EDS Event Guidelines

Published on Saturday, 08 May 2010 10:00 | Written by Ildze Kanepaja | Print

GUIDELINES FOR EDS EVENTS

[download in .pdf format - 112 KB]

The purpose of these guidelines is to set out clearly defined recommendations and „must have” for a successful EDS event (EVENT).  

1. GENERAL CONDITIONS 

EVENT   should be based on following principles: accessibility, added value and integrity.

EVENT can  be  hosted  by  EDS member organisation, Affiliate Member organisations, Associated Members organisations  or Observer  organisations (ORGANISER) in accordance with the  EDS statutes(Particularly Part II.Standing Orders Article 1:Events and Activities).

EVENT IS organised in co-operation with the EDS Secretariat, the Chairman, and the Bureau members.   

EDS Events should be organised in the places with easy accessible venues to ensure students mobility on a practical level.

ORGANISER should identify the necessity for the visa in the earliest possible stage. Secretariat ensures support for getting visas.

EDS events should be organised in accessible time, the issues that requires voting should be discussed during the weekend, preferably on Saturday.

EDS has following TYPES OF EVENTS

  • Summer University/ Annual Meeting  - lasts for at least five (5) days , includes Council  meeting and  Annual elections;
  • Winter University- lasts for at least four (4) days- includes Council  meeting;
  • Seminar & Council meeting;
  • Policy days;
  • Study Trip;
  • Bureau meeting.

Participation fee

EDS Summer   and Winter University may   have   participation fee that is affordable for students. Participation fee for  other  type  of  events can  be introduced only after the approval  of the Bureau and only  if the costs of  the EVENT  in  the respective country are high  and the options  for the fundraising are limited.

2. TECHNICAL DETAILS OF THE EVENT

2.1. REGISTRATION

The ORGANISER prepares the registration forms.

Registration forms should be clear and easy to fill in and should contain essential information only: name of the organisation, information about participant:  name, contact details, arrival/ departure time and details, visa requirements, dietary requirements, room sharing preferences/ chosen working group (WG).

Secretariat sends to registration forms to all EDS member organisation, Affiliate Member organisations, Associated Members organisations and observer organisations at least 40 days before the first day of the event      

The time for registration is 10 days.

Along with the registration forms, ORGANISER   provides draft agenda and draft technical information. Technical information contains contact  details of  the  involved organisers, the description  of the  transportation, dress code, information  about visiting  country/ city/region, prices, touristic areas, possibilities  for  staying extra nights  etc. 


2.2. LOGISTICS

Arrival

Access: transfer and parking should be considered in the initial planning stages of the EVENT.

Transfer from the airport/bus-train station
The final information regarding the transfer from the airport/ bus/ train station should be send via e-mail or text message to participants no later than 24 before his / her arrival time in accordance to the registration form. 

ORGANISER ensures transfer   from the airport/ bus station/ train station.

Only  if  the public  transport from  the airport/ bus station/ train station  is available and  affordable(taking also  into account  arrival  time)  transfer  to  the  place  of  the accommodation/event may   can be  arranged   by  participants themselves.  In such a case  ORGANISER  provides  detailed instructions for the participants (time schedule;  prices, order  of  the payment)  how to  reach  the place of  the  accommodation/event. 

Except very short distances, taxi is not considered public transport.

For the   participants   arriving with their own cars ORGANISER provides information on free (or affordable) parking possibilities near the accommodation place.

Departure

Transfer from the accommodation place is arranged  by  the participants themselves but proactively   supported  by  ORGANISER  with detailed information  on public transport schedule, prices and  possibilities to  share taxi among participants with  the similar departure time.


2.3. REGISTRATION OF THE PARTICIPANTS AT THE HOTEL 

After Arrival, the ORGANISER registers each participant

Delegate pack

For  Summer and  Winter University and Seminar& Council  meeting  each participant  should have  a name badge, (including his/ her name,  organisation and position), and a pack containing  an agenda, delegate list, information on sponsors, map of the venue and an evaluation form, if necessary -  copies of speaker presentations and biographies.


2.3. ACCOMODATION

Accommodation   should be arranged at the Hotel or in the particular cases at the Hostel of the appropriate level (In such a case ORGANISER should arrange breakfast for the participants).

The best option for the accommodation is twin room. Hotel should have certain facilities: toilet and bathroom/ shower, wake up service. 

Free wireless is very preferable.

The place of the Accommodation should be accessible from the city centre or administrative centre.

Breakfast should be included. 


2.4. MEALS

On the first- arrival day one meal- the welcome dinner is organised. 

In the full days of the EVENT participants should have 3 meals (breakfast, lunch, dinner) and coffee breaks between the working sessions. 

Food should   be healthy and nutritious, including fruits, vegetables and typical national dishes for particular meals.   

Water should be available to everyone throughout the day. 

The “Gala Dinner” (Dinner at good restaurant with formal dress code and invited speaker / speaker) is an old tradition of EDS and should be respected.


2.5. HANDOUTS, PRINTED MATERIALS AND TECHNICAL FACILITIES

Preparation of  the  handouts and  printed  materials  for  the Annual meeting, Council  meeting/PWG and Executive  Bureau  meeting  is  under  the  responsibility  of the Secretariat.

To reduce costs, only documents produced in the process of   preceding the event should be available in the meeting room.

Secretariat informs ORGANISER at least 5 working  days before the EVENT about the necessity of printer, power point, wireless and other facilities for Council meeting/PWG and Bureau meeting. Preparation of the handouts and printed materials for the invited speakers, seminars workshops is under the responsibility of the ORGANISER.  


2.6. EVALUATION OF THE EVENT

Evaluation is an essential part of each EDS event. On the last day of the event, the evaluation forms are circulated among participant and collected by the designated Bureau member or Secretariat. The Bureau and Secretariat sum up   the opinions and ensure the feedback.

 

3. STRUCTUE AND CONTENT OF THE EVENT 

Every  EDS event has  its  formal part (Annual meeting, Council  meeting Permanent Working  groups, Bureau meeting, working  sessions, lectures, discussions etc.) and  informal part (leisure, excursions, clubbing, meals, parties). The formal part is the main priority and prevails. Event should comply with the initial agenda (send with the registration form) at least 70%. During  all phases  of the event participants should be  constantly kept  informed  on the changes  in   the  current  programme. 

3.1. FORMAL PART

3.1.1. STRUCTURE AND CONTENT OF THE EVENT

At least 50% of the total time of each event should be dedicated to the formal part.

Participants of the EVENT must attend all the lectures, discussions, workshops, WG etc. and actively take part.   

Every EVENT should   be assigned to a certain   political, academic and scientific topic based on EDS values of freedom, democracy and market economy. The EVENT should  include  topics on   national politics  or/and  history of  the hosting  country  in  order to get  acquainted  to  the specifics of  the country,  as  well as    European level  topics  on higher education, politics  and  human rights. 

EVENT should give the opportunity to improve the leadership and other political skills. Interactive discussions, trainings, workshops are highly welcome.

First day of event - the arrival of participants, registration, and official opening of the event should take place. Official opening should include the welcome speech by the invited speaker/ speakers and may be organised during the dinnertime.

Last day of the event (Sunday) - the official closing session   of the event    takes place. The upcoming events and other issues regarding planning of the EDS activities are discussed during the closing session.

 

  • In Winter University and Seminars&Council meetings Saturday is dedicated to the Council meeting.
  • In Annual meeting(Summer University) Council  meeting is divided for 2 days.
  • At least 1, 5 hours for the official Bureau meeting should be reserved in the EVENT.

 

EVENT should include:

Lecture or/ and working session/discussion etc. on the higher education related topic.

In order  to  strengthen  EDS position as  agenda setter for EPP Higher education policy,   coordinate students  force and  to   get to  know  the system  of  the education and student`s  life  in European countries visit  to the national  University headquarters and/or  meeting  with  national/ local  Student`s  councils  should take place.  (Besides lectures/ working sessions and discussions on higher education).

  • Lecture or/ and working  session / discussion on the  topic  concerning an important/ current aspect  of European policy;
  • Lecture or/ and working  session/ discussion  on the Human rights related topic;

 

3.1.2 WORKING GROUPS (EDS WG) 

EDS Working groups are integral parts of the Seminars&Council meetings and Winter/Summer Universities.  

In order  provide solid platform for intellectual discussion among  EDS members and ensure the  outcome (motions) of  the  highest  quality at least 3 hours for the  work  of the  EDS WG should be provided.

The content of the EVENT should be linked with the work of the EDS WG.  To  ensure  the  added  value  of  the  EDS WG   the Co-Chairs  of  the EDS WG should  be   consulted  regarding  speakers  and  topics  for the lectures/ discussions and  workshops in the process of  the agenda setting. 

ORGANISER and EDS WG, in the co-operation with Bureau, should invite certain personalities to EVENT to talk about a topics related to recently approved or currently discussed EDS motions.  

3.2. INFORMAL PART & LEISURE

Informal part of the  event should provide the possibility to get  know the culture and  traditions  of  the hosting  country and to  establish  an  informal network  among  participants.

Time between formal   and informal  part  should  be  given to  participants in order to  change into appropriate clothing .

3.2.1. EXCURSIONS

Summer and Winter University and Seminar&Council meeting should contain at least one excursion/ guided tour that shows the history, culture and architecture of the hosting city/region/ country. 

Excursion to the national parliament is preferable.

Other events- Policy   days, Study trips- may   contain organised excursion/ guided tour or ORGANISER provides free time for this option. 

3.2.2. SOCIALIZATION

Organised   free time and socialization activities are an essential part of EDS traditions. The EVENT should contain the   possibility to build up informal contacts among organisations and individuals in comfortable, cosy and affordable

environment. Typical national/local snacks, beverages and other of national/ local tradition are preferable.

Clubbing

Each event should contain at least one evening for clubbing activities.

The entrance  fee  in the club should  be  free or  low/ medium, the entrance  fee should  be  indicated  in the technical  details.

Student`s/ ERASMUS clubs   of the hosting city should be the preference. 

If the place  of  the  night-life activities  is  not in  the walk able  distance from  the accommodation  transfer from clubbing or  other night  time activities  should be  provided  by organisers  at least in Winter/ Summer University.

Concerts, theatre, opera, and other cultural activities can be the part of informal block.

The price of the tickets should be indicated in the technical information and attendance.

For EDS Summer University the traditional Tournaments of EDS (sport activities) are preferable.