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20130521 second coordination meeting presentation final

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The document summarizes plans for the EU Sustainable Energy Week taking place from June 24-28, 2013 in Brussels. It discusses the high-level policy conference, including 42 conferences over 3 days in two buildings and 20 exhibition stands. It also outlines support that will be provided to organizers of over 250 energy day events across 26 countries, including communication tools, an online platform, and promotion. Details are provided on registration, branding, interpreting services, and coordinating with the event secretariat.

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EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Second Coordination Meeting 21 May 2013
2 Welcome William Gillett Head of Unit IEE – Renewable Energy Executive Agency for Competitiveness and Innovation (EACI)
3 Introduction Roderic van Voorst European Commission DG Energy
4 EUSEW 2013: State of Play Alessandra Pertot Communication Officer Executive Agency for Competitiveness and Innovation (EACI)
5 High Level Policy Conference 2013 • 25-27 June 2013 • 42 conferences in two buildings – Charlemagne – Committee of the Regions/ Van Maerlant • 20 exhibition stands plus media exhibition
6 EUSEW 2013: 250+ published events • 100 in Brussels (including HLPC sessions) • 150+ events in 26 countries • Hundreds more to come in the coming weeks (2012 = 500 events published in the last two weeks prior to EUSEW)
7 Sustainable Energy Europe & ManagEnergy Awards 2013 • Launch 27 November 2012, with submission deadline 8 March 2013 • 224 projects submitted for SEE (of which 82 for ManagEnergy) • Jury meeting to select a winner for each of the 6 categories • Promotion of nominees will begin the last week of May 2013 • Winners will be announced – Awards Ceremony – 24 June 2013
8 2013 Awards Ceremony: Monday 24 June, 19:30 • To be held in VIAGE Theatre, Galerie Anspach, Brussels • Entrance from Place de la Monnaie, near Metro de Brouckère • 2 invitations for each Brussels-based Energy Day organiser • A reception will follow for winners and around 300 attendees
EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Support to Energy Day Organisers
10 How do we support you? (1) • Communication support – Attractiveness – Attendance – Media coverage – Social media • Networking
11 How do we support you? (2) • Online platform – Attendees management – Online programme – Paper-based programme for Brussels
12 Registration and Management
13 Online communication tools Available on eusew.eu under About/EUSEW 2013
14 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 • Two copies of EUSEW Campaign poster (A1 format) to be displayed at Organisers’ venue
15 Printed communication tools (II) • Number of bags to be ordered by Wednesday, 12 June • Order template to be filled in by Organisers to be shared by the EUSEW Secretariat • Requests will be accommodated to the extent possible • Delivery of bags to organisers on Thursday, 20 June and Friday, 21 June
16 EUSEW 2013 branding CHARL / COR floor footprints CHARL banner HLPC badge EUSEW poster
17 Promotion of Energy Days • Share your outcome with the EUSEW secretariat – energydays@eusew.eu • Get involved in social media actions – http://twitter.com/euenergyweek – http://facebook.com/euenergyweek • Enhance the visibility of your event
18 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
19 Deadlines • Printed programme (Brussels only): Deadline: 23 May • Registration of Energy Days: 10 June • Order of promotional material: 12 June • Registration of attendees: 19 June c.o.b. Help needed? pln@eusew.eu
20 Energy Days ?
EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy High Level Policy Conference
22 Interpretation, Web streaming • Events with interpretation/ web streaming: Please send your ppt presentations to in@eusew.eu by 19 June. • Working hours of interpreters (no flexibility): – 09:00-13:00 – 14:30-18:30 • Web streaming services available only at the Gasperi Room (Charlemagne Building); event organisers can use their own web streaming equipment.
23 Timing of Conferences (1) 08:30 – 09:00 Welcome coffee 09:00 – 10:45 Morning session Part 1 10:45 – 11:15 Coffee break 11:15 – 13:00 Morning session Part 2 13:00 – 14:30 Lunch break 14:30 – 15:45 Afternoon session Part 1 15:45 – 16:15 Coffee break 16:15 - 18:30 Afternoon session Part 2
24 Timing of Conferences (2) • Morning sessions can start later, but will miss welcome coffee • All morning sessions to finish no later than 13:00 • All afternoon sessions must start at 14:30
25 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! ilka.neumann@eusew.eu
26 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
27 Registration ALL HLPC event organisers must register their participants via the EUSEW online registration system Badges • Registration desks at Charlemagne/ Committee of the Regions building • Badges are valid in all HLPC buildings • On-site registration facilities • Please make sure that speakers and staff are registered!
28 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.
29 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.
30 Opening Hours, set-up • Building/ registration opens at 8:00 • Registration closes at 17:30 • Set-up of conference rooms – Morning sessions: 8:00 to 9:00 – Afternoon sessions: 13:30 to 14:30 • Exhibition: Set-up on Monday 24 June, as of 10:30 • Please note that stands need to be manned for three days!
31 Signposting Please provide us with the final title of your event by Thursday 23/05. The title indicated will be used for •Signposting •Printed programme
EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Media
33 Media relations activities (1) • Invitation of up to 20 specialised journalists • Targeted media programme focusing on 24, 25 and 26 June
34 Media relations activities (2) • Targeted media programme including: – Media event – Side events – Sustainable Energy Europe Awards Ceremony – Media roundtable – Specific sessions of the HLPC
35 Boosting media exposure • Media partners • On-site: Press packs and media desk • Online: press corner – videos, success stories, photos, press releases • Press release template for Energy Day organisers • Deadline for inclusion in press pack: 17 June • Contact: media.relations@eusew.eu
EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Social Media
37
38 Status: 16 May 2013
39 Status: 16 May 2013
40 5368 views /euenergyweek
41
42 #EUSEW13 Social Media Strategy Boosting Audiovisuals Call for videos to #EUSEW13 stakeholders Show your contribution in 1 Minute VIDEO How is your project, organisation, upcoming event or just daily individual action contributing to a more sustainable Europe? Illustrate + quote #EUSEW13 slogan Every action counts, individual contributions are key Link your contribution to EUSEW slogan #EUSEW13 Social Media Action: call for videos
43 #EUSEW13 Social Media Action •Audio-visual production handy guide available soon •Deadline: Your earliest convenience (final: 20 June 2013) •All videos will be on EUSEW TV, Facebook and Twitter Promote your organisation, project or event and let your creativity flow!
44 Questions & Answers

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20130521 second coordination meeting presentation final

  • 1. EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Second Coordination Meeting 21 May 2013
  • 2. 2 Welcome William Gillett Head of Unit IEE – Renewable Energy Executive Agency for Competitiveness and Innovation (EACI)
  • 4. 4 EUSEW 2013: State of Play Alessandra Pertot Communication Officer Executive Agency for Competitiveness and Innovation (EACI)
  • 5. 5 High Level Policy Conference 2013 • 25-27 June 2013 • 42 conferences in two buildings – Charlemagne – Committee of the Regions/ Van Maerlant • 20 exhibition stands plus media exhibition
  • 6. 6 EUSEW 2013: 250+ published events • 100 in Brussels (including HLPC sessions) • 150+ events in 26 countries • Hundreds more to come in the coming weeks (2012 = 500 events published in the last two weeks prior to EUSEW)
  • 7. 7 Sustainable Energy Europe & ManagEnergy Awards 2013 • Launch 27 November 2012, with submission deadline 8 March 2013 • 224 projects submitted for SEE (of which 82 for ManagEnergy) • Jury meeting to select a winner for each of the 6 categories • Promotion of nominees will begin the last week of May 2013 • Winners will be announced – Awards Ceremony – 24 June 2013
  • 8. 8 2013 Awards Ceremony: Monday 24 June, 19:30 • To be held in VIAGE Theatre, Galerie Anspach, Brussels • Entrance from Place de la Monnaie, near Metro de Brouckère • 2 invitations for each Brussels-based Energy Day organiser • A reception will follow for winners and around 300 attendees
  • 9. EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Support to Energy Day Organisers
  • 10. 10 How do we support you? (1) • Communication support – Attractiveness – Attendance – Media coverage – Social media • Networking
  • 11. 11 How do we support you? (2) • Online platform – Attendees management – Online programme – Paper-based programme for Brussels
  • 13. 13 Online communication tools Available on eusew.eu under About/EUSEW 2013
  • 14. 14 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 • Two copies of EUSEW Campaign poster (A1 format) to be displayed at Organisers’ venue
  • 15. 15 Printed communication tools (II) • Number of bags to be ordered by Wednesday, 12 June • Order template to be filled in by Organisers to be shared by the EUSEW Secretariat • Requests will be accommodated to the extent possible • Delivery of bags to organisers on Thursday, 20 June and Friday, 21 June
  • 16. 16 EUSEW 2013 branding CHARL / COR floor footprints CHARL banner HLPC badge EUSEW poster
  • 17. 17 Promotion of Energy Days • Share your outcome with the EUSEW secretariat – energydays@eusew.eu • Get involved in social media actions – http://twitter.com/euenergyweek – http://facebook.com/euenergyweek • Enhance the visibility of your event
  • 18. 18 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
  • 19. 19 Deadlines • Printed programme (Brussels only): Deadline: 23 May • Registration of Energy Days: 10 June • Order of promotional material: 12 June • Registration of attendees: 19 June c.o.b. Help needed? pln@eusew.eu
  • 21. EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy High Level Policy Conference
  • 22. 22 Interpretation, Web streaming • Events with interpretation/ web streaming: Please send your ppt presentations to in@eusew.eu by 19 June. • Working hours of interpreters (no flexibility): – 09:00-13:00 – 14:30-18:30 • Web streaming services available only at the Gasperi Room (Charlemagne Building); event organisers can use their own web streaming equipment.
  • 23. 23 Timing of Conferences (1) 08:30 – 09:00 Welcome coffee 09:00 – 10:45 Morning session Part 1 10:45 – 11:15 Coffee break 11:15 – 13:00 Morning session Part 2 13:00 – 14:30 Lunch break 14:30 – 15:45 Afternoon session Part 1 15:45 – 16:15 Coffee break 16:15 - 18:30 Afternoon session Part 2
  • 24. 24 Timing of Conferences (2) • Morning sessions can start later, but will miss welcome coffee • All morning sessions to finish no later than 13:00 • All afternoon sessions must start at 14:30
  • 25. 25 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! ilka.neumann@eusew.eu
  • 26. 26 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
  • 27. 27 Registration ALL HLPC event organisers must register their participants via the EUSEW online registration system Badges • Registration desks at Charlemagne/ Committee of the Regions building • Badges are valid in all HLPC buildings • On-site registration facilities • Please make sure that speakers and staff are registered!
  • 28. 28 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.
  • 29. 29 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.
  • 30. 30 Opening Hours, set-up • Building/ registration opens at 8:00 • Registration closes at 17:30 • Set-up of conference rooms – Morning sessions: 8:00 to 9:00 – Afternoon sessions: 13:30 to 14:30 • Exhibition: Set-up on Monday 24 June, as of 10:30 • Please note that stands need to be manned for three days!
  • 31. 31 Signposting Please provide us with the final title of your event by Thursday 23/05. The title indicated will be used for •Signposting •Printed programme
  • 32. EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Media
  • 33. 33 Media relations activities (1) • Invitation of up to 20 specialised journalists • Targeted media programme focusing on 24, 25 and 26 June
  • 34. 34 Media relations activities (2) • Targeted media programme including: – Media event – Side events – Sustainable Energy Europe Awards Ceremony – Media roundtable – Specific sessions of the HLPC
  • 35. 35 Boosting media exposure • Media partners • On-site: Press packs and media desk • Online: press corner – videos, success stories, photos, press releases • Press release template for Energy Day organisers • Deadline for inclusion in press pack: 17 June • Contact: media.relations@eusew.eu
  • 36. EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Social Media
  • 37. 37
  • 41. 41
  • 42. 42 #EUSEW13 Social Media Strategy Boosting Audiovisuals Call for videos to #EUSEW13 stakeholders Show your contribution in 1 Minute VIDEO How is your project, organisation, upcoming event or just daily individual action contributing to a more sustainable Europe? Illustrate + quote #EUSEW13 slogan Every action counts, individual contributions are key Link your contribution to EUSEW slogan #EUSEW13 Social Media Action: call for videos
  • 43. 43 #EUSEW13 Social Media Action •Audio-visual production handy guide available soon •Deadline: Your earliest convenience (final: 20 June 2013) •All videos will be on EUSEW TV, Facebook and Twitter Promote your organisation, project or event and let your creativity flow!