Side Events Submissions & Criteria

EAT Stockholm Food Forum 2020

Side Events Submission and Criteria

Applications open until March 4. Pricing, details and more information on hosting side events below.

 

Side Events at EAT Stockholm Food Forum 2020 are a unique opportunity for partners to host convenings around the Forum that showcase their work, ideas and innovations. They are empowering and community-building spaces for experts to solve a challenge, or advance ambitions and efforts around complex issues related to global food systems transformation.

All Side Events should be designed in alignment with this year’s Forum theme: Committing to the Decade of Transformation, and should focus on at least one of the five Forum focus areas: Countries, Cities, Capital, Companies and Citizens.

Side Events are run and designed by hosts, with some coordination support from EAT. Side Events are promoted in digital materials sent to participants and partners in the lead-up to EAT Stockholm Food Forum 2020, and information about the side event is included in the official Forum app and any Forum program.

 

Organizing a Side Event at EAT Stockholm Food Forum 2020

Side Events will not overlap with the Forum plenary program. They take place throughout June 9, before and after the main Forum on June 10, and in the morning of June 11. Available times for hosting are:

Tuesday, June 9:  9 a.m. to 9 p.m.
Wednesday, June 10:  7 a.m. to 8:30 a.m.
Wednesday, June 10:  5:15 p.m. to 6:45 p.m.
Thursday, June 11:  7 a.m. to 8:30 a.m.

*Please note that the Side Event host decides the duration of the Side Event. 

 

Where do Side Events take place?

All Side Events take place in Quality Hotel Globe meeting rooms. The available spaces vary in size and design, offering the ability to accommodate between 30 and 300 people, depending on room and configuration (i.e. theater, classroom, island and/or boardroom/U-shape).

 

Who can attend a Side Event at EAT Stockholm Food Forum?

Side Events can be open or closed. Open Side Events are available to the public; an EAT Stockholm Food Forum participant pass is not required to attend an open Side Event.  However, closed Side Events require an invitation from the host to gain access to the meeting.

Attendance at a Side Event does not grant participants access to the Forum. Forum participant passes are required to enter the Forum venue (named Annexet). You can apply for a participant pass here.

 

How much does it cost to host a Side Event and what is included in the package?

Each package includes room rental, pre- and onsite Forum marketing and promotion, and the following technical equipment:

• Flat screen
• TV Projector with AV and HDMI connection
• Basic sound equipment
• Wi-Fi
• Video conferencing capability
• One (1) microphone
• Flipchart
• White board
• Paper and pens
• Water

 

The cost of hosting a side event at the EAT Stockholm Food Forum excl. VAT

June 9 (Full day,  9 a.m. to 9 p.m.)

Private & Governmental
Large room (60–200): Available upon request, please contact sideevents@eatforum.org
Small room (<60): Available upon request, please contact sideevents@eatforum.org

Non-Profit
Large room (60–200): Available upon request, please contact sideevents@eatforum.org
Small room (<60): Available upon request, please contact sideevents@eatforum.org

June 9 (Half day, up to 4 hours)

Private & Governmental
Large room (60–200): € 6,875
Small room (<60): € 4,875

Non-Profit
Large room (60–200): € 4,865
Small room (<60): € 2,865

June 10 (Morning, 7 a.m. to 8:30 a.m.)

Private & Governmental
Large room (60–200): € 6,875
Small room (<60): € 4,875

Non-Profit
Large room (60–200): € 4,865
Small room (<60): € 2,865

June 10 (Evening, 5:15 p.m. to 6:45 p.m.)

Private & Governmental
Large room (60–200): € 6,875
Small room (<60): € 4,875

Non-Profit
Large room (60–200): € 4,865
Small room (<60): € 2,865

June 11 (Morning, 7 a.m. to 8:30 a.m.)

Private & Governmental
Large room (60–200): € 6,875
Small room (<60): € 4,875

Non-Profit
Large room (60–200): € 4,865
Small room (<60): € 2,865

This year, Side Event packages also offer access to up to three EAT Stockholm Food Forum 2020 Participant Passes at a 20% discount.

EAT will support hosts in confirming details following the acceptance of a given application and will work with the host to confirm order for coffee, tea, snacks and food — such as breakfast, lunch and dinner — and/or any additional technical equipment.

Both refreshments and additional technical equipment are ordered and organized in addition to the basic elements of the package. Payment for the package is made to EAT. Payment for additional elements is made to the Quality Hotel Globe in accordance with the hotel’s terms and conditions.

Side Event hosts are required to cover flights, accommodation, and other miscellaneous expenses related to Side Event speakers and moderators.

 

Keys to a successful Side Event application

To improve your chances of a successful Side Event submission please respond to the following evaluation criteria in your application.

Explain how your Side Event will:

• focus on a defined challenge statement, objectives, and outcomes;
• have impact beyond the Forum;
• convene in a compelling format that supports your goals;
• contribute to the Forum’s theme – Committing to the Decade of Transformation;
• deliver specific solutions to food systems transformation for a healthier, more sustainable and equitable future.

 

Apply here – Important dates

Please click here to submit your side event request by March 4, 2020.

EAT will inform no later than March 18, 2020 if the Side Event request has been successful.

Side Event hosts must return the signed contract and payment by no later than April 1, 2020.

 

Disclaimers 

Please note that it is not the responsibility of EAT to organize the Side Event, however we recognize that the viability of a Side Event will depend on some facilitation from EAT staff.

EAT is not legally able to share a Forum participant list with Side Event hosts due to strict privacy regulations. Exceptions include participants who have agreed separately to offer their contact information, and access provided to the official Forum event app and community experience therein.

Should you have any questions, please e-mail sideevents@eatforum.org.