Second organisational meeting Committee of the Regions 8 th June 2005

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 Monday 10 October Thursday 13 October Tuesday 11 October Wednesday 12 October Events in partner offices morningafternoon 15:00-17:00 Opening session 15:00-17:00 Debate at the beginning of the Plenary Session 19:00- Official Reception 15:30-17:30 Closing session

Programme Structure Covergence 8 Competitiveness & Employment 14 Cooperation 10 Programme Management 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 …

Thursday 13 October Tuesday 11 October Wednesday 12 October 15:00-17:00 Debate at the beginning of the Plenary Session 15:30-17:30 Closing session Programme Structure 9:00 – 11:0016:30 – 18:3014:00 – 16:0011:30 – 13:30

Programme: Completed overview Tuesday 11 October 9:00 – 11:0016:30 – 18:3014:00 – 16:0011:30 – 13:30

Programme: Completed overview Wednesday 12 October 9:00 – 11:0016:30 – 18:3014:00 – 16:0011:30 – 13:30

Programme: Completed overview Thursday 13 October 9:00 – 11:0016:30 – 18:3014:00 – 16:0011:30 – 13:30

Programme: Workshop codes C Cooperation B Competitiveness Convergence A Programme Management D 11A05 Thursday 13 October Tuesday 11 October Wednesday 12 October Date Theme / Heading Sequence Number XX 04 …

Programme DG 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 plan Promotion 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 plan Time schedule 11 th 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 plan Tools of promotion electronic documents ( distribution) printed documents (postal mail distribution) Internet others

Communication plan Electronic and printed documents to promote the event Brochure ”Preliminary programme ” pdf version 29 th March printed version 6 th April Brochure ”Detailed programme” pdf version 30 th June printed version 29 st July Brochure ”Facts & Figures” (Infosheets) pdf version 29 th July printed version 9 th September Internet pre-web site launched 4 th April full version 11 th July Others (folders, posters, stickers, banners)

Communication plan Brochure ”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 plan Brochure ”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: 17 th June NAME OF THE PARTNER LEGEND TO THE PHOTO LOGO STATISTICAL FIGURES CONTACT QUOTE

Internet One 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 about their registration requests to show if workshops are already fully booked to keep participants informed by 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 about changes

Internet Committee of the RegionsDG REGIOConglomerates …… 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

Internet Web site address To enter the web site – click hereclick here

Internet CMS 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)

Internet Participants: How to find OPEN DAYS workshops?

Internet Participants: How to access workshops' details?

Internet Participants: How to register?

Internet Offices: How to confirm participation? (1)

Internet Offices: How to confirm participation? (2) Check out seats availability

Internet Registration process overview Participant registers Data stored by CMS Request sent to all relevant offices or REGIO confirms request Offices/REGIO confirm or reject participation if not within 14 days: automatic rejection CMS send mail(s) of confirmation/rejection to participants by workshop (=ticket) Data stored by CMS In case of changes: all participants, speakers etc. are automatically informed in case workshops are complete: no registration possible

Internet Offices: Input and Preparation Finalise all necessary programme data (speakers s, define "open places" by workshop etc.): 15 th June Name the "gatekeepers" rejecting/confirming participation for your workshops: end of June Gatekeepers will be trained in using the system: first week of July Registration of participants: as of 11 th July

Planning March April May June July August SeptemberOctober 22/04 Conglomerates sent seminar descriptions 11/07 - Registration via Internet end of May CoR+REGIO draft programme 12/04 – 3/05 REGIO call for papers 15/06 All printed documents to be ready After 15/10 Evaluation and follow-up 29/09 – 5/10 Speakers' abstracts sent/online 17/06 All data for Facts and Figures to be sent 15/07 – 15/08 Corrections on brochures 15/06 Programme to be finalised

Decoration of the venues Outside 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 venues Inside decoration (1) backdrop behind the podium (behind speakers) to be chosen according to conglomerates‘ needs - A0 poster - vertical banner - stand backdrop NAME OF THE CONGLOMERATE partner1 – partner2 – partner3 – partner4 – partner5 – partner6

Decoration of the venues Inside decoration (2) posters of A2 size number of copies according to the needs of conglomerates (to be specified before 1 st July)

Planning Next 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

Planning Tasks & deadlines detailed programme on-line 15 th June completing missing information speakers s of speakers (for the Internet programme)15 th June to be sent to necessary content for Facts and Figures17 th June to define the capacity of venues 17 th June for each workshop/seminar to define decoration of venues 1 st July outside inside Brochures ”Detailed programme” and ”Facts and Figures” 11 th July – 20 th August comments on drafts linguistic corrections Promotion in home regions/cities 11 th July – s/Internet printed invitations/brochures

Contact details Completed tasks to be sent at Responsabilities Brochures (Detailed programme, Facts and Figures)Sophie Nicolas tel. 02/ Decoration of the venues/official receptionDorota Panczyk tel. 02/ DG REGIO workshopsWolfgang Petzold tel. 02/ Registration/content of the events/speakersConference Secretariat tel. 02/ General informationUlrika Lagergren tel. 02/ Jan Blaha tel. 02/