DRAFT Event Management concept ONLY FOR Internal use!!

(1)

Author: Sarah van Haelst (WP5) version 2.0/15.07.2013 - 1 - version 0.14

_________________________________

Ideal-ist2014 Brokerage Event at EC ICT 2013

Vilnius, Lithuania 6 – 8 November 2013

Task leader: ABPL (BE)

DRAFT Event Management concept –

(2)

1. Contents

1.

Contents ... 2

2.

Introduction ... 3

3.

Background ... 3

4.

Main Event ... 4

5.

Planned activities at ICT2013 event ... 4

5.1. The Booth ... 4

5.1.1. Responsible for booth ... 4

5.1.2. Action items ... 5

5.2.

Networking Sessions with ICT Professional Associations ... 5

5.3.

An Idealist/EEN brokerage event ... 5

5.2.1. Lessons learned in 2011 & 2012 ... 6

5.2.2. Admin & Log ins ... 6

5.2.3. Event teams ... 6

a. Main Team ... 6

a. Quality Team (to be updated) ... 7

b. EEN co-organisers ... 7

5.2.4. Action items ... 8

a. Before the event ... 8

b. Final Preparation: the day before the event ... 9

c. At the event ... 9

(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 (2007-2013). Ideal-ist 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 Horizon2020 - the EU's Framework Programme for Research and Innovation for 2014-2020. 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 2014-2020, 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.

(4)

4. Main Event

The ICT 2013 event “Create, Connect, Grow”, will be held in Vilnius, Lithuania, on 6-8 November, 2013.

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 3rd countries

Event website:

http://ec.europa.eu/digital-agenda/en/ict-2013

.

5. Planned activities at ICT2013 event

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.

5.1.1. Responsible for booth

Name Email Phone

Claire Ferte [email protected]

Within all activities the Corporate Design of Idealist (Corporate Design manual) has to be respected.

(5)

5.1.2. Action items

Status

Task

Responsible Where to find

Booth schedule. Make sure that booth

is manned at any time. Claire Ferte

Ideal-ist management page. WP documents -> WP3 -> Events -> ICT2013 Send excel sheet around in the

consortium and ask people to register Claire Ferte

Ideal-ist management page. WP documents -> WP3 -> Events -> ICT2013 Quick screen, posters, fliers, success

stories Claire Ferte

Ask Claire

to send it or take it to Vilnius

Laptop at the booth Claire Ferte

Organize a laptop that is at the booth anytime. Be connected at to Ideal-ist homepage Printout of general Ideal-ist ppt Claire Ferte On Ideal-ist management page

under WP3 documents

Joint EEN/Idealist poster

Sarah van Haelst/Local NCP

Print in Vilnius by local NCP (?)

Joint EEN/Idealist leaflet Sarah van Haelst

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 co-organized 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 Email 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)

(6)

5.2.1. Lessons learned in 2011 & 2012

5.2.2. 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: http://www.b2match.eu/ict2013 Admin Login: http://www.b2match.eu/ict2013/admin Login: Password: [email protected] [email protected] [email protected] [email protected] [email protected] B2Match Manual:

Can be found under http://www.b2match.com/download/Manual.pdf

5.2.3. Event teams

a.

Main Team

Name Email Phone number Responsible for

Edina Nemeth [email protected] +36 70 221 0387 Link Pionet and

B2Match to transfer profiles to Idealist

Sarah van Haelst [email protected] +32 2 800 08 47 Brokerage event,

communication, EEN/Idealist 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

(7)

Author: Sarah van Haelst (WP5) version 2.0/15.07.2013 - 7 - version 0.14 interface

Nadine Bettens [email protected] + 32 Brokerage event,

communication support

Christian Frey [email protected] +43 5 7755-4204 Brokerage event,

Communication, technical

Thomas Roeblreiter [email protected] EEN responsible,

B2 match Software

a.

Quality Team (to be updated)

Name Email/login Phone number PW Responsible for

Patrick

Furrer (?) [email protected] +41 31 380 60 04 FP7: BE, CH, IT, LI,

MT, NL, NZ, PT and other Edina Daniela mercurio Dana

Myer Morron [email protected] 0141 563 6853 FP7:

DK, FI, EI, IS, IL, LU, NO, SE, UK Jürgen

Rattenberger [email protected] +43 5 7755-4208 FP7: AL, AT, BA, BG,

RS, CY, GR, HR, MK, RO, SI, TR, UA

Manfred

Halver [email protected] +43 05/7755-4207

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 Email Phone

(Main) Thomas Roeblreiter [email protected] +43 57755 4702

(8)

5.2.4. 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

Responsible

Checking H2020 ICT project ideas inserted in the B2match tool Ideal-Ist Quality Team Checking the completeness, the formal aspects and the quality of the

technology profiles Ideal-Ist Quality Team

Informing the QT of incoming H2020 project ideas System

Status

Task

Responsible

Registration until XXX Thomas Roeblreiter Send first mailing asking the

participants to book meetings

Thomas Roeblreiter + each EEN member responsible for his/her clients

Send a reminder to participants to book meetings

Send a „reconfirmation-of-participation” 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 EC

Feedback Forms (existing template?) Thomas Roeblreiter Make additional Table Numbers Thomas Roeblreiter Make & bring various signs (arrows;

A-L; M-Z for registration, registration desk, help desk……)

EC

Put the tables & chairs for the B2B EC

(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

Status

Task

Responsible

Print

- personal meeting schedules for participants

- time schedules (timelines per session)

- table schedules (timelines per table)

- (participant list)

- Feedback Forms???

XXXX

Bring Table numbers Thomas Roeblreiter Place various signs (arrows; A-L; M-Z

for registration, registration desk, help desk……)

Make sure with EC they provide us the signs – with EC corporate design

Bring a bell , sticky tape XXXX Check if PCs and Internet connection

are working

XXXX – cable connection!! PCs how to get the PCs

Prepare registration desk XXXX Ensure 2 phones are available at the

desk XXXX – EC?

Bring binders to put visit cards with

special plastic dividers XXXX

c.

At 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.

(10)

Author: Sarah van Haelst (WP5) version 2.0/15.07.2013 - 10 - version 0.14 Registration desk, laptop, Printer, Flipchart, movable wall, microphone, water/coffee

Status

Task

Responsible

1 Moderator (start and stop the

meetings – bell) XXXX

3 persons at Registration/Help Desk XXXX 2 persons/25 tables needed to

guarantee a smooth process XXXX Personally hand out the schedules

(explain it to participants) XXXX Arrange additional meetings/assist

with spontaneous meetings XXXX After the start of the meetings: Check if everybody is talking to his meeting partner

XXXX

Call participants, when they do not appear in time and ask whether they will still come

XXXX

List the name of the participants who cancelled on short notice on the flip chart

XXXX

Discuss the event with clients, ask for oral feedback → get to know your clients personally

XXXX

7 November

Status

Task

Responsible

Time

Register at venue ALL

Set-up, prepare registration desk XXXX Personally hand out the schedules XXXX Announcement of the start of the

first meetings XXXX

(11)

Status

Task

Responsible

Time

Arriving at venue and get ready ALL XXXX

d.

After the event – follow up and impact assessment

Status

Task

Responsible

Time

Send a mail asking for online

follow-up XXXX

1 week

Send a reminder mail XXXX 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,…)

XXXX

4 weeks

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

XXXX

6 weeks

NCP´s follow up (after reminder) with the organization in their countries and send the results to event responsible person

XXXX

6 months

NCP´s follow up (after reminder) with the organization in their countries and send the results to event responsible person

XXXX

Ideal-ist 2014

ICT Sector Group

f Enterprise Europe Network

e ICT2013

Horizon 2020 (H2020) -

http://www.b2match.eu/ict2013

http://www.b2match.eu/ict2013/admin

r http://www.b2match.com/download/Manual.pdf