Exhibitors Guide Spring Event 2013 ARTEMIS

Exhibitors Guide Spring Event 2013 – 13 & 14 March, 2013 – Crowne Plaza Hotel, Brussels – Belgium Page | 1 Version 2 | 15 February 2013

Exhibitors Guide Version | 20 February 2013

Spring Event 2013

13 & 14 March Crowne Plaza, Brussels

ARTEMIS


Table of Contents Introduction ................................................................................................................................ 3

Briefing Spring Event 2013 > focus & messages ........................................................................ 4

Programme ................................................................................................................................. 6

Summarised – Checklist ............................................................................................................. 7

Project Exhibition ....................................................................................................................... 8

Exhibitor Guide – ABC… .............................................................................................................. 8

Project poster Guideline .......................................................................................................... 10

Poster logistics & deadlines .................................................................................................. 12

PowerPoint Guideline .............................................................................................................. 13

Press/media briefing ................................................................................................................ 15

How to handle the press/media? ......................................................................................... 16


Introduction

The fifth, annual ARTEMIS Spring Event will take place in the Crowne Plaza hotel in Brussels. This two-day international event, organised by the ARTEMIS Industry Association is a very efficient opportunity for industry, R&D and knowledge centres to shake hands.

This year we wanted to show the audience a grasp of all the successes so far. For that reason we organised a ‘Story of Success exhibition’ were CoIE’s; EICOSE, the Tool Platform CESAR, the AIPP’s Crystal and Arrowhead and the ETP’s will showcase their success. Find below a glimpse of the two-day programme: DAY 1 – Wednesday 13 March 2013 - ARTEMIS JU Information & Networking Day Call 2013

The Office of ARTEMIS Joint Undertaking Office will hold its ‘ARTEMIS Information Day for Call 2013’ and this event is meant for everyone who is interested to submit project proposals for ARTEMIS-JU Call 2013. Entrance is free. Next to that the ARTEMIS Industry Association holds its Presidium and Steering Board meeting. The Spring Event will be closed with the ARTEMIS Grand Dinner. These meetings and dinner are all for members only of the ARTEMIS Industry Association. DAY 2 – Thursday 14 March 2013 - ARTEMIS Success Stories

The second day of the Spring Event is all about the successes of ARTEMIS, in the past and the future and freely accessible!

We look forward to welcome you in Brussels and help you with all preparations needed!


Briefing Spring Event 2013 > focus & messages “ARTEMIS is more than just a funding programme”

This year’s Spring Event will focus on the achievements of the ARTEMIS JTI until today – whilst keeping in mind that “ARTEMIS is more than just a funding programme” and show casing the ARTEMIS Success Stories. One of the important achievements is the Community ARTEMIS has built. During the Spring Event we will emphasise that by the following:

• Exhibition on both days - 13 & 14 March 2013: o ARTEMIS label for Center of Innovation Excellence (CoIE): EICOSE, ProcessIT.EU, ES4IB o ARTEMIS label for Tool Platform: CESAR RTP o ARTEMIS Innovation Pilot Projects (AIPP): Crystal, Arrowhead o ETP: ARTEMIS, ENIAC, EPoSS

• Plenary morning session on second day – 14 March 2013 (09.00-13.00 hours): The morning of the second day is dedicated to the Success Stories of ARTEMIS – and is based on 4 parts:

1. Presentations 2. Debate session 3. Label Award Ceremony 4. Press Event (for invitees only)

The presentations session will be kicked off by Eric Schutz, presenting the ‘ARTEMIS Book of Success Stories’; a luxurious, printed summary of all important success of the ARTEMIS JTI. The presentations following will go more in depth on the ‘specific topics of successes’ – all addressing ARTEMIS. After that a debate session – with triggering questions – to get an interactive and lively, vivid session. The morning session will be closed with a Label Award Ceremony for the established CoIE’s and Tool Platform. During the lunch there will be a Press Event – for invitees only. The subject is to show that ARTEMIS has built a community and is more than a funding programme. The success of ARTEMIS extends beyond project results and especially the community that has been built over the past 6 years with its CoIE’s, its Tool Platform(s) and its the special big AIPP projects is an achievement not to be ignored.


So, the presentations from 10:00 to 11:00 serve the purpose to introduce EICOSE as CoIE of ARTEMIS, to position CESAR RTP as Tool Platform of ARTEMIS and to show that AIPP’s such as Arrowhead have a special purpose in the programme.

The debate session views these achievements from the Metrics report perspective and will show the coherence of the earlier presented results of ARTEMIS. The message of ARTEMIS Spring Event is very clear: “ARTEMIS is more than just a funding programme”. Therefor the idea is to build a showcase around three main, unique and very visible results of ARTEMIS – “the ARTEMIS Success Stories”: • CoIE’s : the established and labelled Centers of Innovation Excellence • Tool Platforms: the labelled CESAR RTP • AIPP: the two ARTEMIS Innovation Pilot Projects now under negotiation • ARTEMIS: the results of the ‘regular’ programme

Since these results are indeed unique achievements of ARTEMIS JTI, the focus and messages of this plenary morning are:

• Show that the “make it happen” chapter of the SRA is under implementation • Show off that ARTEMIS is more than just a funding programme • Show that an active R&D&I community has been built over the past 6 years around

R&D for embedded systems


Programme The preliminary programme of 14 March 2013 is as follows: 09:30 – 10:00 Success story ARTEMIS-JU Eric Schutz

10:00 – 11:00 Achievements: EICOSE: an ARTEMIS CoIE CESAR RTP: an ARTEMIS Tool Platform Arrowhead: an ARTEMIS-JU AIPP

*The presentations from 10:00 to 11:00 serve the purpose to introduce EICOSE as CoIE of ARTEMIS

11:00 – 11:30 Coffee Break 11:30 – 12:30 Debate session: Moderator: Irene Lopez de Vallejo Introduction by Patrick Pype: summary of Metrics report

* The debate session views the achievements from the Metrics report perspective and will show the coherence of the earlier presented results of ARTEMIS. 12:30 – 12:55 Label award ceremony for all labelled organisations so far: EICOSE, ProcessIT.EU, ES4IB, Cesar RTP

12:55 – 13.00 Closing

*The exhibition is the all-embracing showcase of the preliminary programme.


Summarised – Checklist Find below a summarised list of all forms and deadlines - order to organise the project booth at the ARTEMIS Spring Event 2013 ‘success exhibition’ in Brussels:

Important dates Building up Tuesday 12 March 2013 From 12.00 hrs

Exhibition opening times Wednesday 13 March 2013 09.00-17.00 hrs

Exhibition opening times Thursday 14 March 2013 09.00-16.00 hrs

Dismantling Booth Thursday 14 March 2013 16.00-18.00 hrs

Contact Event Management Chantal Schoen [email protected]

Communications Management Lara Jonkers [email protected]

Communications Assistant Iris Hamelink [email protected]

Contact all by Phone +31 88 0036188


Project Exhibition This year’s Spring Event will have an Exhibition focussed on the success Stories of ARTEMIS. This year our Spring Event will be in Crowne Plaza Hotel, Brussels, Belgium- and will show 6 Successes of ARTEMIS.

An overview of all the ARTEMIS projects expected to be present at the exhibition:

Successes EICOSE ProcessIT.EU ES4IB CESAR Crystal Arrowhead

Exhibitor Guide – ABC… Find – in alphabetical order – practical information for organising your booth at the exhibition: > Assembly Building up your booth is possible on Tuesday 12 March, from 12:00 hrs onwards (not earlier).

> Cloakroom The cloakroom will be opened during the opening hours of the exhibition. Opening hours: 13 March 2013: 9:00-18:00hrs 14 March 2013: 9:00-17:00hrs

> Contact All questions regarding the exhibition or Spring Events may be directed via Chantal Schoen. You can also reach us by phone at +31 88 0036 188.

> Dismantling Dismantling of your booth needs to be on Thursday 14 March at 16:00hrs.

> Floor plan The Spring Event exhibition, 2 breakout rooms and plenary room are located on the ground floor of the Crowne Plaza Hotel. Detailed floor plans will be made available before the event.

> Hotel accommodation ARTEMIS has arranged special rates at hotels. Please visit the Hotel Accommodation webpage to select your room. In order to use the special rates, please book in time!


> Internet connections The entire exhibition space will offer free WiFi access for all visitors.

> Press contact For press related issues contact Lara Jonkers via email: [email protected] or by phone: +31 88 0036 188. > Project Poster All Success Stories have to show their ‘project poster’. This will be 1, more longer poster (project description and partner overview, including countries). For the ARTEMIS Tools & Labels, the posters will be physically produced for free by the Office of ARTEMIS Industry Association on the basis of the contents provided by each Project. > Shipping and Storage The exhibitor will be responsible for the reception, unpacking and storing of his goods and for their removal after the exhibition. Note: there is NO storage room available at the Crowne Plaza. > Shipping Address The shipment address for the Co-summit is:

Crowne Plaza Brussels - Le Palace ARTEMIS Spring Event Attn [name] Rue Gineste 3, 1210 Brussels – Belgium

The exhibitor will be responsible for the reception, unpacking and storing of his goods and for their removal after the exhibition. Please prepare your return shipment! Bring shipping labels and telephone numbers of you preferred shipment company.


Project poster Guideline For the development of the Project Poster use the structured template. The example poster in the template shows which input has to be provided. This makes it easier to send us the necessary input. The draft text input will be edited by our dedicated copywriter (at no cost). We take care of the lay-out and send the edited version to you for approval.

A structured and consistent poster is important because it will help visitors (e.g. Public Authorities) to find the necessary information faster, as the posters in all booths have the same set up and look & feel.

> Text, Style & Remarks 1. See it from the point of view of your target audience! Think hard about your message and what you want your message/your poster to achieve. > Executive summary [30 words] > Relevance Tool or Label [45 words] > Market innovation [100 words] > Technical innovation [120 words] > Submit draft text in MS Word

2. Use an attractive design to add value to a clear message Your poster should have a balanced layout between text and images. Use large, strong images that will attract people to your poster (illustrations, images, photos, diagrams, graphs, screenshots …). Write your text using short, vigorous formulation. Bullet points may be better than long sentences, but don’t leave out essential verbs or essential prepositions (e.g. "to", "during" and "for")! Omit detail – you can always provide this verbally.

3. Lay out your poster according to the ARTEMIS corporate identity The provided templates are intended to make it easier for you to submit your poster. Please adhere to the styles and frames defined in the template and shown in the design guidelines documents!

> Images & visuals If wanted, you can add an image onto the right side of the poster. The poster has to be enlarged (84cm x 170cm) so if you want to add an image, please submit the supporting image as large as possible > Image files preferable in formats: .eps - .ai or .jpg (big size). Other options are .png, or .tiff > If you send us smaller images, the resolution should be at least 300 dpi. > The minimum requirements can best be illustrated by the following: - A picture of 100mm x 100mm and 300 dpi, can be enlarged to 400mm x 400mm , without quality loss - Images (thumbnails) from the internet are unsuitable (too small & too low resolution) > High resolution logo of your project > High resolution logos of you and your partners


> Example Project Poster > Download Project Poster


Poster logistics & deadlines Please beware of the links in the chain producing the poster. We also need time to print and ship the material. For your convenience, find the planning for the poster below:

Final deadline for sending the poster material to the office Wednesday 20 February 2013

Office send the 1st draft PDF to projects Thursday 21 February 2013

Projects send feedback on the first draft to the ARTEMIS-IA office Tuesday 26 February 2013

2nd draft PDF to projects Wednesday 26 February 2013

Deadline for feedback on the 2nd PDF draft Thursday 28 February 2013

PDF Final Monday 4 March 2013

Poster to printer company Tuesday 4 March 2013

> Submit material all materials should be submitted via E-Mail with your attachments to [email protected]

mailto:[email protected]


PowerPoint Guideline > Guidelines Where the information on the Project Poster is static, the PowerPoint Presentation will enable you to provide other types of information like integrated short films, demos and several pictures. Furthermore, it allows you more flexibility in your presentation.

> Styles & remarks It's easy, you can find the ARTEMIS instructions for the PowerPoint Presentation in the template itself! Besides these instructions, please keep in mind the following general guidelines as well: 1. See it from the point of view of your target audience! Think hard about your message and what you want to achieve.

2. Use visuals where possible Visuals might say more than a thousand words. However, always keep in mind to use clear, strong visuals (images/tables/short films etc). 3. Write your text using short, vigorous formulation Use bullet points, no sentences. Omit detail – you can always provide this verbally (or via extra slides). It’s your (verbal) story that counts. 4. Lay out your PowerPoint according to the ARTEMIS Corporate Identity The provided templates are intended to make it easier for you to make your PowerPoint presentation. Please adhere to the styles defined in the template. 5. Production of the PowerPoint Presentation You are personally responsible for the editing of your PowerPoint Presentation. Nevertheless, the ARTEMIS-IA Office want review your presentation, as it will be the basis for the training as well. Note: the template of the PPT will be separately emailed.


> Logistics & deadlines

Final deadline to send the PowerPoint Presentation to the office March 1 2013

Programme Coordinator analyses the PowerPoint and returns the feedback to the projects

March 8 2013

Title Slide

> Edit title to fit on max 2 lines > Calibri 44 point

Presentation Hints

… > Preferable to use only the main bullet point [Calibri 32 point] > If necessary only use one to maximal two sub-levels > Change ‘Title of presentation’ in the footer. Go to ‘View’ than to ‘Slide Master’ and at the first (!) page of the ‘Slide Master’, the ‘Title of presentation’ can easily be overtyped.

… > Do not use full sentences, keep them for your verbal story > Your verbal story should describe how the current situation compares to the future situation thanks to your technology and how it will contribute to society, life of people > This story should give an example of a real situation that your audience recognises as being a current problem. > Do not forget to WELCOME everyone first and introduce yourself by mentioning your name and position


Press/media briefing Find here some use full tips & tricks how to handle the press/media during the ARTEMIS Spring Event How to present your project @ press (content) > Aim to communicate AT MOST 3 key points to your audience > Use a simple structure > The first minute of your presentation is vital > Gain audience attention at the start > WIIFM: “What’s in it for me?” > Add an anecdote or “hook” which will make them listen > Know what you can and cannot say before the event How to present your project @ press (behaviour)? > Make eye contact > Vary the pitch and inflection of your voice > Vary the speed of your delivery > Vary volume > Don’t be afraid to use silence for effect > Put genuine energy and enthusiasm into your presentation > Contrast seriousness with humour The press is; > out for hot news > generally in a hurry > tired and stressed > after you, visiting a list of other projects

That’s why you; > Give a short and snappy description of your technology that catches their interest (1 minute) > Try to mention key benefits that he or she can relate to him/herself > Do not start explaining the technology; there is time for that after you caught his interest > Do not use jargon; practice your description with a person who knows nothing about your project > Look at the journalist when explaining your project, not at your poster or display > Try to observe his reaction – does he understand you, is he interested?


How to handle the press/media? > Press will be accompanied by Lara Jonkers > If an individual journalist approaches you, ask who he is, what kind of magazine he writes for and adapt your presentation to his target group > Refer journalists to the PR representative (Lara Jonkers) when the questions go beyond your area > Answer only questions related to your specific area of responsibility; refer all other questions to your press officer > Use simple language and give direct answers only > If you don’t understand a question, say so > If you don’t know the answer to a question, say so > Don’t let the journalist tempt you to play the role of critic: stick to your own briefing > Remember, there is no such thing as “off the record”. Anything you say can be published > Requests for interviews should be approved, coordinated with and accompanied by communications staff (most of the time at the initiation of press officer) > Questions on anything beyond your own area of responsibility should be referred to communications staff > For TV interviews, always make sure a PR representative is accompanying you (make sure your hair and clothing is ok)

Exhibitors Guide Spring Event 2013 ARTEMIS

Documents

Transcript of Exhibitors Guide Spring Event 2013 ARTEMIS