DRAFT Event Management concept ONLY FOR Internal use!!

Transcription

1 DRAFT Event Management concept ONLY FOR Internal use!! Ideal-ist2014 Brokerage Event at EC ICT 2013 Vilnius, Lithuania 6 8 November 2013 Task leader: ABPL (BE) Author: Sarah van Haelst (WP5) version 2.0/

2 1. Contents 1. Contents Introduction Background Main Event Planned activities at ICT2013 event The Booth Responsible for booth Action items Networking Sessions with ICT Professional Associations An Idealist/EEN brokerage event Lessons learned in 2011 & Admin & Log ins Event teams... 6 a. Main Team... 6 a. Quality Team (to be updated)... 7 b. EEN co-organisers Action items... 8 a. Before the event... 8 b. Final Preparation: the day before the event... 9 c. At the event... 9 d. After the event follow up and impact assessment Author: Sarah van Haelst (WP5) version 2.0/

3 2. Introduction Ideal-ist 2014 is a coordination action within the 7th framework programme (FP7) of the European Community for research, technological development and demonstration activities ( ). Idealist consortium is composed of all (EU and no-eu) National Contact Points (NCP) officially appointed in the field of Information and Communication Technologies (ICT) of FP7. The main goal of Idealist is the enhancement of the trans-national cooperation between the ICT National Contact Points (NCP) within FP7 and an overall improvement of NCP service quality across Europe in the dynamically growing area of ICT. Ideal-ist is part funded by the European Commission; its network consists of more than 88 international ICT partners. The consortium is composed of Member States, Associated States, Eastern European Partner Countries (EEPC), Mediterranean Partner Countries (MPC) and emerging countries like China, Brazil, India and South Africa. This is in line with the international cooperation strategy of the European Commission. In this light, Ideal-ist supports research organizations and companies worldwide to participate in FP7 and Horizon the EU's Framework Programme for Research and Innovation for Ideal-ist is the first and unique quality labeled international ICT partner search network with 14 years experience. Ideal-ist extends its support network by collaborating amongst others with other ICT initiatives. For this specific event Ideal-ist will cooperate with the ICT Sector Group of Enterprise Europe Network (EEN). On one hand, this cooperation allows Ideal-ist to raise awareness about FP7/H2020 ICT opportunities through another network, and on the other hand, to benefit from the experience of organization of brokerage events from EEN and may attract also SMEs and industry partners through the EEN constituency. 3. Background The European Commission and the host of the event, the Republic of Lithuania organize the ICT2013 event. The event will focus on Horizon 2020 (H2020) - the EU's Framework Programme for Research and Innovation for , and will emphasize the integration of the ICT theme into the three pillars of the programme: ICT for Excellent science, ICT for Industrial Leadership and ICT for Societal challenges. In total, more than 4000 researchers, innovators, entrepreneurs, industry representatives, young people and policy makers are expected to attend. Ideal-ist being the network of all National Contact Points for ICT research supports the EC in setting up a brokerage event where participants have the opportunity during pre-arranged face to face meetings to meet potential cooperation partners and discuss collaboration opportunities. Author: Sarah van Haelst (WP5) version 2.0/

4 4. Main Event The ICT 2013 event Create, Connect, Grow, will be held in Vilnius, Lithuania, on 6-8 November, Aim of the event is to prepare for the first calls of the ICT Work Programme in H2020 By networking and partnerships building By first-hand information from EC officials Expected Audience: 4,000 participants mainly from academia, business and government are expected to attend not only from all EU Member States, Associated and Candidate Countries but also from 3 rd countries Event website: 5. Planned activities at ICT2013 event Within all activities the Corporate Design of Idealist (Corporate Design manual) has to be respected. Ideal-ist is planning to have 5.1. The Booth The booth helps raise awareness to the conference s participants about the ICT programme of H2020 and Ideal-ist services. The NCP will be present and will answer questions and support proposers. Additionally the NCP will give advice on how to use Ideal-ist partner search tool with respect to H2020 ICT calls. The Ideal-ist services will be promoted through a. presentations PPT at the laptop or printed; b. personal consultations; c. promotion material (poster, quick screen); d. Distribution of information material (fliers, success stories, newsletters, press releases) It is recommended to give a quick overview of H2020 at the booth. It makes it easier for the newcomers to understand in which context to put Ideal-ist Responsible for booth Name Phone [email protected] Author: Sarah van Haelst (WP5) version 2.0/

5 Action items Status Task Responsible Where to find Booth schedule. Make sure that booth is manned at any time. Send excel sheet around in the consortium and ask people to register Quick screen, posters, fliers, success stories Laptop at the booth Printout of general Ideal-ist ppt Joint EEN/Idealist poster Joint EEN/Idealist leaflet Sarah van Haelst/Local NCP Sarah van Haelst Ideal-ist management page. WP documents -> WP3 -> Events -> ICT2013 Ideal-ist management page. WP documents -> WP3 -> Events -> ICT2013 Ask Claire to send it or take it to Vilnius Organize a laptop that is at the booth anytime. Be connected at to Ideal-ist homepage On Ideal-ist management page under WP3 documents Print in Vilnius by local NCP (?) Print in BE and have it sent to Vilnius 5.2. Networking Sessions with ICT Professional Associations WP 6 will organize networking session for ICT Professional Associations at ICT2013. It will be coorganized by Ideal-IST and ERCIM (on behalf of EFICST). The objective of this networking session is to make ICT Professional Associations aware of the new opportunities provided by H2020 for their members, and to network our more academic and research based organisations with their industrial members too. Name Phone Patrick Furrer 5.3. An Idealist/EEN brokerage event This brokerage event will take place at the venue of ICT2013 on: 7 November 2013 Face2Face meetings (10:00 13:00 & 14:00-18:00) 8 November 2013 Face2Face meetings (10:00-13:00) Author: Sarah van Haelst (WP5) version 2.0/

6 Lessons learned in 2011 & Admin & Log ins Ideal-ist will organize a brokerage event where participants of the ICT2013 will have the opportunity to book pre-arranged face to face meetings. The EC is linking within their registration process on their homepage to the b2match homepage. Homepage: Admin Login: Lessons learned in 2011 & 2012: - The schedules for the participants must be in order according to the last names letter. - Room should be checked early (at least 2 hours in advance) - 4 PC s plus one printer (internet connection on each PC) should be available and working - Shift system for welcome/info desk (3 persons should be at the welcome desk every time) - 3 Dustbins must be available - Sessions should not start too early (partcipants may miss shuttle or have a late flight) - Mark the preliminary schedules with a watermark (big) as "preliminary" - If meetings with EC take place, set up a separate area - Room must be big enough, air condition, tables not too close to each other (too loud) - Improve the no Show process (in the room) - Improve communication between B2Match responsible persons and overall organisers - Some improvements can be done in the B2Match tool - How to handle consultants (rather a problem caused by EEN) Login: [email protected] [email protected] [email protected] [email protected] [email protected] Password: B2Match Manual: Can be found under Event teams a. Main Team Name Phone number Responsible for Edina Nemeth [email protected] Link Pionet and B2Match to transfer profiles to Idealist Sarah van Haelst [email protected] Brokerage event, communication, EEN/Idealist Author: Sarah van Haelst (WP5) version 2.0/

7 interface Nadine Bettens + 32 Brokerage event, communication support Christian Frey Brokerage event, Communication, technical Thomas Roeblreiter [email protected] EEN responsible, B2 match Software a. Quality Team (to be updated) Name /login Phone number PW Responsible for Patrick Furrer (?) [email protected] FP7: BE, CH, IT, LI, MT, NL, NZ, PT and other Edina Daniela mercurio Dana Myer Morron [email protected] FP7: DK, FI, EI, IS, IL, LU, NO, SE, UK Jürgen Rattenberger Manfred Halver [email protected] FP7: [email protected] / AL, AT, BA, BG, RS, CY, GR, HR, MK, RO, SI, TR, UA EEN Antonio, Costa All non H2020 profiles Every quality team member gets max 0.5 PM for checking the incoming H2020 ICT project ideas. b. EEN co-organisers Name Phone (Main) Thomas Roeblreiter [email protected] EEN will promote this event and will help at the venue. Author: Sarah van Haelst (WP5) version 2.0/

8 Action items N.B.: It is technicallyy not possible that they will be informed automatically by the system. The system informs for incoming H2020 ICT project ideas AND expertise (technology profiles). a. Before the event Task Checking H2020 ICT project ideas inserted in the B2match tool Checking the completeness, the formal aspects and the quality of the technology profiles Informing the QT of incoming H2020 project ideas Responsible Ideal-Ist Quality Team Ideal-Ist Quality Team System Status Task Responsible Registration until XXX Send first mailing asking the participants to book meetings Send a reminder to participants to book meetings Send a reconfirmation-ofparticipation mail (respectively cancel of participation) Send practical details to particpants (where meetings will take place + map of the location etc.) Send final meeting schedules Prepare badges Feedback Forms (existing template?) Make additional Table Numbers Make & bring various signs (arrows; A-L; M-Z for registration, registration desk, help desk ) Put the tables & chairs for the B2B Arrange for 2 Flipcharts to be Thomas Roeblreiter Thomas Roeblreiter + each EEN member responsible for his/her clients Thomas Roeblreiter + each EEN member responsible for his/her clients Thomas Roeblreiter + each EEN member responsible for his/her clients Thomas Roeblreiter + each EEN member responsible for his/her clients Thomas Roeblreiter + each EEN member responsible for his/her clients EC Thomas Roeblreiter Thomas Roeblreiter EC EC EC; local NCP(?) Author: Sarah van Haelst (WP5) version 2.0/

9 available Make sure the data from EC can be transferred to the B2 match tool Thomas Roeblreiter/ Edina Nemeth? b. Final Preparation: the day before the event NEW! The EC has acquired the Conf4me App to have electronically available to the participants information on all conference sessions. This includes the possibility of creating personal agendas of the different networking sessions and the possibility to upload individual meetings schedule for F2F. Status Task Responsible Print - personal meeting schedules for participants - time schedules (timelines per session) - table schedules (timelines per table) - (participant list) - Feedback Forms??? Bring Table numbers Place various signs (arrows; A-L; M-Z for registration, registration desk, help desk ) Bring a bell, sticky tape Check if PCs and Internet connection are working Prepare registration desk Ensure 2 phones are available at the desk Bring binders to put visit cards with special plastic dividers Thomas Roeblreiter Make sure with EC they provide us the signs with EC corporate design cable connection!! PCs how to get the PCs EC? c. At the event Author: Sarah van Haelst (WP5) version 2.0/

10 Registration desk, laptop, Printer, Flipchart, movable wall, microphone, water/coffee Status Task Responsible 1 Moderator (start and stop the meetings bell) 3 persons at Registration/Help Desk 2 persons/25 tables needed to guarantee a smooth process Personally hand out the schedules (explain it to participants) Arrange additional meetings/assist with spontaneous meetings After the start of the meetings: Check if everybody is talking to his meeting partner Call participants, when they do not appear in time and ask whether they will still come List the name of the participants who cancelled on short notice on the flip chart Discuss the event with clients, ask for oral feedback get to know your clients personally 7 November Status Task Responsible Time Register at venue Set-up, prepare registration desk Personally hand out the schedules Announcement of the start of the first meetings ALL 8 November Author: Sarah van Haelst (WP5) version 2.0/

11 Status Task Responsible Time Arriving at venue and get ready ALL d. After the event follow up and impact assessment Status Task Responsible Time Send a mail asking for online follow-up 1 week Send a reminder mail 2 weeks After feedback is complete: Inform all your cooperation partners about the feedback Meet with main organizers for a debriefing (follow-up events?) Make the success of the matchmaking event known (press release, info to host organization, ) Inform all related NCPs and send the contacts of those who said in the feedback that they found a possible cooperation partner during the brokerage event NCP s follow up (after reminder) with the organization in their countries and send the results to event responsible person NCP s follow up (after reminder) with the organization in their countries and send the results to event responsible person 4 weeks 6 weeks 6 months months Author: Sarah van Haelst (WP5) version 2.0/