Format: Conference – Cross-Project Collaboration

Author

Giulia Ballarin
Giulia Ballarin (giulia.ballarin@unive.it) è Project Manager presso l’Università Ca’ Foscari di Venezia, dove si occupa della gestione e della rendicontazione di progetti di ricerca finanziati dall’UE presso il Dipartimento di Economia. Ha maturato precedenti esperienze nei settori della raccolta fondi, della comunicazione e della grafica. Ha conseguito un Master Europeo Congiunto in Studi Inglesi e Americani (M.A.) presso l’Università Ca’ Foscari di Venezia e un Diploma post-laurea in Editoria: Design e Management presso l’Università degli Studi di Verona.

Summary

To ensure scientific evidence translates into impactful policy, a direct exchange between researchers and policymakers is crucial. This event aimed to bridge the gap between the science world and policymaking actors at both local and national levels. It served as a key platform for scientists to effectively disseminate project results and suggestions, and for policymakers to voice their practical needs, concerns, and priorities, ensuring the science remains relevant and actionable.

Jointly organized by Erasmus+ ENGAGEgreen and the Horizon Europe project PLANET4HEALTH, and hosted by Pompeu Fabra University in Barcelona (PLANET4HEALTH project partner), the topics covered a broad and crucial spectrum, focusing on urban, environmental and health policies.

The event promoted and enabled cross-project collaboration and engaged diverse stakeholder groups such as local authorities, national ministries, business sector and civil society, establishing the foundation to maximize the impact of EU-funded research and ensure the long-term sustainability of the developed tools and recommendations.

How does the format work

Before the event

The ENGAGEgreen unit within the Department of Economics of Ca’ Foscari University, which also manages PLANET4HEALTH, convenes preliminary meetings with both consortia to establish a central theme. Together with partners and advisory board members, they curate a list of subject-matter experts aligned with the chosen topic.

Once availability is confirmed, the coordinating team finalizes the program and session lineup of speakers. Regular online meetings with the host university are maintained to ensure alignment and prevent logistical oversights.

Invited contributors receive comprehensive briefings regarding the venue, schedule, and reimbursement procedures. They are also provided with a final panel list and speaker biographies to familiarize with each other. Reminders are sent to both in-person and remote presenters.

During the training

Organizers manage the welcome and registration of attendees. The team facilitates remote connections for virtual speakers and coordinates with catering staff to ensure refreshments align with scheduled breaks.

After the training

The organizers send a message of thanks to speakers and participants, inviting them to follow the project’s updates on social media, and asking to complete a feedback survey to evaluate the session’s impact and organization.

Participants

22 researchers

3 policymakers

1 NGO/civil society

7 project/research managers

Challenges (and the way to address them)

Finalize the speakers’ lineup and consequently the program well in advance to have enough time for promotion before registration deadline. Mitigation measures: regular meetings between core organizational teams (e.g. main organizer and host).
Speakers unavailable in-person at the last minute. Mitigation measures: set up an online meeting link in advance and select a room with the proper equipment in the event of a hybrid session. Send an email reminder the day and 1 hour prior to the event to make sure the remote speakers are connected on time.

Tasks and ressources

Main organizer’s team

Content of the event: coordinates agenda, contacts partners to inquire about the most suitable speakers and finalizes the lineup for each session.
Logistical aspects: sets up the pre-registration & communication, meeting room and catering services.

Hosting institution

The hosting institution is involved in all preliminary phases, but above all in all logistics aspects in loco such as contact with catering services, printing of essential material and booking of the room. Possible support in identifying nearby accommodations for speakers.

Speakers

Panellists meet separately with the organizers for a briefing on the topics, the background of the other speakers and the session format (e.g., individual presentations, roundtable discussions, or Q&A). Receive timely updates on timing, logistics, and presentation requirements.

Required funding for activities

Reimbursement for travel/accomodation of some speakers.

Catering services for the informal moments such as coffee break and networking lunch at the end of the training.

Sources and further reading

LinkedIn post

MEDIALAB UGR event press release

PLANET4HEALTH project website

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de