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EU SUSTAINABLE ENERGY WEEK 24-28 JUNE 2013 Energy Second Coordination Meeting 21 May 2013
EU SUSTAINABLEENERGY WEEK24-28 JUNE 2013
Energy
Second Coordination Meeting21 May 2013
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Welcome
William Gillett
Head of Unit IEE – Renewable Energy
Executive Agency for Competitiveness and Innovation (EACI)
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Introduction
Roderic van Voorst
European CommissionDG Energy
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EUSEW 2013: State of Play
Alessandra Pertot
Communication Officer
Executive Agency for Competitiveness and Innovation (EACI)
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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
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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)
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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
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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 SUSTAINABLEENERGY WEEK24-28 JUNE 2013
Energy
Support to Energy Day Organisers
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How do we support you? (1)
• Communication support– Attractiveness– Attendance– Media coverage– Social media
• Networking
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How do we support you? (2)
• Online platform – Attendees management– Online programme– Paper-based programme for Brussels
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Registration and Management
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Online communication tools
Available on eusew.eu under About/EUSEW 2013
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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
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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
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EUSEW 2013 branding
CHARL / COR floor footprints
CHARL banner
HLPC badge
EUSEW poster
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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
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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
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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? [email protected]
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Energy Days ?
EU SUSTAINABLEENERGY WEEK24-28 JUNE 2013
Energy
High Level Policy Conference
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Interpretation, Web streaming• Events with interpretation/ web streaming:
Please send your ppt presentations [email protected] 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.
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Timing of Conferences (1)
08:30 – 09:00 Welcome coffee09:00 – 10:45 Morning session Part 110:45 – 11:15 Coffee break11:15 – 13:00 Morning session Part 2 13:00 – 14:30 Lunch break14:30 – 15:45 Afternoon session Part 115:45 – 16:15 Coffee break16:15 - 18:30 Afternoon session Part 2
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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
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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]
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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
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RegistrationALL 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!
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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.
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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.
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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!
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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 SUSTAINABLEENERGY WEEK24-28 JUNE 2013
Energy
Media
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Media relations activities (1)
• Invitation of up to 20 specialised journalists
• Targeted media programme focusing on 24, 25 and 26 June
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Media relations activities (2)
• Targeted media programme including:
– Media event– Side events– Sustainable Energy Europe Awards Ceremony– Media roundtable– Specific sessions of the HLPC
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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: [email protected]
EU SUSTAINABLEENERGY WEEK24-28 JUNE 2013
Energy
Social Media
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Status: 16 May 2013
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Status: 16 May 2013
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5368 views
/euenergyweek
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#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
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#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!
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Questions & Answers
