EU SUSTAINABLE ENERGY WEEK 15-19 JUNE 2015 Coordination meeting 21 May 2015.

EU SUSTAINABLE ENERGY WEEK15-19 JUNE 2015

Coordination meeting

21 May 2015

Welcome

Hussein Sattaf

Head of CommunicationExecutive Agency for Small and Medium-sized Enterprises (EASME)

Introduction

Erik Olsen

European CommissionDG Energy

EUSEW 2015 – 10th anniversary

State of play

Marta Wysoczynska

Communication OfficerExecutive Agency for Small and Medium-sized Enterprises (EASME)

Policy conference 2015

• 16-18 June 2015• 2 venues

– Charlemagne building– Committee of the Regions

• 16 sessions organised by DG ENER and other DGs of the Commission

• 40 sessions organised by external organisers• A networking village

What’s new in EUSEW 2015?

• Networking village– Exhibition stands

• EC services• External organisers

• Matchmaking tool for pre-arranged meetings between participants

Energy Days 2015

• All the month of June, in EU countries and associated countries

• From 15th to 19th of June, in Brussels (side-events)

• 312 proposals of Energy days – 218 published on EUSEW website

Sustainable Energy Europe Awards 2015

• 3 categories– Renewable Energy– Energy efficiency– Cities, communities & regions

• 373 applications received• 9 nominees• Jury to select one winner for each category

• Winners will be announced during the Award ceremony on 16th June from 18.30.

POLICY CONFERENCE

Timing of conferences

09:00 – 10:30 Morning session 110:30 – 11:00 Coffee break11:00 – 12:30 Morning session 2 12:30 – 14:00 Lunch break14:00 – 15:30 Afternoon session 115:30 – 16:00 Coffee break16:00 - 17:30 Afternoon session 2

Interpretation, Technical Equipment

• Please send your ppt presentations [email protected] by Monday 08 June

• Events with web streaming /interpretation in de Gasperi room

• Working hours of interpreters (no flexibility):– 09:00-12:30– 14:00-17:30

• Rooms are fully equipped; it is not possible to change the set-up nor 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 [email protected]

Organisers’ duties

• Event organisers to print their own nameplates

• 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 Policy conference sessions organisers must register their participants via the EUSEW online registration system

Registration timeline

•Wednesday 13 May > Monday 8 June – 4 weeks registration for general public

•Extraction of list of participants on a weekly basis

Badges

• Registration desks at Charlemagne building and Jacques Delors building

• On-site registration is possible

Access to the conference rooms

• One contact person per organiser• As there will not be control at the entrance of the rooms,

it will be according to the principle of “first arrived, first served”

Conference assistants

One conference assistant per room, available 1/2h before the conference for:•Installation of material•Calling technical assistance if needed

Conference assistants will not stay in the rooms during sessions.

Opening hours, rooms 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: 10:30 to 11:00– Afternoon 1: 13:00 to 14:00– Afternoon 2: 15:30 to 16:00

Exhibition set-up

Committee of the Regions•Exhibition on 17 and 18 June•Set-up on Tuesday 16 June, 14:00 – 17:00•Dismantling on Thursday 18 June from 16h00•Large deliveries only during the set-up

Charlemagne•Exhibition on 16, 17 and 18 June•Set-up on Monday 15 June, 14:00 – 17:00•Dismantling on Thursday 18 June from 16h00•Material can be sent to CHAR stock room as of 3 June.

Workshop titles and descriptions

Please update your workshop title and description directly on the EUSEW website no later than Friday 22/05. The title indicated will be used for•Signposting•Printed programme

On-site visits

An on-site visit of the Jacques Delors building for organisers of Policy conference sessions will take place on Tuesday 26 May from 10.00 to 11.00 a.m.

An on-site visit of the Charlemagne building for organisers of Policy conference sessions will take place on Tuesday 26 May from 11.30 to 12.30 a.m.

NETWORKING VILLAGE

Networking – meet the Award nominees

Charlemagne:

•Networking Drink – Award Ceremony Cocktail– Meet the Award nominees - 16 June 2015

Networking VillageCommittee of the Regions:

• Networking village - 17 – 18 June 2015–EUSEW workshops:

• 6 EUSEW workshop places• Slot 1h 30 minutes

• Speakers’ corner• 1 speakers' corner• Slot 20 minutes

• Matchmaking tool for pre-arranged meetings between participants –

• 16 topics will be covered• Slot 15 minutes

Networking Coffee

Charlemagne and Committee of the Regions:

•Networking coffee – 18 June 2015

SUPPORT TO ENERGY DAY ORGANISERS

Energy days

• WHAT? Events that promote secure, clean and efficient energy

• WHEN? June 2015

• WHO? EU Member States and Associated countries to Horizon 2020

• HOW? Registration through EUSEW website

How do we support you?

• Communication support

– Promotional tools available onlinehttp://eusew.eu/about/eusew-promotional-tools– Energy Days guidelineshttp://eusew.eu/images/2015/

EUSEW2015_webGuidelines_150223.pdf– Media and social media

• Online platform – EUSEW website visibility for each Energy day– Attendees management

Promotional tools available online

Poster & editable poster

Online banner

Power Point template

Flyer

Registration and management (1)

• 1st step – account creation

Registration and management (2)

A confirmation email message is then sent to the user to activate the account

Registration and management (3)

The organiser can click on ‘Organise an event’ on the right box ‘Energy Days Events’

• If the event takes place in Brussels, it is then called a side event. It can take place only during the week of the policy conference

• Other Energy Days Events can take place in the European Union and Associated countries.

Registration and management (4)

Registration and management (5)

The organiser has to click on ‘Submit’ in order for his/her event to be further processed in the system (i.e. ‘Accepted’ or ‘Rejected’. An event is rejected in the event he or she did not provide the required information or it does not match the quality criteria.

Once submitted, the organiser can’t modify his form, he has to wait for acceptance or rejection of his event. Then he will be able to edit it again.

If the organiser just clicked on “Save”, his event is considered as new, not submitted.

Each Energy Days event submission is verified by an editorial team (the summary is checked and other fields quality controlled).

If the event is accepted, the event goes live on the EUSEW website (http://www.eusew.eu/). The organiser is informed by email that his/her event has been accepted. The organiser can still modify his form, but not the summary.

Management of participants (1)

• As an organiser, you can have the event listed on the EUSEW website and even keep track of who is attending.

• You can:– keep track of participants attending– export the attendees list as an MS Excel file

Management of participants (2)

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

Online registration of Energy Days

Assistance needed? [email protected]

MEDIA & SOCIAL MEDIA

Media relations

• 10 invited journalists + 8 media partnerships (Revolve, Euractiv, The Parliament magazine, Le Soir, European Energy Innovation, ENDS Europe, EFE Verde, ViEUws)

• Targeted media programme including: – Presentation of the RES Progress Report by Commissioner Cañete;– Presentation of Special Report on Energy and Climate by Dr Fatih

Birol, IEA Chief Economist;– Media roundtables;– Sustainable Energy Europe Awards.

#EUSEW15 on social media

• Facebook: « EU Energy Days »

• Twitter: @euenergyweek

• Open LinkedIn group: EU Sustainable Energy Week

(Join!)

• YouTube: EUSEW TV

• Flickr: « EU Energy Week »

Social media tips

• ‘Tag’ our accounts on Facebook and Twitter

• Promote tweets using #EUSEW15

• Live-tweet from the conference/networking village/

Energy Days & include appealing images / videos

• Invite people to the Facebook event « EU Sustainable

Energy Week (and month) »

Social media package

• Request a social media promo package, including visuals

AND translated messages in 24 EU languages for your

partners & contacts: [email protected]

QUESTIONS & ANSWERS