Organising a session

March – May 2019

Join the Org Teams!

You can get involved at any stage of the programme planning process. Our slogan is: "Always open, always inclusive and never too late to get involved!"

Learn more about the session planning process.

Creating the programme

We try to accommodate all submissions in the EuroDIG agenda, because our concept is not to reject or accept proposals, but bring together people that can contribute to a session from different perspectives. We believe this will truly foster a multi stakeholder discussion, both during the session planning process and the EuroDIG event.


The programme is based on the submissions and the results of the public planning meeting as well as the feedback we received by the European community.

Forming Org Teams

The responsibility for the evolvement of each session is on the Organising Teams (Org Teams). They work in close cooperation with a Subject Matter Expert (SME) and the EuroDIG Secretariat. The composition of the Org Team is the result of merging proposals into sessions. Our aim is to bring together people with different perspectives and foster the multistakeholder dialogue already during the preparation process.

Once the programme is consolidated (by end of February / beginning of March) we reach out to all submitters inviting them to join the Org Teams, but anyone else can become a member of the Org Team too by subscribing to the mailing lists provided at the EuroDIG wiki on each session page.

Session principles

Results and quality of a session depend on inclusive and broad based participation. To maintain transparency and an effective interactive dialogue, we beg you to respect the following principles:

  • Focus on issues on the European agenda especially the ones that are emerging
  • Avoid a sort of duplication or “just more of the same” discussion we already had
  • Avoid seminar style presentations (no power points please)
  • Do not invite more than 3-4 key participants, rather include the audience into the debate as much and as early as possible.
  • (Self-) promotion for speaking slots or “speaker placement” – without substantial contribution to programme planning process – is not appreciated.
  • Ensure stakeholder balanced dialogue, considering also gender, age and geographical balance.
  • Statements should be “punchy” or even provocative, not exceeding 5 minutes (max.) each speaker.
  • Include remote participants with the help of the remote participation moderator.
  • Publish all information about your session at the wiki as soon as possible. In case of needing help please contact the wiki facilitator.
  • Always use your own words to describe your session. If you decide to quote the words of an external source, give them the due respect and acknowledgement by specifying the source.

Session roles

Subject Matter Experts (SMEs) are responsible for the clustering of all submissions within a thematic category they have an expertise in. They define subtopics and identify submissions which fall under this subtopic. The aim is to verify submissions that can be merged in one session. In the course of the session organising process SMEs will serve as a mentor for the respective category by supporting Focal Points.

Focal Point takes over the responsibility and lead of the session organization. Focal Points are kindly requested to observe the session principles. Each session has one or max. 2 Focal Points, that works in close cooperation with the EuroDIG Secretariat and the SME.

Org Team is a group of people shaping the session. Every interested individual can become a member of an Organising Team (Org Team), even at a later stage when the work has started already, by subscribing to the mailing list published at the session page of the EuroDIG wiki.

Moderator is the facilitator of the session at the event. Moderators are responsible for including the audience and encouraging a lively interaction among all session attendants.

Remote Moderator is in charge of facilitating participation via digital channels such as WebEx and social medial. Remote moderators monitor and moderate the social media channels and the participants via WebEX and forward questions to the session moderator. Let us know if you like to join the team by contacting the remote participation coordinator.

Reporter takes notes during the session and formulates 3 (max. 5) bullet points at the end of each session that:

  1. relate to the particular session and to European Internet governance policy
  2. are forward looking and propose goals and activities that can be initiated after EuroDIG (recommendations)
  3. are in rough consensus with the audience

Key Participants are experts, assigned and invited by the Org Teams, that are willing to provide their knowledge during a session –not necessarily on stage. Key participants should contribute to the session planning process and keep statements short and punchy.

Session formats

TypeDescriptionDurationNo. of SpeakerDegree of interaction with the audienceRemote participation / webcast
Welcoming, opening, key noteThese sessions are in the responsibility of the host. This is the place where high ranking politicians and experts address the audience.30 - 60 min1-4 (in justified cases 5)lowyes
PlenaryIn a plenary broadly based topics will be discussed. The panel consist of high ranking experts from all stakeholder groups.60 - 90 minmax. 4 (in justified cases 5)mediumyes
Plenary break out sessionIt is a follow up from the foregoing plenary and shall build upon on what has been discussed in more depth. A moderator will lead the discussion. It will take place in the main plenary room, but groups can split up.90 minno speaker rather key participantshighno
WorkshopIn a workshop we will deal with more specific topics. It should NOT designed like a small plenary. Please try interactive formats and session styles (open discourse,world cafe, round table)90 minno speaker rather key participantshighyes
FlashThis format gives you all the freedom and flexibility to introduce a very specific topic to a broader audience. It can be a presentation of a project, product or thesis, a controversy, or a possibility for you to gather feedback from the audience.30 minyoulow - high
(this is up to you)
no
Pre-Event / Side-Event

It became a tradition that major events are surrounded by other meetings and events. Like the New Media Summer School, a board meeting, a general assembly or a meeting of a specific group. Such side events create synergies with the major event in terms of participation and expertise.up to X daysup to youup to youno
Wrap upDuring the last session of EuroDIG we summarize the 2 days and try to formulate a message, which can be brought forward. It will be moderated.30 - 60 min0highyes

Wiki as the organising tool

The Organising Teams shall document the session planning in the EuroDIG wiki. We kindly ask all Organising Teams to publish the status of the session development on the discussion page and the final outline on the corresponding session page according to the deadlines.

The wiki is publicly available and aims to keep all information and workflows in one place. Additionally it increases the inclusiveness and transparency of the EuroDIG process by allowing other interested people to join the teams at any time – according to EuroDIGs slogan “… always open, always inclusive and never too late to get involved!”

 

 

 

 

 

Host 2019

in cooperation with

Institutional Partners