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"People's food - people's health. Towards healthy and sustainable European Food Systems" [HP-PC-FOODSYS] [820111] - Presidential Conference
Management by lead BMASGK

Start month:1 - End month: 13

In order to stay within the limits of the budget allocated for the conference it is of highest importance to keep an overview of the ongoing work in the different areas. Furthermore this allows a bett...
In order to stay within the limits of the budget allocated for the conference it is of highest importance to keep an overview of the ongoing work in the different areas. Furthermore this allows a better alignment of the work packages in general. According to the internal procedures in the Ministry, the procedures in place for the co-funding and procedures related to formal subcontracting in Austria, this work packages involves many administrative tasks.

Specific tasks:

- Coordination among the different work packages
- First estimation of costs for the conference
- Preparation of the grant agreement
- Submission of the grant agreement
- Administration of signing procedure of the grant agreement
- Bookkeeping and reporting to CHAFEA
-administrative work regarding subcontracts

Marketing and Communication-Promotion of the conference incl. invitation management by lead BMASGK

Start month:1 - End month: 10

For the success of the conference it is important to reach out to different target groups as early as possible. Consequently, the promotion of the topic of the conference is key to its success. The ur...
For the success of the conference it is important to reach out to different target groups as early as possible. Consequently, the promotion of the topic of the conference is key to its success. The urgence to involve different sectors has to be pointed out at many different occasions (e.g. conferences, networks, Newsletter).
The promotion of the conference should result in applications of a great number of participants. There are strict rules in place during the Austrian EU-presidency on how to confirm apllications. To ensure a multidisciplinary audience at the conference the invitation-management needs to be very well structured and accompanied throughout the whole process from sending out a first 'save the date' to the actual confirmation of the application (including preparations and dissemination of relevant practical information).


Tasks:
- preparation and update of presentations for diverse meetings/conferences
- preparation and updates of 'fact sheets' about the conference
- regular update of the process of the preparations at the national level
- regular update of the process of the preparations at the EU-Level
- regular update of the current state of preparations to the steering/scientific committee
- regular update of the official website
- preparation and dissemination of the leaflet
- preparation and dissemination of the 'save the date' via different channels (including dissemination through the permanent representation of Austria to the EU)
- preparation of practical information
- administrative cooperation with the 'Exekutivsekretariat' at the Austrian Federal Chancellery regarding the updates on the offical Website and the accreditation-procedure
- booking management (accomodations)
- correspondence with participants and persons interests in participation with special requests

Evidence/Content of the conference by lead BMASGK

Start month:1 - End month: 9

This work package includes mostly work concerning scoping the agenda for the EU-Presidency. This includes intensive research on existing policies and initiatives in the field of nutrition and health a...
This work package includes mostly work concerning scoping the agenda for the EU-Presidency. This includes intensive research on existing policies and initiatives in the field of nutrition and health and intensive screening of important documents (WHO, FAO, CCs, EU-Actionplans and national policy documents). Intensive Networking (seeking collaboration with MS, EC and important stakeholders) and the set up of a solid network of experts is a core element of this work package. Regular consulting with DG SANTE and with the High Level Group on Nutrition and Physical Activity is central as well. To guarantee a high level of quality a scientific and steering committee is in place to accompany the process of strategic planning and organizing the conference. To keep all partners informed about recent developments it is important to develop a sufficient communication strat.


To accompany the preparations of the conference a Policy Brief at the European Observatory on Health Systems and Policies was commissioned. This work package includes the organization and coordination of the Policy Brief. The Policy Brief will also serve as a deliverable and will be published before the conference.


Tasks:
- participation in different conferences and committees (announcement of the conference, networking)
-systematic research of policy documents in the field of nutrition and health on national and EU-Level
- close consultations with DG SANTE
- stakeholder mapping and analysis (in the food system)
-identifying national and international experts
- identifying potential partners (MS, NGOs, EC)
- drafting a first agenda for the conference
- constitution of the scientific and the steering committee
- feedback loops on the first draft of the conference agenda
- writing a final conference Agenda
- organization and coordination of the Policy Brief
- organization and preparation of telephone conferences
- providing feedback at various stages to the Policy Brief

Design of the conference by lead BMASGK

Start month:1 - End month: 10

The success of the conference is partly dependent on a well structured design. Adequate methods and materials as well as sound prepared moderation and identification and briefings of eligible keynote ...
The success of the conference is partly dependent on a well structured design. Adequate methods and materials as well as sound prepared moderation and identification and briefings of eligible keynote speakers is therefore the main focus of work package 4.
The Ministry of Labor, Social Affairs, Health and Consumer Protection is cooperating closely with the consultancy agency 'winnovation gmbh'. The agency is involved via sub-contracting.
The consultancy agency is supporting the Ministry with its experiences in carrying out unusual conferences in the public sector including open innovation processes.


Tasks:
- regular correspondance, meetings, phone conferences between the Minsitry and winnovation GmbH
- identifying best suitable methods for the conference according to the target groups
- preparation of methods eligible to achieve the objectives of the conference
- identifying good key note speakers according to the objectives of the conference
- Invitation managament and briefings of key note speakers
- preparation of a detailed concept for the 'spatial design' (the room situation in the venue of the conference is not very beneficial for conducting an interactive conference. Moving to an other venue would have exceeded our budget drastically due to missing out other centrally organized benefits of the main venue for the Austrian EU-presidency- e.g. security checks, catering costs)
- preparation of a summary booklet
- briefing of moderators
- briefing of rapporteurs

Selecting good/best practice examples by lead BMASGK

Start month:1 - End month: 8

One main focus at the conference is the showcasing and discussion of different multi-sectorial good and best practice examples that contribute to healthy and sustainable food systems.
The scouting of ...
One main focus at the conference is the showcasing and discussion of different multi-sectorial good and best practice examples that contribute to healthy and sustainable food systems.
The scouting of these practice examples is supported by three channels:

- In cooperation with the consultancy agency (sub-contracting) the Ministry is doing a pre-search through different channels and networks for promising practices.
- The EC is going to launch a 'call for best practices' tailored to the conference.
- In Addition, EurohealthNet is giving advice according to the experiences of the Project-scouting process throughout the INHERIT-Project. In this regard, potenital synergies for the Austrian conference on 'People's food - people's health. Towards healthy and sustainable European Food Systems.' and the INHERIT conference (taking place one day prior to the Austrian conference) are trying to be reached.

Tasks:
-regular exchange between the Ministry and the consultancy agency (sub-contracting)
-pre-search of promising practices
-regular phone conferences/Meetings with DG SANTE and regular updates with other DGs
- dissemination of the call for best practices
- Evaluation of best practices together with experts from JRC
- selection of best practice examples for the conference
- Invitation and briefings of the presenters prior to the conference
- regular phone conferences/Meetings with EurohealthNet
(- pre-preparation of Deliverable 5)
Social programme by lead BMASGK

Start month:3 - End month: 9

The organization and realization of the social program during the conference is sub-contracted to an event agency. The event agency is commissioned to organize a welcome reception (140pax) before the ...
The organization and realization of the social program during the conference is sub-contracted to an event agency. The event agency is commissioned to organize a welcome reception (140pax) before the conference, a gala dinner (140pax) and is commissioned to support in additional organizational tasks (flight booking, correspondence with participants of the conference, hiring of additional personnel e.g. hostess).

Tasks:
- organization and preparation of meetings with the event agency
- regular communication with the event agency
- visiting potential event location for the welcome reception and gala dinner
- consultations about additional furnishings, decoration, technical equipment
- consultations with the catering company
- Budget planning
- comparison of different offers
- correspondence with the event agency about special wishes/needs of participants
- providing detailed information to participants (practical information: when, where, how to get there etc..)
- transport logistics - organizing sufficient transports to and from the event locations
- book keeping: invoice verification

post conference follow-up and evalutation by lead BMASGK

Start month:8 - End month: 13

This work package consists of the conduction of the evaluation of the conference and the preparation & dissemination of the final report. This work-package will be at least partly supported by the con...
This work package consists of the conduction of the evaluation of the conference and the preparation & dissemination of the final report. This work-package will be at least partly supported by the consultancy agency winnovation (sub-contract).
The conference should result in concrete future actions. Therfore the sharing of learnings from the conference with the next trio and across networks of different sectors is of highest importance.

Tasks:

- preparation and conduction of evaluation of the conference (using the indicators listed and described in partB)
-preparation of the summary of good & best practice examples
- preparation & dissemination of the conference report (including detailed description of good/best practice examples)
- ‘note of thanks’ to all active participants; networking tasks
- reporting/sharing of ‘learnings from the conference’ to specific commitees and circulation of the conference report across relevant networks

Details
Start date: 15/02/2018
End date: 14/03/2019
Duration: 13 month(s)
Current status: Finalised
Programme title: 3rd Health Programme (2014-2020)
EC Contribution: € 100 000,00