DG Agriculture and Rural Development - Framework contract for information and communication services in the field of agriculture and rural development

    • Maamess Fair, Tartu 24-26 April 2014

    Aim of the project

    The framework contract for information and communication services in the field of agriculture and rural development is intended to assist in the development and efficient implementation of DG Agriculture’s information and communication policy.

    Solutions provided by PRACSIS

    In cooperation with its partner, MOSTRA communications, PRACSIS' main task is to devise event concepts and to plan and execute all aspects related to events management, from coordination of logistical and technical needs to post-event analysis. Among the key deliverables for which PRACSIS is responsible include the promotion of event participation towards target groups and liaising with DG AGRI service providers. An indicative list of outputs is provided below:

    Event promotion & media assistance
    • Screening of OPOCE mailing lists and lists from others DGs: research for email addresses in specialised directories and research for electronic addresses for specified target groups.
    • Delivery of information to participants, including relevant information on DG AGRI activities and programme
    • Assistance to journalists.
    Event management: logistics and support services
    • Assistance in identifying speakers and moderators. Coordination of CV collection, photographs and presentations. Providing instructions, responding to questions and requests, delivery of thank-you letters to speakers, etc
    • Management of all correspondence to speakers, moderators, and event participants; invitations, creating programmes, promotional leaflets/posters, conference folders and lists of participants; dealing with replies and information requests; post-conference proceedings/ letters/ emails, including drafting, design, translation, production and distribution—either on the basis of mailing lists provided by DG AGRI or on specific instructions.
    • Preparation and management of on-site registration desk.
    • Provision of identification badges and cloakroom tickets for participants, speakers and moderators.
    • Assembly of kits for participants
    • Provision of equipment and furniture: chairs, tables, display shelves, brochure stands, roll-ups, etc.
    • Provision of on-site catering and entertainment services.
    • Provision of on-site technical assistance for exhibitors including, when necessary, a manned technical or information helpdesk.
    • Provision of photographic services.
    • Recruitment and supervision of conference assistants.
    Web Portals
    • Creation of event webpages to be integrated into the Europa website.
    • Creation of event webpages to be integrated into the Europa website.
    • Development of web portals in at least three working languages relevant to the event.
    • Provision of a registration system for participants including its design (web based or other); follow up on replies and sending reminders.
    Providing on-site IT solutions
    • Provision and installation of audiovisual and informatics equipment: computers with Internet access, video equipment, plasma screens, DVD readers, CD players, touch screens and any other exhibition or telecommunications equipment required.
    Post-event reporting
    • Preparation and publication of post-event report including monitoring and reporting events statistics.

    Project Details

    Client:
    European Commission, DG Agriculture
    and Rural Development

    Services/Activities:
    Framework contract for information
    and communication services in the field
    of agriculture and rural development

    Duration of project:
    2012-2016

    Website:
    http://ec.europa.eu/agriculture/index_en.htm