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European Sustainable Energy Week

Guidelines sessions

This call is currently closed. See more details below.

GENERAL INFORMATION

The Policy Conference of the European Sustainable Energy Week (EUSEW) is the biggest conference dedicated to renewable energy and energy efficiency in Europe. The Policy Conference hosts a number of sessions organised by the European Commission and stakeholders active in the field of sustainable energy to present and debate new policy developments, best practices and new ideas in support of the European Union’s transition towards an energy-efficient, renewable energy-based, climate-neutral and resilient economy.

This years’ edition will be organised as a hybrid event with both physical and online formats on 26-29 September 2022. If the sanitary situation allows for it, all policy sessions will be organised onsite at the EUSEW 2022 venue in Brussels. 

We are inviting stakeholders active in the field of sustainable energy to submit their policy session ideas and contribute towards the discussion around the theme of EUSEW 2022: ‘Going green and digital for Europe’s energy transition’. 

As 2022 is the European Year of Youth, EUSEW encourages youth participation in the conversations around energy policy and seeks to draw inspiration from the actions, visions and insights of young people to further strengthen the European energy transition. Interested stakeholders are invited to organise a session involving youth organisations and/or addressing topics relevant for a young audience choosing Youth Policy Labs in the application form. Youth Policy Labs are workshops designed to involve young people in the policy conversations about the energy future of Europe and engage them in the process of ideation focused on providing solutions to the challenges related to the energy transition. The labs will facilitate the connections between the different stakeholders, youth and non-youth, and will create value for both.

The format of the session is up to the applicants (presentation, workshop, etc.); a creative approach is encouraged. However, a more ‘classic’ panel discussion could also take place (for sessions of 90 minutes, there should be a maximum of six speakers including the moderator and for sessions of 60 minutes, a maximum of four speakers including the moderator). All sessions must adhere to the principles of gender balance, plurality of opinion and interactivity.

Successful applicants will be supported by the event organising and technical teams (i.e. for registration, logistics, web-streaming services, trainings, general promotion, etc.). Nevertheless, all session organisers are responsible for the organisation of their session and expected to contribute to its promotion (a communication toolkit for promotion will be provided to all successful applicants). Applicants must comply with the guidelines provided by the European Sustainable Energy Week’s organising team. 

The Selection Committee reserves the right to group applications, propose to merge session ideas or to invite session organisers to be featured in the EUSEW extended programme. Session organisers will have up to five working days to agree to this proposal or the details of their joint participation. 

The EUSEW extended programme comprises sessions that take place virtually or physically in the week of 19 -23 September 2022 before the European Sustainable Energy Week’ Policy Conference. 

The logistical set-up of the event is the responsibility of the session organiser; however, the sessions in the EUSEW extended programme will also benefit from visibility on the EUSEW website, and a communication toolkit will be shared with the organisers to promote their sessions. All sessions will be promoted in the EUSEW newsletters leading up to the main programme.

Applicants can indicate in their application form whether they would like to be considered for the EUSEW extended programme in case they are not selected for the Policy Conference programme. 

1. WHO IS ELIGIBLE?

The call for sessions at the Policy Conference of the European Sustainable Energy Week 2022 is open to:

  • organisations and associations which fulfil the following criteria:
    - working as multipliers using a widespread network of contacts across Europe, and,
    - contributing to the development and implementation of sustainable energy policy in Europe.
  • representatives of EU institutions, including inter-institutional bodies.

Examples of eligible types of organisations include:

  • European or international organisations;
  • university associations;
  • national, regional/local authorities, agencies, or other public bodies (including their networks);
  • industry or professional associations;
  • NGOs;
  • consumer associations/citizens' groups;
  • research organisations;
  • SME associations; 
  • consortia of EU-funded projects.

Policy sessions should be reserved for policy-relevant topics. Those wishing to lead discussions on innovations, academic work, and individual projects or initiatives can apply to the Energy Talks.

Professional event organisers or businesses aiming to promote specific products or services are not eligible.
Sessions should be free of commercial interest.

2. PREPARING YOUR APPLICATION

The application form allows for only one session proposal at a time. 

  • A minimum of three and maximum of five organisations are required to submit a proposal. 
  • Make sure you include at least one umbrella organisation (an umbrella organisation is an association that gathers other institutions working together formally and representing the same goal/interest, such as youth, consumer or industry associations) as a co-organiser, unless the umbrella organisation is already the lead organiser. Please note that an umbrella organisation counts as one, therefore you need two more organisations to complete your application. 
  • Find your partnering organisation(s) well in advance to submit a joint application.
  • An organisation can be the lead or co-organiser in a maximum of two joint applications in order to ensure diversity across the sessions.
  • Ensure gender balance in your speaker list and diversity in your session. 
  • Make sure that the speakers and moderators have agreed to be part of the session during the possible dates (26-29 September 2022). 
  • Be interactive: you should allocate sufficient time to facilitate interaction between your audience and the speakers. A minimum of ¼ of the time of your session should be dedicated to Q&A or other interactive elements (think word clouds, polls, quizzes, etc.). The Policy Conference is a platform for constructive exchange on sustainable energy issues.
  • Focus on fine-tuning the agenda according to the criteria set and highlight the relevance of each speaker.
  • Think carefully about what you wish to achieve by hosting a session at the Policy Conference.
  • Keep your objectives in mind and fill in the application form as clearly as possible.

You may save your application as a draft to make as many changes as you want, but note that once your application is submitted you will not be able to change it.

For inspiration, see last year’s sessions.

3. EVALUATION

Proposals for hosting a session at the Policy Conference will be evaluated by a selection panel comprising European Commission staff. The panel will assess the information provided in the application form, with specific attention given to the following:

A. Concept and focus
B. Relevance of the topic (content)
C. Quality of the agenda

A. CONCEPT AND FOCUS

  • What is the objective of the session?

  • What is it designed to achieve, and which target groups are addressed?

  • What is the structure/format of the session?

  • What interactive elements does the session include ?

The proposal will be scored on how well it presents its leading question or topic (clearly defined objective/purpose of the session) and how this will be tackled during the session (format and interactivity of the session).

B. RELEVANCE OF THE TOPIC (CONTENT)

  • What will this session (and the variety of stakeholders/speakers) bring to the policy debate?
  • How does the content of the proposed session fit with the EU sustainable energy policy agenda, and the activities needed to deliver the clean energy transition? 

The proposal will be scored based on how relevant it is for Europe’s sustainable energy policy to tackle the proposed question or topic in the current context. 

The overarching theme of the European Sustainable Energy Week 2022 is “Going green and digital for Europe’s energy transition”. 

Your proposed session should contribute to the current debate in the field of sustainable energy and the European energy transition (2030 and 2050 energy and climate targets). In addition, we encourage applications by or involving youth organisations and/or addressing topics relevant for a young audience.

Themes:

✓ Digitalisation and integration of energy systems (e.g. energy storage, grids)

✓ Energy efficiency (e.g. energy performance of buildings, products, industry transport)

✓ Renewables (e.g. solar strategy, permitting processes for renewable energy, local energy cooperatives)

✓ Consumers and a fair energy transition (e.g. energy poverty, prosumers, consumers)

✓ Financing the energy transition (e.g. mobilising public and private funds, financial instruments)

✓ Decarbonisation policies and international cooperation (e.g. Green Deal measures, SECAPs, ETS, COP27)

C. QUALITY OF THE AGENDA

  • Profiles, relevance, line-up of the speakers and the content they deliver
  • Plurality of opinion within the panel
  • Gender balance
  • The proposal will be scored on whether relevant speakers have been invited to tackle the question or topic.

4. DEADLINE AND NEXT STEPS

The deadline for the call for sessions has now passed, and no further applications will be accepted. Applicants can expect to be informed about whether their session has been accepted by mid-May.

If selected, you must provide the final session description (final title, description of the session, list of speakers, etc.) by 8 June 2022 at the latest. 

Failure to meet deadlines or major alterations in the sessions’ focus and content and agenda may result in the removal of the session from EUSEW. 

Make sure you check the timeline to understand the process that will follow if your application is selected for the Policy Conference.

5. QUESTIONS AND CONTACT

We invite you to read our FAQ section. Should you have any additional questions about the Policy Conference sessions, please do not hesitate to contact the EUSEW Secretariat at conference@eusew.eu.