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ES:GC2 2015

You are here : ES:GC2 2015 / Conveners’ Guidelines

1. INTRODUCTION

“EU Science: Global Challenges, Global Collaboration” (ES:GC2) Conference is a part of the Global Science Collaboration (GSC) series of conferences and meetings supported by ISC, and will take place in Brussels on 2–6 March 2015. ES:GC2 2015 will come at a time when collaborative science is increasingly seen as a key driver in addressing global societal challenges in, for example, the areas of climate and health, among others. The conference is designed to create an environment where scientists and policymakers can exchange knowledge and views with a view to both optimising policy options and providing the optimal regulatory and policy environment, where science is enabled. Europe will provide a context with which to look at global challenges, but the conference will have a global perspective.

The current European Parliament began its mandate in mid-2014, followed by the current European Commission in November. The next UN Climate Change Conference, COP21, will take place in Paris in 2015 to discuss a global, legally binding treaty based on the IPCC’s Fifth Assessment Report. The 114th United States Congress is scheduled to meet in January 2015, following a US-Africa Leaders Summit in August 2014 which discussed how to “promote skills development, especially in science, technology, research and innovation”. These and other developments provide the backdrop to the plenary sessions and seminars which we plan for March 2015 where a global perspective will be presented.

Against this background, the major objectives for the ES:GC2 conference are to:

  1. Maximise the contribution of EU research and development funding instruments to global scientific collaboration;
  2. Facilitate networking and collaboration between Europe-based researchers with potential research partners around the world;
  3. Support international science collaboration through participation in Horizon 2020 and other support mechanisms globally;
  4. Augment global cooperation on access to research infrastructures as key enablers of collaborative research;
  5. Draw attention to and clarify the regulatory, policy, standards and funding environment required for high-impact global research and development;
  6. Provide input to policymakers on the role and contribution of science to address global challenges.

This document summarises important information for conveners and others participating in the conference.

2. STRUCTURE

ES:GC2 Conference will be structured around a number of plenaries and seminars. There will be three plenaries, one each on 3, 4 and 5 March. Seminars will take place throughout each day, with durations between 1.5 and 3 hours. The plenaries are scheduled to take place in the European Parliament. Seminars are scheduled to take place in the European Parliament and also in a number of external venues.

In addition, there will be a number of meeting formats, including workshops, thematic breakfast, lunch and dinner meetings, and interactions with the media.

3. SCHEDULE

ES:GC2 Conference will be held from 2–6 March 2015.

Day 1: Monday, 2 March

The first day is largely devoted to administrative tasks, such as registrations, and a press briefing. A briefing will also be held for conveners on 2 March, at the Renaissance Brussels hotel between 15:00–16:00. The Chairman’s Dinner for conveners will take place at the WY Restaurant from 19:00.

Day 2: Tuesday, 3 March

The opening plenary will be held from 09:30–12:00, followed by parallel seminars until 19:00. A parallel workshop on Horizon 2020 proposal-writing will be held from 12:00–19:00. The Gala Reception for invited guests will begin at 19:00.

Day 3: Wednesday, 4 March

Parallel seminars will take place from 09:00–18:00, and also a continuation of the workshop on Horizon 2020 proposal-writing from 09:00–18:00. Lunch break will be held at 12:00–13:00. Academia Europaea will host a dinner event for invited guests from 19:00.

Day 4: Thursday, 5 March

Parallel seminars will take place from 09:00–18:00, and also a continuation of the workshop on Horizon 2020 proposal-writing from 09:00–18:00. Lunch break will be held at 12:00–13:00. The closing plenary of the conference will be held at 16:30–18:30, and will be followed by a debate on the conference theme, “Can Science Save Us?” at 19:00.

Day 5: Friday, 6 March

The final day of the conference is reserved for consortium-building activities, which will take place from 09:00–18:00.

4. PLENARIES

The aim of the conference is to foster engagement between the fields of science, industry and policymaking. Within this framework, the plenary seminars will provide an occasion for senior policymakers and scientists to address conference participants and outline their vision for EU Science and its contribution to the response to global challenges. In doing so, they will begin a long-term policy drive towards reframing global challenges as global opportunities. For example, tackling health challenges and the long- term cost of public health can and should be reframed as an economic opportunity for job creation and cost reduction. In doing so, plenary speakers will mark the conference as the beginning of a process rather than a one-off event.

5. SEMINARS

Abstracts

ES:GC2 seminar abstracts are ideally a paragraph or so in length, detailing themes for potential speakers, and providing sufficient information to encourage awareness of the respective seminar and thereby support participation by potential partners: researchers, policymakers and industry representatives. The abstract will be posted online in the ES:GC2 SCHED programme (an online programme application, elaborated further in section 8 on Dissemination and Publicity) and will also be used to support promotional activities, including interactions with the media. The deadline for abstracts is 8 January. Thereafter, conveners will be invited to provide further information on the seminar chair and members panel, including information on their presentations and their short biographies and pictures. Seminar themes will reflect your organisation’s interests and strengths in research and practice, but should still be open enough to be inclusive of all ES:GC2 attendees, who work across a range of scientific fields in academia, industry and policymaking.

Duration

The standard seminar duration is 1.5 hours. In the case of seminars held in the European Parliament, the booking duration includes the time required for setup and dismantling. Conveners are requested to take this into consideration, as the actual duration of the seminar will therefore be shorter than the time booked. If a convener would prefer a change in the standard duration, they are requested to inform ISC.

Plenaries are 2.5 hours long.


6. VENUES

Rooms in the European Parliament are booked only through MEPs. We encourage conveners to initiate this process as early as practicable, as availability will decline closer to the event date. The first step in the process, identifying sponsoring MEPs, will be undertaken by the convener in consultation with ISC. Conveners are asked to provide a list of MEPs with whom the convener has an existing relationship or MEPs who may be interested in the seminar subject, and ISC will then confirm whether any of the listed MEPs are already contacted by other conveners. If required, ISC will suggest a list of relevant MEPs. In consultation with ISC, conveners will then petition selected MEPs to book rooms in the EP.

Please note that ‘sponsoring’ in this context is not monetary, and entails booking rooms in the European Parliament on behalf of organisers. Sponsoring MEPs may chair the seminar, or attend in any capacity agreed with the convener.

Regarding the duration of booked time in the Parliament, conveners are requested to note that setup and dismantling are required to be completed within the reserved timing. Rooms may be booked for both seminars and social events such as lunches or dinners. Use may also be made of the members’ dining room, which would require a simple reservation.

With regards to all seminars in the European Parliament, ISC will be governed by the rules of the European Parliament, as stated in Article 4 of the ‘Rules Governing the Use of the European Parliament’s Premises by Outside Bodies’. ISC will be happy to familiarise conveners with the regulations upon request.

In cases where the seminar will take place at a venue outside the European Parliament, such as a hotel or conference centre, we recommend that it be at a location close to the European Parliament for logistical reasons, as several seminars will be taking place concurrently at the European Parliament. Costs of commercial venues are borne by conveners. ISC will provide information on suitable venues, upon request.


7. SPEAKERS AND MEPS

The choice of speakers is largely the discretion of the convener, with input from ISC. We ask conveners to provide us a list of potential speakers to be invited, to aid in ISC’s organisational and promotional activities. Sponsoring MEPs are also chosen largely by the convener, with the help of ISC wherever necessary, for booking rooms in the European Parliament on behalf of organisers for all seminars and exhibitions.

In cases where the convener wishes to announce a call for papers to attract speakers from a broader base of applicants, ISC will support in publicising the call for papers through our event website and social media profiles.


8. DISSEMINATION AND PUBLICITY

The ES:GC2 programme on the conference website is integrated with an application called SCHED. SCHED includes functionality to see speakers, moderators and registered participants for any given seminar. We encourage conveners to set up their profiles on SCHED, in order to be able to communicate easily with other conveners or speakers. Conveners can also use this platform to communicate with registered participants, to disseminate any information beforehand, or to publicise the event via social media. Your seminar is assigned its own webpage on SCHED (click here for an example), equipped with Twitter and Facebook buttons; we encourage you to use these to make your seminar visible on social media.


9. ARRANGEMENTS FOR SPEAKERS: GUIDELINES, REGISTRATION, AND BIOGRAPHIES

Conveners are required to register their speakers on the ES:GC2 conference website, and to provide ISC with short biographies and pictures of all speakers, to publish on the SCHED programme. Conveners are also asked to pass on the following speakers’ guidelines to the speakers for their respective sessions. 

  • Presentation Duration: Every speaker is urged to ensure speeches can be completed in the allotted time, which will be communicated by the convener.
  • Incorporating the ES:GC2 Key Message: Speakers should attempt to relate information keeping in mind the specific focus of the event. The key message is that: “EU research needs to be at the centre of a global discussion on the scientific response to global societal challenges”.
  • Use of Visuals: To ensure that presentations increase understanding by utilising both “show” and “tell”, speakers are strongly encouraged to use both the spoken word and appropriate visuals. Visuals should be professional in appearance, easily legible from the back of large rooms (i.e. limit the number of words on each slide to the salient points – may be no more than 40 words total), and presented through PowerPoint, or similar computerised format. It is strongly recommended that no more than one slide per minute of presentation be used (e.g. a maximum of 15 slides for a 15 minute presentation).
  • Presentation Points: ES:GC2 asks that speakers use a PowerPoint template with a light colour/design or plain white background. Use of common fonts (Times New Roman, Calibri for example) will help avoid font compatibility problems. Font size is important: think of the readability of the presentation for someone at the back of the room. Speakers may include name, title and company information. Repeated use of a commercial logo shall be agreed upon beforehand. Usage of the ES:GC2 Conference logo is welcomed.
  • Audiovisual Equipment: The standard AV package includes a lectern, podium microphone, LCD projector and screen and laser pointer. Presenters should bring their PPT presentation on a USB flash stick/travel drive to the conference.
  • Permission to Publish: ES:GC2 assumes tacit permission to include the speaker’s presentation on the event page following the event. Please send the presentations and speeches to ES:GC2 within five days after the event.
  • Presentation Review: ES:GC2 requires a draft copy of the speech at the latest by 25 February in order to review content. We understand that speakers are likely to have to make changes to their presentation. This is completely acceptable, and new versions can be sent at any time up to the event date. The Convener will be the speaker’s point of contact in case of questions regarding the presentation.

 

10. PRESENTATIONS

Conveners are required to collect speakers’ presentations a week prior to the conference and deliver them to ISC in PPT format. Draft presentations are acceptable at this stage, and speakers may continue to edit their presentations up to 48 hours prior to their seminar.

 

11. CONFERENCE AND SEMINAR PROCEEDINGS

ISC produces a conference report following the event, including summaries of all seminars and reflections on the event as a whole. Conveners are requested to contribute a short summary of their seminar on the same day after the seminar is held, which ISC may edit or augment. A final draft of the conference report will be delivered to conveners two weeks after the event, and will be published online following conveners’ approval.

12. BUDGET

Budgets for individual seminars are the sole responsibility of the convener. As ES:GC2 conferences are not commercial events, entrance is free of charge, and speakers are not remunerated.


13. ARRANGEMENTS FOR SPEAKERS: TRAVEL, DOMESTIC TRANSPORT, AND ACCOMMODATION

As previously noted, ISC does not remunerate speakers or conveners for their participation. All costs incurred, including travel, domestic transport and accommodation, are to be discussed between conveners and speakers.


14. TIMELINE OF CONVENERS’ RESPONSIBILITIES

  • Confirm date 07-Dec
  • Draft and finalise concept note (or seminar abstract) 07-Dec
  • Include speakers in seminar abstract (tentative) 12-Dec
  • Confirm text of “Save the Date” 12-Jan
  • Suggest additional invitees – deliver to ISC 12-Jan
  • Confirm venues and room allocations, and providers (if applicable) 30-Jan
  • Confirm speakers 12-Feb
  • Distribute the Speakers’ Guidelines to speakers 12-Feb
  • Visit venue (deadline/last possible date) 16-Feb
  • Register speakers online 20-Feb
  • Provide biographies, company profiles, and pictures of speakers 27-Feb
  • Collect speakers’ presentations in PPT format and deliver to ISC 27-Feb
  • Collect seminar-related papers and contributions if any (to distribute at the event), and submit in electronic form to ISC 28-Feb
  • Complete the agenda in an ISC-provided template and distribute to the Speakers, Chair and Moderator 48 hours before event
  • Support for pictures of the event Day of event
  • Approve Final Event Report, including pictures and description 09-Mar


15. ON-SITE RESPONSIBILITIES 

  • Providing the laptop to be used for the seminar presentations
  • Loading presentations onto the laptop, bringing the laptop and back-up USB drive with all presentations (an extension cable could be useful)
  • Bringing a remote “flicker” for the presentations
  • Presenting and introducing the speakers
  • Managing the proceedings and ensuring that speakers adhere to their time allocation
  • On basis of collaboration with the moderator, directing the questions and answers
  • Managing the seminar materials and other distributed materials

 

16. POST-EVENT RESPONSIBILITIES

  • Ensuring the transfer of the first draft output report from the Rapporteur to the Closing Plenary Convener (ISC) within two hours after the seminar, and confirming the text of a Final Event Report, including pictures and description, by 9 March.


For more details on the conference, please contact:

Radhika Dhuru
Convener Liaison
radhika.dhuru@iscintelligence.com
+32 2 88 88 102

Pilar Gomez
Sponsorship Opportunities
pilar.gomez@iscintelligence.com
+32 2 88 88 115

Magdalena Pacholska
Key Relationships
magdalena.pacholska@iscintelligence.com
+32 2 88 88 111