Brokerage Events. A useful method to initiate research collaborations? DOs and DON Ts when managing Brokerage Events.

Transcription

1 Brokerage Events A useful method to initiate research collaborations? DOs and DON Ts when managing Brokerage Events Kurt BURTSCHER FFG European and International Programmes Enterprise Europe Network November 2010

2 Content Brokerage Event A comparison Elevator pitch Working group meetings Web based tools Advantages of web based tools Checklist How to successfully organize Brokerage Events

3 Brokerage Event Types? Elevator Pitch A short (3 5 min) project presentation Individual meetings arranged on site Working groups Participants are clustered into thematic groups in rooms or at tables Room A Room B Solar Photovoltaic Room C CO2 savings Web based tools Online registration Project ideas publicly visible Online meeting selection Individual meeting schedules BEFORE the event

4 Brokerage Events A comparison Elevator Pitch Working groups Web based tools Solar group Advantages Less Know how needed Preparation time Administrative work Disadvantages Sometimes boring presentations Limited number of presentations and bilateral meetings Less Know how needed Preparation time Administrative work Introduction phase sometimes chaotic Limited number of bilateral meetings No access to project ideas from other groups Hundreds of participants Hundreds of meetings Project ideas already known before Anyone selectable for meetings Software needed (Costs?) Knowledge on how to manage Brokerage Events

5 Brokerage Events (BE) Which method for which event type? Elevator Pitch Working groups Web based tools Solar group No. of participants: < 30 < 30 > 30 FFG manages most Brokerage Events via web based tools!

6 Web based Brokerage Event Management Tools Features For Participants (front end) Simple and easy to use online registration form Participants can edit/update their profiles any time Upload of photos, pictures and PDF Powerful search forms for selective listing of project ideas Online selection of meetings Overbooking of meetings is not possible Meetings schedules are available before the event For Organizers (back end) Edit/deletion/validation of any profile possible Communication with participants via internal mailing system e.g: Send reminder to book meetings, send meeting schedules, etc. Online preparation of profile catalogue Online generation of meeting schedules Co organizers can validate/edit profiles from their regions Online acquisition of feedback Tool used by the FFG:

7 Why spending money for a web based tool? Do you think s, Word files and under worked staff are quite sufficient to manage such an event? Organizer 1. Mailing Potential participants 2. Collecting profiles 3. Producing catalogue UNI SME SME SME SME SME RTD SME SME SME RTD UNI Organizer 4. Disseminate catalogue Participants SME SME SME RTD SME RTD UNI 5. Collecting meeting requests Phone 6. Arranging meetings Budget calculation (manual) Two weeks effort: 80h x 30 /h = 2400 Euro Budget calculation (Web tools) Two days effort: Labour: 16h x 30 /h = 480 Euro Software: ~ Euro

8 How to manage bilateral meetings at events? Manually or by web based tool what is more efficient?

9 Brokerage Events Examples 22. Nov. 2010, Vienna 16. Nov 17. Nov Within 24 hours: + 40 meetings views on project/business ideas

10 Recent Brokerage Events (BE) 4. Nov. 2010, Rimini

11 Recent Brokerage Events (BE) 9. Sep. 2010, Brussels 2 month after the event additional views on project ideas

12 BE software allows a fast identification of the most promising research/business partners

13 BE software allows a fast identification of the most promising research/business partners for Maritime Transport within seconds

14 MatchMaking Software Clear and well designed meeting schedules B2B meetings booked by you B2B meetings booked by guests

15 MatchMaking Software Clear and well designed meeting schedules

16 Brokerage Events A useful method to initiate research collaborations? Some statistic figures promising

17 Brokerage Events A useful method to initiate research collaborations? Participant s feedback Participant s Feedback I met 7 potential project partners from 5 countries in ONE afternoon. Visiting these organisation on their sites would take 2 weeks. I was very happy of the meetings and the open collaboration possibilities. I liked the methodology of being able to analyse the CV and expertise of the different researchers in order to prepare meetings before the event. The event was well planned and organized. I cannot find any ways to improve this kind face to face meetings to create new contacts. much better than similar events to which i participated. It may be worth considering to leave it unchanged. Very well organised Hand out very good as allowed follow up post the meetings. Would it be possible to extend this to times during the conference as well?

18 How to successfully organize brokerage events? Checklist Basic considerations Identify collaboration partner (co organizers) Set up of the website Managing the event Contact/acquire first (core?) clients Start promotional activities (first mailings, press release) Start client acquisition by phone (first contact) Daily check the quality of profiles ( > improve) Ask participants to book meetings (1. by mail, 2. by phone)

19 Basic considerations Do I have enough resources (time, money, personnel) to manage an event? Do I have a solid client base (from my region/abroad) to get at least a critical number of participants? Shall the event be organized alone or with a partner? ALWAYS do it together with a competent partner Is the matchmaking event part of a conference/fair or a stand alone event? One or more days? Depends on the number of participants Proven concept: Morning session: Interesting speeches Afternoon session: Bilateral meetings How many participants do you expect? >30 USE a Brokerage Event Management software tool (!!!)

20 Co organizers Additional co organizers? Who might add value to the event? Important players/multipliers I have to inform? Examples 600 Enterprise Europe Network partners Departments from your host organisation Chamber of Commerce Universities + R&D institutions Clusters Other agencies

21 Suitable Dates & Times Date and Deadlines Check event calendar for competing events in the same sector Not before/during/after holidays Be aware of international differences! Not on Mondays/Fridays Agenda of the event e.g. No main activities parallel to the matchmaking event

22 Set up of website About one day Backend of B2Match management software

23 Acquire first clients Try to get some interesting profiles online already BEFORE you start with the promotion! Potential first clients: Clients, who have already participated in a brokerage event Try to get well known companies (Siemens, IBM, Baxter, ) Participants with a booth, a presentation conference participants Core clients Main and co organisers Once you have 30 organization registered promotion becomes easier and easier SMEs IBM

24 Important ongoing activities Get in contact First mailings Give initial information about the event Inform all potential players (clusters, professional associations,..) Avoid overlaps in mailing lists Ongoing activities Call potential participants a second time Check with your co organizers (results of their acquisition ) Constantly check the quality of new profiles > improve them First mail asking participants to book meetings Call ALL participants and remind them to book meetings Keep registration/possibility to book meetings open until the last day

25 Conclusions There are ONLY two things you should have learned from this presentation: 1) More than 30 participants? ALWAYS use web based tools 2) A web based tool reduces administrative work load a lot and allows you to focus on key issues of the event There is another important thing I probably forgot to mention: Experience from more than 100 events has shown that events managed with web based tools have ~30% more participants. Why? Please ask me.. Get rid of micro management

26 Contact Kurt Burtscher FFG Austrian Research Promotion Agency +43 (0) Download Presentation: