STUDENTS INFORMATION MANUAL

Transcription

1 2018 STUDENTS INFORMATION MANUAL

2 SUMMARY Contents Page Schedule and key dates Constitute the registration dossier to be submitted online 4 Advice on completing your registration 5 On-line submission until 15th July Packagin Spamples 9 Oral presentations - media 10 Accomodation 11 Reach the SIAL Paris 12 Student Agenda 13 The Competition 14 Preparing your products 15 Oral Presentation 16 The Jury 17 Award Ceremony 18 After the competition 19 Flashback Contacts 21 2

3 SCHEDULE & key dates in st May 2018 (6pm GMT+1) 15th July 2018 (6pm GMT+1) 14th September th September st & 22nd October 31st May before 6 pm (GMT+1) 15th July before 6pm (GMT+1) 15th September 28th September 21st & 22nd October National Federation provide both Letter of Commitment and Registration Form to be found on federation area, to be fully completed and returned by to contact@ecotrophelia.eu and by post to: ECOTROPHELIA EUROPE Organizing Committee CCI VAUCLUSE 46 COURS JEAN JAURES - BP AVIGNON CEDEX 1 FRANCE The Organizing Committee will acknowledge receipt of both documents and will send an invoice referring to the registration fee. The Participant application will be considered final and official when the registration fee is paid to the Organizing Committee by bank transfer. Participating Team submit the complete dossier to be found on including: Establishment details, contact & logo, Team details, technical file, Product description and written presentation, Product photos (high definition). A collective statement signed by each member of the Team to be sent by to contact@ecotrophelia.eu and by post the address above. Participating Team send 5 samples of the Product packaging to the Organising Committee, address above. Participating Team send an extract of the Oral presentation (including software and font used) by electronic submission on ECOTROPHELIA Europe 2018 Competition followed by the Award Ceremony. 3

4 Registration File How You must submit your application with all the documents mentioned below in electronic format on the website no later than the 15 th July The dossier will necessarily include the following: National Establishment Information Form address, contact person and logo (minimum 1Mb) Team Information Form full details of each team member, including bank details Collective commitment signed by all Team members A technical description of the product, in PDF version, written in English, limited to 20 pages (A4 format) with a maximum of 10 pages appendices The product short description (100 characters maximum including spaces and punctuation) This will serve as a base-line for the brochure and will appear in all press releases. A written presentation of the product, in commercial terms (with product s exact name): 1500 characters maximum (including spaces and punctuation) Photographs of the product with its packaging (high definition) Classifcation of the product on Private / Team Area / Team Submission / Project Submission Multiple choices are possible The storage and preparation conditions of the product together with the tasting material requirements must be indicated in the Team Material Form Address for any written documents that need to be sent by post: CCI Vaucluse ECOTROPHELIA EUROPE Organising Committee 46 COURS JEAN JAURES - BP AVIGNON CEDEX 1 - FRANCE PLEASE RESPECT THE SUBMISSION PROCEDURE AND DATES 4

5 Advice to complete your registration ADMINISTRATIVE ELEMENTS Team Information It is very important to identify the Team Leader who will assume the role of "project manager. This person will be contacted in priority for any request for additional information. The Team Leader s presence will be mandatory during the event. Collective commitment letter, signed by ALL members of the Team This document presents all the members of the project, who will each receive an equal amount of the prize money should the project be rewarded. It validates everyone's commitment to the project and must be signed by each member of the team. Please print on your Establishment's headed paper (with logo and full address.) PRODUCT PRESENTATION FILE Technical file and appendices Form of the file: Title : the title of the project must be clearly visible on the front page Number of pages : the document is limited to 20 pages and 10 pages of appendices maximum (A4). Please use font no smaller than 11. Written presentation of the Product Please join a description of your product: A descriptive text of the project = one-page summary including the differentiating or innovative features of the product compared to existing products, as well as elements for assessing the contribution of the industrial partnership if applicable. A relevant illustration of your product. 5

6 Advice to complete your registration COMMUNICATION ELEMENTS Product description You must describe your project in a few words: 100 characters (including spaces and punctuation), about a line. Please note! This description is very important. This information will be included in all competition communication media: the jury records, the website, the brochure, the list of projects published in the press releases... Examples: "Tartinons, a range of fruit spreads," "Greeniote, salted brioche stuffed with vegetables" Presentation text of the project, written in English business language Your text will be associated with the presentation of your project on the website and in the 2018 edition of the European contest brochure. To meet the printing requirements it is imperative that you do not use anymore than 1500 characters (including space and punctuation). A person, potential consumer does not know the project must be able to quickly and easily understand what your project is and how to classify it (appetizer, starter, dessert...). Do not hesitate to give the main ingredients. Describe the appearance, shape and positions of different ingredients, colors... Include gustatory details. Indicate the nutritional position. Present the packaging, storage time, the preparation and distribution methods. Think of the marketing positioning of the product. Specify how the product is innovative. You must be precise in the use of terms and the language used should be consistent with product positioning. High definition pictures of the Product You must send a photo of the product (high definition file). It is preferable to see the product and its packaging. This photo may be used as part of the overall communication of the competition. Feel free to join several shots. 6

7 Online Submission By Saturday 15th July 2018 (6pm GMT+1) HOW 1: Connect to: 2 : Enter the username and password provided by . Access the Team Area through the menu Private 3 : Complete all the forms & files listed and upload all necessary documents, information and photographs How? Please complete all 4 steps, in any order you like: 1. National Establishment Information Form address, contact person and logo 2. Team Information Form full details of each team member, including bank details 3. A collective commitment, signed by each member of the team, in PDF version. (Document also to be sent by post) 4. Product Submission : Product name and description in 100 characters max (including spaces and punctuation) Characteristics: Categorisation of the product (multiple choices) A written presentation of the product, in commercial terms 1500 characters max. (with spaces and punctuation) A technical description of the product, in PDF version, written in English, limited to 20 pages (A4 format) Photographs of the product with/ and its packaging (high definition -.ai,.jpeg and/ or.eps) 5. The Team Material Form Please refer to the above list to ensure that you have all necessary information available before beginning your Product Submission. Each Form is separate. Each Form must be fully completed before submission is possible. Any empty fields will be highlighted with a red contour indicating missing information. It is possible to save a draft version of each form or file. However Submission is final. Once the form or file is submitted IT CANNOT BE MODIFIED. 7

8 Logon to your user account on SUBMISSION PROCESS DETAILS Once logged you will find all documents and files to be submitted on-line in the Team Area: Team Material form for product storage, preparation and presentation material requirements: 8

9 PACKAGING SAMPLES By September 15th In 2018, we will have the chance to take profit of a space dedicated to packaging exposition. This space is ideally located in the Hall #6, next to the prospective laboratory «FUTURE LAB». Each team is then expected to send by the 15th September to the organization committee (address is hereunder) the latest 5 samples of the packaging that will be shown on this space. ECOTROPHELIA EUROPE Organizing Committee CCI VAUCLUSE 46 COURS JEAN JAURES - BP AVIGNON CEDEX 1 FRANCE Considering the importance of this space, attention must be paid to the samples quality: all packaging should reflect a professional high quality. Any samples with low quality will not be exposed. 9

10 ORAL PRESENTATIONS-MEDIA By September 28th An extract of your presentation shown in front of the Judging Panel must be sent by electronic submission before 28th September 2018 the latest. This presentation will be tested/validated in order to prevent from any issue (fonts, display, sound, video...). Please note that sending Fonts is strongly recommended especially for ppt/pptx presentations (not required for prezi exe nor pdf presentations). All chosen fonts and software used for presentation must be free of charge (Open source, public domain,...) This presentation is not the final version, but should stick as most as possible to the final format so you make sure that the final presentation works smoothly. A pdf backup presentation is also requested for more security. Please submit your presentation (200 Mb max) and (free) fonts: Private/ Team Area/Oral Presentation 10

11 Preparing the European Competition Your project has been chosen to represent your country to the ECOTROPHELIA Europe Competition. Prior to your arrival at the SIAL Paris, you should confirm the participation of your team members in Paris by to The presence of the Team Leader is mandatory. ACCOMODATION Accomodation for 3 nights for up to 3 students per team is provided by the ECOTROPHELIA Organising Committee at the «Youth Hostel Yvers Robert, 20 Esplanade Nathalie Sarraute, PARIS». The Hostel is located at walking distance (13mn) from the «Gare du Nord» railway station, where you can find direct trains getting to the SIAL Paris (Line RER B) or to the main Airports (Roissy Charles de Gaulle or Orly). NOTA 1: Teams over 3 students who still wish to stay together can proceed with a separate booking directly to the hostel (or via web services like booking.com); the rooming details will be organized as well as possible by the hostel. NOTA 2: Even if the room is paid by the ECOTROPHELIA committee, each group will be requested a 20 deposit at arrival, refunded when leave. 11

12 EUROPEAN COMPETITION DIRECTIONS TO REACH THE SIAL GETTING TO SIAL PARIS Reaching the SIAL Paris from the Youth Hostel Yves Robert is easy, by taking the RER B local train at Gare du Nord ; the full trip takes around an hour. All useful information to reach the SIAL Paris Exhibition can be found on the SIAL Website here: The competition will be held in the Mezzanine of the HALL #4 of the exhibition. 12

13 S U N D A Y 21 s t O C T O B E R 2018 COMPETITION PROVISIONAL* AGENDA 10:00-12:00* SIAL Paris REGISTRATION of all students Each student has to be present at the registration desk on 21 st Oct. morning, even the student teams that will present their food products the 22 nd. The ECOTROPHELIA EUROPE Organizing Committee will be ready to welcome you; the final presentations will be loaded and briefly tested. 13:30* SIAL Paris WELCOMING of the judging panel experts 14:00-18:45* SIAL Paris Student project presentations (1 st group) and simultaneous product tasting, Q&A session Presentation in English: minutes per team Detailed Presentation in English, tasting min Questions / answers min Marking by the jury... 5 min The food products will be served by the student team to the judging panel experts. 1 additional person from the ECOTROPHELIA Organizing Committee will be available to help serve and clear the tables if necessary. M O N D A Y 2 2 n d O C T O B E R 8:30* Judging Panel Assembly 8:45-13:00* SIAL Paris Presentation in English 25 minutes per team Student project presentations (2 nd group) and simultaneous product tasting, Q&A session 13:00 15 :00* Final panel deliberation session Deliberation will be held behind closed doors. Access will be reserved exclusively to members of the judging panel and the ECOTROPHELIA EUROPE Organizing Committee. 15:00 16:00* SIAL Paris Announcement of the winners Award Ceremony AWARD Ceremony The contest is awarded with 4 prizes: ECOTROPHELIA EUROPE Gold Prize ( 5 000), ECOTROPHELIA EUROPE Silver Prize ( 3 000), ECOTROPHELIA EUROPE Bronze Prize ( 2 000), Communication Strategy special Prize ( 500). The prize money will be paid by bank transfer to each student of the prize winning teams who signed the collective agreement. They will receive a sum equivalent to the pro rata amount of the overall prize award. * Please note that times may change depending on the number of projects presented 13

14 STUDENT TEAM REGISTRATION 21st October am 12pm On arrival at the SIAL Paris Exhibition (Hall #4) When you register your Team you will: Sign the attendance sheet Each student will be asked to sign the attendance sheet of his team and a waiver of the right to the image. Upload final version of Oral Presentation from a USB device 2018 ECOTROPHELIA Europe Brochure A copy will be given to each student. In the brochure you will find the description and an illustration of your product. The document will be downloadable after the competition on the site 14

15 PREPARING YOUR PRODUCTS Before July 15 th you must indicate the conditions of storage and preparation of your products by fillingout the Team Material form. If you do do have any specific request, please submit it by mail to All the facilities available will be shared with all teams in a common kitchen and a common preparation room. Be sure to reduce the protective packaging as much as possible when storing in Fridges or freezers. The material (especially microwaves) will be available to all the teams only in the kitchen area and cannot be moved elsewhere. We do not provide small kitchen equipment (kettle, fryer...) or kitchen utensils (pots, wooden spoons...). You will need to bring between at least 25 portions of your product for the Jury to taste during the presentation. 15

16 ORAL PRESENTATION A PC (Windows), projector and screen will be available for all team presentations. Two cordless microphones and a remote control will also be provided. You are requested to bring your final presentation with you on a USB device; as a back-up, in case of any failure, we recommend your also bring a pdf version of your presentation. 16

17 JURY 21 st and 22 nd October WHO ARE THE JUDGES Each National Food Federation presenting a team in the competition appoints a National Judge, a person recognized for his reputation, independence and skills. THEIR MISSION Designate from the projects presented: 1. The Gold, Silver and Bronze Awards 2. The Communication Strategy Award WHEN The Jury will take place over two half days, on 21 st October afternoon and 22 nd October morning. The detailed presentations timetable will be provided thru the website several days prior the competition HOW MUCH TIME The presentations are in ENGLISH and last for 25 minutes 10 minutes presenting the project and 15 minutes for questions and answers. Please note! The Jury will take the following into account: Form (ability to persuade, quality of presentation media, oral expression and uniformity of the group) Content (synthesis, critical analysis) Packaging (prototype to present) Tasting (take care with the presentation of the product ). Although some originality can be accepted it is recommended to keep to presentations professional and limit any "theatrics." TASTING The jury will taste your product during the oral presentation. You will need to prepare your products on plates (you may possibly want to plan decorative elements). Please inform the Organisation if you need help to serve the members of the Jury. RESULTS The Award Ceremony will take place on 22 nd October afternoon 17

18 Announcement of the Winners Award Ceremony ECOTROPHELIA Europe prizes to stimulate eco-innovative imagination A total of 10,500 in prizes 3 TROPHIES ECOTROPHELIA EUROPE GOLD Award: 5000 ECOTROPHELIA EUROPE SILVER Award: 3000 ECOTROPHELIA EUROPE BRONZE Award: 2000 ECOTROPHELIA EUROPE COMMUNICATION STRATEGY AWARD Donated by the EEIG Award: 500 Additionally, SOPEXA, a 100% Food & Drink International Communication Agency, will propose to the three Gold, Silver and Bronze prizes winning teams who will ask for it, a 2500 value customized dedicated coaching to help them to reach the market. Each student whose team project receives a prize may claim the distinction and will receive payment calculated on the amount of the prize in proportion to the number of students in the team (cf. signing collective letter). The prize money will be paid by bank transfer to the bank accounts indicated by participants in the registration dossier. Please check that all bank details are correct to ensure that the transfers are not rejected. 18

19 After the competition Expenses will be reimbursed as per the Ecotrophelia Europe 2018 Regulations. You will find an extract of the regulations below and full details on the reimbursement prcedure on: Private/Team Expenses EXTRACT OF 2018 REGULATIONS CONCERNING EXPENSES ARTICLE 8 - TEAM EXPENSES PAYMENTS 8.1 Accommodation expenses of the teams The Organizing Committee will book and pay for participating students accommodation at ECOTROPHELIA EUROPE up to maximum of 3 (three) students per team, according to conditions set out by the Organizing Committee. The place of accommodation for the three above-mentioned students will be chosen by the Organizing Committee. 8.2 Transport and meal costs of the teams Each student team will be reimbursed for their travelling expenses (transport costs and meals), by keeping and sending to the Organizing Committee original receipts, up to a maximum amount of 1,200 (one thousand two hundred Euros) per team, on the following conditions: For the transport costs by plane, train or bus: in economy class, based on nominative standard tickets the cheapest possible (on handing over original documents); by car: upon highway tickets and fuel cost tickets. No taxi receipts will be reimbursed For meals The ECOTROPHELIA EUROPE Organizing Committee will reimburse expenses up to 4 meals per student for the period from Sunday 21 st October until Monday 22 nd October up to 15 (fifteen) Euros per meal and per student (only upon presentation of original invoices / tickets) Procedure to follow for reimbursement Each "Team manager" must send, by the 10 th November 2018 the latest, by to contact@ecotrophelia.eu and by post to the address mentioned below, a summary list of incurred expenses (and total amount requested) for their team s travelling expenses and original supporting documents (tickets, invoices, etc ); Each team s travelling expenses will be paid by bank transfer into each Team Manager s bank account after examining the eligibility of the costs by the ECOTROPHELIA EUROPE Organizing Committee. ECOTROPHELIA EUROPE Organizing Committee, CCI VAUCLUSE - 46 cours Jean Jaurès - BP AVIGNON CEDEX 1 - FRANCE The national team of the hosting country will not be eligible to any transportation nor meals expenses. The procedure to claim and submit expenses can be found on the website: Private/Team Expenses All expenses must be submitted by 10 th November 2018 AT THE LATEST NO EXPENSES WILL BE TAKEN INTO ACCOUNT AFTER THIS DATE NO ACCOMODATION EXPENSES WILL BE TAKEN INTO ACCOUNT EXCEPT THOSE IN ARTICLE 8.1 NO EXPENSES WILL BE TAKEN INTO ACCOUNT WITHOUT AN ORIGINAL RECEIPT ALL TRAVEL INVOICES MUST BE NOMINATIVE AND SHOW THE TOTAL COST 19

20 Who will succeed the 2017 winners? LONDON 21 & 22 NOVEMBER Gold Prize to Greece with AVOYOG Smoothie beverage, a functional eco-friendly innovative smoothie beverage from avocado and Greek yoghurt whey. Silver Prize to UK with Yasai Caulirice Sushi, Cauliflower rice rolls filled with carrot, cauliflower leaf, pickled beetroot, cucumber and spinach. Bronze Prize to Slovenia with On My Whey, a unique whey based fruit dairy product with added millet which makes healthy snacking easy. Communication Strategy prize to Germany with Mixcuit, An approximately 12 cm long, hollow biscuit filled with a portion of sugar or milk powder. Coup de Coeur Prize to France with Croc&Vie, the only combination of sticks and sauce you can take anywhere for a healthy and a delicious snack. 20

21 Any questions? Contact us Address : CCI VAUCLUSE ECOTROPHELIA EUROPE ORGANISATION COMMITTEE 46 COURS JEAN JAURÈS - BP AVIGNON CEDEX 1 - FRANCE Tel contact@ecotrophelia.eu Find ECOTROPHELIA on the web Youtube Follow ECOTROPHELIA on social networks ARTICLE 15 - AMENDMENTS CANCELLATION extract from 2018 Rules The Organizing Committee reserves the right to amend, postpone or cancel the competition or to change the dates and conditions, if circumstances beyond their control require them to do so, without incurring liability. 21