The CORBEL webinar series continues with a presentation by Dana Cernoskova, from Scientifika on "How to make your event successful and eligible for EU funding: Event management for Research Infrastructures". The Event management webinar will focus on practical aspects of event organisation within EU research projects and will guide you through some of the most important considerations and criteria for events funded from EU projects. It will also present a step-by-step guide for event organisation to help you plan and organise your events, while avoiding common mistakes which may lead to many stressful situations. The webinar will also cover communication and promotion and will give you practical tips to promote your event and efficiently communicate its outcomes. At the end of the webinar you will be able to download the practical guidelines for your future events. CORBEL (http://www.corbel-project.eu) is an initiative of eleven new biological and medical research infrastructures (BMS RIs), which together will create a platform for harmonised user access to biological and medical technologies, biological samples and data services required by cutting-edge biomedical research. CORBEL will boost the efficiency, productivity and impact of European biomedical research. The CORBEL webinar series aims to address challenges and share best practice between biological and medical research infrastructures. The series is aimed at technical operators of RIs and is aligned with the CORBEL competency framework. This webinar took place on 3rd December 2019 and is part of the CORBEL webinar series. A recording of the webinar is available through the CORBEL website: https://www.corbel-project.eu/webinars/event-management.html For previous and upcoming CORBEL webinars see: http://www.corbel-project.eu/webinars

1. How to make your event successful and eligible for EU funding:
Event management for Research Infrastructures
CORBELWebinar Series
Presenter: Dana Cernoskova (Scientifika - events for science)
Host:Vera Matser (EMBL-EBI)

2. This webinar is being recorded

3. AUDIENCE Q&A SESSION
Please write your questions
in the questions window of
the GoToWebinar
application

4. BACKGROUND
Since 2015, thirteen ESFRI Research Infrastructures from the field of BioMedical
Science (BMS RI) joined their scientific capabilities and services to transform the
understanding of biological mechanisms and accelerate its translation into medical
care.
•biobanking & biomolecular
resources
•curated databases
•marine model organisms
•systems biology
•translational research
•functional genomics
•screening & medicinal
chemistry
•microorganisms
•clinical trials
•structural biology
•biological/medical imaging•plant phenotyping
•highly pathogenic
microorganisms

5. CORBEL MISSION
Modern biological and biomedical research involves complex projects and a
variety of different technologies.
Some of the most important discoveries are made at the interface between
different disciplines.
CORBEL will harmonise access and services for complex research
projects involving more than one RI that offer:
○ biological and medical technologies
○ biological samples and
○ data services

6. TODAY’S PRESENTER
Dana Cernoskova has 10 years experience in event
management, both in academia and industry. She has led
the organisation and planning of over 450 scientific events
of different sizes, including EMBO conferences and AGM
meetings for European research infrastructures (Instruct,
iNEXT, CORBEL, EOSC-Life, ELIXIR) all over Europe.
Working with universities, research institutes, government bodies as well as SME
and industry partners, she was involved in numerous EU research grants and has
detailed knowledge of funding requirements and eligibility criteria in different
national and European funding programmes. In January 2019, she has started her
own consulting business, Scientifika, which helps and supports universities,
research consortia and companies to organise scientific events and engage with
their stakeholders.

7. How to make your event successful and eligible for EU
funding:
Event management for Research Infrastructures
7

8. ● Key important actions during the event cycle (3 phases)
● Rules for events funded by EC grants
● Event Communication
● GDPR in events
WEBINAR TOPICS
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www.scientifika.eu

9. Event manager - is the person who plans and executes the
event, taking responsibility for the creative, technical, and
logistical elements. This includes overall event design, brand
building, marketing and communication strategy, audio - video
production, logistics, budgeting, negotiation, client service….
MULTITASKING
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www.scientifika.eu

10. EVENT
DURING
BEFORE
AFTER
Vestibulum
congue
Vestibulum congue
Vestibulum
congue
Vestibulum
congue
Vestibulum congue
Vestibulum
congue
EVENT
CYCLE
IIDURING
I BEFORE
IIIAFTER
EVENT CYCLE
10

11. Phase I
planning the event - Key actions
● Early planning with the fixed (hard) deadlines
○ Plan backwards - start from date of the event
Date of the event - Closing date for registration - Opening date for registration - programme ready
○ Confirm timeline with organising committee in written communication
● All information kept in one “planning document”
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12. ● Budgeting
○ Budget forecast in two options - pessimistic and optimistic
○ Reserve (10% of budget, unexpected expenses)
○ Regular budget update
● Advertising & Information about the event
○ “Save the date” Invitation
○ Event website (date, title, timeline, keynote speakers,
event fee, accommodation and cancellation)
○ Reminders to non registered / to registered
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13. Event is under better control if you…
○ Assign the roles and responsibilities to your team members
○ Prepare the minute by minute scenario
○ Do the briefing before the event with the team members
○ Identify your own deputy
○ Use the registration desk also as a help desk
○ Make the information board ready with updated information
○ Prepare the name badges which are easy to read
Be always one step ahead the programme schedule and keep your eyes
open!
Participants feedback will be great :)...
Phase II
During the Event - Key actions
13

14. Phase III
After the Event
Feedback survey will help you to improve the next one...
○ Prepare the questionnaire in advance
○ Test it with your colleagues
○ Have the form ready to be able to send it the last day
during (or event earlier) the last session.
○ Ask the speaker to remind it to participant in the closing
remarks
○ Send one or 2 reminders in couple days after the event
REMEMBER : The Survey with response rate lower than 25% is
not relevant
TIPS : Google form, Surveymonkey...
14

15. EU FUNDING & RULES
● Project
○ WP leader to check the purpose and aim
○ Description of the event in WP, project
proposal
● Rules for funding
○ Local EU Office or have a look at the
Annotated Model Grant Agreement,
Article 6.1 eligible costs, D Other direct
costs) .
○ Local purchasing and project department
○ Limits and restrictions for planned budget
(catering, accommodation, travel etc.)
15

16. ● Sponsorship
○ Co-funding of the event by
sponsors
○ Conference fees
○ RISK = INCOME! Which might
be deducted from the final
funding
● Audit
○ Logos and project number and
description (logo link)
○ Attendance sheet (hard copy)
○ Photographer
○ Archiving (XY years)
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17. EVENT COMMUNICATION
Do not forget….
○ Save the date invitation
○ Follow up invitation (do not be afraid to oversubscribe 10%)
○ Event website (draft) - as soon as possible
○ Posters
○ Event calendars
○ Event promotion in the signature
○ Reminders to those who registered and also not registered yet
○ Feedback
○ Share the photos with participants
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18. Social media
○ Twitter Communication - share the hashtag (programme, badges,
welcome slides)
○ Facebook
○ Photos
○ Tweets ready before the event
○ Podcast
…...
18

19. GDPR IN EVENTS
Recommendation…
○ Privacy policy
○ Data provided to the hotels should be shared in encrypted
documents
○ Event registration (consent for sharing)
○ Photographer, making the video (consent)
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20. Thank you for attention…
Contact: dana@scientifika.eu
www.scientifika.eu
EVENTS GUIDELINE & CHECKLIST
to download
20

21. Questions?
Title: How to make your event successful and eligible for EU
funding:
Event management for Research Infrastructures
Speaker: Dana Cernoskova (Scientifika - events for science)

22. NEXT WEBINAR
14/05/2018footer 22
Title: The BBMRI ELSI Services across the Nodes & BMS RIs
Speaker: Michaela Th. Mayrhofer (BBMRI-ERIC)
Date: Tue 14th
January, 2020
Time: 15:30 CET
Registration and details available soon
http://www.corbel-project.eu/webinars