Company Missions and Brokerage Events Valerie Bahr, Steinbeis-Europa-Zentrum, Germany

General Partnership Process Flowchart PROMOTION F O L W U P CAPACITY BUILDING COMPANY ASSESSMENT EXIT STRATEGY PARTNERSHIP PROFILES BROKERAGE EVENTS (BE)/ COMPANY MISSIONS (CE) The Partnership Process is depicted in flowcharts One general flowchart of the Partnership Process One flowchart for each step of the partnership process Follow-up is a transversal issue and should be ensured at every step EXPRESSION OF INTEREST (EoI) ASSISTANCE IN NEGOTIATION PARTNERSHIP AGREEMENT

Company Missions and Brokerage Events The value of personal meetings between SMEs on company missions and brokerage events: Builds trust for future partnership agreements Can stop a mismatch at an early stage Generate partnership agreements Company Missions and Brokerage Events are an important step within the partnership process that at the end leads to a signed transnational partnership agreement. Meeting SME owners and managers is a great way to build trust for future business agreements. Company missions (CM) and brokerage events (BE) are two forums that offer great opportunities to establish mutual confidence between an SME and Network partners. However, organising a successful company mission or brokerage event takes a lot of effort. Thankfully the Network provides all the support a company may need in terms of resources, partners, interest and networking. Work with reliable Partners Planning (even more ahead with long distances) Register your event in the EEN event database ! Who knows what a sector group is? A group of Network partners who commit on a voluntary basis to work together in order to meet the specific needs of their clients operating in a particular industry sector (e.g. Agrofood).

Company Missions bring together small groups of clients for transnational visits A local Network partner organises a one- or two-day trip to selected companies and organisations Company missions can take a number of forms: Visiting the potential partner’s premises The companies get together in a central place for bilateral discussions. Arranging meetings with company management while they are at an international fair. Company missions bring together small groups of clients for transnational visits. A local Network partner organises a one- or two-day trip to selected companies and organisations. Company missions can take a number of forms: Visiting the potential partner’s premises so a client can get a feeling for the company’s technology, production, management and culture. The companies get together in a central place for bilateral discussions. Arranging meetings with company management while they are at an international fair.

Company Missions incoming company mission: The local partner looks for visiting companies and entrepreneurs with the help of other Network partners outgoing company mission: Network partner will provide suitable companies which are willing to visit foreign counterparts and institutes The partner must be willing to find suitable partner regions for the visit After identifying an interesting topic, a local Network partner will take responsibility for driving and organising what is called an incoming company mission. The local partner will have to look for visiting companies and entrepreneurs with the help of other Network partners. For an outgoing company mission, a Network partner will provide suitable companies which are willing to visit foreign counterparts and institutes. The partner must be willing to find suitable partner regions for the visit.

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Brokerage Event offers a series of pre-arranged transnational meetings organised at a single venue for SMEs One or more local Network partners organise the venue, which could be: at a fair, a conference or other event Based on partnership profiles, participants request meetings before the event A brokerage event offers a series of pre-arranged transnational meetings organised at a single venue for SMEs. One or more local Network partners organise the venue, which could be at a fair, a conference or other event. Based on partnership profiles, participants request meetings before the event. Schedules for each participant are drawn up showing time and place for each meeting. Integrated tools can be used for the profile development and validation, as well as for organising the meeting.

Brokerage Event Schedules for each participant are drawn up showing time and place for each meeting Integrated tools can be used for the profile development and validation, as well as for organising the meeting http://www.youtube.com/watch?v=3v7uIdegF1s&list=UUQpx-DoK9tMgxv32EzGmkfA&index=7 A brokerage event offers a series of pre-arranged transnational meetings organised at a single venue for SMEs. One or more local Network partners organise the venue, which could be at a fair, a conference or other event. Based on partnership profiles, participants request meetings before the event. Schedules for each participant are drawn up showing time and place for each meeting. Integrated tools can be used for the profile development and validation, as well as for organising the meeting. Folie CC: Brokerage events – organised in parallel of international fairs/congresses Marketing of the event via the EEN partners (e.g. Sector Groups) Clients (participants of a fair or a congress) can register under the Event Webpage of the Enterprise Europe Network (with a technology profile)  online catalogue of this specific event All participants select interesting profiles out of this catalogue = select their meeting partnres; they define their time-frame that is free for 30-minute-meetings EEN partner organising this brokerage event generates individual time-schedules of each participant (place, time)  pre-arranged meetings On site support of meetings by EEN partner

Organising a Brokerage Event Step by Step Concept and development Sector Group endorsement (12 months lead time) Identifying and selecting partners (12-8 months lead time) Project plan (12-10 months lead time) Commitment to proceed (12-10 months lead time) Logistics (min 6 months lead time) Recruiting participants and critical mass A brokerage event offers a series of pre-arranged transnational meetings organised at a single venue for SMEs. One or more local Network partners organise the venue, which could be at a fair, a conference or other event. Based on partnership profiles, participants request meetings before the event. Schedules for each participant are drawn up showing time and place for each meeting. Integrated tools can be used for the profile development and validation, as well as for organising the meeting.

Organising a Brokerage Event Step by Step Matching process (4-2 weeks lead time) Preparation just before and on the day Follow-up Internet based matching tools e.g.: Converve B2Match Online brokerage tool required for BE over 40 participants / 5 EEN co-organisers!!! Concept and development Before you start organising a brokerage event, make sure it fits into the work programme and that you have adequate financial and human resources in place to run it well. Consider the strategic justification for the event as well as how it fits regional economic and sector interests. (12 months lead time) Sector Group endorsement (12 months lead time) Sector Groups (SG) offer a forum to discuss, plan and implement collaborative activities that provide client companies with services which have a European added value. Ask the relevant SGs to list your BE in their rolling plan, or at least list it as an interesting event. The endorsement will help to recruit partners and companies. You should re-evaluate holding an event if you do not receive SG backing. Find out more about SGs here. Identifying and selecting partners (12-8 months lead time) SG members, Network partners, relevant associations, clusters, business networks and government bodies could potentially help you search for relevant partners. Also, remember to identify sources of co-funding, sponsorship and support. Project plan (12-10 months lead time) Check that there are no clashes with other events or holidays; Identify a location, will the event be stand-alone, or held at a conference or trade fair? Check number of participants and meetings Develop a project plan that includes human and financial resources, timeline and milestones. Commitment to proceed (12-10 months lead time) It is up to you to gauge the commitment of potential partners. Stop the process if you cannot achieve critical mass. Logistics (min 6 months lead time) Think about what is needed in terms of rooms, catering, technical equipment, transport, additional offers etc,. It is vital that you identify and book the venue and get the event software and website licensed. The website should contain all the key information including venue, maps, programmes, hotels, registration, on-line profile submission and catalogues. Post a calendar of events on the EACI public website. Recruiting participants and critical mass When recruiting companies explain the purpose of the event and what is expected of them in terms of preparation, participation and attendance. You must also outline what they can expect from the meetings. The catalogue of profiles should be ready at least four weeks before the event. Partners should make sure that the profiles follow BBS and BCD guidelines. Matching process (4-2 weeks lead time) Use the tools you have chosen for matchmaking and scheduling, and encourage partners to select meetings. You can decide whether the meetings need to be confirmed at this stage by the company receiving the request. This should avoid too many no-shows! Preparation just before and on the day With a week to go, it is time to finalise detailed planning. Reconfirm all arrangements Organise promotional materials, stands, etc. Prepare delegate packs, including schedules Have plenty of copies of the master schedule available Print the catalogue, name badges, table numbers... On the day, remember to have enough helping hands to help set up tables, chairs, refreshments, the registration stands, etc. Make sure there are plenty of feedback forms to hand. Follow-up Ask the companies to provide direct feedback and produce a progress report. Partnership Agreements are not finalised on the day of the event, so coordinated follow-up is essential. Use e-mail, telephone or direct contact after one month, three months, six months and one year after the event. The partner responsible for recruitment of the company should do the follow-up and report results to the host organisation.

Eligibility rule for Brokerage Events (BE) and Company Missions (CM) Criterion 1: All BE/CM will have to be published in the Network's events database with the following minimum lead-times: Small BE - up to 4 EEN partners involved - 3 months in advance Large BE - 5 EEN partners and more - 6 months in advance CM - usually 2 EEN partners involved - 6 weeks in advance After identifying an interesting topic, a local Network partner will take responsibility for driving and organising what is called an incoming company mission. The local partner will have to look for visiting companies and entrepreneurs with the help of other Network partners. For an outgoing company mission, a Network partner will provide suitable companies which are willing to visit foreign counterparts and institutes. The partner must be willing to find suitable partner regions for the visit.

Company Missions and Brokerage Events Recommendations: Fewer events; Plan ahead; Sector Group endorsement; Work with reliable and committed partners; Follow-up. Work with reliable Partners Planning (even more ahead with long distances) Register your event in the EEN event database ! Who knows what a sector group is? A group of Network partners who commit on a voluntary basis to work together in order to meet the specific needs of their clients operating in a particular industry sector (e.g. Agrofood).

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