CALL FOR DEMONSTRATIONS

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1 CALL FOR DEMONSTRATIONS Organised by: Co-organised by: Hosted by: Supported by:

2 Welcome to Copenhagen ABOUT THE ITS WORLD CONGRESS 2018 The World Congress on Intelligent Transport Systems (ITS) facilitates and influences global cross-talk of technologies and services towards making the deployment of ITS a smart and sustainable reality. Held each year in a different global location, the ITS World Congress is an international meeting regularly attracting 10,000+ attendees, rotating through Europe, the Americas and Asia Pacific. The ITS World Congress is for the first time coming to Denmark in ERTICO ITS Europe and the City of Copenhagen will be hosting the 25th ITS World Congress in Copenhagen. Quality of Life is the theme for the Congress, emphasising the Copenhagen belief that ITS should enhance the people s daily life through seamless, smart and sustainable mobility solutions. INTRO Demonstration projects have always been seen as one of the most interesting parts of the ITS World Congress, especially from participant perspectives. They are also perceived as a great opportunity for the industries to present their state-of-theart products and solutions in real-life scenarios, and in this way creates a higher impact. The demonstrations give the participants the opportunity to see new products and gain a real experience, hence creating a deeper understanding. As the old Chinese proverb says: if you tell me I will forget - if you show me I will remember. Based on this strong belief, the City of Copenhagen eagerly encourage and invite all actors (i.e. industries, public authorities, universities etc.) to introduce their products to be demonstrated in Copenhagen and use the city as a test bed for proofing the concept and demonstrating their products and services in a real life scenario. At the ITS World Congress 2018, Copenhagen will promote the solutions in a more connected, and history telling manner. We will try to determine the demonstration platform with the city-in-use vision and try to create a synergy between the solutions and various themes and overall programme of the ITS World Congress. 2 CALL FOR DEMONSTRATIONS

3 Overview for applicants Map 1: Demonstration Area at Bella Center Map 2: Demonstrations on open road - short distances The Call for Demonstration is organised by the ITS World Congress 2018 Demonstration Committee and it comprises the following broad process: 1st round submission - Initial Proposal 2nd round submission - Detailed Application (only after acceptance of Initial Proposal by Demonstration Committee) Agreement between City of Copenhagen & the demonstrator (For detailed information on Demonstration timeline and evaluation procedure refer to Page 6) The purpose of the Initial Proposal is to collect a general description of what your organisation may be considering conceptually. In order to facilitate planning we need to better understand the nature of the intended demonstrations and ascertain basic logistical requirements. In addition, it is envisioned that the Demonstrations Committee may try and combine or connect demonstrations where feasible to provide a better experience for the attendees and enhanced marketing for partner organisations. The Demonstration Committee also serve to secure a broad and diverse selection of demonstrations, that are innovative, interesting and support the Congress theme Quality of Life. Whilst it is not mandatory to propose a demonstration which supports the theme Quality of Life or fit in the topics, the Demonstrations Committee encourage that demonstrations support the theme and one or more of the Congress topics. The reason for this is essentially to create a synergy between the different Congress elements which are the technical programme, exhibition, demonstrations, technical visits and associated events. DEMONSTRATION AREA The following demonstration environments are proposed and subject to finalisation, given the responses to this Call for Demonstrations. The place allocation for the specific demonstrations will be decided by the Demonstration Committee in a dialog with the demonstrator, with the goal of having a connected storytelling between demonstrations. The ITS World Congress 2018 in Copenhagen will take place in and around the Bella Center. While there will be a dedicated demonstration outdoor area at the Bella Center, the City of Copenhagen would like relevant demonstrations to be showcased in the urban environment, to support the theme of Quality of Life through realistic implementations. (Subject to approval by road authorities and police) Indoor demonstrations We believe that most demonstrations will be displayed outdoors, but if some specific demonstrations are most fit for display inside the Congress hall could be possible. Outdoor demonstrations in a closed area A dedicated parking lot in front of Bella Center main entrance will be available for demonstrations. Outdoor demonstrations on open road (subject to regulatory approval). The Demonstration Committee will decide on a number of corridors in Copenhagen, where open road demonstrations can be displayed. The purpose is to have connected experience between demonstrations, technical visits and interesting ITS solutions all ready in place in Copenhagen. Demonstrations could be vehicles driving through the route or static equipment installed at the route. Note that changes to the route are open to be discussed in case the demonstration project fits better to another route. For the initial planning of demonstrations, the following corridors are suggested: Short distance demonstrations are considered to be conducted in three routes between Bella Center - Copenhagen Traffic Tower, Bella Center- Copenhagen Airport, and Bella Center-City Hall. The short distance open road demonstrations could show interactions with busses/public transport, cyclist/pedestrians, parking solutions, sensors in the urban space etc. Long distance demonstrations are considered to be conducted at the route between Bella Center and Malmö City. The long distance open road demonstrations could show cross-border solutions between Denmark and Sweden across the Øresund Bridge. 3

4 Next generation goods delivery ITS solutions that show how to optimise freight and logistics. That could be transport to and from the harbour and airport to the city. It supports the Quality of Life theme through enhancing consuming possibilities and through mitigating noise and pollution from cargo transport. Map 3: Demonstrations on open road - long distances The focus in Copenhagen will be on bridging the demonstration solutions to the real-life solutions and providing a new experience for our participants. We are planning to determine some routes and zones as Copenhagen demonstration zones and even cross-border zones and provide a great domain and visibility for the state-of-theart solutions to be used in the Congress. As an example, we will try to merge some of the technical visits with the demonstrations so that we can create an opportunity to have a direct user involvement in solutions and providing feedback to the solution providers. DEMONSTRATION TOPICS The City of Copenhagen would like a varied selection of high quality demonstrations. In respect to this, the Demonstration Committee will work to secure demonstrations, covering the different topics of the Congress. (Topic names is subject to change.) Cross-border solutions ITS solutions that facilitate and smooth the transition between country borders with different standards for roads, communication, safety etc. It supports the Quality of Life theme through making it easier for people to travel and commute across borders. Satellite technology applied to mobility Today s travellers expect connected services to be available everywhere, 24/7. Satellite technologies for communications, positioning (GNSS) and sensing from space (earth observation) can deliver seamless and affordable connectivity for both infrastructure and vehicles. GNSS combined with sensor based systems brings robustness, reliability and scalability to the positioning and navigation elements of autonomous vehicles. Environmental and infrastructure monitoring has never been easier when powered from space. This topic will review satellite technologies available now or in the near future and ask how should we promote the usability, affordability and availability of space-based contributions to key ITS challenges? Is real-time traffic monitoring by satellite science-fiction or a real possibility? Transport Networks Evolution Transport infrastructures are slow to evolve as demand changes. Managing transport networks is difficult because the demand is not easily predicted and reliable information on travellers origins and destinations is rare. Procedures based on past practice have been quite successful but their development is limited. Will the emergence of new and open data sources, the deployment of connected vehicles, the availability of the Internet of Things and Open Data bring new opportunities or just a set of new challenges? To what extent will future management regimes depend on closer integration of all modes of transport within urban and inter-urban networks? Mobility services from Transport to Mobility ITS solutions that encourage and enhance the experience in combining different transport modes, which could be a combination of walk, bicycle, car and public transport. Moreover, it includes solutions for change of transport mode for passengers at airport and harbour to the cities network or private transportation. It supports the Quality of Life theme through making it easier for citizens to make environmental transport decisions. ITS and the environment ITS solutions that help to solve or mitigate the global climate challenges of the transport sector relating. It supports the Quality of Life theme through making the city healthier for citizens. Connected and Automated Transport Demonstration of partly or fully automated vehicles. It supports the Quality of Life theme through making transport more secure and comfortable. 4 CALL FOR DEMONSTRATIONS

5 APPLICATION GUIDELINES AND DEMONSTRATION FEE Following the Initial Proposal stage, if your organisation is then invited to provide a Detailed Application to officially participate in providing a demonstration, you will have to commit to the key following requirements through an executed Agreement: Appoint one dedicated point of contact to serve as a representative for coordination of the project. This individual should have the best possible combination of technical and logistics understanding of your company s demonstration so that they can serve as a capable liaison for your organisation. Appoint one dedicated marketing and business representative for coordination of the project. In addition, your company will be asked to provide marketing images, video clips, or other media in support of the advanced promotional campaign for the demonstration event and the ITS World Congress in general. Your return on investment will increase significantly with better promotion. The Demonstration Fee associated with undertaking a demonstration is: 12,000 (excluding VAT). Included in this fee is a number of important items that ultimately provide a larger return on your investment and are common among all participants (see below). Commercial Partners, from Silver Sponsors and above, are eligible for a 25% discount. Demonstrators commit to purchasing floor space in the exhibition hall equivalent to a minimum of 9 sqm. (not applicable to small and middle sized corporations). WHAT S INCLUDED IN THE DEMONSTRATION FEE Demonstration Marketing Promotion via the ITS World Congress 2018 marketing tools, including in the demonstration activities at the website and in the official programme Comprehensive informational leaflet available in advance, and distributed on-site to participants and media partners Inclusion of footage of demonstration features in the daily videos Demonstration Staging Multiple registration for your demonstration through the ITS World Congress website, and a desk at the onsite Demonstration Registration Area Demonstration Registration Area in the exhibition area with every demonstration identified Additional signage in the ITS World Congress venue making it easy to find and access the Demonstration Area. Demonstration Operations Closed parking zone outside Bella Center main entrance - available for on-site demonstrations (limited places) Barriers, cones, fencing and pedestrian safety needs around the on-site demonstration area at Bella Center (Security measures for demonstrations on open roads are not included in the fee.) Access to outdoor open roads (subject to regulatory approval), as necessary for the specific demonstration A dedicated demonstrator coordinator available from the Initial Proposal, to help in the preparation of the demonstration and once on-site Coordination with the local authorities (i.e. permissions, dispensations) What s not included in the demonstration fee All activities and associated expenses associated with your demonstration not covered as part of the Demonstration Fee shall be your organisation s responsibility. Examples of this include, but not limited to: All set up, removal and operational costs of the specific demonstration, including rehearsals Specific demonstration security of product and systems and insurance costs Cost for electricity, internet access (fixed/wi-fi), equipment and other specific needs for the demonstration (tents/marquees, catering, storage etc.) Marketing and presentation undertaken by your organisation pertaining to the demonstration. 5

6 DEMONSTRATION TIMELINE AND EVALUATION PROCEDURE: The Call for Demonstration will be launched on 15th September 2016 and will be closed 15th March There will be an ongoing process for evaluating the proposal over the next year. It should be noted that due to the limited number of demonstrations, industries are encouraged to send their applications as soon as possible. The process of evaluation will be in two stages: After receiving the Initial Proposal, a Demonstration Committee will evaluate the novelty, quality and relevance of the proposal. In case they are accepted in the first stage, then they will be invited to send their detailed application (i.e. with further details on the site, requirements etc.) for the second round evaluation. In case, the proposal is not accepted - but believe there is a great potential with some changes - the City of Copenhagen will directly create an open dialogue with the solution provider and facilitate for resolving the issues. 6 CALL FOR DEMONSTRATIONS

7 CALL FOR DEMONSTRATIONS IMPORTANT DEADLINES Call for Demonstration announcement (15 September 2016) 1st Round Submission - Initial Proposal (15 September March 2017) April 2017 Initial selection and informing process by Demonstration Committee finalised 2nd Round Submission Detailed Application (1 May to 29 September 2017) Agreement Execution (September/October 2017) Public Announcements aim to announce the first demonstrations at the 2017 ITS World Congress in Montréal (29 October to 2 November) First preparation and rehearsals (will be coordinated per-project) Final rehearsal and installation (September 2018) ONLINE REGISTRATION FORM You will find the Initial Proposal form on the Congress website: Submission will only be available via the online Initial Proposal form. Only online applications will be accepted. Submission of the Initial Proposal will serve as your organisation s intent to participate. At this time, information submitted will be considered your best summary of a possible demonstration. Please provide as much information as possible. It is understood that this submission is subject to change. A Detailed Application and Agreement Execution process will occur at a later date. Submission of this Initial Proposal will allow your organisation earlier access to the planning process (to include teleconferences, face-to-face meetings, and information dissemination). 7

8 All photographs courtesy: Ursula Bach & Troels Heien, City of Copenhagen FOR MORE INFORMATION ON DEMONSTRATIONS PLEASE CONTACT u : To apply, go to the Congress website: ó

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