how to organize a brokerage event practical steps introduction to bemt company missions vs. be...
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How to organize a Brokerage eventPractical steps Introduction to BEMT Company missions vs. BE
Regional Training in CroatiaZadar, 07.09.2009
Enterprise Europe Network Berlin-Brandenburg
Enterprise Europe Network in the Region of Berlin-Brandenburg (2008-13)
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)
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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 tools
Organizing a brokerage event
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Preparation
• Promotion:
– inform about the event over the BEMT (public website, AMT
– over your newsletter / website
– regional newsletters / technological institutions / partners / trade show management etc.
– SG members
– mailing (electronic, by mail)
– info materials (flyers, brochures etc.)
– press (technology magazines etc.)
– others
Organizing a brokerage event
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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
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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?
• http://www.enterprise-europe-network.ec.europa.eu/index_en.htm
What kind of events?
• Network intern only
• Intranet and public website
• Brokerage Events
19.04.23 7Using 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
19.04.23 10Using 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
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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
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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
19.04.23 14Using the BEMT
Inserting profiles
In order to insert a profile a user must click on “Profile” on the left menu navigation list
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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
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What’s a company mission?
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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 2008
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Micronora: International Microtechnology Trade Fair (17th Edition)
Location: Besançon (France)
Dates: 23.09.2008 – 26.09.2008
Exhibitors: 582 national, 362 international (37% from abroad)
Visitors: 15 000
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
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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
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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 / 399 80 – 276 Berlin Partner GmbHE-Mail: [email protected] Ludwig Erhard Haus Fasanenstrasse
85 10623 BerlinInternet: www.eu-service-bb.dewww.berlin-partner.de
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