4. 4
EUSEW 2013: State of Play
Alessandra Pertot
Communication Officer
Executive Agency for Competitiveness and
Innovation (EACI)
5. 5
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
6. 6
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)
7. 7
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
8. 8
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
14. 14
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
15. 15
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
17. 17
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
18. 18
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
19. 19
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? pln@eusew.eu
22. 22
Interpretation, Web streaming
• Events with interpretation/ web streaming:
Please send your ppt presentations to
in@eusew.eu 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.
24. 24
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
25. 25
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
26. 26
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
27. 27
Registration
ALL 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!
28. 28
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.
29. 29
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.
30. 30
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!
31. 31
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
33. 33
Media relations activities (1)
• Invitation of up to 20 specialised journalists
• Targeted media programme focusing on
24, 25 and 26 June
34. 34
Media relations activities (2)
• Targeted media programme including:
– Media event
– Side events
– Sustainable Energy Europe Awards Ceremony
– Media roundtable
– Specific sessions of the HLPC
35. 35
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: media.relations@eusew.eu
42. 42
#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
43. 43
#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!
