CONFERENCE AS PART OF „DECYDUJMY RAZEM”
(DECIDING TOGETHER)


Co-deciding – fad or modern self-governance

INFORMATION ABOUT THE CONFERENCE


Client: Fundacja Fundusz Współpracy (Cooperation Fund Foundation)

Miejsce: Novotel Warszawa Centrum

Project category: complex event management

Duration two days, 8 hours per day

"The Co-deciding – fad or modern self-governance” conference as part of the „Decydujmy razem” project was dedicated to the issue of participatory budgets and took place on 24-25 June 2014. We prepared and managed the event from start to finish. The conference was attended by nearly 400 people who participated in the “Decydujmy razem” project. Over the two-day event, representatives of local governments shared their accomplishments and participated in discussion panels, debating about the level of participation of Polish municipalities. Honorary patronage over the event was assumed by the President of the Republic of Poland, Bronisław Komorowski.


PRODUCTION STAGES


Planning: due to the scale of the project, preparations took 3 months. As many as 25 people were directly involved in the promotion, development, implementation and closing of the project.

Preparations: assembly of the set took place one day prior to the event, while the multimedia were installed on the day of the event from 5:00 a.m. to 3:00 p.m. The installation process was concluded with a light and sound test, including an online test transmission.

Implementation: nearly 400 guests participated in discussion panels, speaker presentations, made new acquaintances and shared experiences in the networking space, reviewed bulletins and viewed the animations we had created. The entire event was recorded as a feature report with interviews and photos.

Closing: the participants left the conference equipped with a set of gadgets and bulletins describing the “Decydujmy razem” project. Within two weeks, we delivered the recordings documenting the event.


Conference


STRUCTURE OF THE CONFERENCE


We started the preparations to the conference by writing the script of the event. It served as a foundation for developing the schedule, assembly and installation, and, in subsequent order, camera and director’s work. At this stage, we were able to begin the development of the graphic design for the set and the bulletins. MU Animation was entrusted with the task of creating an explainer video animation to promote the event. Once we determined the graphic appearance of the work and planned out the networking area, it was time to choose the host of the event and reserve catering for that date.

During the conference, we provided online broadcasting from three cameras, sound and light systems, a feature report from the conference including interviews, photo documentation, and set elements such as the scene, roll-ups, walls, stands and partitions. Guests were provided with commemorative diplomas designed by us, and a set of original gadgets. Catering was provided by a company selected in coordination with the client.