Host an Event

Applications are open for:

Closed Events

Annex Programme 

The annex programme provides an opportunity for governments, international organisations, the private sector, academia, civil society and other stakeholders to host official side events that align with and complement the Summit sessions, as well as closed events for specific audiences. 

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

For any queries, please contact the ITF Secretariat at [email protected] 

Media Opportunities

Organisations participating in the Summit can make use of a range of formats for their on-site media outreach. These include formal press conferences (limited number of slots available), media briefings, photo opportunities and media moments. 

To choose the right event type for your media strategy, please read the information below to understand the types of media events we offer.
Learn more 
Closed Events

Annex Programme 

The annex programme provides an opportunity for governments, international organisations, the private sector, academia, civil society and other stakeholders to host official side events that align with and complement the Summit sessions, as well as closed events for specific audiences. 

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

For any queries, please contact the ITF Secretariat at [email protected] 
Learn more

Media Opportunities

The Summit offers unique opportunities to promote projects, present plans or launch policies to international media. The ITF Secretariat will promote your event to all Summit participants and accredited journalists in numerous ways. It is strongly recommended that you also actively promote your event via your channels to ensure a good attendance of relevant media. 

The ITF offers four types of media events to choose from. Please read the information below to understand the formats and how they work. Submit your application via the application form by the deadline of Monday, 13 April 2026.
Learn more
Official Side Event - Uber - ITF CPB Member
Official Side Event - Uber - ITF CPB Member

Media Opportunities

Applications are now closed.
Press Conference

Suitable for announcements with high-level participation and newsworthy topics.

What you get 
  • A dedicated, fully equipped press conference room in the Summit Media Centre. 
  • Elevated stage with tables, chairs, microphones. 
  • Lectern. 
  • Auditorium-style seating. 
  • Large screen for presentations. 
  • Podium for cameras. 
  • Two room microphones. 
  • Tables for print materials. 
  • Live streaming on ITF YouTube and LinkedIn channels. 
  • Technical support. 
  • An ITF staff member present for liaison and support. 
  • Promotion to international media and all Summit accredited journalists. 

What we ask 
  • Submit your interest via the application form by the deadline of 13 April 2026. 
  • A limited number of slots are available. Applications are subject to a selection process based on the newsworthiness of the proposed topic. 
  • On site, the organiser will be responsible for managing the stage (e.g. opening the event, moderating the press conference) and the room (e.g. distributing printed materials).
  • Presentations or videos to be shown during the press conference must be shared with the ITF no later than the day before the event. 
  • Interpretation, catering, and a range of other services can be arranged for a fee through Congress Center Leipzig. 
  • The ITF will charge a fee of EUR 1 350 + VAT per press conference. The fee will be invoiced through Congress Center Leipzig. 
Media Briefing

Meet selected Summit journalists in an informal setting and brief them on your activities and plans.

What you get 
  • A dedicated location to meet with accredited Summit journalists. 
  • Support in identifying, and connecting with, the right accredited Summit journalists. 
  • Professional photography (if desired). 

What we ask 
  • Submit your interest via the application form by the deadline of 13 April 2026.  
Media Moment

Connect with journalists interested in your media pitch in a setting of your choice.

What you get 
  • We share your media pitch with all accredited Summit journalists and invite them to a time and place of your choosing during the Summit, e.g. your exhibition stand. 
  • A meeting spot for Media Moments will be signposted in the Summit venue where you will meet journalists should you not indicate a preferred location. 

What we ask 
  • Submit your interest via the application form by the deadline of 13 April 2026. 
  • Your application must include the topic of your briefing, together with a newsworthy pitch. It must also state who will be briefing and the precise day and hour. 
  • On site, you will connect autonomously with the journalists who take up your invitation and brief them in the way you deem appropriate. 
  • The ITF will not be involved beyond connecting you with interested journalists. 
Photo Opportunity

Professional images of key moments such as signings, handshakes, bilaterals, demonstrations and more for your social media and other communication channels.

What you get 

Professional images of key moments such as signings, handshakes, bilaterals, demonstrations and more:
  • Five professional ITF photographers available on site. Bookable on a first-come, first-served basis. 
  • Branded Summit backdrops available for handshakes, group photos, etc. 
  • Images available for download from the ITF Flickr photostream within two hours. 

What we ask 

Closed Events

Applications are now closed.

Stakeholders of the transport sector may wish to hold closed events for a specific audience or constituency, for example working group meetings, training courses, and board meetings. 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.

Applications must be submitted via the application form. They are accepted on a rolling basis until 28 February 2026.
Logistics
Location
Closed events take place 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, among other factors. 

Duration
Variable subject to room availability. 

Timeslot
Closed events can be held on the day prior to the Summit (Tuesday 5 May) and on the afternoon of the third Summit day (Friday 8 May). 

Organisation
The host of the closed event is responsible for the overall organisation of the meeting and co-ordinates directly with Congress Center Leipzig (CCL) for the room set-up and any related additional requirements. 

On-site
CCL is responsible for all on-site management, including room set-up and any additional requirements. 
Cost
Fee
There is a fixed administrative fee of EUR 600 (+ VAT) per event. 

Room rental, set-up and in-room requirements
Event holders are responsible for the costs of room rental (varies according to room size and duration of the event), and additional set-up (audio-visual and technical equipment, staging, decoration, signage, interpretation, catering, printing, etc.). All requests will be dealt with by CCL directly. 
How to Apply
All applications for Closed Events must be submitted via the online form. Please note rooms are limited so it is recommended that requests be made well in advance, and no later than 28 February 2026.
Next Steps
Selection and acceptance of events will be communicated on a rolling basis. Once confirmed, you will receive further information and instructions including room allocation, timeslot and price list. 

The deadline for ordering interpretation services, if required, is 25 March 2026. 

Closed Events

Stakeholders of the transport sector may wish to hold closed events for a specific audience or constituency, for example working group meetings, training courses, and board meetings. 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.

Applications must be submitted via the application form. They are accepted on a rolling basis until 28 February 2026.
Click here to apply
Logistics
Location
Closed events take place 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, among other factors. 

Duration
Variable subject to room availability. 

Timeslot
Closed events can be held on the day prior to the Summit (Tuesday 5 May) and on the afternoon of the third Summit day (Friday 8 May). 

Organisation
The host of the closed event is responsible for the overall organisation of the meeting and co-ordinates directly with Congress Center Leipzig (CCL) for the room set-up and any related additional requirements. 

On-site
CCL is responsible for all on-site management, including room set-up and any additional requirements. 
Cost
Fee
There is a fixed administrative fee of EUR 600 (+ VAT) per event. 

Room rental, set-up and in-room requirements
Event holders are responsible for the costs of room rental (varies according to room size and duration of the event), and additional set-up (audio-visual and technical equipment, staging, decoration, signage, interpretation, catering, printing, etc.). All requests will be dealt with by CCL directly. 
How to Apply
All applications for Closed Events must be submitted via the online form. Please note rooms are limited so it is recommended that requests be made well in advance, and no later than 28 February 2026.
Next Steps
Selection and acceptance of events will be communicated on a rolling basis. Once confirmed, you will receive further information and instructions including room allocation, timeslot and price list. 

The deadline for ordering interpretation services, if required, is 25 March 2026. 
Click here to apply

Official Side Events

Applications are now closed. 

Side Events are an important component of the official ITF Summit programme. 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. Official side events are included in the official Summit programme and are open to all Summit participants. They are selected by the ITF Secretariat based on their relevance to the Summit theme and coherence within the broad scope of the Summit programme.  

Placement within the programme schedule is at the discretion of the ITF Secretariat. The number of side events is limited. 

The ITF reserves the right to prioritise applicants that haven’t hosted a side event in recent Summits. 

Application Criteria
Multiple stakeholders
Co-hosted events are strongly encouraged. Applicants should proactively explore partnership opportunities and submit their application in collaboration with identified partners. 

Balanced speaker composition 
Representation across sectors, gender, geography.

Strong links to the Summit theme 
The proposed event should align with the 2026 Summit theme Funding Resilient Transport, and correspond to one of the following tracks: 

1. Funding Resilient Transport for All 
2. Financing Shockproof Transport for a Resource-efficient Transition 
3. Investing in Resilient Transport for a Prosperous Society and Economy 
 
Events that introduce new or emerging transport technologies and related concepts or approaches are encouraged.

Interlinkages between transport and other sectors such as health, telecommunications, energy, food, and trade are encouraged, where relevant.

Interactivity and audience engagement 
Applicants should consider how their event will foster an interactive, dynamic environment which encourages participation. 
Logistics
Location
Official Side Events take place within the Congress Center Leipzig (CCL), the Summit’s main venue. 

Duration
1 hour. A limited number of 90-minute timeslots may be available, with priority given to sessions that involve multiple stakeholders and/or demonstrate a highly interactive format. 

Timeslot
Side Events take place from Wednesday 6 May to Friday 8 May. Timeslots are allocated based on the needs of the programme. 

Organisation 
Each Side Event host is responsible for the overall organisation of their respective event (e.g. agenda, speakers, session outline, promotion of their event) and co-ordinates with the ITF Secretariat for room allocation and logistical support. 

Registration
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. 
Cost
Fee
Side event hosts can choose between two packages: 
- Administrative fee of EUR 3 000 (+VAT), including 4 complimentary passes to the Summit
- Administrative fee of EUR 3 500 (+VAT), including 5 complimentary passes to the Summit

The administrative fee covers room hire, room layout, promotion of the event in one edition of the ITF Summit update newsletter, and inclusion of the event in the programme on the ITF Summit website. Please note that ITF member countries are exempt from the administrative fee. 

Additional set-up and in-room requirements
Audio-visual and technical equipment, staging, decoration, signage, interpretation, catering, printing etc. are available upon request and at the cost of the respective side event host. A price list will be shared with hosts upon confirmation of their selection for a side event. 

Invoicing
For multi-stakeholder events, the main applicant responsible for the bill should be indicated on the application form. Invoices can be split between co-organisers; the details and arrangements will be managed directly by CCL.  
How to Apply
Applications must be submitted via the online form by Friday 30 January 2026. In the interest of fairness and efficiency, applications received after this date will not be taken into consideration.
Next Steps
Selection and acceptance of events will be communicated by the end of February 2026. Once confirmed, you will receive further information and instructions including room allocation and timeslot. 

The deadline for ordering interpretation services, if required, is 25 March 2026.

Organisers will then have until the beginning of April 2026 to finalise their event description, confirm their room requirements, submit their final list of speakers, and ensure their speakers are registered (more information will be provided with the confirmation). 

Practical information

When

6 - 8 May 2026

Wed & Thu: 8:00 - 19:00
Friday: 8:00 - 13:30

Where

Congress Center Leipzig, 
Seehausener Allee 1, 04356 
Leipzig, Germany
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