deliverable 7 - commonenergy · 2017-12-07 · deliverable d7 2 .14 final conference technical...
TRANSCRIPT
1
Deliverable D7.14 Final Conference
DELIVERABLE 7.14
Final Conference
European Commission
DG Research and Innovation
SP1 - Cooperation
Collaborative project
Large-scale integrating project
FP7-2013-NMP-ENV-EeB
GRANT AGREEMENT No. 608678
CommONEnergy
Re-conceptualize shopping malls from consumerism to energy
conservation
2
Deliverable D7.14 Final Conference
Technical References
This document has been produced in the context of the CommONEnergy Project.
The research leading to these results has received funding from the European Community’s Seventh Framework
Programme (FP7/2007-2013) under grant agreement n° 608678. All information in this document is provided “as is”
and no guarantee or warranty is given that the information is fit for any particular purpose. The user thereof uses the
information at its sole risk and liability. For the avoidance of all doubts, the European Commission has no liability in
respect of this document, which is merely representing the authors view.
Deliverable No. 7.14
Dissemination Level PU
Work Package WP7
Lead beneficiary BPIE
Contributing beneficiary(ies) N/A
Author(s) Marine Faber
Co-author(s) N/A
Reviewed by N/A
Date September 28, 2017
File Name D7.14 Final Conference
Project Acronym CommONEnergy
Project Title Re-conceptualize shopping malls from consumerism to energy conservation
Project Coordinator Roberto Lollini Accademia Europea Bolzano, Viale Druso 1, 39100 Bolzano/Italy [email protected]
Project Duration 1 October 2013 – 30 September 2017 (48 Months)
3
Deliverable D7.14 Final Conference
Contents
Executive Summary .................................................................................................... 4
Introduction ................................................................................................................. 5
1. Before the event .................................................................................................. 6
1.1 Defining the event concept and format .......................................................... 6
1.2 Finding the location ....................................................................................... 7
1.3 Getting high-level speakers ........................................................................... 7
1.4 Targeting the right participants ...................................................................... 8
1.5 Promoting the event in several places ........................................................... 8
2. During the event ................................................................................................ 11
2.1 Organizing a dynamic event ........................................................................ 11
2.2 Making the event live on Social Media ........................................................ 12
2.3 Having a dynamic agenda ........................................................................... 23
2.4 Events results .............................................................................................. 23
3. After the event ................................................................................................... 24
3.1 Sending material to participants .................................................................. 24
3.2 Uploading material on the website .............................................................. 24
3.3 Contacting media......................................................................................... 25
Conclusions .............................................................................................................. 27
4
Deliverable D7.14 Final Conference
Executive Summary
CommONEnergy closed with a final conference held September 7, 2017 in Brussels.
The conference gathered 90 participants, coming from all over Europe and sectors: research
centres and universities, retail and construction industry, European Institutions, associations
and federations, and more.
The conference was planned from the early ages of the project, as a summarising event of
the work done in 4 years: the research and development, the implementation of the
solutions, the evaluation of the results and more. It was always foreseen as a high-level
dynamic event that should gather a wide range of stakeholders, but also involve policy-
makers to demonstrate the work done and especially the replication potential to other
countries, other shopping centres, and other kinds of buildings.
A brainstorm between all partners allowed define the agenda and potential speakers as early
as beginning of 2017, so that the conference could be promoted from very early. The
conference was largely promoted during the months before the event, by the project, the
partners, and leveraging networking platforms.
One of the ideas was to have the project landmark publication, the guidelines, ready by then
and distributed to all participants. Another idea was to take this opportunity to gather the
event with the Sustainable Building Challenge ceremony.
All these allowed to draft a dynamic and inclusive agenda, going deep in the project without
being too long or too technical. There were breakout moments when people could exchange.
The location was also chosen with the idea in mind to allow people to mingle and exchange:
the room setting was therefore cabaret with 8 people per table, and 18 posters were installed
in the networking area to show the results and be a point of discussion. The room chosen
had also a big screen, allowing people to follow well the presentations, and to screen the
project video to start the conference. People commented very positively on this location, not
yet so well-known in Brussels.
During the event, the BPIE team, supported by some project partners, was very active on
social media, each presentation was supported by a tweet, and livestreams were done for
Facebook.
After the event, presentations and photos were shared with participants and added to the
website. A press release was sent to media.
5
Deliverable D7.14 Final Conference
Introduction
CommONEnergy lasted four years, during which many interesting outputs were developed:
solutions (technology and tools), reports, etc. But maybe one of the most important aspect
are the leassons-learned from the project implementation, that could benefit other
stakeholders. These needed to be shared in an interesting format.
Organising a project final conference was therefore very important, in order to summarise all
project developements and findings, present them to interested stakeholders, but also learn
from them by having networking moments and Q&A opportunities.
The final conference of CommONEnergy was therefore planned for September 7, 2017, the
closing month of the project. Most results could then be presented with printed material and
with speaking slots, involving most partners to showcase the work done in 4 years.
It was also the occasion to launch our tool-box landmark publication, the guidelines on how
to approach the energy efficient retrofit of shopping centres, and to reward the winners of the
Sustainable Building Challenge Competition.
This document summarises all key steps from the event organisation, from the idea and
planning to the day and after event.
6
Deliverable D7.14 Final Conference
1. Before the event
The event planning started as early as the beginning of 2017, with first ideas exchanged
between partners about the event concept, format and potential date. A first idea was
therefore to host the event during the EU Sustainable Energy Week, but considering the
specificity of the topic and the crowded agenda of EUSEW, it was decided to wait for
September to host it as a stand-alone event, also in order to have all results ready to be
shared.
1.1 Defining the event concept and format
The event concept and format appeard very important from the early stages, deciding quickly
to gather the final conference with a morning training workshop (task 7.9), the launch of the
guidelines and the Sustainable Building Challenge ceremony.
The agenda needed to be appealing to a variety of stakeholders with a mix of technical and
non-technical aspects, that is why it was also decided to produce one poster per technology
to allow those who wished to go deeper into each solution.
We also chose to mix single oral intervention with a panel and the projection of our project
video.
7
Deliverable D7.14 Final Conference
1.2 Finding the location
After a first selection made on reputation, size and availability, we visited three hotels where to host the final conference and award competition ceremony, in Brussels. After careful examination of the offers received and the visits onsite, we chose the Hotel Bloom. The hotel conference room size and equipment (big screen able to be divided in 3 and
project videos in very high quality, possibility to pin posters on the wall, possibility to adapt
the lighting with our logo’s colours, and more), as well as the good networking
facilities/atmosphere and the location made us choose this location.
We agreed with the hotel to be as sustainable as possible, having glass bottles rather than
single use plastic ones.
The cocktail was adapted to our three demo cases countries’ food (Italian, Norwegian and
Spanish).
1.3 Getting high-level speakers
We considered many potential speakers to join our final event: of course the project partners
were the first choice, as it was important that they could present the work done the past
years. We also wanted to have a representation from the European Commission, and chose
that our project officer, who followed the project during the 4 years, was the best choice. He
kindly accepted to join us and introduce the event.
The conference was moderated by Oliver Rapf, Executive Director of BPIE, who is used to
this exercise.
Finally, we invited an advisory board member from the project, Veronika Schropfer, from the
Architects Council of Europe, and another Commission representative, Andreea
Strachinescu, (Head of Unit C.2 – New energy technologies, innovation and clean coal, DG
Energy, European Commission) to join Wilmer Pasut from EURAC in a panel discussion on
the importance of having innovative technologies, better & smarter retail buildings and
include them into policymaking.
We invited an International Council of Shopping Centres’ representative, also a board
member of the project, to additionally join the panel, but she was unfortunately not available.
8
Deliverable D7.14 Final Conference
1.4 Targeting the right participants
Targeting the right participants was facilitated by our agenda, which was a mix of technology-
focused presentations, policy-oriented ones and more research-based ones. We therefore
sent the event invitation and agenda to a broad database of contacts (over 4000 people),
and most partners shared the invite in their networks to support gathering attendees.
1.5 Promoting the event in several places
The event was promoted in several places, with flyers and printed invitations, online on the
project and partners’ websites, as well as through many networks and on social media.
- Physical promotion
Several other events were used as leverage to promote our final conference, such as a
MAPIC networking event in Brussels early June 2017, the EU Sustainable Energy Week in
Brussels in June 2017, the eceee Summer Study in the South of France, June 2017, or
events organised by BPIE.
9
Deliverable D7.14 Final Conference
- Online promotion – Project website
The project website was used several times to announce and remind the event, with a
dedicated page, an editorial on February 23, a news item on March 17 and an editorial on
May 16.
- Online promotion – Social Media
Social media was used a lot to promote and remind about the final conference. Some screenshots of tweets and posts on Facebook and LinkedIN are included below.
- Online promotion – Other networks
Many networks supported us in promoting the final conference, such as Construction
Products Europe, the European Commission, the EU Utility Week, Build UP, the EC website,
Fleishman Hillard, Construction21, BPIE’s website, the EU agenda, eceee, CASADOMO,
10
Deliverable D7.14 Final Conference
Cordis, CEPS, Cambre, Across Magazine, DODs, the Institute for Market Transformation
(IMT, US partner of BPIE) promoted the event to the Landlord Tenant Partnership
programme.
A post about the project final conference was made on the website Prof-trac, following
BPIE's newsletter.
11
Deliverable D7.14 Final Conference
2. During the event
The event was therefore organized on September 7, 2017 in Brussels.
2.1 Organizing a dynamic event
Organising a dynamic event was possible thanks to the room setting, the agenda screening
the project video, and mixing the speaking slots with networking moments.
- Setting of the room
The room was set as cabaret, with about 8 people per table. We allocated partners to be
present in all tables to allow an exchange with the participants. All tables faced the big
screen, divided in 3 with the presentation repeated on 2 sides.
The common spaces were used to pin our 16 technology posters and the project
summarising poster, and share all the printed material we had to present the project.
12
Deliverable D7.14 Final Conference
- Using all project material to decorate the room and the networking areas
All project technology posters were printed for the event (and then distributed to each
technology partner), so as to promote and explain each technology and showcase the range
of solutions developed during the project lifetime.
- Projecting the video
The 6-min video developed at the end of the project, presenting the solutions installed in the
demo cases and developed / tested during the project, was screened to open the event.
- Having networking moments
Networking moments, eased by the breaks, cocktail and dinner, allowed participants to
exchange ideas, solutions and partners to present their solutions.
2.2 Making the event live on Social Media
The event was also accessible for people outside the room, thanks to a live-tweeting and
streaming about some presentations.
Below are included screenshots about Facebook livestreaming and Twitter “conversations”.
13
Deliverable D7.14 Final Conference
14
Deliverable D7.14 Final Conference
15
Deliverable D7.14 Final Conference
16
Deliverable D7.14 Final Conference
17
Deliverable D7.14 Final Conference
18
Deliverable D7.14 Final Conference
19
Deliverable D7.14 Final Conference
20
Deliverable D7.14 Final Conference
21
Deliverable D7.14 Final Conference
22
Deliverable D7.14 Final Conference
23
Deliverable D7.14 Final Conference
2.3 Having a dynamic agenda
The final event was also the opportunity to organise two other events: a morning training
workshop, focusing specifically on the tools, and the Sustainable Building Challenge Award
ceremony.
Three shopping centres were rewarded by iiSBE Italia
2.4 Events results
The event resulted in the participation of 90 people, from diverse sectors: construction
industry, hotel and retail industry, International associations, research centres and
universities, cities, clusters and federations, investors and financers, owners of shopping
centres, energy agencies, European Institutions, and finally, media.
24
Deliverable D7.14 Final Conference
144 had registered.
Additional people also viewed the livestreaming on Facebook: 60 views on average for each
3 videos.
3. After the event
After the event, we maintained the attention of stakeholders by sending out a press release,
the presentations and photos to participants and uploading everything on the website.
3.1 Sending material to participants
A thank you email was sent to participants, allowing to share the presentations and photos
taken during the event.
People who could not attend also asked to receive the event material.
3.2 Uploading material on the website
After the event, photos and presentations were uploaded as pdfs and a news was written to
announce the award winners.
25
Deliverable D7.14 Final Conference
3.3 Contacting media
A press release was sent to nearly 300 journalists, resulting in some articles.
IGD, winner of one of the award categories, also issued a press release.
26
Deliverable D7.14 Final Conference
27
Deliverable D7.14 Final Conference
Conclusions
The project concluding event can be considered a success, gathering many participants and
generating attention online before, during and after. It was a positive conclusion of the
project.
We should raise the point that this success demonstrates once again that relying on network
partners is very important and helps increase outreach.
Having a dynamic event proved to be very efficient, speakers were challenged to be concise
and precise and did well, the moderator managed to be a good “entertainer” as well as
challenger, asking thoughtful questions.
The event participation dropout (90/144 registered) demonstrates however that it can be very
tough to foresee the real participation, and that a constant effort is needed to ensure
participation on the due day.