Guidelines for sessions

WHO IS ELIGIBLE?

The call for contributions to host a session at the Policy Conference of the EU Sustainable Energy Week (EUSEW) 2019 is open to:

  • Representatives of EU institutions, including inter-institutional bodies
  • Stakeholders which fulfil the following criteria:
    • Have a mandate to work as multipliers using a widespread network of contacts in Brussels and across Europe;
    • Have a mandate to contribute to the development and implementation of sustainable energy policy in Europe.

Examples of eligible types of organisations include:

  • International organisations;
  • Networks of national, regional/local authorities, agencies, or other public bodies;
  • Industry or professional associations;
  • NGOs working in the field of sustainable development;
  • Consumer associations/citizens' groups.

Professional event organisers or businesses aiming to promote specific products or services are not eligible.

GENERAL INFORMATION

Sessions will take place between 18 and 20 June 2019. Each session will have a duration of 1.5 hours (90 minutes).

Successful applicants will receive free access to fully equipped meeting rooms and benefit from the central event's logistics (i.e. registration system, welcoming of participants, catering). However, all workshop organisers are fully responsible for the organisation and promotion of their event, and are requested to comply with the guidelines provided by EUSEW's organising team.

The selection panel reserves the right to group applications and propose to applicants to join sessions. Should this happen, sessions organisers will have 3 working days to agree on the details of how they will participate.

TIPS TO PREPARE YOUR APPLICATION

  • For an overview of the guidelines and FAQs, consult the info session recording and slides.
  • For inspiration, visit last year’s list of sessions
  • Think carefully about your objectives and make sure you fill in the online application form as clearly as possible.
  • Single organisations can apply, but it is strongly recommended that you submit a joint application with relevant partners.
  • We strongly recommend limiting the number of speakers and ensuring gender balance within the panel.
  • Think interactive: make sure that sufficient time – at least 15 minutes – is allocated to an interactive Q&A session with the audience (also online via Twitter/Sli.do). 
  • Prepare a draft agenda to include in the online application form.

EVALUATION

Proposals for the Policy Conference sessions will be evaluated by a selection panel, comprising European Commission officials, who will take into account the information provided in the online application form and with specific attention to the following aspects:

  1. Concept and focus 
  2. Relevance of the topic
  3. Quality of the agenda

1. Concept and focus

  • What is the purpose of the event?
  • What is it designed to achieve?
  • Who are the target groups?
  • Does the event format include interactive elements?
  • Who will chair the event, and how will this be done?

2. Relevance of the topic

  • How does the content of the proposed event fit with the EU sustainable energy policy agenda,
  • the activities needed to deliver the 2020 targets,
  • and/or the future energy policy agenda until 2030 and beyond?

3. Quality of the agenda

  • Profile of the speakers
  • Relevance of the content/speakers and gender balance within the panel!
  • How far advanced are the plans?

DEADLINE AND NEXT STEPS

The deadline for applications is at 23.59 CET on 28 JANUARY 2019. Please note that late submissions will not be accepted. You will be informed of the results in March 2018. Apply now!

If selected, make sure that you promote your session and carefully curate its content, including submitting your session description, technical requirements and any other information/requests on time. The failure to meet deadlines could result in removal from the Policy Conference.

HOW TO CONTACT THE EUSEW SECRETARIAT?

Should you have any questions about the Policy Conference sessions, please do not hesitate to contact the EUSEW Secretariat at conference@eusew.eu.