How to organize a Brokerage event Practical steps Introduction to BEMT Company missions vs. BE Regional Training in Croatia Zadar,

Enterprise Europe Network Berlin-Brandenburg Enterprise Europe Network in the Region of Berlin-Brandenburg ( ) The consortium 1.Berlin Partner (co-ordinator) (ABC) 2.IHK Ostbrandenburg (AC) 3.TSB Innovationsagentur Berlin (BC) 4.VDI/VDE Innovation + Technik (BC) 5.Zukunftsagentur Brandenburg (ZAB) (ABC)

3 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 toolsalternativetools Organizing a brokerage event

Preparation Promotion: – inform about the event over the BEMT (public website, AMT – over your newsletter / websitewebsite – regional newsletters / technological institutions / partners / trade show management etc. – SG members – mailing (electronic, by mail) – info materials (flyers, brochures etc.)flyers – press (technology magazines etc.) – others Organizing a brokerage event

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

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

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? network.ec.europa.eu/index_en.htmhttp:// network.ec.europa.eu/index_en.htm What kind of events? Network intern only Intranet and public website Brokerage Events Using the BEMT

List / search for events Using the BEMT

Search for events Using the BEMT

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

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

Event validation Using the BEMT

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

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

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

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

Data export Using the BEMT

What’s a company mission? Organizing 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

Micronora Company Mission Organizing a Company Mission Micronora:International Microtechnology Trade Fair (17th Edition) Location:Besançon (France) Dates: – Exhibitors: 582 national, 362 international (37% from abroad) Visitors: 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

The service Organizing a Company Mission 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! 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

Results and lessons learned Organizing a Company Mission 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)

Thank you for your attention! Contact details: Anna Brejwo Phone: 030 / – 276 Berlin Partner GmbH Erhard Haus Fasanenstrasse Berlin Internet: