Decision of the Bureau of the European Parliament of 5 May 2025 laying down the Rules on conditionality and on the declaration and publication of meetings of Parliament’s managers with interest representatives and with representatives of public authorities of third countries
Decision of the Bureau of the European Parliament of 5 May 2025 laying down the Rules on conditionality and on the declaration and publication of meetings of Parliament’s managers with interest representatives and with representatives of public authorities of third countries
Decision · 6 articles
Data as of 2026-07-04 · Compiled from an official source version. Later amendments or repeals may not be reflected; the official text prevails. · Read the official text ↗
For the purposes of this Decision:
(a)
‘manager’ means the Secretary-General, a Director-General, a Director, a Head of Unit, a Head of Liaison Office or a Team Leader, including in an acting capacity;
(b)
‘interest representative’ means any natural or legal person, or formal or informal group, association or network, that falls within the scope of the IIA on a mandatory transparency register, as it engages with covered activities pursuant to Article 3 of the IIA on a mandatory transparency register, subject to the exemptions for activities and bodies not covered pursuant to Article 4 of the IIA on a mandatory transparency register;
(c)
‘representatives of public authorities of third countries’ means all representatives, at national or subnational level, of third countries, their diplomatic missions, embassies, consulates, trade envoys, commercial entities and other representations;
(d)
‘scheduled meeting’ means a planned meeting with interest representatives or with representatives of public authorities of third countries, in person or remotely, that has been arranged in advance, excluding inter alia spontaneous or social encounters and participation in public debates, and excluding meetings taking place in the context of an administrative procedure established by the TEU, the TFEU or legal acts of the Union that falls under the responsibility of the manager, or meetings which form part of the programme of an official Parliament body;
(e)
‘conditionality’ means the principle whereby registration in the transparency register is a precondition for interest representatives to be able to carry out certain covered activities.
1. Scheduled meetings organised between interest representatives and managers in relation to parliamentary business shall be conditional upon prior registration of interest representatives in the transparency register.
2. By way of derogation from paragraph 1, the Secretary-General, or the President in the case of scheduled meetings of the Secretary-General, may decide that a scheduled meeting with an interest representative may take place without registration in the transparency register where registration would endanger the life, physical integrity or liberty of an individual or where there are other compelling reasons not to register it.
1. A manager shall declare all scheduled meetings relating to parliamentary business with interest representatives and representatives of public authorities of third countries in which he or she participates.
2. The declarations referred to in paragraph 1 shall be made by managers no later than thirty calendar days after the scheduled meeting took place. They shall be made using a dedicated e-form provided by Parliament. That e-form shall contain the following information:
(a)
the name and function of the manager;
(b)
the name of the organisation or the function or interests of the individual(s) met, without identifying the latter by name;
(c)
the date and place of the meeting;
(d)
the parliamentary business (report, opinion, resolution, plenary debate or urgency) to which the meeting is related.
3. The information referred to in paragraph 2 shall be published by Parliament.
4. By way of derogation from paragraphs 2 and 3, a scheduled meeting the disclosure of which would endanger the life, physical integrity or liberty of an individual or a scheduled meeting in respect of which there are other compelling reasons for maintaining confidentiality shall be declared in an appropriate way no later than thirty calendar days after it took place to the Secretary-General, or, in the case of a scheduled meeting of the Secretary-General, to the President. The Secretary-General, or, when applicable, the President, shall then decide either to keep that declaration confidential or to have it published in full or in anonymised form, including where appropriate on a delayed basis.
Political groups may decide to apply this Decision mutatis mutandis , in its entirety. Following a notification to that effect to the Secretary-General, Parliament shall make the necessary technical facilities available.
1. This decision shall enter into force on 1 September 2025.
2. In accordance with Article 5(3) of the IIA on a mandatory transparency register, this Decision shall be made public on the website of the transparency register.
3. This Decision shall be published in the Official Journal of the European Union .
