UNESCO VENICE

Meetings Procedure

This document is intended for the general guidance of organizers of major external events at Palazzo Zorzi

Conference and events are often organized, sponsored and financially supported by the UNESCO Venice Office in venues other than its facilities in Palazzo Zorzi, Venice, Italy. Numerous events convened have been successfully co-organized and co-sponsored in its host country, Italy as well as within the South-East European (SEE) countries.

Please visit http://www.unesco.org/new/en/venice/resources-services/host-facilities/

GUIDELINES FOR THE ORGANIZATION & SPONSORING OF MAJOR EXTERNAL EVENTS

Step 1

PERFORMANCE INDICATORS

UNESCO Venice Office will monitor and assess the following events performance indicators: Quality of contributions (lectures, presentations, workshops); Achieved results and impact; Quality of outputs/products; Mass media coverage/Specialized media coverage; Press reviews; Referencing by external internet sites/publications; E-statistics; Specific feedback from target audiences; and External requests for information.

As a first step in the planning phase/stage, the UNESCO Venice Office requires that a formal written notification be addressed to the Director at least 6 months prior to the date of the event.

This written notification should indicate any request for financial support from the UNESCO Venice Office.

Additional information concerning the event should also be included such as:

• Title of event and short description of its purpose (possible links with UNESCO’s Programme Priorities)

• Date/time of event (duration of event)

• Venue (location and description of facilities)

• Type of event (conference; workshop; symposium; seminar; lecture; informal meeting; round table; meeting; launch; training; official visit; exhibition; special display). Please specify if the event is in relation/connection to a UNESCO International Day; Year; Decade or Campaign

• Name of organizer

• Name of expected partner(s)

• Number of participants expected

• Preliminary programme or agenda

SUPPORT

The possible forms of support by the UNESCO Venice Office can include:

• Participation and co-organization of the event

• Patronage (to be requested to the Director General or the sector at HQ)

• Establishing contacts to experts, speakers etc.

• Potential funding for events directly related to UNESCO’s objectives and mandate

PUBLIC INFORMATION

In the organization and promotion of various ministerial round tables on themes concerning science and culture (Albania, Croatia, the Former Yugoslav Republic of Macedonia, Montenegro, Moldova); training workshops and seminars as well as audio-visual exhibitions, the Venice Office’s Information and Knowledge Management Unit (IKM) can assist and offer the following public information actions:

• Promotion on the UNESCO Venice Office internet site

• Promotion on UNESCO’s Integrated Calendar of Events, UNESCOMMUNICATION, UNESCO.ORG

• Media advisory/Press release/Press conference. If required a media strategy will be established so to promote and enhance the image of UNESCO, mobilize the target audience and prevent duplication of communication messages. If media personalities will be mobilized, it is essential that the image and commitment of these celebrities should be perfectly in accordance with the message of the event and the objectives of the Organization.

PUBLIC RELATIONS

According to UNESCO, “…the role of public relations is to explain UNESCO’s policy clearly and objectively”.

The message delivered must convey conviction, credibility and consistency.

The task is to provide wholly objective information without crossing into a d v e r t i s i n g / s e l l i n g / m a r k e t i n g propaganda.

• Message/statement/speech/interview

• Publications

• Promotional tools/materials

• Photos/Videos

• Webcast

Michela De Faveri Senior Programme Assistant Public Relations Officer tel. +39 041 260-1517 email : m.de-faveri@unesco.org

www.unesco.org/venice

Meetings facilities

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• Target audience (General public; Permanent Delegation/National Commission; policy/decision makers; other UNESCO networks or UN Agencies; experts; educators/students; mass media; specialized media; women; youth)

• Regional scope (Local; National; South-East Europe; Mediterranean region; International)

• Communication objectives

• Raise public awareness

• Reach out/attract new target groups

• Enhance support to specific UNESCO programmes

• Expected Results

• Increased awareness about UNESCO and its programmes

• Contributions to new audiences/partners/promotion of youth and women

• Established networks

• Outcomes to be implemented

• Innovation achieved

PALAZZO ZORZI

Opening hoursMonday through Thursday9am.-5pm.Friday9am.-4pm.

Reception desk+39 041 260-1511

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This booklet is a UNESCO Venice Office Outreach Product

Chief Editor: Engelbert Ruoss Web/Graphic Editor : Anne Ajoux

Second Edition

Published in 2011 by UNESCO Venice Office

Note to the reader:

For additional information regarding the Office , its activities and its premises, please consult the Information booklet.

For additional information about the city of Venice, please consult the Practical Information booklet.

Photo credits : 1 St Mark’s Basilica/Wikipedia Jeanne; St Mark’s square/ Wikipedia A. Buisse 2. Dinosaure Darwin 200 Exhibition Darwin & Modern Science ©UNESCO/A. Ajoux; Santa Maria della Salute/Wikipedia M. Fiskum; Inauguration Montenegro Pavilion©UNESCO/C. Vincenzi 3. Inauguration Montenegro Pavilion©UNESCO/C. Vincenti 4. Reproduction penguins Darwin 200 Exhibition Darwin & Modern Science ©UNESCO/A. Ajoux; Photo Exhibition Evolving landscapes, Biosphere Reserves, goods and services ©UNESCO/A. Ajoux 5. Punta della Salute/Wikimedia; Global Rotation showing Seasonal Landcover and Arctic Sea Ice /NASA courtesy

Source : UNESCO

Cannaregio Castello Dorsoduro San Marco San Polo Santa Croce

Venice OfficeRegional Bureau for Scienceand Culture in Europe

United NationsEducational, Scientific and

Cultural Organization

UNESCO Venice OfficeCastello 4930, 30122 Venice (Italy)

Tel: (+39) 041 260-1511 Fax: (+39) 041 528-9995Email : veniceoffice@unesco.org

www.unesco.org/venice

CHECK OUR WEBSITEwww.unesco.org/veniceMeeting Facilities at Palazzo Zorzi

Step 2

Additional information such as technical (interpreta-tion; audio-visual equipment) details should also be indicated in the request.

This information is essential particularly if a contract is to be established with the main organizer of the event.

An official reply will be sent by the UNESCO Venice Office to the organizer/organization making the request informing them of the Director’s decision. Consequently, UNESCO Contracts and/or Letters of Agreement will be established between the parties (organizers and the Bureau) where all terms of references (responsibilities; organizational details and financial resources) will be clearly specified.

All requests will be addressed to the Director of the Venice Office. The Director may wish to consult with the Bureau’s Governance Bodies for their respective evaluation and final recommendations.

The second phase will consist in maintaining updated briefings (written and verbal) between the organizers and the Venice Office of the progress of organization of the event.

The UNESCO logo and graphic charter must be used correctly and according to UNESCO specifications.

All printed and graphic materials must be cleared by the Venice Office.

One month prior to the date of the event, a final programme and list of participants must be submitted to the Director.

Any security and protocol issues must also be identified and clarified.

The organizers will be held responsible for any significant changes to the programme and/or list of participants and printed materials made afterwards.

EVENT REPORTING

The organizer(s) will submit to the UNESCO Venice Office a post event report (2 pages) within one month of the conclusion of the event. The deadline will be specified in the contract/agreement. UNESCO Venice Office must be continually updated on the progress of any printed/published proceedings or dissemination of information, outputs and products pertaining to the event.

requ

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esIf the UNESCO Venice

Office considers the organizational and

financial details submitted are

incomplete, the Office has the right

to annul or cancel the event.