guidance, you can consult previous successful Congress bids:
- the winning bid for the Congress XXV, proposed by JEF France
- the winning bid for the Congress XXVI, proposed by JEF Belgium
- the winning bid for the Congress XXVII, proposed by JEF Spain
- The winning bid for the Congress XXVIII, proposed by JEF France
These documents may serve as a guide and support to your application.
Please send the bids to sg@jef.eu and Moritz.hergl@jef.eu
Feel free to contact the Secretariat of JEF Europe (sg@jef.eu) to receive support in the process.