Organizing the European Juggling Convention (EJC) is a unique opportunity to showcase your city and bring the juggling and circus community together for an unforgettable event. Hosting the largest gathering of its kind in Europe is an exciting challenge, and the European Juggling Association (EJA) is here to support you every step of the way. With decades of experience, we provide guidance in planning, financing, and networking, helping you navigate the process and bring your vision to life. If you’re passionate about juggling and dream of hosting an EJC, reach out to us—we’re ready to help you make it happen!
Nomination Process
The nomination process is the first step that each potential EJC team must undergo. Only after being nominated by the EJA can the team become a candidate at the general assembly, where the community votes on the host for the EJC two years from then. The EJA serves as an impartial body during this process, evaluating each application to assess its potential for delivering a successful convention. This ensures that the chosen team has ample time and support to prepare for the event. If the nomination process doesn’t succeed this time, the EJA encourages the team to reapply the following year with a revised application and offers support throughout the process.
The nomination process involves collaboration and refinement, guiding teams from an initial idea to becoming a candidate for election. It consists of two key stages. First, the potential EJC team must develop a detailed proposal addressing essential questions about their plans, such as venue, team, legal considerations, and budget. These questions, outlined below, help the EJA assess the feasibility and preparedness of the proposal. Second, after the proposal has been evaluated, the team participates in a Defense. During this stage, the team presents their plans in greater detail and responds to critical questions from EJA members. Similar to a university thesis defense, this step ensures a thorough discussion and evaluation, preparing the team for the challenges of hosting a successful EJC.
Proposal
Venue
- Location: Where is the proposed venue, and how accessible is it (e.g., by public transport, car, or nearby airports)?
- Capacity: Can the venue accommodate the expected number of participants (including camping, indoor sleeping, and event spaces)?
- Facilities: What facilities are available (e.g., sports halls, stages, kitchens, showers, toilets)
- Availability: Is the venue available for the proposed dates, including setup and teardown time
- Outdoor Space: Is there adequate outdoor space for activities such as juggling games, camping, or food vendors?
- Weather Considerations: What is the typical weather during the proposed dates, and are there contingency plans for rain or heat?
Team
- Experience: Who is in the core organizing team, and what relevant experience do they have (e.g., organizing events, juggling, circus arts)?
- Commitment: How many volunteers are committed, and what roles do they intend to fill?
- Support: Are there local groups or organizations supporting the team (e.g., juggling clubs, cultural organizations)?
- Connections: Does the team have access to professionals for specialized tasks (e.g., technical setup, legal advice, accounting)?
- Sustainability: How does the team plan to manage volunteer recruitment and prevent burnout?
Legal
- Legal Entity: Is there a legal entity (e.g., association, non-profit) to handle contracts, finances, and liabilities?
- Permissions: Are there any known legal or administrative hurdles (e.g., permits for public events, noise regulations)?
- Insurance: What are the preliminary plans for event insurance (e.g., liability, participant safety)?
- Local Laws: Are there any local laws or ordinances that could impact the event (e.g., curfews, alcohol regulations)?
- Contracts: Are there existing agreements or partnerships with the venue or local service providers?
Budget
- Preliminary Budget: What is the estimated overall budget, and how is it broken down (e.g., venue, logistics, staff, programming)?
- Funding: What funding sources are anticipated (e.g., ticket sales, local government grants, sponsorships)?
- Costs: Are there any significant cost considerations or risks (e.g., high rental fees, large upfront deposits)?
- EJA Support: Are there specific areas where the team expects to need financial or material support from the EJA?
- Contingency Plan: How does the team plan to manage unexpected expenses or lower-than-expected ticket sales?
Scenarios
In addition to the above points, the proposal should consider how the event scales for small (~1,000 attendees), medium (~3,000 attendees), and large (~5,000+ attendees) scenarios. Highlight key factors influenced by the size of the event, such as venue capacity, staffing needs, budget adjustments, infrastructure (e.g., camping and facilities), and logistical complexity. This ensures the proposal demonstrates readiness and adaptability for varying attendance levels.
Election
Contracts
- Proof of appointment
- Surplus agreement
- Loan agreement (optional)