1. EU SUSTAINABLE ENERGY WEEK 15-19 JUNE 2015 Coordination meeting 21 May 2015

2. Welcome Hussein Sattaf Head of Communication Executive Agency for Small and Medium-sized Enterprises (EASME)

3. Introduction Erik Olsen European Commission DG Energy

4. EUSEW 2015 – 10th anniversary

5. State of play Marta Wysoczynska Communication Officer Executive Agency for Small and Medium-sized Enterprises (EASME)

6. Policy conference 2015 16-18 June 2015 2 venues – Charlemagne building – Committee of the Regions 16 sessions organised by DG ENER and other DGs of the Commission 40 sessions organised by external organisers A networking village

7. What’s new in EUSEW 2015? Networking village – Exhibition stands EC services External organisers Matchmaking tool for pre-arranged meetings between participants

8. Energy Days 2015 All the month of June, in EU countries and associated countries From 15th to 19th of June, in Brussels (side-events) 312 proposals of Energy days – 218 published on EUSEW website

9. Sustainable Energy Europe Awards 2015 3 categories – Renewable Energy – Energy efficiency – Cities, communities & regions 373 applications received 9 nominees Jury to select one winner for each category Winners will be announced during the Award ceremony on 16th June from 18.30.

10. POLICY CONFERENCE

11. Timing of conferences 09:00 – 10:30 Morning session 1 10:30 – 11:00 Coffee break 11:00 – 12:30 Morning session 2 12:30 – 14:00 Lunch break 14:00 – 15:30 Afternoon session 1 15:30 – 16:00 Coffee break 16:00 - 17:30 Afternoon session 2

12. Interpretation, Technical Equipment Please send your ppt presentations to policyconference@eusew.eu by Monday 08 June policyconference@eusew.eu Events with web streaming /interpretation in de Gasperi room Working hours of interpreters (no flexibility): – 09:00-12:30 – 14:00-17:30 Rooms are fully equipped; it is not possible to change the set-up nor add equipment.

13. 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! policyconference@eusew.eu policyconference@eusew.eu

14. Organisers’ duties Event organisers to print their own nameplates 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.

15. Registration ALL Policy conference sessions organisers must register their participants via the EUSEW online registration system

16. Registration timeline Wednesday 13 May > Monday 8 June – 4 weeks registration for general public Extraction of list of participants on a weekly basis

17. Badges Registration desks at Charlemagne building and Jacques Delors building On-site registration is possible Access to the conference rooms One contact person per organiser As there will not be control at the entrance of the rooms, it will be according to the principle of “first arrived, first served”

18. Conference assistants One conference assistant per room, available 1/2h before the conference for: Installation of material Calling technical assistance if needed Conference assistants will not stay in the rooms during sessions.

19. Opening hours, rooms 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: 10:30 to 11:00 – Afternoon 1: 13:00 to 14:00 – Afternoon 2: 15:30 to 16:00

20. Exhibition set-up Committee of the Regions Exhibition on 17 and 18 June Set-up on Tuesday 16 June, 14:00 – 17:00 Dismantling on Thursday 18 June from 16h00 Large deliveries only during the set-up Charlemagne Exhibition on 16, 17 and 18 June Set-up on Monday 15 June, 14:00 – 17:00 Dismantling on Thursday 18 June from 16h00 Material can be sent to CHAR stock room as of 3 June.

21. Workshop titles and descriptions Please update your workshop title and description directly on the EUSEW website no later than Friday 22/05. The title indicated will be used for Signposting Printed programme

22. On-site visits An on-site visit of the Jacques Delors building for organisers of Policy conference sessions will take place on Tuesday 26 May from 10.00 to 11.00 a.m. An on-site visit of the Charlemagne building for organisers of Policy conference sessions will take place on Tuesday 26 May from 11.30 to 12.30 a.m.

23. NETWORKING VILLAGE

24. Networking – meet the Award nominees Charlemagne: Networking Drink – Award Ceremony Cocktail – Meet the Award nominees - 16 June 2015

25. Networking Village Committee of the Regions: Networking village - 17 – 18 June 2015 – EUSEW workshops: 6 EUSEW workshop places Slot 1h 30 minutes Speakers’ corner 1 speakers' corner Slot 20 minutes Matchmaking tool for pre-arranged meetings between participants – 16 topics will be covered Slot 15 minutes

26. Networking Coffee Charlemagne and Committee of the Regions: Networking coffee – 18 June 2015

27. SUPPORT TO ENERGY DAY ORGANISERS

28. Energy days WHAT? Events that promote secure, clean and efficient energy WHEN? June 2015 WHO? EU Member States and Associated countries to Horizon 2020 HOW? Registration through EUSEW website

29. How do we support you? Communication support – Promotional tools available online http://eusew.eu/about/eusew-promotional-tools – Energy Days guidelines http://eusew.eu/images/2015/EUSEW2015_webGuidelines_ 150223.pdf – Media and social media Online platform – EUSEW website visibility for each Energy day – Attendees management

30. Promotional tools available online Poster & editable poster Online banner Power Point template Flyer

31. Registration and management (1) 1st step – account creation

32. Registration and management (2) A confirmation email message is then sent to the user to activate the account

33. Registration and management (3) The organiser can click on ‘Organise an event’ on the right box ‘Energy Days Events’ If the event takes place in Brussels, it is then called a side event. It can take place only during the week of the policy conference Other Energy Days Events can take place in the European Union and Associated countries.

34. Registration and management (4)

35. Registration and management (5) The organiser has to click on ‘Submit’ in order for his/her event to be further processed in the system (i.e. ‘Accepted’ or ‘Rejected’. An event is rejected in the event he or she did not provide the required information or it does not match the quality criteria. Once submitted, the organiser can’t modify his form, he has to wait for acceptance or rejection of his event. Then he will be able to edit it again. If the organiser just clicked on “Save”, his event is considered as new, not submitted. Each Energy Days event submission is verified by an editorial team (the summary is checked and other fields quality controlled). If the event is accepted, the event goes live on the EUSEW website (http://www.eusew.eu/). The organiser is informed by email that his/her event has been accepted. The organiser can still modify his form, but not the summary.http://www.eusew.eu/

36. Management of participants (1) As an organiser, you can have the event listed on the EUSEW website and even keep track of who is attending. You can: – keep track of participants attending – export the attendees list as an MS Excel file

37. Management of participants (2)

38. Promotion of Energy Days Share your outcome with the EUSEW secretariat – energydays@eusew.eu energydays@eusew.eu Get involved in social media actions – http://twitter.com/euenergyweek http://twitter.com/euenergyweek – http://facebook.com/euenergyweek http://facebook.com/euenergyweek Enhance the visibility of your event

39. 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

40. Deadlines Online registration of Energy Days Assistance needed? energydays@eusew.euenergydays@eusew.eu

41. MEDIA & SOCIAL MEDIA

42. Media relations 10 invited journalists + 8 media partnerships (Revolve, Euractiv, The Parliament magazine, Le Soir, European Energy Innovation, ENDS Europe, EFE Verde, ViEUws) Targeted media programme including: – Presentation of the RES Progress Report by Commissioner Cañete; – Presentation of Special Report on Energy and Climate by Dr Fatih Birol, IEA Chief Economist; – Media roundtables; – Sustainable Energy Europe Awards.

43. #EUSEW15 on social media Facebook: « EU Energy Days »EU Energy Days Twitter: @euenergyweek@euenergyweek Open LinkedIn group: EU Sustainable Energy Week (Join!)EU Sustainable Energy Week YouTube: EUSEW TVEUSEW TV Flickr: « EU Energy Week »EU Energy Week

44. Social media tips ‘Tag’ our accounts on Facebook and Twitter Promote tweets using #EUSEW15 Live-tweet from the conference/networking village/ Energy Days & include appealing images / videos Invite people to the Facebook event « EU Sustainable Energy Week (and month) »

45. Social media package Request a social media promo package, including visuals AND translated messages in 24 EU languages for your partners & contacts: social.media@eusew.eusocial.media@eusew.eu

46. QUESTIONS & ANSWERS