Vademecum of EU-OSHA Events Services

Transcription

1 Vademecum of EU-OSHA Events Services Prepared in cooperation between EU-OSHA and the contractor 1

2 Content 1 Introduction Handbook Overall management Annual planning Activities Event organisation for 15/50/100/150/300 participants Organisation of an Information Point Organisation of a Video screening and debate Guidelines for reporting Annex 1 Description of the main EU-OSHA supported activities Healthy Workplaces Campaign Assistance Package - ECAP (flexible packages) Awareness Raising and Promotion Package - ARPP (fixed packages):

3 1 Introduction The objective of this document is to provide a guide and handbook for the various events to be implemented with the support of the European Agency for Safety and Health at Work (EU-OSHA) throughout the European Union (EU) Member States and non-eu countries. The document contains guidelines for the implementation and reporting of various event activities and the corresponding cooperation of all parties involved. These parties are EU-OSHA, as the communication and project manager, the national focal point (FOP) network, the events contractor and the contractor network partners. All services related to PR and media will be managed by the PR contractor and the contractor network partners. The main objective of this Vademecum is to improve cooperation between the parties involved, and to bring the implementation of event services to the highest professional standards, in compliance with all relevant national legislation. The Vademecum of EU-OSHA Events Services covers all European Campaign Assistance Package (ECAP) and Awareness Raising and Promotion Package (ARPP) seminars and events, including: ECAP (flexible packages two order rounds) Services: 15-person event (half or full day) 4

4 50-person event (half or full day) 100-person event (half or full day) 150-person event (half or full day) 300-person event (half or full day) Information Point (up to 5 days) 5

5 Activities: Campaign Network Meetings (corresponding to former National Partnership Meetings) Campaign Events (corresponding to the former Stakeholder Seminars) Campaign Information Point ARPP (fixed packages one order round): Services: 15-person event (half-day) 50-person event (half-day) 100-person event (half day) Information Point (up to five days) Video screening and debate (half-day) Activities/Projects: OiRA tools Napo for teachers online toolkit ESENER-2 Healthy Workplaces Film Award Enterprise Europe Network-related actions 6

6 A short overview on these projects is contained in the ARPP guidelines. 7

7 Reporting: As in previous years, all necessary documents for reporting, as well as layout templates for ECAP and ARPP, must be provided directly via by network partners to the events contractor, which will upload files onto the extranet after a final check. The subsequent chapters provide a comprehensive outline of all related activities, which include: expected quality standards; tasks and services included; objectives of each activity; distribution of responsibilities between all parties involved; implementation steps to be taken. 8

8 2 Handbook 2.1 Overall management EU-OSHA is the main manager of all activities described in this document and defines the main parameters for their implementation (deadlines, ordering system, budget and distribution of services). Moreover EU-OSHA is the main contact point for the FOP network regarding these fundamental aspects of project implementation. For the realisation and support of EU-OSHA activities and campaigns, including its development and improvement, EU-OSHA cooperates closely with the events contractor. The events contractor is supported by a pan-european network of partner agencies that are responsible for the continuous consultation of national FOPs and the overall coordination and implementation of activities within their specific country. This also includes the establishment and continuous adaptation of planning timetables. Example timetables are available within this document to assist FOPs and contractor network partners in this process. The events contractor is responsible for the comprehensive briefing of its network partners and the overall coordination of all activities implemented throughout the EU Member States, the European Economic Area (EEA) and non-eu countries. They will collect all reporting documents and upload them on a dedicated extranet. Final decisions on specific aspects of the implementation of activities following advice from events contractor network partners are the responsibility of the FOP. FOPs are strongly encouraged to contact EU-OSHA if further clarification is required or if problems arise at national level, so that appropriate solutions can be found and 9

9 implemented as soon as possible. Contractor network partners should not contact EU-OSHA directly and, likewise, FOPs should not contact the events contractor to resolve issues. If PR and event activities are implemented together, events contractor and PR contractor network partners are expected to cooperate. 2.2 Annual planning For the effective planning of all activities to be implemented by EU-OSHA, the FOPs and the relevant contractor network partner should agree on an annual planning. A kick-off meeting should be organised before the FOPs make their ECAP and, if possible, ARPP orders. The objective is to plan the year according to the FOP s requests and desired activities, and to see how these activities can best be supported by events as well as media and PR activities to raise awareness and ensure the promotion of all EU-OSHA projects on a pan-european and national level. Timetables should be agreed upon outlining the main events for the year, including key milestones for each activity, clearly identifying the relevant deadlines for delivery by the contractor s network partner, approval processes and the final implementation. Further meetings or conference calls between the FOP and the contractor s network partner should be held on a regular basis, and included in the timetable to ensure constant communication and status reporting on event planning to the contractor and subsequently to EU-OSHA. An additional meeting between the contractor s network partner and the FOP before the second ECAP ordering round would be helpful to evaluate the activities in the 10

10 first half of the year, measuring their success, identifying areas for improvement and finalising planning for the remainder of the year. It is important to note that in the following chapters, the timings for each task within an activity act as a GUIDELINE as how to best implement activities. They allow a degree of flexibility in the organisation and execution of activities while helping to ensure an efficient planning process and effective cooperation between all parties. 2.3 Activities Event organisation for 15/50/100/150/300 participants Events are an ideal tool to raise awareness of the key campaign and project messages of the Healthy Workplaces Campaign or any other EU-OSHA project. Such events are a direct channel to the target audience and offer them a deeper insight into project and campaign topics. The aim of these events is to address key stakeholders and partners face-to-face to raise awareness of occupational safety and health, with a focus on certain sectors, exchange of good practice, introducing topics to a new audience (Enterprise Europe Network) and providing personal networking opportunities. An overview on the specific events covered by the Vademecum of EU-OSHA Events Services is available in Annex 1. EU-OSHA expects that the visibility of the corresponding campaign or EU-OSHA project to be reinforced at all times on materials and brandings for an event. Followup meetings and phone calls should occur between the events contractor network partner and the FOP following the implementation of a project, to discuss the 11

11 activities conducted and review planning processes to determine key successes and criticisms. The results of the tactical review can then be taken into consideration for future projects. The ECAP and ARPP schemes offer different event formats. While ECAP formats contain mandatory and optional measures that can be ordered by the FOP, the ARPP formats consist of a fixed package of services. A detailed description of all necessary tasks (and quality standards) for the implementation of both schemes can be found below. Indication of mandatory/optional is applicable ONLY to ECAP services. The fixed sets of ARPP services are indicated in the corresponding ARPP guidelines. 12

12 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation Kick-off meeting between the FOP and the events contractor network Kick-off meeting for definition of overall approach partner should determine the overall approach and concept of the seminar (including its focus, topic and key messages). Concept to be elaborated, including a structure and agenda of the meeting, with list of possible spokespersons and experts. Set provisional date and location: date of event should not clash with competing events or take place after EU-OSHA s end-of-year Overall management (mandatory) Definition of topic and key message(s) and titles deadlines (15 th November). FOP to decide topic for the event, including key messages and title. The topic needs to be in line with corresponding EU-OSHA projects and related to occupational safety and health issues. FOP to suggest possible speakers, including provision of information and contact details. Definition of speakers FOP and events contractor network partner to agree in first meeting if speakers are approached (throughout the preparation phase) by FOP or by contractor. If contractor, FOP to communicate details of speaker to contractor at least 6 weeks in advance. 13

13 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation If speaker is being paid by his/her organisation, no advance payment should be made. Event preparation and Events contractor network partner to prepare the event and liaise with management, handling of all service providers (always in close consultation with the FOP where needed or requested). service providers Handling of all payment procedures Ordered measures are fixed. No shifting between different services allowed. All payment handling for ordered services is carried out by the events contractor. 14

14 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation On-site management and supervision of all service providers and of the event On-site attendance of one events contractor network partner is obligatory, with the exception of 15-person seminars, where attendance of a contractor network partner is only necessary if specifically requested by the FOP. Early decision-making on agenda and distribution of roles for all parties, including any necessary briefings. Branding and signposting laminated A3 signs (mandatory) Signage for registration and cloakroom in accordance with overall event design (laminated A3 signs providing clear directions) Signage and branding should include the EU-OSHA logo, the campaign design (or any other design, such as OiRA, where applicable) as well as the relevant FOP logo (if applicable). FOP to provide own logo at least 4 weeks prior to event, as a highresolution vector file. Templates for signage and brandings will be provided by the events contractor. For FOPs this information is also available on the extranet and in a restricted section on the campaign website. The document may be laid out in Microsoft Word, or a comparable format, and laminated. 15

15 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation Evaluation questionnaire will be translated into the respective language by the events contractor network partner for each event. The online forms will be created by the events contractor and links to Evaluation of questionnaire, including analysis the evaluation form will be provided. Contractor network partners will include link to evaluation form in the thank-you sent to all participants. Evaluation forms cannot be edited under any circumstances. All questions must remain to ensure consistency in results analysis. Evaluation and The events contractor network partner will analyse the online forms reporting and include them in its final report on the extranet. (mandatory) The events contractor network partner must ensure continuous reporting to the FOP, as well as to the contractor, about the status of Continuous preparation. reporting in the period of the project 2 weeks prior to the event, the events contractor network partner must forward a pre-reporting table to the contractor, which will upload it to the extranet where the PR contractor may use it for event promotion. The pre-reporting table must be written in English and should contain as much information as possible (subject of the event, objectives, 16

16 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation programme, speakers (names/institutions), content of presentations, number and origin of participants, etc.). Templates for reporting will be provided by the events contractor. Events contractor network partners to provide updates or changes on activities immediately to the contractor, which will display the information on the extranet. Final report Within 1 week after the event, the events contractor network partner must fill in the final reporting table with all relevant information on the event and its results, including subject, objectives, programme, speakers (names/institutions), content of presentations, number and origin of participants, etc. After the approval of the FOP, the events contractor network partner should provide the final report to the contractor, which will upload it to the extranet. FOP to complete annual campaign activity report following a template developed by EU-OSHA. The reports must be signed by the FOP. FOP to send to EU-OSHA. 17

17 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation FOP to send invitee list to events contractor network partner and Invitation management Creation of invitee list support list updating to meet attendance objectives. Mailing list should be provided by FOP in a useable format (xls) and at the earliest opportunity. FOP to ensure that the list is comprehensive (see recommended figures in tasks column). If necessary, events contractor network partner can offer to add contacts from previous events. The events contractor network partner is responsible for the national adaptation of the invitation. Invitations should include essential information on subject of the National adaptation of event, attending spokespersons, agenda, address of venue, contact details etc. Invitation management event invitation and programme FOP must approve the draft invitations in a timely manner to ensure the invitation process can begin at earliest opportunity. Invitation template will be provided by the events contractor. Final invitation should be provided to the contractor, which will upload it to the extranet. The basic document should be laid out in Microsoft Word or 18

18 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation comparable format. Distribution of invitations by Invitations to be sent out via by the events contractor network partner. Appropriate number of invitations to be distributed to guarantee maximum number of participants (please refer to tasks for numbers). Invitation distribution at least 4 weeks prior to the event. Invitations to be sent: o 15 persons: 60 invitations o 50 persons: 200 invitations o 100 persons: 400 invitations o 150 persons: 600 invitations o 300 persons: 1,200 invitations. 19

19 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation Invitation management Invitations to be sent out via post by the events contractor network partner. Stamps and envelopes should be provided by the events contractor network partner. Invitations will be printed in black and white. Distribution of invitations by post Appropriate number of invitations to be distributed to guarantee maximum number of participants (please refer to included services for numbers). Invitation distribution at least 4 weeks prior to the event. Invitations to be sent: o 50 persons: 100 invitations o 100 persons: 200 invitations o 150 persons: 300 invitations o 300 persons: 600 invitations. 20

20 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation Close liaison and cooperation between events contractor network reminder following invitation partner and FOP if too few participants are registered, to allow further action to increase numbers of attendees. EU-OSHA to be informed if this is the case. reminder distribution at least 1 week prior to the event by the events contractor network partner. The FOP must be provided with the registration list on a weekly basis (or vice-versa if service not requested of the events contractor). Handling of If registration numbers are low, FOP and events contractor network registration process partner are to take emergency actions (e.g. inviting additional people from the FOP s database, contacting the EEN network). If invitation management is not requested, the FOP is responsible for the invitation process and providing registration figures. Follow-up via phone Follow-up of invitations (via Events contractor network partner is responsible for phone follow-ups to ensure maximum attendance. 21

21 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation phone) The FOP must be regularly informed of progress by events contractor network partner. Follow-up via phone at least 1 week prior to the event. If follow-up calls are not requested, the FOP is responsible for the attendance of invitees. Number of follow up calls: o 15 persons: 15 calls o 50 persons: 50 calls o 100 persons: 100 calls o 150 persons: 150 calls o 300 persons: 300 calls. Name badges Events contractor network partner must prepare badges based on final (using EU- registration list in advance of event badges must include campaign Badges OSHA logo, campaign logo (or others logo (or others relevant, e.g. OiRA), EU-OSHA logo and FOP logo. A badge template in Microsoft Word format will be provided by the events contractor. For FOPs this information is also available on the relevant, e.g. extranet and in a restricted section on the campaign website. OiRA), FOP Blank badges to be taken to venue by events contractor network 22

22 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation logo) partner. Logo in high-resolution vector file FOP to provide their logo at least 4 weeks prior to event. Name plates Speaker name plates (max speakers, using EU- OSHA logo, campaign logo (or any other, e.g. OiRA), FOP logo) Events contractor network partner must prepare name plates for the speakers. Name plates must include campaign logo (or others relevant, e.g. OiRA), EU-OSHA logo and FOP logo. A name plate template in Microsoft Word format will be provided by the events contractor. For FOPs this information is also available on the extranet and in a restricted section on the campaign website. Blank name plates to be taken to venue by events contractor network partner. Logo in high-resolution vector file FOP to provide their logo at least 4 weeks prior to event. Packing of event folders Conference folders for seminar participants Events contractor network partner is responsible for packing event folders, including assembling documentation and copies of main documents in black and white (max. 15 pages). Folder and other print material to be provided by FOP. Measures (such as delivery costs, printing costs, production of folders) 23

23 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation to ensure the timely availability of all documents needed for packing must be covered by the FOP. Uploading conference material on USB memory stick USB memory stick containing conference material for participants Events contractor network partner is responsible for uploading digital data. Digital content to be collected and provided by FOP. USB memory stick provided by FOP. Events contractor network partner must negotiate decorations with inhouse service or external provider and locate them in appropriate places. Decoration Flower arrangements 1 large or 2 small (approx. 20cm diameter) flower arrangements at the registration desk and/or inside the plenary room. o 100-person seminar: 2 large arrangements o 150-person seminar: 3 large arrangements o 300-person seminar: 4 large arrangements. 24

24 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation Insurance Liability insurance and insurance for equipment The insurance will be arranged via a framework contract with an insurance company through the events contractor. The events contractor network partner is responsible for securing event assistant(s) to help with registration, cloakroom attendance, distribution of material, etc. Event assistant half/full day Event assistant(s) to run cloakroom, registration process on site, distributing material When ordering ECAP or ARPP activity, FOP must take into account size of seminar and the required number of assistants necessary: o 50 persons 1 assistant recommended o 100 persons 1 assistant recommended o 150 persons 2 assistants recommended o 300 persons 3 assistants recommended. Recommendations dependent on staff provided by FOP. If no support can be provided via FOP, recommendations should be taken into account as only 1 events contractor partner should be on site. The event assistant(s) will receive a briefing on responsibilities from the contractor network partner beforehand and on site. 25

25 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation If venue is ordered, events contractor network partner will provide the 3-4 star FOP with a recommendation and a choice of 2-3 venues. hotel/event If FOP already has a venue in mind, contractor network partner will Venue rental half/full day location in the city centre or a location which can be easily accessed by public transport check if the venue is suitable in the overall frame of services regarding quality standards, budgetary aspects and finance available for rental. If above quality standards, FOP must pay for venue itself and not order via ECAP or ARPP. If the event is in the city where the network partner s office is located, the network partner will undertake the pre-visit, otherwise the FOP or a person of confidence from the FOP s specific institution should implement the visit. Full catering 1 coffee break, water for speakers, standing lunch buffet Events contractor network partner to negotiate catering facilities with in-house service or external provider. FOP to provide approval of final catering measures proposed. 1 coffee break/still and sparkling water for speakers + standing lunch buffet at bar tables (choice of three main dishes and sides, 2 desserts, soft drinks, coffee/tea, no alcoholic beverages). Light catering 1 coffee break, water for Events contractor network partner to negotiate catering facilities with in-house service or external provider. 26

26 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation speakers, FOP to provide approval of final catering measures proposed. standing finger 1 coffee break/still and sparkling water for speakers /standing finger food lunch food lunch at bar tables with soft drinks and water, no alcoholic beverages. Events contractor network partner must identify and secure the services of a professional photographer. Photographer Photographer to be approached at least 3 weeks in advance. to be available for half/full day Via the events contractor, the network partner will provide EU-OSHA with a form signed by the photographer clarifying the rights on the Photographer half/full day, produced pictures (i.e. confirming EU-OSHA will have the right to use the pictures for all promotional (and non-commercial) aims). quality check Events contractor network partner to brief photographer, including objectives of seminar and requested shots, at least 1 week in advance of event. Briefing Briefing needs to be agreed with the FOP in advance. Between 50 and 150 creative photos are requested. 15 high-quality pictures including metadata need to be provided (at min. 300 dpi). 27

27 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation The photos will be used in publications, exhibitions and on the web. Events contractor network partner must ensure that pictures are provided in a timely manner in digital format. Events contractor to provide selected pictures from different events to Provision of pictures EU-OSHA and PR contractor for reporting. Selected photos (up to 15, showing the branding and key moments of the event) to be provided to events contractor, which will upload them to the extranet. The pictures should be creative as far as possible, meaning that they should portray the main speakers/guests in professional but original settings. Events contractor network partner to negotiate technical equipment with in-house service or external providers. Technical equipment Microphones, projector, sound Technical equipment list should be agreed with FOP (microphones, beamer, laptop, etc. are essential). Projector, screen, sound system. 2 table microphones (3 for 100/150-person seminars, 4 for 300-person seminar) and 2 roving microphones for audience questions; OR 28

28 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation 2 table microphones (3 for 100/150-person seminars, 4 for 300-person seminars), 1 microphone at the lectern and 1 roving microphone for audience questions. Technician Events contractor network partner to arrange technician with in-house service or external provider. Technician to be available for set-up/testing prior to seminar and remain available during seminars. Booking interpreters Events contractor network partner to identify necessary interpretation service in cooperation with the FOP. Contractor network partner to arrange interpreters. Interpretation Arranging Service 2 interpreters relevant technical equipment (interpretation booth, Events contractor network partner to agree with FOP, venue staff and interpreters on necessary technical arrangements. Contractor network partner to arrange technical equipment. headphones, etc.) 29

29 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation Speakers 1 to a maximum of 5 including chairperson National travel costs and daily subsistence allowance for complete rules and regulations please refer to the ECAP Guidelines Events contractor network partner will handle reimbursement of travel costs and daily subsistence allowance through the payment of a lump sum. Daily allowances for speakers available for 1 day only. In order to receive the lump sum each speaker needs to fill in and sign the provided reimbursement form and send it to the events contractor network partner, which will process the payment. Speakers fees cannot be renegotiated, i.e. no speaker may exceed the agreed daily allowance limit. FOPs may not use these amounts for covering their on-site attendance expenses, even if the FOP acts as speaker/moderator. Speakers 1 to a maximum of 3 including chairperson from another country (optional for 50/100/150 and 300-person International travel costs and daily subsistence allowance for complete rules and regulations Events contractor network partner will arrange travel and accommodation and reimburse the standard amount for daily allowance of the relevant country. Daily allowances for speakers available for 1 day only and paid upon receipt of a completed and signed reimbursement form. Speakers fees cannot be renegotiated, i.e. no speaker can exceed agreed daily allowance limit. 30

30 Event organisation for 15/50/100/150/300 participants Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation events) please refer to the ECAP Guidelines Events contractor network partner to identify suitable moderator, in Moderator Booking moderator cooperation with the FOP. Events network partner to arrange and brief the moderator. FOPs may not use this amount for covering their on-site attendance expenses, even if the FOP acts as speaker/moderator. 31

31 2.3.2 Organisation of an Information Point Information Points are an effective tool to raise awareness among the general public on a variety of EU-OSHA projects. Events contractor network partners and FOPs are requested to identify a highly frequented public area or venue (such as a shopping mall), which is available for up to 5 consecutive days, free of charge. The venue should provide a table for displaying materials and an electricity connection. Further the venue should be able to store the materials and equipment overnight. The Information Point should be set up with the corresponding branding (that is, the campaign exhibition kit and an OiRA banner stand, if available) and a laptop presenting the relevant project. An assistant and the events contractor network partner present the relevant project and provide information and promotional material to passers-by. A quiz, including questions on the related topic/content, will help to attract visitors to the Information Point. This activity can be implemented at any time of year but should be before the end of the implementation phase. Optionally, EU-OSHA s Napo mascot could help attract visitors to the Information Point. If the FOP does not have his/her own costume, it might be possible to borrow one from EU-OSHA, subject to availability. It is therefore advisable to fix and communicate dates to EU-OSHA as soon as possible. The actor to perform the Napo character should be provided/arranged by the FOP. The following tasks have already been described for the organisation of events in chapter 2.3.1: 32

32 Overall management Evaluation and reporting Event assistant (one, 8 hours per day, for 5 days) Photographer (half day). Additionally the following tasks must be implemented: 33

33 Organisation of an Information Point Tasks Included services EU- OSHA FOP Events contracto r Contracto r network Implementation Events contractor network partner to supervise the Information Point for 5 days. Set-up and on-site assistance Stand supervision by events contractor network partner and on-site attendance Contractor network partner to help FOP to set up and brand the Information Point. Contractor network partner to hire an assistant (5 days) and a photographer (half day). Contractor network partner to brief the assistant and the photographer onsite. Laptop Renting a laptop for 5 days Contractor network partner to rent a suitable laptop for presenting the project. Shipping of materials and displays Arrangement of shipment FOP to provide information material (e.g. campaign guide, posters, flyers) as well as promotional materials (e.g. lanyards, neck cushions, T-shirts, USB-keys), displays (e.g. roll-up banners, exhibition kits) and (if available) the Napo costume. FOP should request necessary materials from EU-OSHA at least 2 34

34 Organisation of an Information Point Tasks Included services EU- OSHA FOP Events contracto r Contracto r network Implementation months in advance of the date when the Information Point will be set up, to ensure smooth delivery (and reprinting if necessary). Quantities must be reasonable and will be subject to final availability. Events contractor network partner to arrange shipment of displays, information and promotional materials within the city from FOP to venue of Information Point. Events contractor to elaborate a quiz addressing questions linked to the main topic: campaign (ECAP) or any other project Quiz Adaptation, translation and printing of quiz (ARPP). Contractor network partner to adapt the quiz in cooperation with the FOP, and to translate it into relevant national language. Contractor network partner to print 500 copies (double sided, 4 colours, DIN A5). Insurance Liability insurance x Insurance for Information Points need to be arranged by events contractor partners in accordance with national insurance rules. 35

35 2.3.3 Organisation of a video screening and debate The video screening and debate is an informal networking event, which is applicable to the following projects within ARPP: the Healthy Workplaces Film Award and the Napo for teachers online toolkit. The video screening and debate should be implemented as a half-day event for 50 persons in a suitable venue with the relevant technical equipment, or in a small cinema. A moderator must be arranged for guiding the event and supporting the debate after the screening. For briefing the moderator, the events contractor network partner is requested to adapt the screening guidelines to the relevant film/project. The target group depends on the film that is shown. Most of the tasks have been already described for the organisation of events in chapter and 2.3.2: Overall management Branding and signposting Evaluation and reporting Invitation management by (200 invitations) Insurance Event assistant (one) Venue rental Light catering 36

36 Technical equipment Moderator. Additionally the following task must be implemented: 37

37 Organisation of a video screening and debate Tasks Included services EU- OSHA FOP Events contractor Contractor network Implementation Events contractor to elaborate guidelines in English for the specific film/project. Adaption of guidelines (mandatory) Translation and adaption of guidelines Contractor network partner to translate the film guidelines into relevant national language. Contractor network partner to adapt the guidelines for the moderator to the specific event (including date, time, place, background information, discussion guidelines), in cooperation with the FOP. 38

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39 2.4 Guidelines for reporting Events contractor network partners must provide the contractor with all the reporting documents, which will then be uploaded onto the extranet. Since the promotion of the ECAP and ARPP activities will be implemented by the PR contractor network partners, the events contractor network partners must provide the events contractor with an event description 2 weeks prior to the event, and a short summary of the event s results within 1 week after its implementation. The events contractor will then upload those reports to the extranet to make this information available for the PR contractor. Specific requirements Requested timings Date & Location ECAP or ARPP event Invitations Programme 4 weeks in advance of event Draft of an event description 2 weeks in advance of event (FOP approved) Short event summary Within 1 week after event (FOP approved) List of participants Photo galleries Evaluation results Within 2 weeks after event 40

40 3 Annex 1 Description of the main EU-OSHA supported activities Before the submission of their ECAP (and ARPP orders, if possible) the FOPs, the PR contractor network partner and the events contractor network partner are requested to implement a kick-off meeting. The aim of this meeting is to allow an in-depth discussion on the practical implementation of ECAP and ARPP activities and to further clarify responsibilities between FOPs, EU-OSHA, and PR contractor and events contractor network partners. 3.1 Healthy Workplaces Campaign Assistance Package ECAP (flexible packages) As in the past, there will be two rounds of applications for ECAP activities. All FOPs have a certain amount of credits at their disposal to order the various services and activities described in this document. When ordering ECAP activities, some positions are mandatory while others are optional. It should be highlighted that all ECAP activities must be used exclusively for promoting the campaign and its key messages. In summary, the ECAP offer includes the following events services: 15-person event (half or full day) 50-person event (half or full day) 100-person event (half or full day) 150-person event (half or full day) 300-person event (half or full day) Information Point (up to 5 days). 41

41 The listed services can be used for implementing the following activities: Campaign Network Meetings (corresponding with the former National Partnership Meetings) Campaign Events (corresponding with the former Stakeholder Seminars). A detailed description of the above-listed services (15, 50 and 100-person events and Information Point) is included in the previous chapters. For further information on ECAP activities, please consult the ECAP guidelines. Campaign Network Meetings (corresponding with former National Partnership Meetings) The objective of the Campaign Network Meetings is to bring together the FOP s national network, representatives of the Enterprise Europe Network (EEN) and potential new partners to discuss how to implement the Healthy Workplaces Campaign. Objectives of the Campaign Network Meetings: Present the campaign and discuss plans to implement the campaign in a given country. Gather multipliers able to ensure a powerful reach in workplaces, and in particular micro-, small and medium-sized enterprises. Share practical information and results of past experiences, good practice examples, case studies on how to network and campaign, and presentations by organisations or enterprises. Ensure attendees will take actions to relay the information at workplace level. 42

42 Campaign Events (corresponding with the former Stakeholder Seminars) All campaign events must be linked to the topic of the campaign, but FOPs are free in defining their specific objectives and target groups. The overall objective is to bring together various stakeholders to discuss specific campaign topics in greater depth. Most importantly, these meetings should provide a forum for the exchange of good practice and networking opportunities. 43

43 Campaign Information Point The Information Point should be set up in a central public area or venue for 5 days to promote the Healthy Workplaces Campaign by providing information and promotional material to interested visitors. This activity can be implemented at any time of the year, ideally during the European Week for Safety and Health. 3.2 Awareness Raising and Promotion Package ARPP (fixed packages): There will be only one round of applications for ARPP activities. When ordering ARPP activities, only fixed packages may be ordered, meaning that all positions for any one activity are mandatory. In summary, the ARPP offer includes the following events services: Services: 15-person event (half day) 50-person event (half day) 100-person event (half day) Information Point (up to 5 days) Video screening and debate (half day) Activities: OiRA tools Napo for teachers online toolkit ESENER-2 44

44 Healthy Workplaces Film Award Enterprise Europe Network-related actions For further information on the ARPP activities, please consult the ARPP guidelines. 45