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EU SUSTAINABLE ENERGY WEEK

EU SUSTAINABLE ENERGY WEEK. 23-27 JUNE 2014. Coordination meeting. 23 April 2014. Energy. Welcome. William Gillett Coordinator Energy & Climate Executive Agency for Small and Medium-sized Enterprises (EASME). Introduction. Erik Olsen European Commission DG Energy. State of Play.

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EU SUSTAINABLE ENERGY WEEK

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  1. EU SUSTAINABLEENERGY WEEK 23-27 JUNE 2014 Coordination meeting 23 April 2014 Energy

  2. Welcome William Gillett Coordinator Energy & Climate Executive Agency for Small and Medium-sized Enterprises (EASME)

  3. Introduction Erik Olsen European Commission DG Energy

  4. State of Play Alessandra Pertot Communication Officer Executive Agency for Small and Medium-sized Enterprises (EASME)

  5. EUSEW - overview

  6. 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

  7. Results of EUSEW 2013 (2) HLPC ‘Side Events’ • EUSEW Eco-driving contest. Open Car Data • Clean Mob 2013: promoting clean vehicles • Kazak Trike

  8. Results of EUSEW 2013 (3) Energy Days in Brussels • 91 events • 51% newcomers Energy 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)

  9. Results of EUSEW 2013 (4) Awards competition 224 entries in six categories

  10. 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

  11. 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

  12. 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)

  13. 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

  14. EU SUSTAINABLEENERGY WEEK 23-27 JUNE 2014 High-Level Policy Conference Energy

  15. Timing of Conferences 08:30 – 09:00 Welcome coffee 09:00 – 10:45 Morning session 1 10:45 – 11:15 Coffee break 11:15 – 13:00 Morning session 2 13:00 – 14:30 Lunch break 14:30 – 16:15 Afternoon session 1 16:15 – 16:45 Coffee break 16:45 - 18:30 Afternoon session 2

  16. 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.

  17. 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

  18. 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

  19. 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.

  20. 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

  21. 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

  22. 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

  23. Conference Assistants One 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.

  24. Opening Hours, set-up • Building/ registration opens at 8:00 • Registration closes at 17:30 • Set-up of conferencerooms • 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 Monday23 June, 10:00 – 16:30 • Materialcanbe sent to CHAR stock room as of 12 June.

  25. Signposting Pleaseprovide us with the final title of your eventby Friday 23/05. The titleindicatedwillbeused for • Signposting • Printed programme

  26. 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.

  27. EU SUSTAINABLEENERGY DAYS 1 – 30 June 2014 Support to Energy Day organisers Energy

  28. How do we support you? (1) • Communication support & Energy Days guidelines • Attractiveness • Attendance • Media: PR-toolkit • Social media • Networking

  29. How do we support you? (2) • Online platform • Attendees management • Online programme • Paper-based programme for Brussels

  30. Registration and Management

  31. Registration and Management

  32. Available at eusew.eu under About/Your Eusew Toolkit EUSEW2014: Promotional tools Promotional material available online Flyer

  33. EUSEW2014: Promotional tools More information on the EUSEW promotional tools: http://www.eusew.eu/about/your-eusew-toolkit

  34. 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  

  35. 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

  36. 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

  37. 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

  38. Deadlines • Printed programme (Brussels only): 23 May • Online registration of Energy Dayspossible until 30 June • Order of promotionalmaterial (only for events in Brussels, taking place between 23 and 27 June): 11 June Help needed?pln@eusew.eu

  39. Energy Days ?

  40. EU SUSTAINABLEENERGY WEEK 23-27 JUNE 2014 (Social) Media Energy

  41. 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

  42. Media relations activities (1) • Invitation of up to 20 specialised journalists • Targeted media programme focusing on 24, 25 and 26 June

  43. Media relations activities (2) • Targeted media programme including: • Media roundtables • Sustainable Energy Europe Awards • Specific sessions of the HLPC • Possibly specific Energy Days

  44. 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!

  45. #EUSEW14 – SOCIAL MEDIA PRESENCE

  46. #EUSEW14 – CALL FOR VIDEOS TO ENERGY DAYS ORGANISERS • 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    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

  47. #EUSEW14 – CALL FOR PICTURES Is 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!

  48. EU SUSTAINABLEENERGY WEEK 23-27 JUNE 2014 Questions and Answers Energy

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