Host an Event at the ITF 2025 Summit

The ITF 2025 Summit on Transport Resilience to Global Shocks will take place from 21 to 23 May 2025 in Leipzig, Germany, under the ITF Presidency of Chile. In the context of the Summit's programme, organisations, companies and countries have the opportunity to host events that focus on themes that complement the Summit sessions.

In 2025, the Annex Programme will focus on the overarching theme of “Transport Resilience through Global Cooperation”, structured around three interconnected themes:

1. Bridging Inequalities and Supporting SDGs: Addressing inequalities in transport access and inclusivity to empower communities and accelerate progress toward the Sustainable Development Goals.
2. Advancing Climate and Environmental Preparedness: Strengthening transport systems to adapt to and mitigate climate shocks through sustainable, collaborative solutions.
3. Harnessing Innovation and Digital Solutions: Driving the adoption of transformative innovations and technologies to future-proof transport systems and enhance resilience.

The focus will be on showcasing positive examples and innovative solutions, engaging different stakeholders and communities to drive collective action towards sustainable and resilient transport systems. It will highlight the transformative power of collaboration and unity in building resilient transport networks that, in turn, support sustainable societies and thriving economies.

Due to the high volume of applications received, event confirmation is subject to a competitive selection process by the ITF Secretariat.

Apply to Host an Event

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Official Side Events

Side Events are an important component of the ITF official Summit programme, and they provide unique opportunities for stakeholders of the transport sector to present their recent work, foster debate on key issues, and conduct technical and policy discussions with a diverse international audience. Stakeholders are encouraged to collaborate with other relevant partners to co-host a side event.

Official side events are included in the official Summit programme, and they are open to all Summit participants. The side events are selected by the ITF Secretariat based on their relevance to the Summit theme and coherence within the broad scope of the Summit programme.

Events that ensure gender balance amongst speakers will be favoured; please note that male-only panels will not be taken into consideration. Placement within the programme schedule is at the discretion of the ITF Secretariat. The number of side events is limited.

• Location: Official Side Events take place within the Congress Center Leipzig (CCL), the Summit’s main venue.
• Duration: 1 hour.
• Organisation: Each Side Event host is responsible for the overall organisation of its respective event (e.g. agenda, speakers, subject outline) and co-ordinates with the ITF Secretariat for room allocation and logistical support.
• Fee: A fixed fee of € 2 500 (+ VAT) per event is to be paid by the respective Official Side Event host. This fee covers room hire, room layout, three free registrations to the Summit, and promotion of the event in one edition of the ITF Summit update newsletter.
• Additional set-up and in-room requirements (staging, decoration, signage, interpretation, audio-visual and technical equipment, in addition to catering and printing etc. are available upon request and at the cost of the respective side event host. CCL will invoice directly for these services.
• Please note all participants, including speakers and moderators, must be registered for the Summit.
• On-site: CCL is responsible for all onsite management, including room set-up and any additional requirements.

How to apply: All applications for Official Side Events must be submitted via the online form, available here, by 31 January 2025.

Applicants will be notified of the outcome by 28 February 2024.

For any queries, please contact the ITF Secretariat at AnnexProgramme@itf-oecd.org.

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Closed events (by invitation only)

Institutions and organisations may also wish to hold closed events for a specific audience or constituency, for example, working group meetings, training courses, and board meetings. The closed events will be held on the day prior to the Summit, Tuesday, 20 May 2025 and on the afternoon of the third Summit day (Friday, 23 May 2025). Please note that “closed event” implies that the event is not open to general Summit participants and should be organised on an invitation-only basis by the hosting entity.

• Location: Closed events either at the Kongresshalle am Zoo in the city centre or at the Messehaus at the Leipziger Messe site depending on both the number of participants and whether your event attendees are all registered Summit participants or other factors.
• Duration: Variable subject to room availability.
• Organisation: The organiser is responsible for the overall organisation of the meeting and co-ordinates directly with CCL for the room set-up and any related additional requirements.
• Fees: A fixed administrative fee of €500 (+ VAT) per event.
• Event holders are responsible for the costs of room rental (may vary according to room size and duration of the event), and additional set-up (staging, decoration, signage, interpretation, IT and AV equipment, catering, printing, etc.). All Requests will be dealt with by CCL, directly.
• On-site: CCL is responsible for all on-site management, including room set-up and any additional requirements.

How to apply: All applications for Closed Events must be submitted via the online form, available here.

Please note rooms are limited so it is recommended that requests be made well in advance, and no later than 31 March 2025.

For any queries, please contact the ITF Secretariat at AnnexProgramme@itf-oecd.org.