Bring the GDN Network to Your Region

Call for Co-Host Bids: 2028 and Beyond

Who We Are

The Groningen Declaration Network (GDN) is inviting organizations around the world to express interest in co-hosting a future GDN Annual Meeting or Regional Meeting.

GDN meetings bring together leaders from education, government, technology, credential evaluation, quality assurance, philanthropy and other parts of the global Digital Learner Data Ecosystem. They create a unique international forum for exchanging ideas, building partnerships and advancing trusted, secure and learner-centred approaches to digital learner data.

We are currently seeking co-host bids for 2028 and future years.

GDN particularly welcomes—and prefers—proposals that bring together educational institutions, governments and government-funded organizations, and philanthropic organizations as co-hosts.

A GDN meeting is an opportunity to bring a global conversation to your region while creating meaningful benefits for your institutions, partners and community.

Why GDN

Co-hosting a GDN meeting connects your organization and region with an international network working to improve how learner data and credentials are shared, recognized and used around the world.

    • Bring an international network to your region and create new connections among education, government, industry, technology, philanthropy and other stakeholders.
    • Contribute to a global conversation about trusted, portable and learner-centred digital data and credentials.
    • Connect regional priorities with international expertise by bringing global leaders together with organizations from your own community.
    • Build relationships across sectors and borders that can continue well beyond the meeting itself.
    • Showcase regional innovation and leadership to an international audience.
    • Expand the GDN community by introducing new organizations and leaders to the Network and its work.
    • Create a lasting regional impact by strengthening relationships among organizations that share an interest in trusted digital learner data.

The Benefits

Co-hosting a GDN Annual or Regional Meeting provides a platform to raise the visibility of your organization, your partners and your region.

Co-hosts have the opportunity to:

    • Raise their international profile through association with a global GDN convening.
    • Showcase institutional and regional leadership, innovation and expertise to an international audience.
    • Bring global thought leaders and practitioners to their community, creating opportunities for regional stakeholders to engage internationally without travelling abroad.
    • Strengthen relationships with government, education, philanthropic and industry partners through the planning and delivery of the meeting.
    • Expand local and regional participation through a discounted in-region registration rate developed as part of the event’s registration package.
    • Help shape the event’s sponsorship strategy, working with GDN to develop a sponsorship package that reflects both the international Network and regional opportunities.
    • Create opportunities for regional organizations to participate as sponsors, funders, speakers, partners and delegates.
    • Promote the host city and region through conference communications, programming and cultural or community experiences.
    • Build visibility before, during and after the meeting through joint promotional activity with GDN.
    • Create new connections to the wider GDN Network, including its Signatories, Patrons and international partners.

The goal is mutual benefit: a successful meeting should strengthen the profile and relationships of the co-hosts while expanding the reach, participation and impact of the GDN Network.

Why Co-Host

GDN believes its strongest meetings are built through partnerships.

Rather than simply providing a venue, co-hosts become active regional partners in creating an international convening that reflects both the GDN community and the strengths of the host region.

We particularly encourage collaborative bids involving educational institutions, governments or government-funded organizations, and philanthropic organizations.

Co-hosting allows organizations to:

  • Share expertise, relationships and resources across a group of regional partners.
  • Bring different sectors to the table, creating a richer and more representative meeting.
  • Combine regional networks to attract delegates, speakers, sponsors, grant funders and other stakeholders.
  • Help shape the meeting’s regional identity, including outreach, promotion, sponsorship opportunities and community engagement.
  • Work alongside GDN’s event management team rather than taking on responsibility for producing an international conference independently.
  • Leverage GDN’s international network, with GDN leading sponsor outreach outside the region and directly engaging its existing Patrons and Signatories, including those located in the host region.
  • Create a stronger regional legacy by building relationships among organizations that can continue collaborating after the meeting.

One organization should be identified as the lead co-host, while additional institutions, government bodies, government-funded organizations, philanthropic organizations and other aligned partners may participate as part of the co-host group.

NEXT STEPS

How To Bid

Interested in bringing GDN to your region?

The first step is intentionally straightforward: submit a concise co-host bid of no more than five pages.

We are not looking for a fully developed conference plan, negotiated venue contract or completed sponsorship program at this stage. We want to understand why your co-host organizations and region would be a compelling home for a future GDN meeting and how you would partner with us to make it successful.

Your five-page bid should tell us:

  • Who you are — Identify the proposed lead co-host and all proposed co-hosting organizations.
  • Why you want to co-host — Tell us what bringing GDN to your region would accomplish for your organizations, your community and the Network.
  • Why your region — Describe the location, international accessibility, regional strengths and potential to attract participation.
  • Where we could meet — Describe potential educational or other facilities capable of supporting an international, hybrid convening. You do not need to have a venue contracted when you bid.
  • How you would support the meeting financially — Outline your approach to regional sponsorships, grants and/or direct contributions.
  • Who you can engage — Describe your regional relationships with education, government, philanthropy, industry and other relevant communities.
  • How you would build visibility and participation — Explain how you would work with GDN to promote the meeting, the co-hosts and the Network.
  • How you would support delivery — Describe your ability to provide staff support before, during and after the meeting.

Please identify a senior institutional sponsor or sponsors for the proposal and a primary project lead who will coordinate the co-host group and serve as the principal point of contact with GDN.

Bids are currently invited for 2028 and beyond.

Maximum bid length: five pages.

Submit your proposal by email to the GDN Executive Director at execdir@groningendeclaration.org.

Prospective co-hosts are also welcome to contact the Executive Director at this address with questions before submitting a bid.

Frequently Asked Questions

Bidding & Eligibility

Who can co-host a GDN meeting?

GDN welcomes proposals from organizations capable of helping bring together our international and regional communities.

We particularly welcome and prefer co-hosting partnerships involving educational institutions, governments, government-funded agencies and organizations, and philanthropic organizations and foundations.

Other mission-aligned organizations may also participate in a co-host partnership.

One organization should be identified as the lead co-host, with other organizations participating as members of the co-host group.

What years are currently open for bids?

GDN is currently seeking proposals for 2028 and beyond.

Organizations interested in a future year are encouraged to begin discussions with GDN early.

Can we bid for an Annual Meeting or a Regional Meeting?

Yes. GDN welcomes proposals to co-host both GDN Annual Meetings and Regional Meetings.

The scale, program and requirements of Regional Meetings may differ from the Annual Meeting based on their objectives, location and intended audience.

How long can our bid be?

A maximum of five pages.

We want a focused proposal rather than an extensive conference plan. Your submission should give GDN enough information to understand your proposed partnership, region, facilities, financial approach, regional relationships and capacity to support the meeting.

Where do we submit our bid?

Bids should be submitted by email directly to the GDN Executive Director at execdir@groningendeclaration.org.

What happens after we submit?

GDN will review proposals based on the overall strength of the opportunity, including:

  • The proposed co-host partnership.
  • International accessibility.
  • Venue and hybrid-event capabilities.
  • Financial sustainability.
  • Regional relationships and funding opportunities.
  • Institutional commitment.
  • Capacity of the lead co-host to contract with local suppliers.
  • Opportunities to grow regional participation.
  • Promotional and profile-building opportunities.
  • The overall value the proposed location could bring to the GDN community.

Shortlisted co-host groups may be invited to meet with GDN and provide additional information before a final selection is made.

Venue & Event Logistics

When are GDN meetings typically held?

Annual Meetings are typically held in October or November. Regional Meetings are typically held from February through June.

Exact dates are determined collaboratively between GDN and the co-hosts.

When selecting dates, GDN and the co-hosts will consider the regional and international event calendar to avoid, wherever possible, undue competition with major local, sector and international events that could affect attendance, speakers, sponsorship or travel

Do we need to have a venue selected before bidding?

No.

Your bid should identify your own facilities and/or potential venue options within the region, but you are not expected to negotiate or secure a venue before submitting your proposal.

If your region is selected, GDN and the co-hosts will undertake a Request for Information (RFI) process within the region to identify an appropriate venue at a reasonable cost.

What types of venues does GDN prefer?

Where possible, GDN prefers to hold meetings at schools, universities, colleges or other educational institutions.

An educational venue must be capable of supporting an international convening, including appropriate meeting and networking spaces, catering, accessibility, audio-visual infrastructure and strong hybrid-event capabilities.

For an Annual Meeting, this will generally include a plenary space capable of accommodating approximately 200–250 participants, concurrent meeting rooms and appropriate ancillary spaces.

Where an educational venue cannot meet the meeting’s requirements, GDN and the co-hosts may consider other appropriate venues.

Who negotiates and signs venue, multimedia and other local contracts?

Venue, multimedia and other necessary in-region contracts will be negotiated in partnership with the GDN Executive Director.

The lead co-host will normally be expected to enter into and sign these local contracts.

This approach combines GDN’s experience and oversight of the international meeting with the lead co-host’s local presence and ability to contract with regional suppliers.

The co-host group should therefore ensure that its designated lead organization has the institutional authority and capacity required to enter into these agreements.

Who manages operational event planning?

Operational planning for both Annual and Regional Meetings will be led by the GDN Executive Director, working through GDN’s event management structure.

Regular operational planning meetings will bring together GDN and the co-host team to coordinate the activities required to deliver the meeting successfully.

Co-hosts will be expected to assign appropriate staff to participate in these operational meetings. Those representatives will then be responsible for coordinating the co-hosts’ local teams, ensuring that actions, information and decisions flow effectively between GDN and the organizations supporting delivery within the region.

For Annual Meetings, this operational planning takes place within the broader stewardship provided by the AMOC.

Who is responsible for managing the event?

GDN retains overall responsibility for event management and will run the meeting through its event management team.

Co-hosts are active delivery partners, providing the local relationships, knowledge, staffing and coordination required to make the meeting successful.

Will there be special registration pricing for participants from the host region?

Yes.

The registration package will include a discounted in-region registration rate designed to encourage participation from the host region.

GDN will develop the overall registration and pricing structure and consult with the co-hosts on the proposed in-region rate before registration pricing is finalized.

Governance & Responsibilities

How are GDN meetings governed?

For each GDN Annual Meeting, an Annual Meeting Organization Committee (AMOC) is responsible for the overarching stewardship of the meeting.

The AMOC is chaired by the GDN President, and a representative of the lead co-host will participate as a member of the committee.

The AMOC provides senior-level stewardship and helps ensure that the meeting reflects GDN’s objectives while benefiting from the perspective, expertise and priorities of the co-host region.

For Regional Meetings, governance and planning will be led by the GDN Executive Director in collaboration with the co-hosts.

Are co-hosts expected to provide staff?

Yes.

Although GDN’s event management team will manage the conference, co-hosts are expected to provide staff to support agreed pre-event, during-event and post-event requirements.

This may include:

  • Regional and institutional coordination.
  • Local team coordination.
  • Stakeholder outreach.
  • Speaker and participant support.
  • Venue and logistical coordination.
  • Registration and attendee services.
  • On-site room and wayfinding support.
  • Sponsor and partner support.
  • Cultural and community programming.
  • Post-event activities and follow-up.

These staff resources are expected to be provided without cost to GDN.

In recognition of their working role, event registration will be waived for approved co-host staff assigned to support conference delivery.

GDN and the co-hosts will determine appropriate staffing levels, roles and responsibilities during the planning process.

What promotional support is expected from co-hosts?

Co-hosts are expected to be active partners in promoting the meeting and building participation within their region.

GDN and the co-hosts will develop a joint promotional and engagement approach intended to raise the profile of the co-host organizations, the host city and region, the GDN Network, the meeting’s speakers, sponsors and partners, and the broader international conversation around trusted and portable digital learner data.

Activities may include coordinated communications, social media, media outreach, stakeholder engagement, speaker promotion and other regional and international promotional activities.

The objective is to ensure that both GDN and its co-hosts benefit from the visibility created by the meeting.

Are cultural and community activities encouraged?

Yes.

GDN meetings bring together participants from around the world, and the host location is an important part of the experience.

Co-hosts are encouraged to help GDN identify opportunities that introduce delegates to the educational, cultural and community strengths of the host city and region.

Financial Requirements & Fundraising

What should we expect the venue and food to cost?

Prospective co-hosts should enter the process with a realistic understanding of the financial commitment.

For a GDN Annual Meeting, venue and food costs are typically approximately €60,000. Actual costs will vary based on the location, venue, number of participants, catering arrangements and local market conditions.

Regional Meetings are typically significantly less expensive, reflecting their smaller scale and different format.

The co-host group is expected to raise and/or contribute sufficient funding through grants, sponsorships and direct contributions to cover the agreed venue and food costs.

What financial commitment is expected from co-hosts?

The co-host group is expected to raise and/or contribute sufficient funds through grants, sponsorships and direct contributions to cover all venue and food costs associated with the conference.

For planning purposes, these costs are typically approximately €60,000 for an Annual Meeting, although actual costs will depend on the location and event requirements. Regional Meetings typically involve substantially lower venue and food costs.

The funding strategy may combine institutional contributions, government or philanthropic grants, regional sponsorships and other appropriate funding sources.

Do we need a complete event budget when we submit our bid?

No.

A final event budget is not required as part of the initial five-page submission.

However, your proposal should demonstrate a credible financial strategy and an understanding of the co-host group’s responsibility to raise and/or contribute sufficient funds to cover venue and food costs.

Detailed venue sourcing, budgeting, sponsorship development and event planning will be undertaken collaboratively with GDN if your bid progresses.

Who is responsible for finding sponsors and grant funding?

Fundraising is a shared effort with a clear division of responsibility.

Co-hosts are responsible for outreach to prospective sponsors and grant funders within their region. This allows the co-hosts to leverage the regional relationships and networks they know best.

GDN is responsible for sponsor outreach outside the co-host region.

GDN will also lead outreach directly to all existing GDN Patrons and Signatories, including Patrons and Signatories located within the co-host region.

Together, these efforts should generate the sponsorship, grant funding and/or direct contributions required to support the meeting.

Who creates the sponsorship package?

GDN will create the formal sponsorship package in consultation with the co-hosts.

Co-hosts will have an opportunity to help shape the package and provide insight into regional opportunities, market conditions and potential sponsor interests.

Once finalized, the approved GDN sponsorship package must be followed by both GDN and the co-hosts. Co-hosts may not independently establish different sponsorship prices, levels or benefits.

Who negotiates and signs sponsorship agreements?

GDN is responsible for negotiating and executing all sponsorship agreements.

This ensures that sponsor benefits, commitments, pricing and contractual obligations are managed consistently across the Network.

Co-hosts should focus on identifying, cultivating and introducing prospective regional sponsors and grant funders rather than negotiating sponsorship agreements independently.

Bring GDN to Your Region

Co-hosting a GDN Annual or Regional Meeting is an opportunity to bring an international community to your region, showcase regional leadership, build relationships across sectors and borders, and contribute to the future of trusted digital learner data.

We are looking for educational institutions, governments, government-funded organizations and philanthropic partners that want to build that opportunity with us.

Bids are now invited for 2028 and beyond.

Maximum bid: five pages.

Submit your bid to:

GDN Executive Director
execdir@groningendeclaration.org