How to organize a Brokerage eventPractical steps Introduction to BEMT Company missions vs. BE

Regional Training in CroatiaZadar, 07.09.2009

Enterprise Europe Network Berlin-Brandenburg

Enterprise Europe Network in the Region of Berlin-Brandenburg (2008-13)

The consortium

1. Berlin Partner (co-ordinator) (ABC)2. IHK Ostbrandenburg (AC)3. TSB Innovationsagentur Berlin (BC)4. VDI/VDE Innovation + Technik (BC)5. Zukunftsagentur Brandenburg (ZAB) (ABC)

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Preparation

• choose an attractive background event (trade fair, congress, conference etc.)

• start planning 4-6 months before event

• duration of the BE not longer than 2 days!

• consult the related Sector Group:

– contact the chairman

– and ask for support; promotion; to join the event

• search for co-organizers:

– associations, regional clusters / networks, chamber of commerce / crafts

• inform about the event over the BEMT (!)

• use BEMT for the registration (profile validation possible)

• eventually alternative registration tools

Organizing a brokerage event

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Preparation

• Promotion:

– inform about the event over the BEMT (public website, AMT

– over your newsletter / website

– regional newsletters / technological institutions / partners / trade show management etc.

– SG members

– mailing (electronic, by mail)

– info materials (flyers, brochures etc.)

– press (technology magazines etc.)

– others

Organizing a brokerage event

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Acquisition and validation

• time-consuming (allow extra time!!!)

• invite companies / contact exhibitors (mail, phone)

• support your companies in registering (technology profiles)

• as administrator you will be informed about each new

company

• check & validate the profiles / all information included?

• check: mobile numbers of the participants and time

schedules

• prepare meeting schedules and participant’s folders

(feedback form for the evaluation of the meetings

• prepare the venue (tables, technical equipment,

signposting etc.)

Organizing a brokerage event

Realisation

• Registration of the companies on site

• distribute the participant’s folders + actual meeting schedule

• call missing companies / bring them to the booth

• ask your EEN Partners for help (taking care of their clients on site)

• prepare a catalogue for spontaneous meetings

• arrange the meetings / actualise the schedule / inform the participants

• check the maintaining of the time available

• check all meeting taking place

• remind the participants of the feedback

• after the event perform the follow-up

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BEMT (Brokerage Event Management Tool)

What is it good for?

• Search for events

• Announce events

• Online registration

• Share the “responsibility” with other partners

Where to find it?

• http://www.enterprise-europe-network.ec.europa.eu/index_en.htm

What kind of events?

• Network intern only

• Intranet and public website

• Brokerage Events

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List / search for events

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Search for events

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Insert an event

First step:

• description of the event:

• title and type

• date (start / end)

• location (City / Country)

• content of the event

• sectors connected to

Second step:

• technology keywords:

• to promote your event on AMT

Third step:

• define the co-organisers over the EEN partners

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Complete the event information

• Insert further organisational information:

• Agenda & Registration

tick the box “activate the facility” in order to enable the registration for participants!!!

insert deadlines for registration and submission of profiles

• Location / the plan how to get to...

• Hotel list / useful information

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Event validation

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Configure the BEMT

• Set-up- define the co-organisers- define number and length of the

periods (timeslot for meetings)

• Data-export

• Catalog- form of the catalog- keywords for profiles- validation /modification of profiles- publishing the catalog

• Promotion- promote the event over AMT

• Public website- how do you want to present the

event on the public website? (text, display, downloads, links, presenting co-organisers

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Registration

• The registration is possible in two ways:

• over the public website

• over the intranet:

New Registration / who is registering

by ticking “someone else”

• as the organizer you can modify all the participant’s registration and profiles at any time

• as the co-organizer you may modify your regional participant’s profiles at any time

Important to check / insert:

• attendance of sessions

• mobile number during the event

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Inserting profiles

In order to insert a profile a user must click on “Profile” on the left menu navigation list

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Validating profiles

• the organizer and the responsible co-organizers receive an automatic notice as soon as a new profile has been inserted

• The profile will be put “on-hold” and needs to be validated

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Data export

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What’s a company mission?

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Definition:• Mission (inward or outward) • with one or more clients,• Visiting and meeting one or several

companies• from another geographical area located in

another country

Characteristics:• Focused on technological field• Limited number of participants• Intensive service• Complementary service

Micronora Company Mission 2008

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Micronora: International Microtechnology Trade Fair (17th Edition)

Location: Besançon (France)

Dates: 23.09.2008 – 26.09.2008

Exhibitors: 582 national, 362 international (37% from abroad)

Visitors: 15 000

Enterprise Europe Network East of France Activities on Micronora:• Brokerage Event (6th Edition)• Meeting of the Sector Group „Micro and Nano Technologies“• Strong link between EEN and fair organisers• EEN-Representation on the fair (stand)

VDI/VDE-IT as IRC and EEN Partner is actively participating in the fair for the 4th time

The service

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The „all included package“:

• Travel (Flight, shuttle service, hotel)

• Fair presence (entries, stand 36 m², stand attendance, catalogue, translation, snacks)

• Brokerage Event (participation, support for catalogue entry and meetings schedule, on-site support)

• Lab visit (local French National Research Institute)

• Social event (Dinner)

• Fixed price, 1 unique exeption: departure from another city than Berlin!

Participants:

• 2 SMEs (Microsystems/sensors technologies)

• 2 Research Institutes (Fraunhofer institutes for embedded systems / for optical technologies)

• 1 Cluster (Microsystems)

5 organisations, 6 persons

+ 4 organisers from VDI/VDE-IT

Results and lessons learned

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Results of Micronora 2008

• Full representation on the Micronora fair (about 30 contacts made directly on the stand)

• High participation rate in the Brokerage Event (50 meetings)

• 2 co-operations in negotiation (thereof 1 consecutive to the lab visit)

• Very positive feedback from all the participants

Lessons learned

• Flexibility in the organisation / restricted plan

• Full service / in depth preparation (participants profiles, programme)

• Clear objectives for the clients

• Strong partnership from both sides (inward/outward)

Thank you for your attention!

Contact details:

Anna Brejwo

Phone: 030 / 399 80 – 276 Berlin Partner GmbHE-Mail: anna.brejwo@berlin-partner.de Ludwig Erhard Haus Fasanenstrasse

85 10623 BerlinInternet: www.eu-service-bb.dewww.berlin-partner.de

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