Anchor Points FAQ

What are the steps for organizing a ELRC workshop?

Whom should we invite to a ELRC workshop, and how?

How should we draft the agenda for a ELRC workshop? 

What are the PR activities for the ELRC workshops?

How should we arrange the venue, catering and interpretation for a ELRC workshop? 

What is a sample participant list for ELRC workshops?

What are the steps for organizing a ELRC workshop?

The preparation phase of the workshop can take several weeks up (typically 2 months) and it involves the following steps:

Step 1: Contact your local DGT Field Officer: http://ec.europa.eu/dgs/translation/getintouch/localoffices/offices_en.htm

Step 2: Get contacts to the national public administration from your local DGT field officer. Note: The public administrations - ministries, central authorities etc. - are the main target audience of your workshop!

Step 3: Try to involve the country’s experts and practitioners in the area of Open Data. E.g. local data.gov.x, EU Open Data Portal anchors, your national PSI experts (see Annex 2 or click here for current list)

Step 4: Finalise the list of speakers and invitees as soon as possible, as latest 4-6 weeks before the event!

Step 5: Have the invitations signed by the EC and send it out to the participants no later than 4 weeks before the event.

Step 6: Adapt the workshop agenda to the local context dynamics 4 weeks prior to the event. Central questions: Who are the speakers going to be, why, etc.

Step 7: Identify a venue large enough to host all participants of your workshop which also provides the opportunity for simultaneous translation. Note: Check first with your DGT local field office / the EU representation in your country

Step 8: Have the details of the workshop published on the ELRC website

 

It is important to note that if you do have any questions or if you are unsure about some steps or actions, the ELRC representative responsible for your country will help you. It is together with him that you organise this workshop and it is with him you need to agree on the principal modalities. The ELRC representatives are as follows:

  • Khalid Choukri and his team from ELDA (choukri@elda.org, mazo@elda.org ) is responsible for France, Spain, Portugal, Italy, Malta, Belgium, the Netherlands, Luxembourg, Germany, United Kingdom and Ireland.
  • Andrejs Vasiljevs and his team from Tilde (andrejs@tilde.lv, aivars.berzins@tilde.lv) is responsible for Latvia, Lithuania, Estonia, Finland, Sweden, Norway, Denmark and Iceland.

Stelios Piperidis and his team from ILSP (spip@ilsp.gr, mkouts@ilsp.gr) is the ELRC representative responsible for Greece, Cyprus, Bulgaria, Romania, Croatia, Slovenia, Austria, Czech Republic, Slovakia, Hungary and Poland. 

Whom should we invite to a ELRC workshop, and how?

If you don’t know who to look for in your national public administration and which participants might be the right one for an ELRC workshop, Annex 1 provides several sample lists of workshop participants from past ELRC workshops.

Moreover, in terms of process, there are several different steps involved and to be considered when sending out invitations to your participants:

Step 1: There is a master invitation letter in EN available to you

Step 2: Translate/localize it in your language. The letter / email should contain the following pieces of information:

  • Date & venue
  • Contact person
  • A draft agenda (you may use the master agenda in EN if you do not have a draft one)
  • Online registration address from the ELRC website
  • Stress that the event is free-of-charge

Step 3: Ask your ELRC representative to have the invitation letter signed by the European Commission (DGT Connect or DGT) – as the latest 5 weeks prior to the event

Step 4: Send out the official invitations no later than 4 weeks prior to the event.

Step 5: You may set up a local email account from which the email will be sent (e.g. we created elrc@ilsp.gr for the Athens event)

Further hints and tips regarding the invitation of participants from the public sector include:

  • When sending out the invitations, request a read receipt. In this way, you can monitor registration (who did not read or chose not to send a read receipt, who has read but did not register and who read and registered)
  • Keep close and careful track of this process (invitation à acceptance à registration) e.g. via a respective excel file
  • Send reminders to invitees that did not react/register
  • If possible, follow up with participants by phone
  • Send thank you/confirmation emails 1or 2 days before the event to remind registered people to appear!

How should we draft the agenda for a ELRC workshop? 

The typical sample agenda and master slides in English are all available via the NAP Information Package. However, it is important to note that the workshop programme will be your (!) programme, which needs to take into account the local conditions, frame and technicalities. As such, in direct collaboration and agreement with your ELRC representative, you are free to adjust the agenda according to your national needs. Of course, all central themes must be covered – but the contents should be adapted according to the particular situation in your country and the knowledge of your audience.

Lessons learnt especially during the first workshops were as follows:

  • A full day event might be too long. Shorter and easier to follow presentations are more efficient
  • Time in general might present a problem if speakers overrun ó Keeping the schedule is not always easy!

    • Pressing the speakers to hurry led to the speakers speaking faster
    • Which, in turn, made the presentations difficult to follow
    • And the interpretation task really challenging!
    • If you can, prep your speakers and maybe even make a dry-run

Engagement of the audience within the panels: Try to take a local approach and look for strong moderators

What are the PR activities for the ELRC workshops?

For each workshop, there should be at least the following PR activities:

ELRC Workshops Press Release to announce the upcoming workshop / to announce the results, outcomes or important traits of a past workshop:

  • The English templates are available via the NAP Information Package.
  • They need to be translated the draft press release into local language.
  • For some countries, the press release may seem too long. You may want to create a shorter version.
  • What we found efficient is to use the shorter press release as email body in the message circulated, with the long (official) version attached. In this way, the press will use the short version and whoever is interested will read the long one.
  • Once published, monitor press release impact with respect to the registrations

Further hints and tips:

  • The human interest angle is key: Illustrate the impact and importance of your news for the target audience
  • Provide answers to the following questions:

    • Who?  Who are the key players — ELRC, other national bodies, local industry, EC? Who does your news affect/who does it benefit?
    • What? What is new or newsworthy about your information?
    • Why?  Why is this important news? What makes it different or outstanding?
    • Where? Where is this happening? Does geography or location matter?
    • When? Is the timing important? Is it part of a bigger action?
    • How?  How did this come about?
  • Important: Pick an outstanding feature of the specific workshop and focus on that in the two short paragraphs.
  • Use brief but positive quotes of relevant stakeholders (e.g. on the importance of the workshop to be held, on the value of the outcomes of the workshop etc.)
  • Examples of Headlines for Workshop Press Releases:

    • ELRC holds First Groundbreaking Workshop in Berlin
    • Second ELRC Workshop in Athens, Greece Another Huge Success
    • ELRC Workshop Series Continues Positive Trend in Riga, Latvia

How should we arrange the venue, catering and interpretation for a ELRC workshop? 

Workshop language: The official national language(s) in your country

Arranging translation / interpretation services

  • The workshop should be mainly presented in the local national language
  • Slides should also be in the local national language (exception: external experts, e.g. from ELRC, who don’t speak local language, may present in English)
  • Simultaneous interpretation must be provided for each workshop in local national language – EN
  • Workshop language: The official national language(s) in your country
  • Arranging translation / interpretation services

    • The workshop should be mainly presented in the local national language
    • Slides should also be in the local national language (exception: external experts, e.g. from ELRC, who don’t speak local language, may present in English)
    • Simultaneous interpretation must be provided for each workshop in local national language – EN

What is a sample participant list for ELRC workshops?

Organisation

Bank of Greece

Civil Aviation Authority

Democritus University of Thrace

Dep.of History, Ionian University, Corfu

DFKI

EC Representation in Greece

EC- DGT Athens

ELDA

European Commission

Freelance translator

General Secretariat for Industry

Greek Free/Open Source Software Society

Hellenic Army

Hellenic Ministry of National Defence/General Directorate of Defence Policy & International Relations

Hellenic Police

Hellenic Single Public Procurement Authority

Hellenic Statistical Authority

Hellenic Telecommunications Organization

ILSP/RC Athena

IMIS/RC Athena

Institute of Eastern Mediterranean

Institute of National Relations

Managing Authority "Reform of the Public Sector"

Ministry of Economy

Ministry of Foreign Affairs

Ministry of Health

Ministry of Interior and Administrative Reform

Ministry of Justice

Ministry of Labour

Municipality of Acharnai

National and Kapodistrian University of Athens

National Documentation Centre

National Museum of Contemporary Art

National School of Public Administration

NGO of the Archbishopric of Athens

Special Secretariat for Water

TAUS

Technological Educational Institute of Athens

The Media Institute, UCL

The National Centre for Public Administration and Local Government

TMServe

Union of the Graduates of the School of Public Administration (ENAP)