EU SUSTAINABLE ENERGY WEEK JUNE 2014 Energy Coordination meeting 23 April 2014

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 Alessandra Pertot Communication Officer Executive Agency for Small and Medium-sized Enterprises (EASME)

EUSEW - overview

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

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

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)

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

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

High Level Policy Conference 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

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)

Sustainable Energy Europe & ManagEnergy Awards 2014 Launch 25 November 2013, with submission deadline 28 March projects submitted for all 6 categories=> highest participation since the Awards first edition ( ) 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

EU SUSTAINABLE ENERGY WEEK JUNE 2014 Energy High-Level Policy Conference

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: :30 Afternoon session 2

Interpretation, Web streaming, Technical Equipment Events with interpretation/ web streaming: Please send your ppt presentations to 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.

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!

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

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.

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

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 – to all participants with their final registration information and barcodes

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

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.

Opening Hours, set-up Building/ registration opens at 8:00 Registration closes at 17:30 Set-up of conference rooms – 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 Monday 23 June, 10:00 – 16:30 Material can be sent to CHAR stock room as of 12 June.

Signposting Please provide us with the final title of your event by Friday 23/05. The title indicated will be used for Signposting Printed programme

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 a.m.

EU SUSTAINABLE ENERGY DAYS 1 – 30 June 2014 Energy Support to Energy Day organisers

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

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

Registration and Management

EUSEW2014: Promotional tools Promotional material available online Online bannersPoster LogoCustomisable version Flyer Available at eusew.eu under About/Your Eusew Toolkit

EUSEW2014: Promotional tools More information on the EUSEW promotional tools:

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

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

Promotion of Energy Days Share your outcome with the EUSEW secretariat – Get involved in social media actions – – Enhance the visibility of your event

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

Deadlines Printed programme (Brussels only): 23 May Online registration of Energy Days possible until 30 June Order of promotional material (only for events in Brussels, taking place between 23 and 27 June): 11 June Help needed?

Energy Days ?

EU SUSTAINABLE ENERGY WEEK JUNE 2014 Energy (Social) Media

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

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

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

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: Thank you for sending us your clippings!

#EUSEW14 – SOCIAL MEDIA PRESENCE

#EUSEW14 – CALL FOR VIDEOS TO ENERGY DAYS ORGANISERS 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 Promotion will start the first week of June. More info: / +32 (0) 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 June Post and tweet the best videos

#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 fans and followers. Final Album on FLICKR! No deadline – Send us images also of your events during EUSEW!

EU SUSTAINABLE ENERGY WEEK JUNE 2014 Energy Questions and Answers