Second organisational meetingCommittee of the Regions8th 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

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)

InternetParticipants: How to find OPEN DAYS workshops?

InternetParticipants: How to access workshops' details?

InternetParticipants: How to register?

InternetOffices: How to confirm participation? (1)

InternetOffices: How to confirm participation? (2)

Check out seats availability

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 opendays@cor.eu.int

• 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 opendays@cor.eu.int

• Comments/questionsopendays@cor.eu.int

• 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

conference-secretariat@opendays2005.com • tel. 02/737.95.65

General information Ulrika Lagergrentel. 02/282.21.40

Jan Blahatel. 02/282.20.27