Presentation delivered for URBACT Pilots Kick-Off Meeting (29-31 january 2014, Paris, France): tips and tools for delivering excellent transnational meetings in support of transfer activities. Read more: http://urbact.eu/en/news-and-events/view-one/urbact-events/?entryId=4918

1. Transnational exchange
activities to support transfer
Iván Tosics TPM
30. January 2014

5. Key elements of the good practice
• Institutional background: non-profit, efficient
large housing associations (thousands of flats)
• Legal background: no individual flat privatization
but making the association ‚semi-private’
• Financial background: sharing the high costs
(up till 25 th eur/flat) between the federal state,
the region (state), and the local municipality
• Social system: residents pay increased rents
but receive means tested housing allowances
• Technical background: efficient construction
industry to perform the large scale estate
renewal

6. TRANSNATIONAL MEETINGS GUIDEBOOK
URBACT Thematic Network
Sustainable Food in Urban Communities
URBACT mini-site: http://urbact.eu/sustainable-food
Project blog:
www.sustainable-everyday-project.net/urbact-sustainable-foo
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7. Preparation of content of transnational meeting
› For each transnational meeting an ad hoc
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organization team is formed constituted by local
host, her/his thematic experts, lead partner and
lead expert.
Each meeting is clearly dedicated to the key topics
of transfer.
All partners should contribute to each of the topics
as well as the lead partner and lead expert.
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8. Main stages of planning for the meeting
3 months before meeting: partners agree on the meeting date;
work plan is prepared about the topic with LP and LE
2 months before meeting:
meeting of Local Support Groups in each city gathering
information on city activities; resources to share; main
challenge(s) to address locally; specific question(s) to raise in
transnational discussion; etc.
host has to define the draft meeting program (meeting places
booked, schedule for local authorities and local support group,
site visits and speakers).
1 month before meeting: online meeting between topic team,
LP and LE; preparation of the topic and the animation of the
meeting
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9. 1 week before the meeting: upload preparation
materials for all participants to read before the
meeting; appoint rapporteurs to take notes and draft
schedules for various sessions of the meeting
Just after the meeting: upload notes and presentations,
organize reflective reporting of partners;
Within 1 month after the meeting: production of draft
thematic report.
Within 2 months after the meeting: all partners suggest
improvements and the report is adopted.
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11. The transnational meeting
2,5 days of activities
Allocation of time:
3
half days dedicated to team work (preferably in the
morning);
2 half days dedicated to site visits/field work (preferably in
the afternoon);
1 session dedicated to project management;
1 evening dedicated to networking with local support group;
1 evening with social dinner;
One full day for the local case, inviting elected
representatives, local authority players, policy makers
form other departments, local ULSG members etc. to
give full overview of the project
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13. Workshop animation toolkit
The Sustainable Food handbook on transnational
meetings presents a number of tools proposed for
team building, local diagnostic, animation of both
transnational and local support groups meeting and
the interaction between them.
Speed-presentation evening
Resilience test
Micro-consulting
Blocker check
Visioning
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14. Transnational Workshops
› Interactive design
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big time invesment
Co-creation
Energizers
Use visualisation / props
Venue with non-formal,
inspirational atmosphere
Fun is important
Mixed delegations per city

15. Internal project discussions
Please discuss in your project group
how you will organize the transnational
activities so as to best help the transfer.
Key questions:
how
will the good practice of the ‚giving city’ be
shown (transnational meetings, peer reviews, staff
exchange, …)
how should the ‚receiving cities’ work (prepare, coorganize, contribute, absorb…)
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