EURAXESS ROADSHOW 3RD March 28th April 2014

GUIDELINES for EURAXESS members

1. Objectives of the EURAXESS Roadshow

The 'Innovation Union' aims at turning ideas into jobs and to enable green growth and social
progress.

In 2011 the need to remove obstacles to the mobility of researchers in order to facilitate the
creation of a genuine European scientific community became a major target of the European
Research Policy.

Today, EURAXESS is a unique ERA initiative providing access to a complete range of

information and support services for European and non-European researchers wishing to
pursue research careers in Europe. It offers access to the job market; assists researchers in
advancing their careers in another European country and supports research organisations in
their search for outstanding research talent. EURAXESS is a truly pan-European initiative,
supported by 40 participating countries across Europe.

The recent ERA communication underlines the importance of a human resources policy in
research. Research systems must change to take account of the recent developments. Key
dimensions of the ERA Communication are taken up in the EURAXESS initiative, such as
researcher mobility and careers, research infrastructures, knowledge transfer, international
cooperation, etc.

To create awareness and a top of mind positioning with the different stakeholders EURAXESS
needs a clear positioning on its unique selling proposition and on what role it will play in the
stakeholders lives. As a brand EURAXESS needs to engage with its diverse audiences; it
needs to become a trusted partner.

EURAXESS on TOUR:

We expect to reach out to some 100 000 students and researchers!

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With the aim of mobilizing a researchers career the EURAXESS bus will travel to 31
European cities in 22 countries (mainly central and south-east). The bus will stop at the
different university campuses where an awareness raising event will be organised in
cooperation with local EURAXESS Service centres for mainly young people: students and R1-
R2 researchers and will also connect the HR departments of the universities with EURAXESS
on the spot.

The EURAXESS Roadshow promoters together with local EURAXESS staff will deliver
messages related to mobility and career development directly to the target audience, in
their familiar environment. The European Commission branding together with the well-
established EURAXESS initiative will be used as transmitter of ERA related topics, thus being
associated as a trustworthy and accessible information tool.

A mix of dissemination channels will accompany the campaign, including a strong emphasis
on social media, but also on traditional ones like press, TV and radio in the visited countries.

The bus will leave from Brussels beginning of March; a festive farewell event is planned in
the presence of the Commissioner as well as a welcome when the bus returns after around
10,200 km touring in Europe end of April. The farewell event will be organised in front of the
Berlaymont building, the Commissioner will be invited to open the event. After her opening
speech an ERA-slam can be organised, afterwards the bus will be inaugurated (cutting of the
red ribbon).

The aim of the campaign is to increase the awareness of the EURAXESS initiative among
researchers (mainly R1 First Stage Researcher up to the point of the PhD + R2 Recognised
Researcher: PhD holders or equivalents who are not yet fully independent) in Europe, thus
empowering them to enhance their careers.

The goals of the campaign are

To convey specific messages to the different target groups;

To raise awareness among European researchers that EURAXESS is a partner for their
career development;

Improve the knowledge of target groups on how EURAXESS can support in the career
development and what is the added value of EURAXESS at an early stage of a
researchers career;

To show the opportunities related to the research career especially jobs;

To show the target groups how European research and innovation contributes to
growth and job creation in Europe;

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 Maximize the outreach and visibility of career opportunities for researchers through
the EURAXESS initiative.

2. Contact persons
The EURAXESS members are supposed to provide the EC and the mc with:

one national contact person for the whole Roadshow in the country

one local contact person for each ESC/ECP where the bus stops

one contact person who is responsible for the national EURAXESS Facebook
page and/or AdWord campaign

a) EC contact persons
Kitty FEHRINGER +32 229-95834 Kitty.FEHRINGER@ec.europa.eu (not available 20.12.2013-
27.1.2014)

Stefania BETTINI +32 229-84341 Stefania.BETTINI@ext.ec.europa.eu

Ulla IMMONEN +32 229-13791 Ulla.IMMONEN@ext.ec.europa.eu

(not available after 28.2.2014)

b) mc contact persons
Below the whole mc team. mc will, however, indicate one contact person for each
participating city. mc will contact the EURAXESS members after we have the full list of
contact persons.
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Sandra Bumbar-Malchow s.bumbar-malchow@media-consulta.com

Coordination and quality management of campaign.

Emily Jones e.jones@media-consulta.com

Responsible for media relations, social media strategy, and coordination of content.

Janka Schneider j.schneider@media-consulta.com

Responsible for all logistical issues and implementation of the bus tour including bus,
tour planning, promoter, etc.

3. Target groups
Master's degree students who aim careers in research

First Stage Researcher (R1)1

Recognised Researcher (R2)2

HR personnel, university administration and local authorities (Charter and Code

events)

4. Timetable
The bus will start the tour 3rd March and arrives back in Brussels 28th of April. The bus stays
one day in one location. The final tour dates will be sent to you latest on 20th of December.

On the day of the event the approximate working hours for local EURAXESS staff are from
8.00-17.00 depending on the length of the local programme.

Example timetable of the day

8.00 Setting up venues

9.00 Bus arrives. Setting up the bus.

10.00. Welcome of speakers. Outdoors activities start.

12.00.-14.00 / 15.00 Indoors programme and C&C events.

15.00 Cocktail after C&C event. Goodbye for speakers. Outdoors activities may continue even
after the official programme.

16.00. Wrapping up the bus.

1
Definition of R1 and R2 available at : http://ec.europa.eu/euraxess/help/help_resProfile.html
2
As indicated above

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5. The Bus
The EURAXESS Roadshow bus will have a distinctive Roadshow visual looks. The visual
features include a slogan ' mobilise your research career' and a map of Europe where the
tour stops are highlighted with the EURAXESS logo rings. The design of the bus is aimed at
strengthening the EURAXESS brand. The slogan as well as the visuals of the bus can be
used by the national EURAXESS network (i.e. BHO, ESCs & ECPs) in their communication
activities. A finalised version of these will be provided.

The EURAXESS ESCs / ECPs are expected to able to provide a parking space for the bus and
for the outside activities on the day of the event. The bus and the promotion require
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 minimum of 100 m surface. The EURAXESS staff should also make sure that access and
parking are permitted by local officials on the day of the event.

The measurements of the bus are the following:

Length ca. 7,5 m

Weight: max. 4,5 t

Height: 3 m

Surface for usage inside ca. 11m

1,80 m wide and roof covered entrance area

On the time of the event the bus requires external power feed-in of 230 V.

The vehicle is equipped with a covered entrance area and a three-step stairway and a ramp
for wheelchairs. When the bus is opened, it provides around 11 m exhibition space.

Setting up the bus after arrival will take around 1 hour. From mc side two promoters will
participate in setting up the bus. The local EURAXESS ESC / ECP is expected to help out with
setting up as well.

Training and
Photo interview area
area
Cabin

Break room

Area outside

Entrance

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The inside activities of the bus will be dedicated to the EURAXESS topic 'Jobs' and will
contain two topic-related sections:

1. Photo taking section. This section offers the opportunity to take professional pictures for
CV. A professional photographer will take the pictures and upload them on a computer
where the visitors will be able to choose between four different photos of which one will be
sent to them via e-mail. The photo section is expected to attract students and young
researchers since everyone needs a professional picture for their CV. The pictures taken in
the bus will be free of charge.

2. Consulting section. This is an area where students or young researchers will receive a
hands-on session from the EURAXESS ESC / ECP staff on the use of the EURAXESS Jobs portal.
Visitors will be able to receive answers to their questions. CVs can be uploaded to the
EURAXESS Jobs website.

The outside activities of the bus will consist of two

thematic tents outside of the bus. The two sections
are designed according to the EURAXESS-sections
'Services' and 'Rights':

1. Touch screen

Under each tent an information column will be

installed. Each high-tech information column is
equipped with a touch screen, a laptop and a USB
port. Here EURAXESS ESC / ECP staff are asked to answer all upcoming questions
concerning EURAXESS sections 'rights' and 'services'. Furthermore all people are welcome
to participate in a raffle.

2. Screening of EURAXESS videos

The updated EURAXESS promotion videos will be displayed on screens in the columns of the
two different thematic tents. Visitors will be able to see how EURAXESS works and what
services are offered.

3. Bus stop sign

Branded in campaign design, a bus stop sign will be set-up next to the bus. In the small box
usually displaying the bus schedule, workshops programme as well as EURAXESS poster will
be displayed.

4. Raffle

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Students and young researchers will have the opportunity to participate in a raffle by taking
the bus ticket flyers handed out at the respective campuses by the promoters. For
participating in the raffle, students will write their e-mail addresses on the 'bus tickets' and
hand them in at the bus stop. The winner (one from all of the participants throughout
Europe) will be drawn after the bus tour and receive professional job training as a prize (EC
will fund the training). The job training will consist of a professional consultation on how to
successfully present oneself in a job interview, how to write a CV and cover letter as well as
to receive a research specific skill enhancement.

5. Photo booth

Photo booth is a fun element of the stand to attract passers-by and

invite visitors to stay. People will be able to take a picture at the
photo booth and choose between 3 - 5 individualised backgrounds.
The photo will then be transformed into a greeting card from the
event with either a logo of EURAXESS or with EURAXESS pictures of
the bus tour and printed out immediately. The photos will be free of
charge and printed out within a few minutes. If people confirm, the
photos can additionally be uploaded to Facebook.

Bad weather scenario

Should the weather be bad, some of the activities have to be

organized inside. Thus, it would be favorable if the bus could be
parked close to a university / other institution where activities could
be organized. Tents, when set up inside in a foyer etc., require
minimum of 20 m per tent inside. Even in bad weather the bus
requires nevertheless ca. 60 m as parking area.

6. Venue
The local EURAXESS ESC / ECP is supposed to offer venues with technical for the events that
take place on the day of the event.

Parking space and exhibition area, ca. 100 m. In the case of bad weather the bus will
require 60 m, preferably right next to university / other institution where inside
activities take place

Large conference hall for presentations

2-4 smaller meeting rooms for workshops and HR event (see below sections 7a and
7b)

Space for cocktail event for 25 persons

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 Foyer / entrance area where the bus activities could take place during bad weather
and where the possible EURAXESS Fair could take place

Technical requirements:

Electronic equipment, such as computer, beamer, microphones and loudspeakers for

the conference hall and preferably for the meeting rooms as well

Internet connection / wi-fi for the conference hall and smaller meeting rooms.

7. Program and Charter & Code events organized by national EURAXESS

members

a) Program for the Roadshow

The national EURAXESS networks (mainly the ESC / ECP which hosts the event, but can be
supported by the BHO) are responsible for planning and organizing the program taking
place at their university / institution. This includes inviting speakers, advertising the event,
presenting EURAXESS activities and moderating the sessions.

The bus will be in one location 10 am 4 pm. Activities should take place within this time
frame. The programme can last 2-5 hours. If the program lasts more than two hours,
remember to include lunch and coffee breaks in the event. Catering for these will not be
provided. After the programme there should be cocktail event for VIP quests (around 25
persons) such as speakers and key stakeholders. The space needs to be provided by the
university/institution and mc will take care of the catering for the cocktail reception. Liaise
with mc when you start planning the cocktail event.

The EC EURAXESS Team and mc have prepared suggestion for activities as well as three
model programs for the event. Suggested activities as well as model programs are supposed
to give ideas and serve as a loose framework of the activities that can take place during the
event. You can choose any activities that seem possible to realize or suitable for your
national context and come up with any other activities as well.

NOTE: It is important to design an innovative program that attracts people's attention and
includes various different kinds of elements. Simple ppt-presentations hardly make a
difference the best program is informative, yet entertaining and allows the audience
to participate!

Suggested activities take your pick!

Information sessions
Presentations by EURAXESS Service Centre (duration: 15 min 1 hour)
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 PowerPoint-slides
EURAXESS videos
Showing the European/National EURAXESS portal, FB page, Twitter page
Testimonials (30 min)
by researchers who have used EURAXESS Services
Video interview (15 min 30 min)
with Links officers
with other EURAXESS Service Centres
Roundtable discussion (30 min - 45 min)
with stakeholders and funders
with university administration

Participatory sessions
Workshops (45 min 1 hour)
Discussion workshops: The groups will discuss a theme related to research career and try to
come up with key messages / solution to problems
Skills workshops: How to write a CV, how to apply for research funding
Discussion sessions (45 min 1 hour)
Small group discussion with researchers who have been mobile during their careers or
successfully applied research funding

Entertainment sessions

EURAXESS Elevator Pitches (15 min 30 min)

Pitch is a short 2-3 minute long speech in which the person presents their opinion on a certain
topic. EURAXESS Pitches can deal with research related topics such as career development,
mobility, working conditions etc. There are two pitchers per topic and one of them presents pro
opinion, the other con opinion.
In the end the audience can comment and provide their views. The audience might also be given
a chance to vote the winner.
EURAXESS/Science Slam (15 min - 30 min)
A Science Slam is a short 5-10 minutes long presentation where researchers present their work in
front of a non-expert audience by means of video, slides, gadgets, music etc. The focus is on
making research interesting, engaging, entertaining and thrilling to the audience.
EURAXESS Slam works the same way but the topics to be presented are related to EURAXESS
themes.
Speed dating with funders / employers (15 min 45 min depending on the number of participants)
Each participant / group of participants can send 2 minutes with an employer or funder. When
someone whistles or makes a sound, the participant / group moves on. Participants can pose
questions to stakeholders.

Other
EURAXESS fair (whole day or half day event)
The funders, employers and other partners have a stand in a lobby and students / researchers
can go from one stop to another and familiarize themselves with these actors

Model program no 1

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Time Session Speakers
12:00 - 12:15 Introduction and welcome: Opening by Moderator
moderator

12:15 -12:30 EURAXESS - supporting your research career Representative of the local EURAXESS
Power Point - presentation, showing videos, Service centre.
webpage and / or Facebook page
12:30 -13:00 EURAXESS Elevator pitches: Pitchers present Audience and moderator
one pro and one con opinion on a research
related topic. The audience discusses and/or
chooses the winner.
13:00 -14:00 Workshops / parallel discussion groups: The Moderators
argument of the Elevator pitch session is
being discussed in the groups. Groups will
report of the results of their discussion in
the plenary
14:00 -14:30 Presentations by funding / employment / Representatives of funders or employers
partner organisation
14:30 -14:35 Thank you and goodbye: Informing audience Moderator
where to go for further information and
services. Thank you to speakers and
university or institution

Model program no 2

Time Session 2 Speakers

12:00 - 12:15 Introduction and welcome: Opening by a Moderator
high-ranking person from the university /
national authority e.g. Ministry
12:15 -12:30 EURAXESS - supporting your research career Representative of the local EURAXESS
Power Point - presentation, showing videos, Service centre.
webpage and / or Facebook page
12:30 -13:00 Testimonials by reseachers who have used The researchers
EURAXESS Services or Jobs
13:00 -14:00 Workshops / parallel discussion groups: Moderators
Themes related to EURAXESS sections Jobs,
Services, Rights and Links are being
discussed in groups. Groups will report of
the results of their discussion in the plenary

14:00 -14:30 Roundtable discussion with funding / Representatives of funders or employers

employment / partner organisation AND the moderator
14:30 -14:35 Thank you and goodbye: Informing audience Moderator
where to go for further information and
services. Thank you to speakers and
university or institution

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Model program no 3

Time Session 3 Speakers

12:00 - 12:15 Introduction and welcome: Opening words Moderator
and showing EURAXESS videos
12:15 -12:30 EURAXESS - supporting your research career Representative of the local EURAXESS
Power Point - presentation, webpage and / Service centre.
or Facebook page
12:30 -13:00 Video interview with one of the Links Moderator and interviewee
officers: Why Europe is good destination for
researchers?
13:00 -14:00 Discussion sessions with researchers who Researchers
have been mobile during their careers / who
have applied research funding
14:00 -14:30 Speed dating session with funders / Representatives of funders or employers
employers AND possibly the moderator
14:30 -14:35 Thank you and goodbye: Informing audience Moderator
where to go for further information and
services. Thank you to speakers and
university or institution

b) C&C events
The Charter and Code events are part of raising awareness of the 'Rights' dimension of the
EURAXESS initiative (rights.euraxess.org). The C&C events are aimed at promoting the
European Charter for Researchers and a Code of Conduct for the Recruitment of
Researchers. These two documents, addressed to researchers as well as to employers and
funders in both the public and private sectors, are key elements in the European Union's
policy to make research an attractive career in Europe.

The Charter and Code have an implementation mechanism called the Human Resources
Strategy for Researchers (HRS4R): It supports research institutions and funding
organisations in the implementation of the Charter & Code in their policies and practices.
The concrete implementation of the Charter & Code by research institutions will render
them more attractive to researchers looking for a new employer or for a host for their
research project. Funding organisations implementing the Charter & Code principles will
contribute to the attractiveness of their national research systems and to the attractiveness
of the European Research Area more generally. The logo 'HR Excellence in Research'
identifies the institutions and organisations as providers and supporters of a stimulating and
favourable working environment (more information available at:
http://ec.europa.eu/euraxess/index.cfm/rights/strategy4Researcher)

At the moment, there are over 174 institutions have been awarded the 'HR Excellence in
Research' logo but more are needed to make a real impact. Therefore, the EC has launched

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another project to promote the Charter and Code, which will run in parallel to the
EURAXESS Roadshow.

EURAXESS members are supposed to organize Charter and Code related events in their
universities or institutions on the day of the Roadshow event. These events are press
events: The aim is to do public promotion of the Charter and Code as an integral part of
EURAXESS.

The design of the C&C events:

Target groups: local and national press, HR personnel, university administrators,

rectors, researchers, local or national authorities

Around 30-40 persons

Cocktail and snacks provided (funding from the EC)

The design of the C&C events will vary depending on the institutions involvement in the HR
Strategy. Different topics can be discussed depending on the local situation.

1. Your institution has already participated in the HR Strategy for implementation of

Charter and Code and it has been awarded with the 'HR Excellence in Research' logo:
Presenting the European Charter and Code and its implementation mechanism, the
Human Resources Strategy for Researchers (HRS4R)
Communication to the press how the implementation of the HR Strategy has helped
the institution to improve its HR policies
Discussion topic: How good HR policies help to enhance the attractiveness of
European research careers?
Interviewing / organizing interviews with HR personnel and university administration
involved in the HR Strategy (HRS4R)

2. In case your institution is planning to participate in the HR Strategy (e.g. is about to

launch an internal Gap Analysis and/or to submit an Action Plan to get the HR logo):
Presenting the European Charter and Code and its implementation mechanism, the
Human Resources Strategy for Researchers (HRS4R)
Communication to the press and audience (researchers) how the institution is
planning to improve its HR policies and what role will the European Charter and Code
and the HR Strategy (HRS4R) have in the process
Discussion topic: How good HR policies help to enhance the attractiveness of
European research careers?
Inviting speakers from institutions already involved in the HR Strategy or endorsed
the Charter and Code (consult EURAXESS Rights webpage for all Charter and Code
endorsements and HRS4R acknowledgements
http://ec.europa.eu/euraxess/index.cfm/rights/index )

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3. In case your institution is not yet aware of / involved in the Charter and Code process
nor in the HRS4R one:
Presenting EURAXESS Rights in general and highlighting the European Charter and
Code and its implementation mechanism, the Human Resources Strategy for
Researchers (HRS4R)
Inviting speakers from institutions already involved in the HR Strategy or endorsed
the Charter and Code (consult EURAXESS Rights webpage for all Charter and Code
endorsements and HRS4R acknowledgements
http://ec.europa.eu/euraxess/index.cfm/rights/index)
General discussion about HR related topics such as career development, contracts
and training
Challenge publicly the institution to participate in the HR Strategy

Sample programme

Time Session Speakers

12:00 - 12:15 Introduction and welcome: Opening by Moderator (HR department OR
moderator EURAXESS Staff member)
12:15 -12:30 EURAXESS Rights: Presenting the European Moderator
Charter and Code and its implementation
mechanism, the Human Resources Strategy for
Researchers (HRS4R) by using videos, slides and
showing the webpage
12:30 -13:00 Interviewing the HR managament / rector of Moderator + HR management / rector
the an institution which is involved in the (could be a visitor from another
HRS4R. Question: What added value has the institution)
Charter and Code brought to your institution?
13:00 -13:30 Roundtable discussion: How good HR policies Moderators + speakers (HR, researcher,
help to enhance the attractiveness of European representative of local authorities)
research careers?

13.30.-13.45. Challenge handed over to the university (could Moderator OR EURAXESS Staff member
be a e.g. a poster which is given to the rector / (if different person) + HR director /
head of the HR department). Q&A Session. rector
Journalists can ask questions.
13.45.-14.00 Cocktail event

The national EURAXESS members are expected to provide the venue and the speakers as
well as invite participants to the event.

The host institutions are invited to participate planning the event together with the local
EURAXESS partner. Should the host institution be highly involved in the HRS4R, they can take
over the tasks of presenting and promoting the Charter and Code and the HRS4R. The
EURAXESS members are expected to liaise with their institutions at an early stage in order
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to assess the suitable design of the event, the need for additional information or support,
proper allocation of responsibilities the host institution and the local EURAXESS staff.

In order to ensure successful promotion event, the local EURAXESS staff should have
profound understanding of the objectives of the Charter and Code, and of the functioning
of its implementation mechanism the HRS4R. The BHOs are expected to ensure that the
ESCs and ECPs have the required knowledge. In case of the opposite, the EURAXESS staff is
welcomed to inform themselves by using the EURAXESS 'Rights' webpage
http://ec.europa.eu/euraxess/index.cfm/rights/index or by contacting the EC team.

Remember that the event is supposed to be appealing to the press. Thus, the involvement
of high level policy makers and / or university's top management (rector, the head of HR
department etc.) is recommended. Moreover, liaise with mc about suitable media (local
newspapers, academic newspapers, university publications etc.) to be targeted with press
releases prior the event.

8. Staff requirements
On the day of the event the mc staff will include two promoters: one that travels with the
bus and one local promoter who also speaks the native tongue of the country

The national EURAXESS networks to be actively involved

BHO for national coordination (especially in terms of promotion)

ESC or ECP from the university/institution hosting the bus

All the other national networks members for support (e.g. FB animation, promotion
etc.)

The ESC / ECP where the bus stops is supposed to offer additional 3-4 persons to

help with the set-up of the bus

to present EURAXESS Jobs to participants (outdoor activities by the bus)

to present EURAXESS and to moderate other sessions during the indoors program

In addition, the ESCs / ECPs are supposed to invite the speakers to all of the sessions.

9. Costs
Most of the costs will be covered by the EC, including costs of overall management, media
relations and monitoring, costs related to the bus and activities around it, printing and
sending materials and promotional articles as well as providing catering (please see list
below).

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The costs that will fall for the national EURAXESS Network are optional apart from the costs
of engaging EURAXESS Staff for organisation of their events. Ideally, the host institution
should provide venues and technical equipment free of charge. Should there be any extra
costs of renting rooms or equipment, they will be covered by the national EURAXESS
Network either by the ESC / ECP or BHO or a combination of these. In case costs occur at a
local level, the ESCs / ECPs hosting the event they should first liaise with their BHO and after
that with the EC. The costs of additional flyers and other materials can be likewise covered
either by ESC / ECP or the BHO.

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 European Commission (contract with mc) National EURAXESS Network Additional
Roadshow
Project management and coordination Local organisation of events TOP2 funding possible for
(both mc and EC) (working hours of EURAXESS AdWords campaigns. (Network
staff) Call contact Ms Anna
Mossolova, EURAXESS Estonia)
The bus (branding and contrusting the Venues (possible renting costs)
bus, fuel costs)
Personnel costs on the tour (promoters Technical equipment (possible
and drivers) renting costs)
Photopooth, tents, iPads and other ADDITIONAL Flyers, posters or
equipment for bus activities other local information leaflets
(optional, not necessary)
Professional photographer for each stop Lunches / travel costs for
speakers (optional)
Catering: coffee, tea and soft drinks and
pastries for 25 persons / stop (VIP
catering)
Giveaways and goodies
Leaflets
Posters (2.800 pieces)
Flyers (13.500 pieces)
Press releases
Fact sheets
Social and print media monitoring
Website optimisation
Infographics for online and social media
Opening ceremony
Closing event
Ex-ante and ex post evaluation of the whole campaing
HR Events
Media outreach: Designing the key Venues (possible renting costs)
messages and drafting press releases etc.
Media monitoring and final evaluation Technical equipment (possible
renting costs)
Catering: Cocktail and finger food for 30- Lunches / travel costs for
40 persons speakers (optional)
Flyers on EURAXESS Rights

10. Possible partners

Below there are some suggestions of possible partners, which can be invited to the event.
Researcher who has gotten e.g. Marie Curie or ERC funding, can be invited to share their
experiences with young students and researchers.

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 Marie Curie http://ec.europa.eu/research/mariecurieactions/

European Research Council http://erc.europa.eu/

Europe Direct http://europa.eu/europedirect/index_en.htm

Erasmus+ http://ec.europa.eu/education/erasmus-plus/index_en.htm

Eures https://ec.europa.eu/eures/

National funding bodies, etc.

11. Marketing / outreach

a) Leaflets and giveaways

The EC team will send to each ESC or
ECP hosting the bus a box of leaflets
and goodies. Leaflets should be
disseminated before and during the
event, goodies and giveaways during the
event.

There will be leaflets

on the Charter and Code for the

HR event in your local language

on EURAXESS in general for students and

researchers in English

on the Roadshow in English

You are also encouraged to produce your own leaflets and information materials to be
distributed on the day of the event.

The giveaways will include some items all branded in Roadshow visual looks.

b) National local media

mc will take care of reaching out to local and national printed media as well media clipping
and media monitoring service after the event. The EURAXESS ECSs and ECPs are expected to
help the local promoter in their activities by providing information concerning the event
and speakers. Also, should the BHO or ESC / ECP have already any possibly useful
established press contacts in your country or city, please share them with mc.

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 c) Social media
The BHOs should take care of updating their national EURAXESS webpage well before the
bus arrives in their city. This is very important as poor national website will shy away
possible customers and gives bad image of the whole network!

The ESCs and ECPs are also welcomed to keep direct contact with the national Portal
Administrator who is in charge of updating the national EURAXESS web-site both content-
wise (jointly with the BHO) and graphic-wise (e.g. to remove some outdated features).

ESCs and ECPs are also asked to check also information available on the Extranet to make it
sure that your data are correct and duly displayed.

Also, national EURAXESS networks should start feeding regularly their national EURAXESS
Facebook page around 6 weeks before the bus arrives in their city in order to attract target
groups' attention.

In case the EURAXESS member does not have a Facebook page, it is highly recommended to
set it up well before the bus tour.

Posting in the national EURAXESS FB page is a shared task. The BHOs in charge of the setting
up and maintenance of the national EURAXESS FB/Twitter/LinkedIn account, should ask for
input from ESCs / ECPs or add them as content creators of the national EURAXESS FB page
for the duration of the Roadshow. The ESCs / ECPs are also warmly recommended to liaise
with the national Portal Administrators and BHOs to make it sure the bus stop in your city is
properly advertised.

mc will set up and maintain a dedicated Roadshow Facebook page. EURAXESS members are
expected to feed news and information in it throughout the bus tour.

Checklist for Facebook promotion:

Coordinate and plan this task with your colleagues (e.g. Portal Administrator, BHO,
etc.) to clearly define who does what

Start collecting information repository for your FB page (list of items to be posted)

Keep your Facebook page lively by posting often enough (at least once a day)

Start advertising your FB page as soon as you have enough likes (followers), most
preferably a day or two before the event

Promote your event by posting (and tweeting) actively news on the day of the event
and shortly after

Link your FB page on your national EURAXESS webpage

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 On the day of the event, present both your national EURAXESS webpage, as well as
your Facebook page to the audience

Also AdWords campaigns can be launched one week/few days before the event in your
city: liaise with your Portal Administrator and BHO for that!

Possible topics to post

job offers, funding opportunities

different news regarding to research careers such as mobility, contracts,

open recruitment

interesting / captivating research results or stories of famous researcher

who went to your university

provocative questions, info graphics, comics

testimonials of researchers

pictures of the venue, bus, participants (especially during and after the
event)

You don't have to create all the content yourself! Share posts provided in the European
EURAXESS Facebook page, other national EURAXESS Facebook pages, the Roadshow
Facebook page, other relevant pages e.g. The Voice of the Researchers Facebook page.

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 12. Checklist
CHECKLIST
TOPIC WHAT SHOULD BE DONE WHO BY WHEN DONE!
1. Area for parking and outdoors activities, ESC / ECP Start asap, confirm 8 weeks
around 100m2 before the event
Bus
2. Permission to park the bus and set-up ESC / ECP Start asap, confirm 8 weeks
tents before the event
3. Big lecture hall / plenary ESC / ECP Start asap, confirm 8 weeks
before the event
4. Smaller rooms for workshops and C&C ESC / ECP Start asap, confirm 8 weeks
Venue meetings before the event
5. Venue for coctail event, max 75 persons ESC / ECP Start asap, confirm 8 weeks
6. Foyer for the tents in case of a bad ESC / ECP before the confirm
Start asap, event 8 weeks
weather before the event
7. Laptop, beamer, loudspeakers and ESC / ECP Start asap, confirm 8 weeks
microphones before the event
Technical requirements 8. Internet access ESC / ECP Start asap, confirm 8 weeks
before the event
9. External power feed-in of 230 V for the bus ESC / ECP Start asap, confirm 8 weeks
10. National contact person BHO Indicate name for mc and EC 8
weeks before the event
11. Local contact person for each stop ESC / ECP Indicate name for mc and EC 6
weeks before the event
Staff 12. Contact person for FB page and/or BHO Indicate name for mc and EC 8
AdWords campaing weeks before the event
13. 3-4 additional persons to help with set-up ESC / ECP On the day of the event
of the bus and councellling participants on
EURAXESS Jobs
14. Designing the programme for the ESC / ECP Start asap, confirm 8-6 weeks
Roadshow and for C&C events before the event
Programme 15. Inviting speakers and partners ESC / ECP Start asap, confirm 8-6 weeks
before the event
16. Moderating / leading the programme ESC / ECP On the day of the event
17. Sharing press contacts with mc 4-5 weeks before
18. Updating national EURAXESS website BHO Start ASAP and continue
19. Feeding FB pages (national, local and ESC / ECP and regularly
Start 6 weeks before the
Roadshow) with interesting news, including BHO together event
Outreach / Marketing 20.
promotion
AdWordsofcampaign
the whole bus tour with mc
BHO 1 week before the event
21. Promoting the local event on social ESC / ECP - Few weeks before, and
media (FB, Twitter) coordinate with especially on the day of the
BHO event and after it (sharing the
'results')

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