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

1. How to organize a Brokerage eventPractical steps Introduction to BEMT Company missions vs. BE Regional Training in Croatia Zadar, 07.09.2009

2. Enterprise Europe Network Berlin-Brandenburg • Enterprise Europe Network in the Region of Berlin-Brandenburg (2008-13) • The consortium • Berlin Partner (co-ordinator) (ABC) • IHK Ostbrandenburg (AC) • TSB Innovationsagentur Berlin (BC) • VDI/VDE Innovation + Technik (BC) • Zukunftsagentur Brandenburg (ZAB) (ABC)

3. Organizing a brokerage event 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

4. 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

5. 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

6. 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 Organizing a brokerage event

7. 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 Using the BEMT

8. List / search for events Using the BEMT

9. Search for events Using the BEMT

10. 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 Using the BEMT

11. 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 Using the BEMT

12. Event validation Using the BEMT

13. 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 Using the BEMT

14. 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 Using the BEMT

15. Inserting profiles In order to insert a profile a user must click on “Profile” on the left menu navigation list Using the BEMT

16. 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 Using the BEMT

17. Data export Using the BEMT

18. What’s a company mission? • 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 Organizing a Company Mission

19. Micronora Company Mission 2008 • 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 Organizing a Company Mission

20. The service • 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 • 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! Organizing a Company Mission

21. Results and lessons learned • 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) Organizing a Company Mission

22. Thank you for your attention! Contactdetails: Anna Brejwo Phone: 030 / 399 80 – 276 Berlin Partner GmbH E-Mail: anna.brejwo@berlin-partner.de Ludwig Erhard Haus Fasanenstrasse 85 10623 Berlin Internet: www.eu-service-bb.de www.berlin-partner.de