EU SUSTAINABLEENERGY WEEK23-27 JUNE 2014

Energy

Coordination meeting23 April 2014

Welcome

William Gillett

Coordinator Energy & Climate

Executive Agency for Small and Medium-sized Enterprises (EASME)

Introduction

Erik Olsen

European CommissionDG 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% newcomersEnergy 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 competition224 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 SUSTAINABLEENERGY WEEK23-27 JUNE 2014

Energy

High-Level Policy Conference

Timing of Conferences

08:30 – 09:00 Welcome coffee09:00 – 10:45 Morning session 110:45 – 11:15 Coffee break11:15 – 13:00 Morning session 2 13:00 – 14:30 Lunch break14:30 – 16:15 Afternoon session 116:15 – 16:45 Coffee break16:45 - 18:30 Afternoon session 2

Interpretation, Web streaming, Technical Equipment• Events with interpretation/ web streaming:

Please send your ppt presentations toilka.neumann@eusew.eu 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!ilka.neumann@eusew.eu

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 AssistantsOne 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 SUSTAINABLEENERGY DAYS1 – 30 June 2014

Energy

Support to Energy Day organisers

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

Flyer

Available at eusew.eu under

About/Your Eusew Toolkit

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– energydays@eusew.eu

• 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? pln@eusew.eu

Energy Days ?

EU SUSTAINABLEENERGY WEEK23-27 JUNE 2014

Energy

(Social) Media

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: media.relations@eusew.eu• Thank you for sending us your clippings!

#EUSEW14 – SOCIAL MEDIA PRESENCE

#EUSEW14 – CALL FOR VIDEOS TO ENERGY DAYS ORGANISERS

 

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: dc@eusew.eu / +32 (0)2 340 30 68

- 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   

#EUSEW14 – CALL FOR PICTURESIs 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 SUSTAINABLEENERGY WEEK23-27 JUNE 2014

Energy

Questions and Answers