Version of 13th December 2016 Requirements specification for ActInSpace regional organisation 1. Introduction ActInSpace http://www.actinspace.org/en/node was conceived and organised by CNES, which also organizes the French event and stays the design authority. ESA guaranties its extension outside of France with the help of the others space agencies. ESA BIC Sud France will manage the pooled services center. We have several objectives with the creation of this event : Develop the entrepreneurial spirit among young people. Create an attractive event for students and entrepreneurs, which built a dynamic image of spatial and participate to make known Esa Bics. Show that Space is a vector for innovation capable of boosting employment and economic development in areas outside its usual sphere. Find candidate to an ESA BIC or another incubator, in short or medium terms. Favorise re-use of spatial datas and technologies. 2. Planning The event will take place on 25th and 26st May 2018. 2.1. Kick Off and team constitution The kickoff will be during the International Paris Air Show between the 13 th and 15 th June and the inscriptions will start on spring 2018. 2.2. Starting Up of the event : Meet-Up We recommend to organizers to bring together the candidates at 12:00 AM on 2018, May 25th. At 1:00 PM, there will be : - Some videos about the event, a reminder of the competition rules and planning, - A topics presentation, - Teams creation. 2.3. Starting of the event The event will begin by a welcoming message from the regional organizer, and a conference to remind the competition rules). 2.4. Group Work From 2018 May 25th at 3:00 PM to 2018, May 26st at 3:00 PM: Group work with each team, with helping of experts groups Duration : 24 hours Requirements specification ActInSpace 1
2.5. Project presentations 2018, May 26st around 4:00 PM : Public projects presentations for each team in front of the jury. 7-10 minutes for each team. 2.6. Regional Prizes 2018, May 25st around 5 :00 PM : Result announcements and comments on each team. Cocktail 2.7. International Prizes For the Toulouse Space Show in July 2018 : Result annoucements (national winners, european winners, special prices) comments on each group. Cocktail and gala party. 3. What regional organizers has to plan 3.1. Inscriptions Inscriptions are managed by central organization, but it s important to give the opportunity to some teams to join the event. Teams are composed by 5 persons max. Each regional organizer set the candidates number for its town. For example, in Toulouse, we think we could have 20 teams of 5 persons, 20 experts and 30 persons for organization, maximum. The regional organizers have to : - To give the opportunity to some teams to join the event - To give the opportunity to candidates to make teams, if they didn t make them before - Find contacts for candidates a long time before the event, to give them informations - Assure the candidates appointment in - Paper lists 3.2. Places Duration: Make sure to have a place free between May 25th at 12:00 AM and May 26 st 8:00 PM Rooms : A common hall to welcome 150 persons (like Lecture Hall) At least 5 work rooms of 25 persons separate in 4 groups. A room for experts A place to take a break, eat Access : Marking Security Parking Loading and unloading zone (for logistics) 3.3. Logistics 3.3.1 Multimedias For common hall : micro HF : 1 presenter + 2 public Video projection: 1 vidéoprojector with portable connection (Mac & PC). Requirements specification ActInSpace 2
For work rooms : adaptator : at least 1 plug by candidates For experts room : If you have a place with experts, have at least 3 PC with cameras, in order to make web conference with candidates in other places. On each site, have a connection with an intellectual property systeme and have an expert on intellectual property, to show to candidates how to search patents. 3.3.2 Communication way Internet : wifi connection for candidates (30 Mbits/s symetrics level minimum) Phone: nothing. Candidates have their own phones PC : Idem 3.3.3 Works tools For each team : Paperboard White board BMC (optionnal) Paper A4 & A3 bookbinder printer pens, pencils and marker pens Aproximate price : Paperboard : 100 /u (if you have 20 teams) 20*100 = 2000. 3.4. Eat You have to plan : Coffee breaks Dinner and lunch for Friday night and Saturday midday Breakfasts for Saturday morning Final cocktail Hosts Prize could be between 1k (20 candidates) and 5k (100 candidates). 3.5. Organization You have to choose a responsible of organization. 3.5.1 Meet-up with coaches A month before the event, it would be nice to organize a meeting with every regional coaches in order to explain the planning of the event, take informations on their experiences, etc. You need some host and hostess, who will make the welcome, give badges, guide candidates Requirements specification ActInSpace 3
3.5.2 Logistics team You need a team of people who take in charge candidates and organizers assistance, eat, breaks, informations 3.5.3 Animation You need a person who will liven up the event : - Explain competition rules and planning, and safety instructions. - Animate team creation, and make sure that people alone meet other candidates (you can organize games to bring them together) - Ensure the smooth running - Liven up the teams presentation, results announcement, prices - Make connection with central organization and regional organization. 3.5.4 Coaches You need to find technical experts who following the teams. Il faut recruter puis accompagner les experts techniques accompagnants les équipes. Every regional center have to find : A business expert (for economic elements) A creative expert, There will be a coach in each work room at least to help candidates : devergence/convergence process, emphatic card, BMC, etc. Remark : Experts are mostly leaders. It s important to contact them as soon as you can, to spread informations to their entire network. 3.5.5 Jury There is a jury in each town, under the regional organizer responsability. Organizers have to : Make the jury Explain the notation requirements Results analyse and make ranking 3.5.6 Cleaning You have to plan cleaning of the place during and after the event. 3.5.7 Security You have to assure the security, in particulary in case off student overflow. 3.5.8 The shooting of the event To promote the event it is desirable to film the highlights like starting the presentation of the work and the award ceremony. The regional organization must have the means of shooting and editing the film and provide the national organizer who will put on the event website and will be promoted. 3.6. Communication Requirements specification ActInSpace 4
The Communication on regional event is the responsibility of the organizer but must be conducted in cooperation with the CNES communication service, the Aerospace Valley (representative of ESA BIC Sud France) and ESA. Communication should highlight the organizer of the regional event but it must not overshadow the communication on the ESA BIC Sud France, CNES and ESA. Concretely : Any action of communication, speech, text, must mention the CNES. A "boiler plate", a paragraph of 4-5 lines explaining what ActInSpace project and what each does there going to be written. Each press release or web item partners must mention this footnote on page. All communication media about the ActInSpace must be submitted to CNES for approval, which will decide whether or not to use the logo CNES. In particular, any action to the press is subject to prior agreement with the CNES press service. (Note the question of the press is very sensitive, not making speech vis-à-vis the press or sending CP without the CNES Press Office is aware) Must be provided the realization of a film presenting the proceedings of tests on the site. 3.7. Preparation national final The regional organization : - Must provide to train the winning team for the national final - To defray travel expenses to allow the winning team or one of its representatives to come to the national final. For French towns the national final will be held the morning of the European final. 3.8. Preparation international final The regional organization : - Must provide to train the winning team for the international final - To defray travel expenses to allow the winning team or one of its representatives to come to the International Final. The International final will be organized on the day of the gala evening of the Toulouse Space Show where will be presented the awards. Requirements specification ActInSpace 5