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 <guus.der.kinderen(a)gmail.com> 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