Agenda of the meeting• Programme - Programme Structure
- Completed overview- Workshop codes
• Communication plan - promotion- electronic and printed documents- Internet- registration procedure- decoration of venues
• Planning
Programme Structure
Monday10 October
Thursday13 October
Tuesday11 October
Wednesday12 October
Events in partner offices
Events in partner offices
Events in partner offices
morning afternoon
15:00-17:00
Opening session
15:00-17:00
Debate at the beginning of thePlenary Session
19:00-
Official Reception
15:30-17:30
Closing session
Programme Structure
Covergence 8
Competitiveness & Employment 14
Cooperation 10
Programme Management 13
5
9
6
1
Events organised by conglomerates
Events organised by DG REGIO
• 66 workshops/seminars in total: 33 offices events 33 DG REGIO workshops
• one common programme • balanced structure of the programme• under four headings
…
Thursday13 October
Tuesday11 October
Wednesday12 October
15:00-17:00
Debate at the beginning of thePlenary Session
15:30-17:30
Closing session
Programme Structure
9:00 – 11:00 16:30 – 18:3014:00 – 16:0011:30 – 13:30
Programme: Completed overview
Tuesday 11 October9:00 – 11:00 16:30 – 18:3014:00 – 16:0011:30 – 13:30
11AXX From Conv to Comp Res. and eval. of OP at reg. l.
11AXX Reg for New Dev Ho Universities and Industry
11AXX DG REGIO Conv - Infra
11AXX Reg for New Dev Ho Innovat: the role facing SMSs
11AXX Nat Effects Regions Trans Reg:from conv to comp
11BXX Baltic Sea Group Role of the reg in res and dev
11BXX DG REGIO Comp - Urb 3
11DXX DG REGIO Conv - Conv
11BXX Regions for Change SGEI: A chance for dev.
11BXX Netw for Lisbon Enhancing Reg Comp
11BXX DG REGIO Comp - Tech
11BXX Partners on Innovat Innovat: the way to reg comp
11BXX Pirineus Subsidiarity & Partnership
11BXX DG REGIO Comp - Urb 2
11CXX 5 Seas 1 Future New spaces for coop.
11BXX DG REGIO Comp - Urb 4
11BXX DG REGIO Comp - Urb1
11DXX DG REGIO Comp - Rural
11CXX Netw for Lisbon Networking of SMEs and …
11CXX Green innovation Environmental policies
11CXX 5 Seas 1 Future Good pract. in terr. coop.
11DXX DG REGIO Comp - RTDI
11CXX Pirineus Terr. Cooperation
11CXX DG REGIO Coop - Inter 2
11CXX Capital Cities/Reg Sust develop in urban areas
11CXX RUP Plus Outermost regions
11CXX DG REGIO Coop - Inter 1
11DXX DG REGIO Manag - Less
11CXX DG REGIO Coop - Crossborder
11CXX DG REGIO Coop - trans
11DXX DG REGIO Manag - Prep 2
11DXX DG REGIO Manag - Prep 1
11DXX DG REGIO Manag - Targ
11DXX DG REGIO Manag - Equal
Programme: Completed overview
Wednesday 12 October9:00 – 11:00 16:30 – 18:3014:00 – 16:0011:30 – 13:3012AXX Rd Pt
Schum :benchmark 10 new MS
12AXX DG REGIO Conv - Capa
12AXX DG REGIO Conv-Enter
12BXX METREX Monitoring reg. Dev.
12BXX From Conv. To Comp.:
12BXX Regions for Change Facing the Chge
12BXX Nat Effects Regions Clusters innov.
12BXX Rd pt Schuman Future reg. Growth
12BXX Partners on Inno How benef EU prog.?
12DXX DG REGIO Comp - Shift Plenary session
12DXX DG REGIO Comp - Lisb
12CXX The Gate of the East Terr. Coop.
12CXX Netw for Lisbon SMEs & Entprship
12DXX DG REGIO Manag - Plan
12DXX Knowledge Regions Pg management
12DXX DG REGIO Manag - Mari
12DXX DG REGIO Manag - Decent
12DXX DG REGIO Manag - Info
12DXX DG REGIO Manag - Absor
Programme: Completed overview
Thursday 13 October9:00 – 11:00 16:30 – 18:3014:00 – 16:0011:30 – 13:30
13AXX Knowledge Regions Translatg Lisbon…
13AXX Green Innovation Envl models
13AXX DG REGIO Conv - Envir
13AXX RUP Plus Territorial cohesion
13BXX Gates to the East research & innovation
13AXX DG REGIO Conv - Tech
13CXX Capital Cities/Reg Managing ESF
13BXX Baltic Sea Group Employment
13DXX DG REGIO Manag - Cont
13BXX METREX Reg. Lisbon Governance Closing session
13DXX DG REGIO Manag - Part
13CXX DG REGIO Coop - Trans-Neigh
13DXX DG REGIO Manag - Proc
Programme: Workshop codes
C Cooperation
B Competitiveness
ConvergenceA
ProgrammeManagementD
11A05Thursday13 October
Tuesday11 October
Wednesday12 October
11
12
13
Date
Theme / Heading
Sequence Number
01
02
03 XX
04
…
ProgrammeDG REGIO workshops
• REGIO liases with speakers and chairs• hosted in regional offices, DG REGIO building, CoR building• technical requirements: PC and beamer• power-point presentations are collected by end of September and sent to hosting offices• REGIO cannot reimburse expenses of offices
Communication planPromotion
• general: all over the EU and in Brussels (towards the presidents of regions, SF managing units, ministries, officials, libraries, journalists) will be done by CoR
• specific targets: towards home regions&cities (local and regional contacts in regions&cities, local journalists) to be done by all partners of OPEN DAYS
Communication planTime schedule
• 11th July Internet
• end of July expedition of the ”Detailed Programme” brochure
- pdf version/printed version
• up-dating web site of OPEN DAYS
• mid of September distribution of Folders (Detailed Programme + Facts and Figures), posters, decoration of the venues
Communication planTools of promotion
• electronic documents (e-mail distribution)
• printed documents (postal mail distribution)
• Internet
• others
Communication planElectronic and printed documents to promote the event
• Brochure ”Preliminary programme ” pdf version 29th March • printed version 6th April
• Brochure ”Detailed programme”pdf version 30th June • printed version 29st July
• Brochure ”Facts & Figures” (Infosheets)pdf version 29th July • printed version 9th
September
• Internet pre-web site launched 4th April • full version 11th
July
• Others (folders, posters, stickers, banners)
Communication planBrochure ”Detailed programme”
• description & all details to each of the event • A4 size about 80 pages
• Structure: - introduction- presentation of the workshops by themes- presentation of the conglomerates- exhibitions- summary- map of Brussels with the venues
Communication planBrochure ”Facts and Figures”
• presentation of each partner• A5 size about 120 pages• 1 page per partner• logo needed• quote needed
- quote by famous people about the region/city- answer for the question „Why is my region/city participating in OPEN DAYS?“- expectations from the EU regional policy and Lisbon Agenda
• deadline for delivering the content: 17th June
NAME OF THE PARTNER
LEGEND TO THE PHOTO
LOGO
STA
TIS
TIC
AL
FIG
UR
ES
CONTACT
QUOTE
InternetOne common internet-based programme presentation and registration system (CMS)
• to ease participants in finding their workshops of interest• to enable participants to easily register to more than one workshop simultaneously• to send participants confirmation or refusal by e-mail about their registration requests• to show if workshops are already fully booked• to keep participants informed by e-mail about any change• to enable events organisers in real time and online to easily manage registrations and participants data (accept/reject/update a registrations) • to allow all relevant actors (chairpersons, speakers, organisers) to be informed automatically by e-mail about changes
InternetCommittee of the Regions
DG REGIO Conglomerates
……1 2 3 16
Website content management/updating;• "Participants' management" in cooperation with other events' partners; • Providing general information to participants/speakers/partners/journalists • Dedicated support for DG REGIO (Opening session)
Conference Secretariat
InternetWeb site address
www.europa.eu.int/comm/regional_policy/opendays
To enter the web site – click here
InternetCMS Back Office user profiles
Management of - users
Management of - workshops - locations- speakers- web pages
Web Masters (DG REGIO)
Secretariat (Conference Secretariat)
Management of- registrations
Administrators (DG REGIO, Secretariat,
CoR, conglomerates)
InternetRegistration process overview
Participant registers
Data stored by CMS
Request sent to all relevant offices or REGIO
E-mail confirms request
Offices/REGIO confirmor reject participationif not within 14 days:automatic rejection
CMS send mail(s) of confirmation/rejectionto participants by workshop(=ticket)
Data stored by CMS
In case of changes:all participants, speakersetc. are automatically informed
in case workshops are complete: no registration possible
InternetOffices: Input and Preparation
• Finalise all necessary programme data (speakers e-mails, define "open places" by workshop etc.): 15th June• Name the "gatekeepers" rejecting/confirming participation for your workshops: end of June• Gatekeepers will be trained in using the system: first weekof July• Registration of participants: as of 11th July
Planning
March April May June
July August September October
22/04 Conglomerates sent seminar descriptions
11/07 - Registration via Internet
end of May CoR+REGIO draft
programme12/04 – 3/05
REGIO call for papers
15/06All printed
documents to be ready
After 15/10Evaluation and
follow-up
29/09 – 5/10Speakers' abstracts
sent/online
17/06All data for
Facts and Figures to be sent
15/07 – 15/08 Corrections on
brochures
15/06Programme to be
finalised
Decoration of the venuesOutside decoration
• paper poster (size A0)• to be fixed on a glass door or window• individual handling if other solution needed
OFFICIAL VENUE
Decoration of the venuesInside decoration (1)
• backdrop behind the podium (behind speakers)• to be chosen according to conglomerates‘ needs
- A0 poster- vertical banner- stand backdrop
NAME OF THE CONGLOMERATEpartner1 – partner2 – partner3 – partner4 – partner5 –
partner6
Decoration of the venuesInside decoration (2)
• posters of A2 size• number of copies according to the needs of conglomerates
(to be specified before 1st July)
PlanningNext steps
• to work on a detailed programme:• fix definitive structure of every workshop• speakers to be confirmed
• to cooperate on finalizing the brochures (Detailed programme, Facts and Figures)• to promote OPEN DAYS in home regions/cities• to define needs on decoration of the venues• to specify needs regarding printed brochures
PlanningTasks & deadlines• detailed programme on-line 15th June
• completing missing information • speakers
• e-mails of speakers (for the Internet programme) 15th June
• to be sent to [email protected]
• necessary content for Facts and Figures 17th June
• to define the capacity of venues 17th June• for each workshop/seminar
• to define decoration of venues 1st July• outside• inside
• Brochures ”Detailed programme” and ”Facts and Figures” 11th July – 20th August • comments on drafts• linguistic corrections
• Promotion in home regions/cities 11th July – • e-mails/Internet• printed invitations/brochures
Contact details• Completed tasks to be sent at [email protected]
• Comments/[email protected]
• ResponsabilitiesBrochures (Detailed programme, Facts and Figures) Sophie Nicolas
tel. 02/282.25.38
Decoration of the venues/official reception Dorota Panczyk
tel. 02/282.20.39
DG REGIO workshops Wolfgang Petzoldtel. 02/299.88.32
Registration/content of the events/speakers Conference Secretariat
[email protected] • tel. 02/737.95.65
General information Ulrika Lagergrentel. 02/282.21.40
Jan Blahatel. 02/282.20.27