Pan European Technology Energy Research Approach · 2 Review of Outline TUS 27.03.2019 3 Final version for D5.1: “Workshop format” DERlab 29.03.2019 4 Review FOSS 30.03.2019 Document

PANTERA

Pan European Technology Energy Research Approach

Work Package 5

Workshop and dedicated stakeholders meeting organisation

Deliverable D5.1

Workshop Format

Grant Agreement No: 824389

Funding Instrument: Coordination and Support Action (CSA)

Funded under: H2020 LC-SC3-ES-7-2018: Pan-European Forum for R&I on Smart Grids, flexibility and Local Energy Networks

Starting date of project: 01.01.2019

Project Duration: 48 months

Contractual delivery date: 31.03.2019

Actual delivery date: 31.03.2019

Lead beneficiary: DERlab

Deliverable Type: Report

Dissemination level: Public

Revision / Status: final This project has received funding from the European Union’s Horizon 2020 Coordination and Support Action Programme

under Grant Agreement No. 824389

Ref. Ares(2019)2283959 - 30/03/2019

GA No: 824389

D5.1: Workshop format Revision / Status: final 2 of 23

Document Information Document Version: 2

Revision / Status: final All Authors/Partners Mohamed Shalaby / DERlab Keywords: Workshop, organisation, workshop format, stakeholders Document History

Revision Content / Changes Resp. Partner Date

1 Outline for D5.1 DERlab 25.02.2019

2 Review of Outline TUS 27.03.2019

3 Final version for D5.1: “Workshop format” DERlab 29.03.2019

4 Review FOSS 30.03.2019

Document Approval

Final Approval Name Resp. Partner Date

[Review WP Level] Rad Stanev TUS 27.03.2019

[Review Executive Board Level] Venizelos Efthymiou

Christina Papadimitriou FOSS 30.03.2019

Disclaimer This document contains material, which is copyrighted by certain PANTERA consortium parties and

may not be reproduced or copied without permission. The information contained in this document is

the proprietary confidential information of certain PANTERA consortium parties and may not be

disclosed except in accordance with the consortium agreement.

The commercial use of any information in this document may require a licence from the proprietor of

that information.

Neither the PANTERA consortium as a whole, nor any single party within the PANTERA consortium

warrants that the information contained in this document is capable of use, nor that the use of such

information is free from risk. Neither the PANTERA consortium as a whole nor any single party within

the PANTERA consortium accepts any liability for loss or damage suffered by any person using the

information.

This document does not represent the opinion of the European Community, and the European

Community is not responsible for any use that might be made of its content.

Copyright Notice © The PANTERA Consortium, 2019 – 2022

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Table of contents

Abbreviations .................................................................................................................................. 4

Executive Summary ........................................................................................................................ 5

1 Introduction .............................................................................................................................. 6

1.1 The scope of the Document .............................................................................................. 6 1.2 Structure of the Document ................................................................................................ 6

2 PANTERA activities ................................................................................................................. 7

2.1 PANTERA concept ........................................................................................................... 7 2.2 Role of PANTERA workshops ........................................................................................... 7

3 Workshop Format .................................................................................................................... 9

4 Workshop Organisation ......................................................................................................... 11

4.1 Introduction ..................................................................................................................... 11 4.2 Planning the workshop .................................................................................................... 11 4.3 Preparing Workshop ....................................................................................................... 12 4.4 After the workshop .......................................................................................................... 13

5 Conclusions ........................................................................................................................... 15

6 Annex .................................................................................................................................... 16

6.1 List of Figures ................................................................................................................. 16 6.2 ToDo list to plan PANTERA workshop ............................................................................ 16 6.3 ToDo list to prepare PANTERA workshop ....................................................................... 16 6.4 ToDo list after PANTERA workshop ................................................................................ 17 6.5 Participants list ................................................................................................................ 17 6.6 Travel expense claim ...................................................................................................... 18 6.7 Registration form ............................................................................................................ 19 6.8 Publishing agreement ..................................................................................................... 20 6.9 Workshop feedback ........................................................................................................ 21 6.10 Certificate of Attendance ................................................................................................. 23

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Abbreviations

CSA Coordination and Support Action

PANTERA Pan European Technology Energy Research Approach

DERlab European Distributed Energy Resources Laboratories

EERA European Energy Research Alliance

ETIP SNET

The European Technology and Innovation Platform Smart Networks for Energy Transition

FOSS UNIVERSITY OF CYPRUS

IERC UNIVERSITY COLLEGE CORK

JRC Joint Research Centre

TU Sofia TECHNICAL UNIVERSITY OF SOFIA

UCD UNIVERSITY COLLEGE DUBLIN

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Executive Summary PANTERA project will organise at least 16 workshops and interaction meetings with stakeholders. This document illustrates the format that is going to be used for PANTERA workshops. It is planned to organise 8 workshops on the regional level and 8 workshops on the pan-European level. The format will be almost common for all workshops in order to provide consistency. Moreover, this document will be used as a guideline for the consortium to prepare and organise PANTERA workshops. Attached to this deliverable a number of templates are included that will assist the organization of the workshops.

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1 Introduction PANTERA project will organise at least 16 workshops and interaction meetings with stakeholders. A total of four workshops per year will be organised linked with on-going strategic processes and developments at European level. Attendance of different stakeholders (from industry/business, academic/research institutions, public authorities/bodies and non-governmental institutions) is to be ensured through strong marketing efforts and inviting representatives from stakeholder organisations. The PANTERA consortium formed WP5 “Workshop and dedicated stakeholders meeting organisation” in order to plan well and organise PANTERA workshops. This work package is led by DERlab. WP5 consists of three tasks. The first task focuses on the workshop format, while the second and third tasks focus on the regional and Pan-European workshops. 1.1 The scope of the Document This document illustrates the format that is going to be used for PANTERA workshops. The format

will be almost common for all workshops in order to provide consistency. Moreover, this document

will be used as a guideline for the consortium to prepare and organise PANTERA workshops.

Although this deliverable is submitted in month 3, it will be a living document that will be updated

based on the feedback collected from the stakeholders and completed workshops in order to improve

future PANTERA workshops.

1.2 Structure of the Document This deliverable consists of five chapters and the rest of the document is structured as follows:

- Chapter 2 “PANTERA workshop activities” – this chapter presents PANTERA project and the role of PANTERA workshops

- Chapter 3 “Workshop format” – this chapter presents the format of the workshop - Chapter 4 “Workshop organisation” – this chapter focuses on the preparation of the workshop - Chapter 5 “Conclusion” – this chapter summarizes the conclusions that can be extracted from

this deliverable

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2 PANTERA activities This chapter will present the PANTERA concept and the role of the workshops in achieving PANTERA goals and objectives. 2.1 PANTERA concept PANTERA project aims at setting up a European forum composed of Research & Innovation stakeholders active in the fields of smart grids, storage and local energy systems, cooperating with policymakers, standardisation bodies and driven by experts in both research and academia representing the energy system. PANTERA will help to bridge the gaps that currently exist in the energy field between European member states. A multi-functional collaborative platform will be established by the project. This multi-functional platform will be used as a digital repository that will contain data uploaded by the project partners, a user-friendly tool boxe, tools for generating ideas, solutions for low spending counties and a deliverable area. There is going to be a lot of interaction between the collaborative platform, working groups, stakeholders, workshops, European projects and other platforms and initiatives.

Figure 1: PANTERA concept

2.2 Role of PANTERA workshops PANTERA project is planning to organise at least 16 workshops throughout Europe, targeting the low spending countries in related research and innovation activities. It is planned to organise 8 workshops on a regional level and 8 workshops on a pan-European level. For better organization and effectiveness of the workshops, Europe was shared in 7 regions. These regions consist of the low spending countries that PANTERA aims to focus on but also of countries that can prove to act as springboard. The regional desks formulation will also support the sustainability of the project and its results. All partners participate and are responsible for their respective region (Figure 2). In specific:

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SINTEF: responsible for Scandinavian region (Norway, Sweden, Denmark and Finland) IPE: responsible for Baltic region (Latvia, Estonia, and Lithuania) TU Sofia: responsible for Balkans (Bulgaria, Romania, and Greece) FOSS/S5: responsible for Mediterranean Area (Cyprus, Malta) IERC/UCD: Ireland Derlab: responsible for Central Europe ( Poland, Slovakia, Czech) RSE: responsible for Hungary, Croatia, Italy Those workshops will facilitate the exchange of experience and capacities between members of the research and innovation community in collaboration with already on-going activities. Most of the workshops will be complementary to other similar events and conferences to build synergies, best practice procedures and managing interest and participation. The topics of the workshops and stakeholders will be identified in WP 2 and 4. The main objectives for the workshops are to identify the gaps in the low spending countries and come up with potential solutions to accelerate the research and innovation in low spending countries in the energy field. The outcomes of the workshops will feed the respective reports and the collaboration platform, to enhance knowledge sharing and use of best practice approach in enhancing R&I activities in low spending countries.

Figure 2: Regional Desks

LatviaEstonia

Lithuania

BulgariaRomaniaGreece

CyprusMalta

PolandSlovakia

Czech

HungaryCroatia

Italy

IPE

TUS

FOSS,S5

DERlab

RSE

Responsible partners

Good practices countries

Low

sp

end

ing

cou

ntr

ies

acco

rdin

g to

Sm

art

Gri

d P

roje

cts

Ou

tlo

ok

20

17

pe

r ca

pit

a.

Discuss on ways to learn from them. How do we engage them to drive us forward and act as a springboard?

IrelandUCC-IERCNUID-UCD

Responsible partners

SINTEFNorway, Sweden,

Denmark and Finland

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3 Workshop Format This chapter illustrates the structure of the workshop and how PANTERA consortium will structure PANTERA workshops. The main objective of PANTERA’s workshops is to present and discuss the gaps in each region in low spending countries and propose solutions to increase the research and innovation activities in the energy field. PANTERA consortium had discussed in detail the format of the workshop. Three formats were explored by the consortium. The first proposed workshop format:

1. Introduction to PANTERA project 2. 2-3 presentation1 focusing on the gaps/challenges in the

region where the Workshop is taking place or Pan-European

challenges

3. Coffee break

4. 2-3 presentation focusing on the gaps/challenges in the

region where the Workshop is taking place or Pan-European

challenges

5. Coffee break

6. Presenting PANTERA platform

7. Panel section OR Round table to discuss

8. Closing section The second proposed workshop format:

1. Introduction to PANTERA project


3. 2-3 presentation mapping the challenges in the region with

potential solutions/projects (e.g. BRIDGE)

4. Coffee break

5. 2-3 presentation focusing on how PANTERA-Platform can

address/solve the challenges/gaps in the region/Pan-

European

6. Coffee break


8. Closing section

1 Based on timing

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The third proposed workshop format:

1. Introduction to PANTERA project

2. 2-3 presentation focusing on the gaps/challenges in the

region where the Workshop is taking place or Pan-

European challenges

3. Coffee break

4. 2-3 presentation mapping the challenges in the region with

potential solutions/projects (e.g. BRIDGE)


6. 2-3 presentation focusing on how PANTERA-Platform can

address/solve the challenges/gaps in the region/Pan-

European

7. Coffee break


9. Closing section

There was a proposal to use the first proposed workshop format during the first period of the project to identify the gaps in the low spend region, while using the second proposed workshop format during the second period of the project in which potential solutions are proposed to low spending countries and how PANTERA platform could solve the challenges in those regions. The third proposed workshop format is a mixture of the first and second one in which gaps and challenges are presented and good practice are presented too. PANTERA consortium agreed to use this workshop format for all planned workshops of PANTERA. The workshop will start with a presentation of the project and its objects, followed by two to three presentations addressing the gaps and challenges in the region. Those gaps and challenges will be identified before the workshop with collaboration with the stakeholders. More than one break will be planned during the workshop to encourage the stakeholders to network. After the break, there will be a session focusing on the potential solutions to solve the gaps and overcome the challenges that the region is facing. During this section, one or two EU projects could be presented. After that, PANTERA platform will be presented to the stakeholders and how the platform could facilitate the process. . Before the closing session for the workshop, there is going to be either a round table discussion or panel session, depending on the number of stakeholders attending, to discuss the challenges that faces the region and how to solve those challenges and come up with innovative ideas to promote the research and innovation in energy field in low spending countries. This is an initial workshop format and could evolve based on the feedback from the stakeholders that are going to attend planned workshops.

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4 Workshop Organisation 4.1 Introduction This chapter focuses on the preparation for the workshop and what needs to be organised and by whom. This chapter could be used as a guideline for PANTERA consortium to organise the workshop. There are three sub-sections in this chapter. The first one focuses on the actions that need to be taken before the workshop (in the planning phase), while the second sub-section focuses on the actions that need to be taken during the workshop and a few hours before. The last sub-section focuses on the actions that need to be taken after the workshop. The outcome for this chapter will be three lists of ToDo that would be used by PANTERA consortium to organise the workshop. The ToDo list is attached to this document in the annex section. 4.2 Planning the workshop 4.2.1 Events In order to attract as many stakeholders as possible to PANTERA workshops, the consortium will try to combine the PANTERA workshop with other events taking place in the region. Therefore, DERlab created a live excel sheet on OnlyOffice with all the events and conferences that are taking place in Europe. This excel sheet is updated regularly by the consortium whenever a new event is spotted and it is considered as a database for event organisation. As a first step, PANTERA consortium needs to select one of the potential events to organise the planned PANTERA workshop as a side event and discuss it with the event organiser.

ToDo Who is responsible?

Select one of the potential events to organise PANTERA workshop

PANTERA consortium

Discuss with the event organiser the possibility to have PANTERA workshop as a side event

DERlab (Pan-European Workshop)

Regional partner (Regional workshop)

4.2.2 Agenda The regional partner will discuss with the project consortium and the stakeholders the potential gaps and challenges in the energy sector in this region. Based on those gaps and challenges, a preliminary agenda will be created by the project consortium.


Define the potential gaps and challenges in the energy sector in this region

Regional partner PANTERA consortium

Preliminary agenda for the workshop with date Regional partner

DERlab FOSS

4.2.3 Contact the presenters Based on the preliminary agenda and the gaps, PANTERA consortium will identify the key stakeholders who can give a presentation or lead the discussion during the workshop. The PANTERA consortium will personally contact the potential stakeholders and invite them to give a presentation or lead the discussion during the workshop.

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Contact the stakeholders who will give a presentation or lead the discussion during the workshop

PANTERA consortium

4.2.4 Announcing the workshop After inviting the key stakeholders (presenters) and defining the final agenda for the workshop. The workshop will be announced in all the communication and dissemination channels to attract as many stakeholders to the workshop as possible. An online registration form will be created and the stakeholders should register before attending the workshop.


Online registration form for the workshop DERlab

Announcing the workshop data, location and agenda and promoting the workshop using all the dissemination channels



4.2.5 Logistical information The stakeholders who will be registered to the workshop will be thanked for registering for the workshop and will receive by email detailed logistical information about the workshop location (e.g. Directions to the workshop room, how to access the building where the workshop will take place...etc.).


Prepare the logistical information and send it to the stakeholders



4.3 Preparing Workshop 4.3.1 Collect the slides and publication agreement In order to prevent any technical problems during the workshop, the presenters will be kindly asked to send their presentation and sign the publishing agreement


Ask the presenters to send their presentation in advance DERlab

Prepare the publication agreement DERlab

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4.3.2 Participation list and dissemination material DERlab together with the host partner will prepare a list of participants in the workshop, name badges, giveaways, roll-up and dissemination material for the project. The dissemination materials will be sent a couple of weeks before the workshop to make sure that it's available during the workshop.


Participant list DERlab

Name badges



Send the dissemination materials, giveaways and roll-up DERlab

4.3.3 Equipment check A couple of hours before the start of the event, DERlab will check the technical equipment and make sure that all the equipment is working without any problems.


Check the equipment DERlab

4.3.4 Minutes and Photo In addition to the normal organisation for the workshop, minutes for the workshop will be written and it will be documented in D5.2, D5.3, D5.4 and D5.5 and photos will be taken too. The minutes will summarise the outcome / discussion from the workshop and will help PANTERA consortium in tackling the gaps and the challenges in the low spending countries.


Write the minutes DERlab

Take photos DERlab

4.4 After the workshop 4.4.1 Share slides and minutes After the end of the workshop, DERlab will collect the final slides from the presenters and their confirmation for sharing them on PANTERA website. The minutes and outcome from the workshop together with the workshop slides will be shared on PANTERA website and all the stakeholders who attended the workshop will receive them.


Share the workshop slides and minutes DERlab

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4.4.2 Travel reimbursement According to PANTERA grant agreement, PANTERA will reimburse the travel and subsistence costs of two invited specialists that will be coordinating or enhancing the works of the workshops. After the workshop, the host (DERlab for Pan-European / Regional partner for the regional workshop) will get in contact with the invited specialists and will send them a template to fill it out and send it back to the host partner with bills. The host partner will send the money to the invited specialist without delay.


Send travel reimbursement to the invited specialist



4.4.3 Feedback questionnaire After the end of each workshop, PANTERA consortium will prepare a questionnaire and send it to the participants and speakers / panelists to pursue engagement of the stakeholders and gets solid feedback on the impact of each workshop. The feedback will be collected and discussed within PANTERA t consortium to identify areas for improvement of the future PANTERA workshops.


Send feedback questionnaire to the stakeholders DERlab

4.4.4 Certificate of attendance Some of the stakeholders may require a certificate of Attendance. A template for a certificate of attendance has been prepared and attached to this deliverable (in annex). Upon request of a certificate of attendance, the host partner will prepare the certificate and send it to the stakeholder.


Certificate of attendance (If requested)



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5 Conclusions This document presents the format that is going to be used for PANTERA workshops. The PANTERA consortium plans to use almost the same format for all workshops in order to provide consistency. This deliverable can be used as a guideline for the consortium to prepare and organise workshops. It also contains templates (in Annex) that can be used to assist in organising and preparing the workshop. The annex for this deliverable contains the following templates:

- ToDo list to plan PANTERA workshop - ToDo list to prepare PANTERA workshop - ToDo list after PANTERA workshop - Workshop participants list - Travel expenses claim - Registration form - Agreement to publish - Certificate of attendance

Although this deliverable is submitted in month 3, it will be a living document that will be updated

based on the feedback collected from the stakeholders in order to improve future PANTERA

workshops.

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6 Annex 6.1 List of Figures Figure 1: PANTERA concept .......................................................................................................... 7 Figure 2: Regional desks……………………………………………………………………………………8 6.2 ToDo list to plan PANTERA workshop

ToDo Done Who is responsible?

Select one of the potential events to organise PANTERA workshop

PANTERA consortium

Discuss with the event organiser the possibility to have PANTERA workshop as a side event

DERlab (Pan-European

Workshop) Regional partner

(Regional workshop)

Define the potential gaps and challenges in the energy sector in this region

Regional partner

PANTERA consortium

Preliminary agenda for the workshop with date Regional partner

DERlab FOSS

Contact the stakeholders who will give a presentation or lead the discussion during the workshop

PANTERA consortium

Online registration form for the workshop DERlab

Announcing the workshop data, location and agenda and promoting the workshop using all the dissemination channels



(Regional workshop)

Prepare the logistic information and send it to the stakeholders



(Regional workshop)

6.3 ToDo list to prepare PANTERA workshop


Ask the presenters to send their presentation in advance DERlab

Prepare the publication agreement DERlab

Name badges



Send the dissemination materials, giveaways and roll-up DERlab

Check the equipment DERlab

Write the minutes DERlab

Take photos DERlab

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6.4 ToDo list after PANTERA workshop


Share the workshop slides and minutes DERlab

Send travel reimbursement to the invited specialist



(Regional workshop)

Send feedback questionnaire to the stakeholders DERlab

Certificate of attendance (If requested)



(Regional workshop)

6.5 Participants list

Participants List

PANTERA Workshop ……. (Topic, exact description)

Meeting Venue – exact address Meeting date

Name Surname Institution/ Company

I agree to be included in the PANTERA newsletter list

Signature

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6.6 Travel expense claim

TRAVEL EXPENSE CLAIM PANTERA Workshop ……. (Topic, exact description)

Meeting Venue – exact address

Meeting date

Name, First name

Company/Institution.

Phone, e-mail

Name host partner Address host partner

Travel Dates

Date

Destination (place and country): Brussels, Belgium

Purpose of travel: Workshop “title”

Travel authorised by: Invitation

Cost calculation (numbered evidence required) balance of costs evidence no.

Proven overnight expenses: € No.

Flight expenses: € No.

Train ticket: € No.

Taxi costs: € No.

Additional travel costs: € No.

Other costs: € No.

Total €

Travel confirmation and signature

I hereby certify that the data provided are correct and complete, the costs indicated did occur.

Place, date, signature

Name of Bank for reimbursement

Address of Bank:

Bank code:

Swift address:

Account No.:

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6.7 Registration form

Registration form



Please fill out this form to register for the Workshop. Please enter your contact details. Marked fields are mandatory for the access to the venue premises First Name Last Name Degree male female Degree male female Name of your Organization/Company Country of your working Location Your Nationality ID or passport number

E-mail Address Phone Number Did you already participate at the xxxxxx (former workshop)? yes no Would you like to add any comments?

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6.8 Publishing agreement

Agreement to Publish



Yes No

I hereby agree with the publication of my presentation (paper, photo…) on the PANTERA website (pantera-platform.eu) (if necessary, clarifying about the format, f.e. in PDF-format)

Company/ Institution:

City, Country:

First, last name:

Email:

Title of presentation:

Date: ______________________ Signature: ___________________________________

Please return by email to: [email protected]

Papers and presentations without signed agreement will not be published.

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6.9 Workshop feedback



Workshop feedback

In order to constantly improve the workshops held by the PANTERA consortium we kindly ask you to fill in this feedback questionnaire about today’s workshop. Thank you very much for your help. 1. First general impression Please rate your overall assessment of the event. (1 = very poor, 5 = excellent)

My overall assessment of the event: 1 2 3 4 5

2. Content-related feedback Please rate the following statements: (1 = I totally disagree, 5 = I totally agree)

The content was as described in the invitation and flyer

1 2 3 4 5

The discussion was as I expected from the scope paper.

1 2 3 4 5

The scope paper was very useful as a preparation for the workshop.

1 2 3 4 5

The scope paper was very useful for my decision to attend the workshop.

1 2 3 4 5

The introductions and discussions were matching.

Session 1 Session 2 Session 3

1 1 1

2 2 2

3 3 3

4 4 4

5 5 5

I consider the outcome useful and meaningful. 1 2 3 4 5

3. Organization-related feedback Please rate the following statements: (1 = I totally disagree, 5 = I totally agree)

The workshop was well organized. 1 2 3 4 5

The pre-workshop administration was appropriate and informative.

1 2 3 4 5

The workshop facilities and location were appropriate and satisfactory.

1 2 3 4 5

The ratio of content/breaks was appropriate. 1 2 3 4 5

Given the topics the workshop was too long/ too short/ appropriate.

Too long Just right Too short

The discussion time was too long/ too short/ appropriate.

Too long Just right Too short

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Please rate the following aspects of the workshop: (1 = very poor, 5 = excellent)

Visual 1 2 3 4 5

Acoustics 1 2 3 4 5

Meeting space 1 2 3 4 5

Food and refreshments 1 2 3 4 5

4. Further questions

Would you recommend similar workshops on current issues to a colleague?

yes no

Why? / Why not?

Did the workshop fulfill your expectations? yes no

Why? / Why not?

What did you like best about this workshop?

Anything negative about this workshop?

Which topics would you like to discuss in future workshops in the field of workshop TOPIC?

Thank you for your attendance and have a safe way home. We would be very pleased to welcome you again soon on PANTERA events.

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6.10 Certificate of Attendance

To Whom it may concern

Certificate of Attendance

This is to certify that

NAME OF THE PARTICIPANT, INSTITUTE has attended on DATE the following event

Workshop "title", moderated by xxx / organization

at PLACE / exact name of the institute / organisation / meeting venue ADDRESS of the event Organisator: EXAMPLE DERlab e.V. _________________________________ ____________________________________ Place and Date Title, name, position / Representative of the Organisator

Documents

Pan European Technology Energy Research Approach · 2 Review of Outline TUS 27.03.2019 3 Final version for D5.1: “Workshop format” DERlab 29.03.2019 4 Review FOSS 30.03.2019 Document