Call for Exhibitors - 2024 European Civil Protection Forum

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EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID

OPERATIONS (ECHO)

Disaster Preparedness and Prevention

Knowledge Network and Evidence-Based Policy

European Civil Protection Forum 2024

Call for Exhibitors

As part of the 8th European Civil Protection Forum, we are pleased to invite exhibitors to

participate in an exhibition space, the Civil Protection Village. This year's event is dedicated

to celebrating the achievements of the European civil protection community in recent years

and providing a platform for reflection on the future of the Union Civil Protection

Mechanism (UCPM).

For more information on the Forum please refer to the event’s concept note.

1. Exhibition objectives

Exhibitors are encouraged to align their proposals with the axes of the Forum - “A stronger

community” and “Knowledge for action” - and to focus on themes that are relevant for the

shaping of a disaster-resilient Union.

The Village will have the following objectives:

▪ Showcase innovations: display cutting-edge technologies and methods in civil

protection.

▪ Support knowledge exchange: facilitate the sharing of ideas, experiences, and

practices among civil protection stakeholders.

▪ Encourage collaboration: promote networking and partnerships across sectors and

borders.

▪ Highlight achievements and challenges: reflect on recent progress in civil protection

and explore future challenges and opportunities.

2. Stand options and amenities provided

The Civil Protection Village will accommodate up to 40 stands comprising of standard size

stands (6m²) and large stands (12m²).

Standard booth: Ideal for individual organisations or small-scale projects. Suitable for

focused displays and presentations. Amenities included:

▪ One high table and two highchairs.

▪ Adequate lighting and Wi-Fi connectivity.

▪ A screen for digital presentations and power outlets (if required)

▪ A modular wall for displaying information.

▪ Customisation options for visual identity, including a background photo and the

UCPKN wordmark.

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Large booth: Recommended for exhibitors planning extensive displays, collaborations with

multiple organisations, or expecting significant visitor engagement. Amenities included:

▪ All features of the standard booth, plus an additional counter/table.

▪ Space for more extensive displays and visitor interaction.

3. Selection criteria

Given the limited number of large booths, the following selection criteria will be applied for

larger stands:

- Extent of Collaboration: Preference for proposals that demonstrate a high degree of

collaboration between multiple organisations, agencies, or stakeholders. This aligns

with the Forum's emphasis on partnership and inter-agency cooperation.

- Complexity of the Exhibit: Proposals that clearly outline the need for additional

space. Exhibits that are complex in nature, requiring more space for proper

demonstration or display. This includes sophisticated equipment, large-scale models,

or extensive graphical presentations.

- Interactive and Engaging Features: Proposals that incorporate significant

interactive elements, such as simulations, virtual reality experiences, or hands-on

activities, which require more physical space.

- Potential for High Audience Impact: Proposals that demonstrate the capacity to

draw a high level of visitor interest and engagement.

- Visual and Thematic Impact: Proposals that utilise the larger space for impactful

visual storytelling or to create immersive experiences related to civil protection

themes.

- Educational and Informational Value: Preference for proposals that effectively

utilise the additional space for educational purposes, such as hosting mini-workshops,

presentations, or information sessions within their stand.

Similar criteria may be applied to select exhibitors in case of number of submissions

exceeding the number of available booths.

4. Importance of continuous staff presence at the Exhibition booth

The Village is the central component of the 8th European Civil Protection Forum, offering a

primary platform for engagement and information exchange. To ensure the effectiveness of

this integral part of the Forum, it is important that each exhibition booth is consistently

staffed throughout the event duration. Continuous staffing not only enhances the visitor

experience but also maximises the impact and effectiveness of your exhibit.

5. Exhibition Details

Venue: Tour & Taxis, Brussels.

Duration: Exhibitors are required to be present from 08:30 on 4 June until 16:30 on 5 June.

Setup: Stands will be prepared the day before the event, on 3 June.

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6. Submission Process

Interested parties are requested to submit proposals by filling out the form, detailing their

preferred stand size, theme, a brief description, and technical requirements, to ECHO-CP-

[email protected] by 29 February 2024.

7. Selection and Notification

Applications will be reviewed based on the following selection criteria:

▪ Relevance: Alignment with the Forum's main themes and exhibition’s objectives.

▪ Innovation: Preference for proposals showcasing innovative and interactive displays.

A notification will be sent to all applicants with the results of the selection process.

8. Additional Information

Comprehensive guidelines on administrative and technical arrangements will be provided to

the selected exhibitors. Support will be available for setup and logistics.

Please note that we will provide the necessary stand space and storage facilities for exhibition

materials. However, it is important for all exhibitors to be aware that the costs associated with

travel, accommodation, and the shipment of materials to and from the venue are not covered

by the Forum organisers. Each exhibitor is responsible for managing and funding their own

travel, accommodation arrangements, and the transportation of their exhibition materials. We

encourage exhibitors to plan these aspects well in advance to ensure a smooth and efficient

participation in the Forum.

9. Contact

For more information, please contact [email protected].

Saatja: <[email protected]> Saadetud: 31.01.2024 12:21

Koopia: <[email protected]> Teema: Call for Exhibitors - 2024 European Civil Protection Forum

Manused: Call for exhibitors CPF 2024.pdf; Form for exhibitors_CPF 2024.docx

TÄHELEPANU! Tegemist on väljastpoolt asutust saabunud kirjaga. Tundmatu saatja korral palume linke ja faile

mitte avada!

Dear Project Coordinators,

We are pleased to announce that preparations for the 2024 European Civil Protection Forum are

well underway. The event will take place on 4-5 June 2024 at Tour & Taxis in Brussels, and we anticipate welcoming up to 1200 participants this year.

The 2024 edition of the Forum is set to be a platform for reflecting on the Union’s achievements in civil protection since the 2019 legislative revision of the UCPM, fostering knowledge

exchange and innovation, and encouraging networking and cooperation within the broader disaster risk management community. As a key highlight of the forthcoming event, the Exhibition Village will stand at the heart of the Forum, offering a dynamic platform to exhibit the latest in civil protection innovation and best practices. We are therefore pleased to announce the opening of our Call for Exhibitors, presenting you with an opportunity to display your groundbreaking work, effective practices, and notable contributions to the field of civil protection. Enclosed with this email, you will find the comprehensive Call for Exhibitors details and the accompanying application form. If you are interested in participating, please submit the completed form for exhibitors by 29 February COB to [email protected]. Submissions after the deadline will not be considered.

When preparing your application for the Exhibition Village, please consider the following key points:

 Alignment with Forum Themes: We encourage you to tailor your proposals to resonate with the Forum's main themes - “A Stronger Community” and “Knowledge for Action”. Focus on topics that contribute to building a disaster-resilient Union.

 Detailed Proposal Submission: Clearly outline the specifics of your exhibition. This includes the topic of your exhibition, the equipment you need and any unique requirements that your exhibit may have.

 Stand Size Selection: Choose from the available options of a standard or large booth. If opting for a larger booth, please provide a justification for the additional space needed.

 Financial Responsibilities: Note that while stand space and storage facilities are provided by the organisers, the costs associated with travel, accommodation, and shipping of materials are to be covered by the exhibitors themselves.

 Interactive and Engaging Exhibits: We highly value and encourage interactive formats and displays that actively engage visitors and contribute to the dynamic environment of the Exhibition Village.

Given the limited space in the Exhibition Village, we will carefully review all applications to select those that best complement the Forum's objectives and themes. Preference will be given to

exhibits that demonstrate innovation, collaboration, and engagement potential. We will do our best to provide all applicants with selection decision by 15 March. We look

forward to your innovative contributions to make the 2024 European Civil Protection Forum a landmark event.

Best regards, CPF 2024 organising team [email protected]