Step by step procedure

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Maximum 4 months / minimum  4 weeks before the event

Organisers

  • Fill in and submit the online form
  • While planning your event, please ensure that you stick to the EESC's working hours:
    9:00-17:30
    and the duration of the lunch break (1.5 hrs).

EESC coordinator

  • Verifies:
    • room availability,
    • section's interest and members' availability,
  • Sends a confirmation email to the organisers with all the documents and deadlines requested.

2 weeks before the event

Organisers

  • Send to the EESC coordinator :
    • draft or final agenda,
    • technical needs (USB, projector, recording, microphones etc.),
    • the insurance policy (civil liability covering any material damage for the day of the event).
  • Take care of the catering arrangements (with Sodexo or an external provider) – do not forget to provide water in the meeting room.

EESC coordinator

Proceeds with:

  • technical set-up,
  • any other arrangements.

5 working days before the events

Organisers

Send:

  • list of participants
  • name / surname
  • ID number
  • nationality
  • country of residence
  • badge template
  • latest agenda

EESC coordinator

Forwards the list of participants to the Security Department to ensure access.

The day of the event

Organisers

  • registration of participants,
  • cross-check of ID data,
  • deliver badges,
  • signposting (if necessary).

EESC coordinator

Available for any advice or coordination during the event.

2 weeks after the event

Organisers

  • produce the report with the conclusions of the event,
  • send the report to the EESC coordinator.

EESC coordinator

Disseminates the report via:

  • the EESC website;
  • internally to the sections concerned.