Dear All, I believe that the simplest and most cost-effective solution would be to establish a representative office with an appointed person in charge.
In order to properly address the questions raised, we should first determine where the representative office would be based, as this will define the applicable legal framework. >From my perspective, Brussels would be a suitable location for the >representative office; however, a thorough cost–benefit analysis should be >carried out before reaching a final decision. In this regard, the involvement >of a lawyer with specific expertise in Belgian law would be advisable in order >to better assess the legal, regulatory and financial implications of opening a >representative office in Brussels. In addition, it should be noted that engaging in lobbying or interest representation activities within the European Union requires, or at least strongly recommends, registration in the EU Transparency Register. Such registration is generally expected in order to interact with EU institutions and to ensure transparency and compliance with EU standards in institutional relations. It should also be clarified that registration in the EU Transparency Register does not formally require the representative office to be based in Brussels (https://transparency-register.europa.eu/). However, having a presence in Brussels is strongly advisable, as it significantly facilitates institutional relations and engagement with EU bodies. I am a lawyer and can give some help in this context, even though this is not my specific area of expertise. Kind regards, Mario Sabatino lunedì 15 dicembre 2025 19:31, Guus der Kinderen <[email protected]> ha scritto: > Dear XSF Members, > > The Board has revisited the topic of establishing a minimal EU-based presence > for the XSF, a subject with considerable history in our discussions over the > years. While no decision has been made to create a European legal entity, we > would like to move from open-ended discussion to action by conducting a > time-boxed investigation. > > The goals of this investigation are: > > - Explore one or two lightweight options for an EU presence. > - Identify potential benefits, estimated costs, administrative effort, and > key risks. > - Produce a short, public proposal suitable for member feedback, with a > clear recommendation (go / no-go). > > Timeline: The investigation should report back within two Board meeting > cycles. > > We are now seeking volunteers to help carry out this investigation. If you > are interested or have relevant expertise, please reply to this message or > contact the Board directly by January 7th. > > This effort does not commit the XSF to creating an EU entity. Its purpose is > to gather sufficient information to make an informed decision in the future. > > Thank you for your attention and support. > > Kind regards, > > Guus
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