Co-host key EBN events

Organisation process

The process to host an EBN event will usually start two years in advance. A public call for candidates is launched and shared directly with members of the EU|BIC community.

 

Interested parties are invited to contact the secretariat for an introductory conversation. We will be happy to clarify any questions and connect you with previous hosts to hear from your peers about the experience.

 

In the first two months, you are invited to prepare a preliminary document detailing the ideas and the feasibility of the event. The document should contain:

• Short description of the host region and the context of your interest
• Indicative optional dates
• Event and dinner venue options
• Accommodation partnering options
• Preliminary themes and desired content for the event
• Financial viability (preliminary total costs, potential private sponsors & public support,…)

 

Here you can find a template for filling in answers to some of the questions required – this document can also be accompanied by others that aid your presentation click here for an example

 

Submitted documents are shared with and examined by the EBN Board of Directors. Their feedback will allow candidates to strengthen proposals and submit a more concrete final document, detailing the above-mentioned elements with more accurate information. Final proposals are again submitted to the Board of Directors who will make its final choice for host.

 

The collaborative organization process starts once a choice is made.

Preview of a possible timeline

The criteria for a member to host one of the EU|BIC community’s flagship events are:

 

• The hosting location should be European, and attractive from an economic, cultural, historical, or symbolic point of view. The location should also be accessible to participants commuting from different countries, with access to an international airport close by. The EU|BIC community prides itself to be present in all types of regions, from rural to highly cosmopolitan, from central to more remote. This pride informs our criteria – attractiveness and accessibility should not be taken to mean only capital cities, but rather that participants from other remote locations can travel with minimal hassle.

 

• For the EBN Congress, the hosting location should have the capacity to host approximately 400 delegates in a single space (with a plenary room for around 300 participants, and smaller breakout rooms and networking/catering spaces also available), with hotels in its vicinity to reduce transfer time as much as possible.

 

• For EBN Techcamp, the hosting location should have the capacity to host around 100 delegates. Due to the insider and the more specialized nature of this event, we are very interested in the host EU|BIC having the capacity to host the event in their own spaces. A plenary space for around 50-70 participants, smaller rooms for interactive sessions, and catering space will be needed, with hotels in its vicinity to reduce transfer time as much as possible.

 

• The ecological footprint of the event will be taken into account. In this frame, the sustainability of the venues, and the transportation methods needed by participants, among other elements, will be taken into account.

 

• The host EU|BIC has the initiative to select themes, topics, and the overall content it wishes for the event. Generally, the programme should focus on innovation incubation trends and take into account the four EU|BIC mission commitments (regional economic development; quality business support; access to finance; scaling European innovation). The relevance and differentiation of the proposed themes will be evaluated in the selection.