Due to the postponement of EENA2020, this information is subject to change.

INFORMATION ON THIS PAGE IS UPDATED REGULARLY. FOR ANY OTHER QUESTIONS PLEASE CONTACT KASIA KOC, EENA EVENTS MANAGER at kk@eena.org

Registration

Do speakers have to register?

Yes. All speakers must register via the online registration form to attend the conference. While registering, it is important for speakers to include their mobile number in case the organisers might need to contact them urgently during the conference days.

I have registered but still did not receive any confirmation email...

Confirmation emails are being sent twice a week, usually on Tuesdays and Fridays. It takes three working days for the registration confirmation emails to be sent, but sometimes due to heavy workload this deadline can be extended to fmore. Thank you for your patience and understanding.

Accomodation and Travel Arrangements

What is the name and the address of the conference hotel?

The conference will be held at the Radisson Blu Latvija Conference & Spa Hotel, Riga

(Elizabetes iela 55, Centra rajons, Rīga, LV-1010, Latvia)

In which hotel and how shall I book my accommodation?

Please book your stay in the three contracted Radisson hotels with very affordable prices negotiated by EENA.

The links for the online reservations, available HERE.

Where can I book my flight?

EENA partnered with BTS Travel Agency and AirBaltic to offer the best service for the conference participants travelling to Riga. Please request your flight option HERE.

What are the details of AirBaltic’s travel policy?

  • Please note: you must check-in online before your departure –  otherwise a fee of 35EUR will be applied at the airport;
  • The total weight of your cabin luggage (one personal item + small bag) cannot exceed 8kg for both ways, otherwise an additional fee of 60EUR will be applied at the gate desk; registered luggage is 20kg.

Presentation Format and AV specifications

What should be my slide format?

All the conference rooms will support MS PowerPoint ONLY. Please ensure that your presentation is converted to this format. High definition (HD) projectors will be used for all EENA sessions. Please apply widescreen formatting when preparing your slides (aspect ratio 16:9; resolution 1920*1080).

Your presentation should be prepared in MS PowerPoint  2003, 2007, 2010, 2013 or 2016. Please note that older PowerPoint versions cannot embed videos and can only play videos from hyperlinks – therefore please have the video file saved as a separate file or provided to the session reviewers.

If the version of your .PPT supports embedded videos, then it can be automatically displayed from your slide.

Preferred page setup is landscape orientation with high-contrast lettering and readable fonts (minimum font size = 24)

What is the length of my presentation?

Allocated time slots and recommended number of slides are explained in the distributed speakers’ guidelines. Please refer to those documents for any additional questions you might have about the running of your session and for further information do not hesitate to contact the session leader.

How will I know my session leader?

All the session leaders (also presented as reviewers of the presentations) will be distributing speakers’ guidelines starting as of 17th of February. Please contact Kasia Koc, EENA Events Manager at kk@eena.org if by the end of February you still did not receive any guidelines from your session leader.

Shall I transform a 4:3 presentation to 16:9?

If your presentation is in the 4:3 format please note that it will have black stripes on the left and right of the room screen.

Transforming a 4:3 presentation can be done by changing the Slide Size from 4:3 to 16:9. This function can be found under the “Design” menu. Be careful when you do this and double check every slide carefully as the layout of your slides and pictures may have changed. Adjust them accordingly so they look perfect in 16:9 format.

I am working on an Apple device, how can I avoid having issues with the conversion of my presentation?

Check your presentation on a Windows (preferably Win10 with PowerPoint 2016) machine before you bring it to the conference. This will avoid a lot of stress at the conference as you will not have to fix things that are not working after the conversion from Apple to Windows at the last minute. Please give your converted filename an extension “.PPT”.

How should I save graphics to avoid having the numbers on spreadsheets (Excel) changed automatically by PPT?

First, save the graphics or spreadsheets (Excel) used in your presentation on your USB-stick. (In case of problems we can re-insert the original graphics or spreadsheets). Second, it is also a good idea to save your graphics as a picture to avoid having your numbers being changed automatically by Powerpoint from using , as decimal point to . or vice versa.

My presentation might include PICTURES, VIDEOS & HYPERLINKS. To what should I pay attention while preparing it?

Pictures: Do NOT save the picture as BMP or TIFF (size is too big). Images with .gif and .jpg extensions are recommended to obtain light presentation(s). Save the pictures used in your presentation on your USB-stick (In case of problems we can re-insert the original).

Video: There are no size restrictions of the videos (MB) but keep in mind that the video of bigger size risks not to show up smoothly. It is requested to bring your videos on a USB-stick and to inform the session reviewers and the technicians of the room the day before the presentation. We cannot guarantee the success of the material being displayed from YouTube of Vimeo.

MPG (MPEG), MP4, MOV, WMV or AVI are the only acceptable video formats

Hyperlinks: If you use hyperlinks to websites in your presentation(s), please check if they are working correctly and save the link as well on your USB-stick.

If I have some last minute changes to my presentation, should I send them to my session reviewer for his/her confirmation?

Yes. Any last changes to the presentions should be communicated to the session reviewer. If the session leader accepts the modifications, speakers are kindly requested to bring their final presenation on USB and send it to Kasia Koc, EENA Events Manager at kk@eena.org

Can I use my personal laptop to present?

No. Use of your personal laptops for presenting is NOT ALLOWED.

How can I improve my PowerPoint presentation?

  • In general : the smaller your PowerPoint presentation (in size) the easier it is to handle. Thus try to keep the size of your .PPT small.
  • Any video/image file must be in the same folder of the PowerPoint presentation and must be copied in the folder before being included in the presentation.
    • Example: create the folder “PRESENTATION” and copy the necessary files for the presentation in it; then create the PowerPoint presentation including the films that were in the “presentation” folder. Finally save everything in the “presentation” folder and bring it on USB at the conference.

What are the AV specifications in Track 1 room?

Track 1 room (also called Plenary and OMEGA) AV details:

Hall screen size 3350×1080 + screen frame size 12x8m – projection with 2 projectors 16K lumens

Side screens 3×1.7m – 5000 Ansu lumens FullHD 1920*1080

What are the AV specifications in Track 2 room?

Track 2 room (also called ALFA) AV details:

FullHD 16:9

Center screen 3.8×2.15m  8K

Side screens 3×1.7m 5K

What are the AV specifications in Track 3 room?

Track 3 room (also called BETA) AV details:

Side screens 3×1.7m 5K

Lectern with the microphone 

Are clickers and speakers’ TVs provided in each room?

Yes, each room has a slide changer and small TV in front of the speakers.

How can I check if my presentation is displayed CORRECTLY in the conference room before the event?

If you have any doubts towards the display of your presentation in the conference room or your slides’ format or embedded videos, please notify your session leader while submitting your presentation. EENA Events team will then send your presentation to the technicians in Riga for a real technical check. Do not hesitate to ask for it as it might help avoiding bad suprises just before your presentation.

How can I check if my presentation works in the conference room during the event?

There will be technical assistance hours during the conference days when speakers can check directly their presentation with the technician(s).

Technical assistance hours on-site:

  • Tuesday 31 March            16:00 – 18:00 Track 1 room
  • Wednesday 01 April        13:15 – 14:00 All rooms
  • Thursday 02 April            13:15 – 14:00 All rooms

 

Important DEADLINES

When will I receive speaker’s guidelines?

All the session guidelines will be distributed by the session leaders as of 17th of February. Please contact Kasia Koc, EENA Events Manager at kk@eena.org if by the end of February you still did not receive any guidelines for the session you are presenting in.

When should I submit my presentation?

The final deadline for presentation submissions is 02 March 2020.

What is the SPEAKERS’ WEBINAR about?

The main objective of the webinar dedicated to speakers is:

  • to explain the on-site preparation process (who to ask for a microphone or how to upload their modified presentation just before their session will start etc).
  • to inform about the badge collection and technicians assitance permanence hours etc.
  • to remind them the practical information before their travels to Riga.

When is SPEAKERS’ WEBINAR taking place?

The SPEAKERS’ WEBINAR is scheduled for the 19th of March at 16h00 Brussels time. All speakers will receive the invitation to join one month before. If after 19th of February, you did not receive your invitation, please contact Kasia Koc, EENA Events Manager at kk@eena.org.

Planning your meetings on-site and preparing your networking opportunities…

How can I get in touch with other participants before the conference?

List of participants (only delegates’ first and last name, job title, organisation and country) will be provided before the event to all the participants. Please note that NO personal data will be shared (as already communicated in the registration form).

What if I don’t want to be visible in the list of participants?

You can always opt-out and request to be removed from the list of participants that will be shared publicly with other delegates. If you wish to do so, please contact Kasia Koc, EENA Events Manager at kk@eena.org.

Pictures/Recording/Presentations

Will there be video recording and photos being taken during the conference?

Yes. The official EENA video and photography crew will be installed in all the session rooms and while sessions are in progress the footage will be taken. Photos or video footage will be used for the conference-related communications and the promotion of future events.

Will my presentation be shared publicly after the event?

Yes. All the session presentations will be made publicly available after the event.

What if I don’t want my pictures or my presentation to be shared and/or myself being recorded?

If you want to OPT-OUT (i.e. you do not wish for your presentation/video/pictures to be published), please contact Kasia Koc, EENA Events Manager at kk@eena.org in writing before the start of the conference.

Other questions…

What is the dress code of the conference?

All emergency services representatives are kindly requested to wear their official uniform (not mandatory but appreciated), whilst the other participants can wear business casual.

What is the official language of the event?

All the conference sessions, 112 Awards Ceremony and social event are held in English. Speakers are kindly asked to prepare their presentation only in English.

As a speaker of the conference, should I pay the entrance fee to the social event?

Yes, social event entrance fees are to be paid by everyone. More information about registration to the social event are to be found HERE.

Privacy policy

Where I can find EENA’s privacy policy?

Read EENA’s privacy policy HERE. For any questions regarding Data Protection, please contact our Data Protection Officer at dpo@eena.org.

Will my contact details be shared?

By registering to the event, you have been informed that you are being automatically added to the list of the conference participants. This list will be shared with all the conference participants (only your name, job title, organisation and country will be displayed).

Your email address, phone number or any other contact details will NOT be shared.

If you want to OPT-OUT (i.e. you do not wish to be included in the participants list), please contact Kasia Koc, EENA Events Manager at kk@eena.org in writing before the start of the conference.