EUROPEAN UNION CONTEST FOR YOUNG SCIENTISTS 2015 IN MILAN

Project Information

EUCYS2015

Grant agreement ID: 674923

DOI

10.3030/674923

Project closed

EC signature date 14 April 2015

Start date 1 January 2015

End date 31 December 2015

Funded under

• SCIENCE WITH AND FOR SOCIETY

Total cost

€ 1 134 437,50

EU contribution

€ 800 000,00

Coordinated by

FAST - FEDERAZIONE DELLE ASSOCIAZIONI SCIENTIFICHE E TECNICHE
Italy

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Deliverables

Other (33)

Schedule of local transports

Organization of the local transport service and timetable, including transport from and to the airport. [M9]

EUCYS 2015 daily press release

During the EUCYS 2015 event the Press office will produce the daily press release; [M9]

Dissemination and communication plan

EUCYS 2015 Communication Plan will be produced, both for local and international target groups, including all the necessary and most suitable PR tools. [M5]

Schedule of activities during the free time

The schedule of activities during free time will be produced, in close consultations with the EC representatives and the previous host organizers. [M9]

Detailed description of HO prizes

Detailed description of the HO Prizes (Special Donated Prizes) will be produced and submitted to the EC. [M6]

Implementation team and organizing office of Eucys 2015

Establishing of EUCYS 2015 managing team and organizing office on behalf of the Host Organizer; [M1]

Total list of NOS and countries

List of National Organizers and Host Countries representatives will be produced [M7]

Press office

The EUCYS 2015 press office will be established, in order to ensure the smooth and swift communication with media representatives and preparation of the press conferences. [M2]

Selection of catering services, reservation and orders

Selection of the catering companies on a base of public call (or exclusivity within the venue), based on the criteria of price, quality and quantity. Preparation of contracts. [M9]

Schedule of the contest

Final schedule of the contest will be produced, in close consultations with the EC representatives and the previous host organizers. [M9]

Electronic registration of participants

The EUCYS 2015 website will contain the open access to the online registration of the participants and all the relevant information as regards the participation at the contest [M6]

Press conferences

According to the EUCYS 2015 Communication Plan, the press conferences will be organized in order to get the event visibility at international level. [M9]

Reservation sheets for accomodation

) Selection of the hotels with the most suitable rates and according to availability. Subsequent booking of the hotel rooms according to the participants´ request. Preparation of the personal data for the registration in the hotels, including the continuous communication with the hotel management, especially at the time close to the contest and during the contest. [M7] Owing to the parallel EXPO 2015 and the consequent difficulty of finding rooms at standard suitable rates, the hotel search started well in advance and good hotels at fair rates have been confirmed, as explained in the proposal hereafter.

List of participants: scientists and VIPs

List of the VIPs will be prepared in order to prepare the invitations, in cooperation with the EC representatives and EUCYS 2015 Organizing Committee. [M8]

List of participants

Detailed list of participants will be produced. [M7]

Meetings with special award sponsors and governmental representatives

Meetings with the special award sponsors will be organized in order to sign the co- sponsoring contracts. [M6]

Certificates and diplomas

According to the EUCYS 2015 visual style and EC guidelines will be prepared attractive forms of Certificates and Diplomas. [M6]

Collection and sending out of the flight tickets

Sending out the flight tickets, based on the close cooperation with the National Organizers and their demands. [M7

Timetable of the opening ceremony

Preparation of the most interesting and entertaining program in accordance with the EC recommendations and EUCYS General Guidelines, ensuring the high quality of the event and its smooth running. [M9]

List of exhibition stands

After submission of the contestants´ project, the list of projects will be produced based on the scientific categories. Subsequently, a list of the exhibition stands will be elaborated and handed over to the contest venue management in order to prepare the stands according to the common standards of EUCYS contest. [M7]

Supervision of the transfer of the prize amounts to the accounts of the contest winners

Supervision of the transfer of the proper amounts to the winners accounts immediately after EUCYS 2015, including the processing of the special prizes (fellowships, visits, trips etc.) [M11]

launch of the EUCYS 2015 website

EUCYS 2015 website creation and launch [M4]

EUCYS 2015 program for schools and public visits

EUCYS 2015 will prepare the most effective schedule of the contest with the special attention to the maximum openness to the public and special attention to the school visits. The HO disposes of the database of all the secondary schools and will address them directly via the electronic ways. [M8]

Invitation letters for political representatives and sponsors

Invitation letters for political representatives and sponsors will be prepared and sent out. [M7]

List of equipment

The EUCYS 2015 Office will gather the requirements for any kind of equipment from all the participants in order to fulfil them, in close cooperation with the contest venue management and partners. [M8]

Award ceremony program

) The most important event, as regards the EUCYS guidelines, will have the special attention of the HO in order to fulfil all the formal standards and ensure the visibility of the contest. Therefore the separate and detailed program will be elaborated. [M9]

Presentation folder

Presentation folder for media, partners, sponsors, political auspices, schools and public will be prepared. [M4]

Student helpers team

The EUCYS 2015 Office will recruit and instruct the students’ helpers’ team, in order to make the effective co-managing group of organizers. The students will be preferably selected among the participants at the previous local contests and/or university students who are already acquainted with EU activities. All the student helpers will be good/fluent in English and/or other foreign languages. [M8]

Contest catalogue

The EUCYS 2015 Contest catalogue will be printed and sent out to the EUCYS 2015 participants. [M8]

Invitation letters for scientists and VIPs

Invitation letters for VIPs will be prepared and sent out. [M8]

Flight schedules for participants

Selection (based on public call) with the best proposal of services in order to select the most suitable and cheapest flight tickets for participants. Subsequently, reservation of the flight tickets for all participants. [M7]

final sponsors list

The final list of sponsors on the local level will be elaborated, with special attention to the special and honorary awards, in close cooperation and in accordance with the EC guidance and consent. [M6]

Schedule of the week

Preparation of interesting and entertaining program for all the participants, both in cultural and educational way. [M9]

Documents, reports (5)

Final supervision of the Eucys 2015 contest and program

Final supervision of the EUCYS 2015 schedule of activities in accordance with the Guidelines for Host Organizers, comfortable enough for the contestants and convenient for the Jury, VIPs and EC representatives. The programme will also be drawn up with the special attention to the public interest (especially teachers, students and scientists) and media attention; [M8]

Design of brand identity and call for logo

Design of brand identity of EUCYS 2015 – logo, website design, posters, leaflets, brochure, handbook, invitation letters etc.; [M4]

EUCYS 2015 final technical and financial reports

Submission of the Final Report, including all the financial, technical and operational reports [M12]

EUCYS 2015 press report

After the event, the Press office will submit the EUCYS 2015 Press Report and ensure its dissemination according to the Communication Plan. [M12]

Management and organization of the project

Overall management and implementation of the project in accordance with the Guidelines issued by the European Commission; communication with all the subjects of EUCYS scheme – EC, NO´s, participants, ministries, sponsors, partners and governmental bodies; [M12]