EUROPEAN COMMISSION DG INFORMATION SOCIETY & MEDIA · 2017-04-21 · EUROPEAN COMMISSION DG INFORMATION SOCIETY & MEDIA SEVENTH FRAMEWORK PROGRAMME INFORMATION AND COMMUNICATION TECHNOLOGIES

www.FOT-Net.eu

EUROPEAN COMMISSION

DG INFORMATION SOCIETY & MEDIA

SEVENTH FRAMEWORK PROGRAMME

INFORMATION AND COMMUNICATION TECHNOLOGIES

Coordination and Support Action – Grant Agreement Number 269983

FOT-Net2

Field Operational Tests Networking and Methodology Promotion

FOT-NET SEMINAR PLANNING

Deliverable no. D4.1

Dissemination level PU

Work Package no. WP4

Author(s) Yvonne Barnard (University of Leeds)

Co-author(s) Eline Jonkers (TNO), Suzanne Hoadley and Karen Vancluysen (POLIS)

Status (F: final, D: draft) F

File Name FOT-Net_D41_version02.doc

Project Start Date and Duration 01 January 2011, 36 months

www.FOT-Net.eu

Document Control Sheet

Main author(s) or editor(s): Yvonne Barnard

Work area: WP4

Document title: FOT-Net seminar planning

Version history:

Version

number

Date Main author Summary of changes

0.1 4 Febr 2011 Y. Barnard

0.2 15 Febr 2011 Y. Barnard comments from TNO, POLIS and ERTICO

Approval:

Name Date

Prepared Y. Barnard 04/02/2011

Reviewed E. Jonkers, S. Hoadley, K. Vancluysen 15/02/2011

Authorized I. Silva 03/03/2011

Circulation:

Recipient Date of submission

EC 03/03/2011

www.FOT-Net.eu

Table of Contents

Table of Contents 3

Executive Summary 4

1 Introduction 5

2 FOT-Net Seminars 2011-2013 6

2.1 Seminars planned 6

2.2 General issues in the planning of seminars 7

3 Organisational Framework 9

3.1 Tasks for the different phases in organising seminars 9

3.2 Specific checklists 14

References 16

List of Tables 17

Annex 1 Example agenda 18

Annex 2 Invitation to the seminar 19

Annex 3 Evaluation form for participants 20

Annex 4 Email to thank speakers 23

Annex 5 Email to thank participants 24

www.FOT-Net.eu logo

D4.1 - FOT-Net seminar planning 4

FOT-Net2_D41_version02.doc

Executive Summary

In this deliverable we describe the planning of the FOT-Net seminars. During the time-period

2011-2013 the following seminars will be organised:

1. Practical issues in starting up a FOT of Cooperative Systems and defining research

questions, hypotheses and performance indicators.

2. Interpretation and presentation of results at the end of a FOT

3. The FESTA methodology for newcomers

4. How to compare results from different FOTs and re-use of data

5. Tools for gathering and analysing data, especially in FOTs of cooperative systems

6. Topic to be decided in consultation with stakeholders

A framework is presented for the tasks that need to be performed in organising and

promoting the seminars and in reporting the results. The purpose of this framework is to

facilitate the steps to be taken to organise a successful seminar and to distribute the tasks

among different partners.

www.FOT-Net.eu logo



1 Introduction

In this deliverable we describe the planning of the FOT-Net seminars and a framework for the

actions that need to be taken to organise and promote the seminars and to report the results.

The purpose of this framework is to facilitate the steps to be taken to organise a successful

seminar and to distribute the tasks among different partners. The framework is based on the

organisation of eight seminars and other workshops during the previous FOT-Net project

period. The framework also serves as a checklist to ensure that no essential tasks are

forgotten and performed timely.

In Chapter 2 the seminars we are planning are described. In Chapter 3 the organisational

framework is given.

www.FOT-Net.eu logo



2 FOT-Net Seminars 2011-2013

2.1 Seminars planned

During the time-period of the FOT-Net project, 2011-2013, the following seminars are

planned:

Seminar 1: Practical issues in starting up a FOT of Cooperative Systems and defining

research questions, hypotheses and performance indicators.

To be held 15 April 2011 in Vigo, Spain

This seminar was originally planned later in 2011. However, two large European FOTs on

cooperative systems have started in January 2011, with a relatively large number of partners

who have not been involved in FOT-Net before or are unfamiliar with the FESTA

methodology. Therefore it was decided to bring this seminar forward in order to give them

support in an early stage and to become acquainted with the FOT-Net community. The focus

on research questions, hypotheses and performance indicators reflects the stage these

projects are in at that moment. In a previous seminar dealing with cooperative systems, in

Amsterdam on 24th March 2010, several issues and challenges were identified which will

serve as an input for this seminar. Also in the recommendations for the revision of FESTA,

the need was stated to adapt FESTA for FOTs on cooperative systems. In the revision of

FESTA going on in WP3, input on this topic coming from the seminar will be valuable.

Seminar 2: Interpretation and presentation of results at the end of a FOT

To be held in autumn 2011

In this seminar we will address the needs of FOTs that are starting their last phase, when

data analysis and impact assessment are nearly finished. This is relevant for both euroFOT

and TeleFOT, as well as for several national FOTs. In this seminar the focus will be on two

issues: how to interpret the results in such a way that they are relevant for the stakeholders

and provide answers to the research questions, and how to present the results to

stakeholders and non-experts (the general public). The focus of this seminar will be on

generating ideas and exchanging experiences on how to address these issues.

Seminar 3: The FESTA methodology for newcomers

To be held in 2012

New organisations start to become involved in FOTs, either by carrying out FOTs or by

acting as stakeholders. Organisations already involved in FOTs, bring in new people, either

recently hired or not previously involved in a FOT. This seminar will give a short, but

www.FOT-Net.eu logo



intensive, course on the FESTA methodology to bring these new people up to speed. The

focus of this seminar is on knowledge transfer of the FESTA methodology.

Seminar 4: How to compare results from different FOTs and re-use of data

To be held in 2012

In this seminar we will focus on how we can compare results from different FOTs in order to

advance the state-of-the-art on FOTs as well as on possibilities for re-using data coming

from different FOTs to perform further analyses. Both technical issues will be addressed, as

well as political and organisational ones. The working group from WP3 on this theme will be

involved in the organisation of this seminar.

Seminar 5: Tools for gathering and analysing data, especially in FOTs of cooperative

systems

To be held in 2013

This seminar is meant for the technical experts in FOTs who are performing the data

collection and analysis. The working group from WP3 on this theme will be involved in the

organisation of this seminar. The focus will be on both exchange of experiences with tools

and knowledge transfer from tool experts.

Seminar 6: Topic to be decided in consultation with stakeholders

To be held in 2013

For one of the seminars the topic has not yet been decided, allowing stakeholders to define

their needs for FOT-Net support.

2.2 General issues in the planning of seminars

All seminars will be widely advertised and are open for people interested in the topics. The

seminars are free of charge. Different seminars may address different target groups. With the

above set of seminars we expect to address a wide range of experts and non-experts

involved in different aspects of FOTs.

The planning given above may change, according to the needs identified by stakeholders

and consortium members. Experience in the first FOT-Net period taught us that seminars and

stakeholder meetings may give rise to specific questions and issues that are worthwhile to

address in a seminar.

The locations will vary, so that different parts of Europe will be visited. Organisation may be

shared with local partners, involved in national FOTs. If relevant events take place, it is an

www.FOT-Net.eu logo



option to have the seminar around the same time and in the same place, to attract a larger

audience.

We will invite speakers with relevant expertise, and aim to have a wide range of speakers

from different backgrounds, experience, age and gender in order to make the seminars

attractive, as participants also have a wide range of backgrounds. If relevant, speakers may

be invited from outside Europe.

www.FOT-Net.eu logo



3 Organisational Framework

The partners involved in the organisation of seminars are LEEDS (Workpackage leader),

TNO, POLIS, SAFER, VCC, IKA, FhG and ASFA. The seminars will be organised by different

combinations of partners, usually 2 or 3 partners. We aim to limit of the number of partners

responsible for tasks in each seminar, in order to be able to work efficiently and to spread out

the workload among partners (according to their budget) and seminars evenly.

3.1 In this chapter we present the organisational framework in the

form of check lists. First the tasks are given for all the steps in

organising seminars for the phases of Preparation (Tasks for

the different phases in organising seminars

Table 1), During the seminar (Table 2) and After the seminar (Table 3). Next separate

checklists are presented for specific groups of task dealing with Rooms and Facilities

(Table 4), Speakers (

Table 5), Materials (

Table 6) and Publicity (Table 7).

In these tables most of the tasks are assigned to “the organising partner”. This role can be

taken by one or two partners. Before each seminar, each task will be assigned to a specific

partner. The deadline gives an indication when the task should be finished. In the annexes

examples are given of materials (such as agendas and invitations) used in earlier seminars.

3.2 Tasks for the different phases in organising seminars

Table 1 Tasks for the Preparation phase

Task Preparation Phase Who

Deadline (time before seminar)

Remark

1.1 Determine topic preferably consortium meeting

> 3 months

1.2 Determine date and place, in consultation with project coordinator and partners

preferably consortium meeting

> 3 months

1.3 Appoint organising partners Consortium meeting > 3 months

1.4 Appoint one person as contact person for venue

organising partner 3 months

www.FOT-Net.eu logo





Remark

1.5 Discuss arrangements with venue (see checklist rooms)

venue contact person

3 months

1.6 Discuss financial arrangements with WP leader

venue contact person and WP leader

3 months

1.7 Consult project officer, ask for permission

project coordinator 3 months

1.8

Make draft agenda with topics to be addressed, thinking also about balance between listening and interaction, and theory and practice (cases).

organising partner

2,5 months

see Annex 1 for example

1.9 Make preliminary invitation and send to ERTICO

organising partner > 2 months

see Annex 2

1.10 ERTICO to send out via [email protected] and to place on the website

ERTICO > 2 months

1.11 Text for newsletter and newsflash

POLIS > 2 months

1.12 Find speakers organising partner 2 months

1.13 Appoint chairperson for the day

organising partner 2 months

1.14 Ask permission from project officer for speakers from outside Europe

organising partner and project coordinator

2 months

1.15 Make reimbursement arrangement with speakers

WP leader (organising partner makes sure that WP leader is aware of who needs reimbursement)

1,5 months

1.16 Set-up registration on the FOT-Net website

ERTICO 2 months

1.17 Extract registrations from the website weekly and send them to the organising partner

LEEDS/POLIS

1.18 If the number of registrations is low, ask ERTICO to resend invitation, take action to contact relevant organisations/people,

Check whether there are registrations from relevant projects and if necessary take action. Beware of fake registrations.

organising partner -

www.FOT-Net.eu logo





Remark

1.19 Ask ERTICO to send an updated draft agenda to participants once or twice (depending on the changes). Ask ERTICO to send the final agenda around a week before the seminar. Also update agenda on website.

organising partner -

1.20 If it is expected that many participants will stay overnight, arrange a restaurant. Add in the agenda that this will happen and make sure that participants who want to join can indicate this on their registration (they will have to pay their own dinner)

organising partner 4 weeks

1.21 Ask POLIS and ERTICO two weeks before the seminar to send FOT-Net materials (newsletters, bloc-notes, leaflets etc.) to either the organising partner or the meeting venue

organising partner 2 weeks

1.22 Produce and copy hand-outs, exercise descriptions etc.

organising partner 2 days

1.23 Produce and copy evaluation forms

organising partner 2 days see Annex 3

1.24 Produce and copy participant lists to be handed out (name, organisation and email address)


1.25 Produce badges with participants names and organisation and country


www.FOT-Net.eu logo



Table 2 Tasks for During the seminar

Task During the seminar Who Remark

2.1 Be present well in advance to arrange room, set-up computer etc. Lay down folders, writing pads, newsletters, pens on the tables.

organising partner

2.2 Make some pictures, for the website and the newsletter organising partner

2.3 Put the presentations of the speakers on the laptop of the chairperson

chairperson

2.4 Chairperson welcomes participants and a round-the-table where participants introduce themselves (Depending on number of participants)

chairperson

2.5 Keep to time-schedule, so all speakers have enough time, make sure there is time for questions and remarks, allow for sufficient time for coffee/lunch breaks, also to facilitate networking

chairperson

2.6 Have a registration table, hand out badges organising partner

2.7 Emphasise the importance of filling in the evaluation sheet, several times, and collect forms actively, also of participants leaving early

chairperson and organising partner

2.8 Thank speakers after their presentation/ applause

2.9 Make sure that things go well in the small group work, speakers or people responsible for the exercises should walk around and provide help, either assign participants beforehand or make sure that groups are well-balanced

chairperson, organising partner, in interaction with speaker

2.10 For exercises or small group work, let spoke-persons of the groups present the results, stick flip-chart work produced by the groups at different places on the wall or on boards

chairperson

2.11 Collect the products from the small groups organising partner

2.12 Clean-up room afterwards for seminar materials for commercial venues and completely for rooms of partner organisations

organising partner

2.13 Verify the arrangements with the venue venue contact person

www.FOT-Net.eu logo



Table 3 Tasks for After the seminar

Task After the seminar Who


Remark

3.1 Send thank you mail to speakers organising partner

1 day see example in Annex 4

3.2 Process the evaluation forms and make a short report

organising partner

1 week see FOT-Net D3.2 for example

3.3 Type out or summarise the outcomes of the small group work

organising partner

1 week

3.4 Make a full report of the seminar, including hand-outs and outcomes of the small group work

organising partner

1,5 week see FOT-Net D3.2 for examples

3.5 Ask ERTICO to put the report on the website

organising partner

1,5 week

3.6 Ask ERTICO to put the presentations on the website

organising partner

1,5 week

3.7 Prepare a mail for the participants with the link to the report on the website and ask ERTICO to send it

organising partner

1,5 week see example in Annex 5

3.8 Prepare short report of 200 words for the Newsletter and send it to Polis

organising partner

2 weeks see former news-letters for examples

3.9 If relevant, contact the chairpersons of the FOT-Net working groups to discuss the outcomes of the seminars, there may be valuable input with regard to the FOT methodology

organising partner

3 weeks

3.10 Have a debrief between the organising partners and the WP leader, by telephone or directly after the seminar

organising partner and WP leader

1 week

www.FOT-Net.eu logo



3.3 Specific checklists

Table 4 Checklist Rooms and Facilities

Checklist room and facilities

Room should cater for at least 30 people and preferably have some daylight

Arrange set-up of the room (for example classroom, U shape)

Possibilities for small group work, moving tables, or separate rooms, room in lobby etc.

Beamer (organiser usually brings laptop)

Flip-charts, post-its, pens, tape etc., bring them or make sure they are available

Coffee/tea, lunch

Check with speakers whether they need internet connection

Provide detailed access details on the FOT-Net website

Table 5 Checklist Speakers

Checklist speakers

Arrange reimbursement of travel and subsistence costs (for speakers employed by organisation that are not a partner in FOT-Net, beware that speakers belonging to another department of a FOT-Net partner are not eligible for reimbursement)

Discuss what is expected from speakers, if applicable, discuss exercises and cases, check whether they have special needs for e.g. materials, internet access. Have contact with the speakers on a regular basis.

If possible or desirable ask for their draft presentations before the seminar, also to share with other speakers (this is not always necessary or possible)

Collect presentations during the seminar and convert them to pdf

Table 6 Checklist Materials

Checklist materials

Hand-outs, exercise descriptions

Evaluation forms

Flip-overs, post-its, tape, pens etc.

FOT-Net materials (newsletters, leaflets, blocknotes, USB sticks, pens etc.)

List of participants with names, organisation and email

Badges with participants names, organisations and country

Beamer

Camera to make pictures at the seminar

www.FOT-Net.eu logo



Table 7 Checklist Publicity

Checklist publicity

Seminar announcement (‘save the date’) to be sent out to FOT-Net database by ERTICO or POLIS as soon as date, venue and topic is known

Event announcement to be inserted on FOT-Net website in events section

Specific invitation to be made to the FOT-Net Dissemination Liaison Group

Second news flash to be made once draft agenda is ready

Additional newsflashes to be undertaken depending on registration numbers or changes to the agenda

Final agenda to be circulated to registered participants and FOT-NET database one week in advance of the meeting

www.FOT-Net.eu logo



References

FOT-Net (2010). Deliverable D3.2: Report on seminars and chat rooms and feedback to the

FOT methodology.

www.FOT-Net.eu logo



List of Tables

Table 1 Tasks for the Preparation phase ........................................................................................... 9

Table 2 Tasks for During the seminar ..............................................................................................12

Table 3 Tasks for After the seminar ................................................................................................13

Table 4 Checklist Rooms and Facilities ...........................................................................................14

Table 5 Checklist Speakers ..........................................................................................................14

Table 6 Checklist Materials ..........................................................................................................14

Table 7 Checklist Publicity ...........................................................................................................15

www.FOT-Net.eu logo



Annex 1 Example agenda

FOT-Net extra seminar on

evaluating combinations of functions or systems

When? Friday 6 February 2009 - from 10.00-16.30

Where? World Meeting Center BIMS, Schiphol Airport, Amsterdam

AGENDA

MORNING SESSION

10:00 - 10:30 Introduction Oliver Carsten – FOT-Net

10:30 - 11:00 In small groups: selection of functions or systems and the expected interaction between them

11.00 – 11.30 In small groups: formulation of research questions and hypotheses for a combination of functions or systems

11:30 - 12:00 In small groups: define performance indicators

12:00 - 12:30 Brainstorm on determining base-lines

12.30 – 13.15 Lunch

AFTERNOON SESSION

13:15 - 13:30 Conclusions and summary of morning discussions Yvonne Barnard – FOT-Net

13:30 - 14:00 Practical constraints in evaluating combinations

of systems and functions Samantha Jamson – EUROFOT

Stig Franzén - TELEFOT

14:00 – 14:45 In small groups: brainstorm on solutions for practical problems

14:45 - 15:15 Presentations from small groups and plenary discussion

15:15 - 16:00 In small groups: formulation of recommendations

16:00 – 16:30 Plenary discussion and conclusions Oliver Carsten – FOT-Net

www.FOT-Net.eu logo



Annex 2 Invitation to the seminar

Dear all,

On <<XXX>> FOT-Net organises a seminar in <<YYY>> in cooperation with <<ZZZ>>. The topic of this seminar is <<AAA>>. Central issues are: <<BBB>>. The agenda of the seminar is attached to this e-mail. From the seminar you will learn: - <<111>>

- <<222>>

- <<333>> The day will be highly interactive with <<exercises, case studies and CCC>>. The seminar aims at <<technical experts, policy makers, representatives from branch organisations, DDD>> Registration for this seminar is possible on the FOT-Net website (include link: http://www.fot-net.eu/en/news__events/events/upcoming_fot_events/EEE). Save the date and subscribe if you are interested! When? <<XXX - from 00:00-00:00>> Where? <<address>> We hope to see you in <<YYY>>. Kind regards, The FOT-Net team

www.FOT-Net.eu logo



Annex 3 Evaluation form for participants

FOT-Net Seminar XXX

Questionnaire

Thank you for participating in this FOT-Net Seminar. In order to have a seminar that is as

effective and fruitful as possible, and to gear our future seminars as well as possible to the wishes

and needs of the participants, we are interested in your opinion and background. Therefore we

will ask you during the day to fill out some questions. Thanks in advance for your cooperation.

Name:

___________________________________________________________________________

Organization:

___________________________________________________________________________

1. Are you familiar with the FESTA project and the FESTA methodology?

Yes A bit No Unsure

2. Are you (your organization) involved in FOT activities?

Yes Not yet, but in future No

Project name / FOT name:

Location, country:

3. What is the current status of that FOT?

Idea Executing/in progress

In preparation/planning Project finalized

4. What is your role/interest in the FOT?

Project manager Project management team

Project steering committee Research team

Technical support team Administrative support team

Accounting / auditing team Legal / ethical advisor

Sub-contractor PR, communication

Project funder, sponsor Other, namely:

5. Which sector of industry does your company belong to?

Automotive Supplier

Services Research institute / university

Telecom Other, namely:

6. Can you indicate your motivation to participate in this seminar? What do you want to get out

of it?

www.FOT-Net.eu logo



EVALUATION SEMINAR

7. How did you appreciate the morning sessions? (On a scale from 1 to 5)

Very good Bad

Could you motivate your answer?

8. How did you appreciate the afternoon sessions?

Very good Bad

Could you motivate your answer?

9. Are the results of this seminar useful for you?

Yes Partly No Unsure

Any remarks:

10. What are you planning to do with the knowledge acquired today in actual practice?

11. Are your expectations for this seminar met?

Yes Partly No Unsure

12. Did you miss anything in the seminar or do you have suggestion?

13. Which subjects are of interest for further discussion?

ORGANISATION SEMINAR

14. How did you appreciate the organization of the seminar (registration, welcome, catering,

room)?

www.FOT-Net.eu logo



Very good Bad

Do you have any remarks or suggestions for improvement?

15. How did you appreciate the location and its accessibility?

Very good Bad

www.FOT-Net.eu logo



Annex 4 Email to thank speakers

Dear Colleagues,

Thank you for your contribution to the FOT-Net seminar in Amsterdam. Thanks to you we

look back at a successful and enjoyable event.

We will put your presentations in pdf format on the FOT-Net website, as well as a report of

the day.

We hope to see you soon at one of our other FOT-Net activities.

Kind regards,

The FOT-Net Team

www.FOT-Net.eu logo



Annex 5 Email to thank participants

Dear all,

Thank you for your active participation in the FOT-Net seminar on XXX on YYY in ZZZ.

The attached report and presentations are available on the project website <<make a

hyperlink>>

Kind regards,

The FOT-Net Team

Documents

EUROPEAN COMMISSION DG INFORMATION SOCIETY & MEDIA · 2017-04-21 · EUROPEAN COMMISSION DG INFORMATION SOCIETY & MEDIA SEVENTH FRAMEWORK PROGRAMME INFORMATION AND COMMUNICATION TECHNOLOGIES