Transcript Coordination meeting - Sustainable Energy Week

EU SUSTAINABLE
ENERGY WEEK
23-27 JUNE 2014
Coordination meeting
23 April 2014
Energy
Welcome
William Gillett
Coordinator Energy & Climate
Executive Agency for Small and Medium-sized Enterprises
(EASME)
Introduction
Erik Olsen
European Commission
DG Energy
State of Play
Alessandra Pertot
Communication Officer
Executive Agency for Small and Medium-sized Enterprises
(EASME)
EUSEW - overview
Results of EUSEW 2013 (1)
High Level Policy Conference
• 40 sessions over three days
• 17 exhibition stands
• Two venues
– Charlemagne building
– Committee of the Regions
• 3000 attendees
Results of EUSEW 2013 (2)
HLPC ‘Side Events’
• EUSEW Eco-driving contest. Open Car Data
• Clean Mob 2013: promoting clean vehicles
• Kazak Trike
Results of EUSEW 2013 (3)
Energy Days in Brussels
• 91 events
• 51% newcomers
Energy Days outside Brussels
• 589 events
• 41 countries (in Europe, Asia, Africa, America)
• Strong collaboration with multipliers:
– Province of Barcelona (95 events)
– Carrefour (actions in 45 stores)
– New York Energy Week (21 events)
Results of EUSEW 2013 (4)
Awards competition
224 entries in six categories
What’s new in EUSEW 2014?
• High Level Policy Conference:
– one central venue
– shortened event slots
• Energy Days: media support
• Awards competition: exhibition of nominees
High Level Policy Conference 2014
• 24-26 June 2014
• Only one venue: Charlemagne building
–
6 main sessions in de Gasperi room
organised by DG Energy
–
24 sessions of 1h45min organised by external organisers
& other DGs of the European Commission
–
small exhibition with 6 stands
Energy Days 2014
• all June in Europe and worldwide
• from 23 to 27 June in Brussels
• 54 in Brussels (including HLPC sessions)
• 100+ events in 23 countries
• Hundreds more to come in the coming weeks (2013 =
267 events published in the last two weeks prior to
EUSEW)
Sustainable Energy Europe & ManagEnergy Awards 2014
• Launch 25 November 2013, with submission deadline 28
March 2014
• 342 projects submitted for all 6 categories=> highest
participation since the Awards first edition (2006-2007)
• Jury meeting to select a winner for each of the 6 categories
• Promotion of nominees will begin the first week of June 2014
• Winners will be announced: Awards Ceremony during High
Level Policy Conference
EU SUSTAINABLE
ENERGY WEEK
23-27 JUNE 2014
High-Level Policy
Conference
Energy
Timing of Conferences
08:30 – 09:00 Welcome coffee
09:00 – 10:45 Morning session 1
10:45 – 11:15 Coffee break
11:15 – 13:00 Morning session 2
13:00 – 14:30 Lunch break
14:30 – 16:15 Afternoon session 1
16:15 – 16:45 Coffee break
16:45 - 18:30 Afternoon session 2
Interpretation, Web streaming, Technical
Equipment
• Events with interpretation/ web streaming:
Please send your ppt presentations to
[email protected] by Friday 20 June.
• Working hours of interpreters (no flexibility):
– 09:00-13:00
– 14:30-18:30
• Rooms are fully equipped; it is not possible to
change the set-up or add equipment.
Coordination with the EUSEW Secretariat
• If you expect a VIP to attend your event,
please let us know!
• Please keep us informed about private
receptions you are planning to organise!
[email protected]
Production of nameplates
• Event organisers to print their own nameplates
• Nameplate holders will be provided
• Possibility of on-site printing in case of last-minute
changes
Organisers’ duties
• Please clean up material (brochures,
posters, pull-ups, …) in and outside
the room immediately after your
event.
• Organisers must take back all
material; no recycling facilities
provided.
Registration
• ALL HLPC event organisers must register their
participants via the EUSEW online registration
system
• Two weeks pre-registration per session for up to 60
– Organisers
– Speakers
– Main stakeholders
• A minimum capacity of 60 seats (in Jenkins and
Mansholt rooms) must remain for public registration,
open from 12 May to 8 June
Registration - Timeline
• > Monday 28 April – speakers, organisation and stakeholder guest list
preparation
• Monday 28 April: online publication of events
• Monday 28 April > Sunday 11 May – 2 weeks pre-registration for
speakers, organisation, stakeholders;
organisers to complete online event information
• Monday 12 May > Sunday 8 June – 4 weeks registration for general
public
• Monday 9 June – Final crosschecks for double registrations & numbers
update
• Monday 16 June – E-mail to all participants with their final registration
information and barcodes
Badges
• Registration desks at Charlemagne building
• On-site registration limited to events with free
seats
Access control
• Access will be controlled for events at the
Jenkins and Mansholt rooms
• One contact person per organiser
• Room capacity is strictly limited to 120 persons
Conference Assistants
One conference assistant per room,
available 1/2h before the conference for:
• Installation of material
• Last-minute printing of name plates
• Calling technical assistance if needed
Conference assistants will not stay in the rooms
during sessions.
Opening Hours, set-up
• Building/ registration opens at 8:00
• Registration closes at 17:30
• Set-up of conference rooms
–
–
–
–
Morning 1: 8:00 to 9:00
Morning 2: 10:45 to 11:15
Afternoon 1: 13:30 to 14:30
Afternoon 2: 16:15 to 16:45
• Exhibition: Set-up on Monday 23 June, 10:00 – 16:30
• Material can be sent to CHAR stock room as of 12 June.
Signposting
Please provide us with the final title of your event by
Friday 23/05.
The title indicated will be used for
• Signposting
• Printed programme
On-site visit
An on-site visit of the Charlemagne building
for organisers of HLPC sessions will take place on
Thursday 8 May from 9.30 to 10.30 a.m.
EU SUSTAINABLE
ENERGY DAYS
1 – 30 June 2014
Support to Energy
Day organisers
Energy
How do we support you? (1)
• Communication support & Energy Days
guidelines
–
–
–
–
Attractiveness
Attendance
Media: PR-toolkit
Social media
• Networking
How do we support you? (2)
• Online platform
– Attendees management
– Online programme
– Paper-based programme for Brussels
Registration and Management
Registration and Management
EUSEW2014: Promotional tools
Promotional material available online
Online banners
Poster
Logo
Customisable version
Available at
eusew.eu under
About/Your Eusew
Toolkit
Flyer
EUSEW2014: Promotional tools
More information on the EUSEW promotional tools:
http://www.eusew.eu/about/your-eusew-toolkit
Printed communication tools (I)
• Can be ordered by Energy Day Organisers in Brussels
for their participants
• Communication tools will be delivered in one bag
containing:
–
–
–
–
–
One flyer
One copy of the conference programme
One notepad
One pen
Post-its
• Additional Flyers will be sent as well
• Several copies of EUSEW Campaign poster
(A1 format) to be displayed at Organisers’ venue
Printed communication tools (II)
• Bags to be ordered by Wednesday, 11 June
• Order template will be sent to all Brussels-based
Energy Day organisers by the EUSEW Secretariat
• Requests will be accommodated to the extent
possible
• Delivery of bags to organisers on Thursday, 19
June and Friday, 20 June
Promotion of Energy Days
• Share your outcome with the EUSEW secretariat
– [email protected]
• Get involved in social media actions
– http://twitter.com/euenergyweek
– http://facebook.com/euenergyweek
• Enhance the visibility of your event
Feedback on Energy Days
• Your visibility = EUSEW visibility
– Feedback form to be sent to organisers
– Request for pictures, videos, communications
– Content quickly and frequently shared on EUSEW social
media
Deadlines
• Printed programme (Brussels only): 23 May
• Online registration of Energy Days possible until 30
June
• Order of promotional material (only for events in
Brussels, taking place between 23 and 27 June):
11 June
Help needed? [email protected]
Energy Days ?
EU SUSTAINABLE
ENERGY WEEK
23-27 JUNE 2014
(Social) Media
Energy
Media relations – 2013 achievements
• 14 funded and many Brussels based journalists on site
in Brussels, High Level Policy Conference (HLPC)
• More than 250 media mentions in total
• Coverage in 18 EU Member States and other countries
• The potential audience of all collected reports amounts
to 24.5 million people
Media relations activities (1)
• Invitation of up to 20 specialised journalists
• Targeted media programme focusing on
24, 25 and 26 June
Media relations activities (2)
• Targeted media programme including:
–
–
–
–
Media roundtables
Sustainable Energy Europe Awards
Specific sessions of the HLPC
Possibly specific Energy Days
Boosting media exposure
• Media partners
• On-site: Press packs and media desk
• Online: press corner – videos, success stories, photos,
press releases
• DIY PR-kit for Energy Day organisers
• Contact: [email protected]
• Thank you for sending us your clippings!
#EUSEW14 – SOCIAL MEDIA PRESENCE
#EUSEW14 – CALL FOR VIDEOS
TO ENERGY DAYS ORGANISERS
-
Produce a short video announcing & promoting your event: location,
date and timing, topics, speakers, issues to be raised and expected
outcomes, added value, etc…
-
Use this call to create the perfect tool which will give further visibility to
your event and ensure full attendance.
-
We will:
Upload all videos to EUSEW TV
Screen videos during the HLPC in Brussels on 24-26 June
Post and tweet the best videos
Format: minimum image resolution 720 * 576. We accept MP4, MPG, MOVE and AVI (please
avoid FLV and RM).
Length: maximum 2 minutes (no exceptions)
Deadline: 30 May 2014. Promotion will start the first week of June.
More info: [email protected] / +32 (0)2 340 30 68
#EUSEW14 – CALL FOR PICTURES
Is a picture worth a thousand words?
Send us images that illustrate energy efficiency, renewable energy
sources and technologies or clean transport projects and actions.
Regular uploads on our social media platforms, promoting you to over
10000 fans and followers. Final Album on FLICKR!
No deadline – Send us images also of your events during EUSEW!
EU SUSTAINABLE
ENERGY WEEK
23-27 JUNE 2014
Questions and
Answers
Energy