Organiser FAQs

Who can apply to organise a Climathon?

We welcome local organisers from all around the world and all different professional backgrounds, including but not limited to:

  • NGOs/ NPOs;
  • Community organisations/ co-working spaces;
  • Educational institutions;
  • SMEs;
  • City authorities or municipalities;
  • Others.

What are the requirements to organise a Climathon?

These are the general requirements

  • In order to organise your city’s Climathon, an organisation is required to apply on the website at https://climathon.climate-kic.org.
  • Once approved, the organiser must sign a Memorandum of Understanding (signed for 12 months), which captures all the aspects of collaboration, including mutual obligations, intellectual property rights, confidentiality and data protection, among others.
  • Every organisation must demonstrate a strong link to the city in which they intend to organise the Climathon programme. This means having an office, legal representation, residency or, under special circumstances, another way of assuring a link to the city.
  • The organiser is required to engage a diverse group of stakeholders in Climathon programme, including city authorities (unless the city is acting as the organiser), citizens, local businesses and non-profit organisations.
  • Organisers must adhere to Climathon branding guidelines.
  • Organisers are responsible for securing all the resources required in order to organise Climathon events.

For further details, visit Becoming an Organiser. 

What are the benefits of organising a Climathon?

Organising a Climathon for your city is a unique experience that is beneficial on multiple levels.

  • Tested methodology
    No need to start from scratch! Our simple and universally applicable methodology has been tested by hundreds of organisers across the world.
  • Hands-on support
    We're there for you. Benefit from a curated collection of resources, a sleek city website and, most importantly, the support from our community to help you take your Climathon event to the next level.
  • Unique network
    The Climathon programme serves as a doorway to a vast and active network of climate-positive organisations, further extended by EIT Climate-KIC. Looking for peers, mentors or partners? Look no further.

What are the responsibilities of a local organiser?

  • Host a Climathon-branded ideathon and, optionally, warm-up and follow-up events
  • Set the budget and fundraise or sell tickets to your events
  • Involve your city authorities
  • Attract and recruit a diverse set of participants
  • Customise and upload content to your city website
  • Spread the word about the programme and coordinate with all partners
  • Share your learnings with our global community of organisers
  • Check out our full programme guidelines here.

What is the timeline of Climathon

  • End of April: Registration Opens
  • Beginning of May: Scouting for stakeholders, starting fundraising
  • Mid-May: Setting your challenge
  • Beginning of July: Finishing your website
  • September 1st: 2020 registration deadline
  • Mid-September: Spreading the word
  • October 1st: Confirming your ideathon is going ahead
  • October: Warm-Up Events
  • November 13th: Global Climathon Day
  • November - January: Follow-Up Activities
  • Mid-December: Finishing your report and sharing your wins
  • January 2021: Global Awards
  • February-March: Opening of applications for Climate Launchpad

How can an organising team look like?

We recommend the following roles for your Climathon Team, of course, one person can have multiple roles:

  • Lead Local Organiser: signs up their organisation to organise the Climathon, takes full responsibility for realising the programme and is the contact person for Climate-KIC’s City Managers.
  • Partnerships Lead: takes the initiative in getting partners (funders and sponsors) on board for the ideathon and other Climathon-related activities. Coordinates involvement of partners during events (e.g. as moderator, coach, workshop organiser).
  • Communications Lead: oversees execution of all communications that goes out in the name of your local Climathon, coordinates (volunteer) support of the photographer and videographer during your ideathon, and can be the contact person for the central Climathon comms team.
  • Ideathon Lead: oversees and coordinates the content and logistics of the ideathon event.
  • Volunteer Lead: coordinates the responsibilities and commitments of volunteers (it’s likely you’ll need help during the ideathon).

 

What kind of support does EIT Climate-KIC provide for local organisers?

EIT Climate-KIC will support local organisers with the following: 

  • Collection of resources such as playbook, brand guideline, PPT presentation, brand story accessible to everyone on the website, and more marketing materials and templates once registered as an organiser.
  • City website including multilingual participant registration and ticketing, an event management checklist and knowledge base.
  • Various digital tools (e.g. Slack) for the organiser community to connect and inquire.
  • Publicity across multiple channels, especially before and around Global Climathon Day.

How can I apply for the Climathon as a local organiser?

Apply directly here.

I would like to organise Climathon but I am not part of an organisation? What are my options?

Under special circumstances, and upon request, Climathon events may be organised by a group of individuals. Send your request for approval to climathon@climate-kic.org before starting your registration process.

We are two organisations who would like to organise Climathon together. Which organisation should sign the Memorandum of Understanding (MoU)?

EIT Climate-KIC will sign a MoU with only one organisation. This organisation will be considered the main organiser and point of contact. Please find consensus with your fellow organiser which one is better suited for that role. Even though the MoU is only with one organisation, you can still add your co-organiser in the registration process.  

The city I would like to organise a Climathon is already registered. Can I still get on board as a local organiser?

You can get in touch directly with the local organiser via the city website and check if you can support organising locally. Find all the Climathon city websites here.

I applied but have not received the Memorandum of Understanding (MoU). What happened?

We have either not reviewed your application or the e-mail with the MoU has not reached you (make sure to check your spam folder). If you haven’t heard from us two weeks after your application, please get in touch via our website or Slack.

I have applied as a main organiser but am not the right person to sign the MoU. What can I do?

We generally recommend that the person, who applies as the main organiser signs the MoU. We do understand that in some organisations the main organiser and point of contact does not have the rights to sign an MoU. If this is the case for you, you can forward the MoU to the person in your organisation that can sign it. In the Docusign template that you have received, you can click on "Action" and assign to someone else. 
   

How long is the Memorandum of Understanding (MoU) valid for?

The MoU is signed for a 12-month term. If both the organiser and EIT Climate-KIC are satisfied with the first collaboration, the MoU will be automatically extended.

What are the next steps after I applied on the website?

Once you have applied, these are the next steps:

  • Verify your email address
  • We will be reviewing your application
  • If accepted you will receive a Memorandum of Understanding (MoU) to be signed
  • Once signed, your auto-populated city page has been created.

When is the registration deadline for organising Climathon in 2020?

The deadline for registration is 1 September 2020. 

What are the next steps after I have signed the Memorandum of understanding (MoU)?

Once you have signed the MoU these are the next steps:

  • If you are not a city authority or have no contact to the city authority yet, get in touch with them as soon as possible and talk about their involvement. 
  • Start working on coming up with the challenge(s) for your Climathon
  • Engage with local organisations to seek sponsorship for your Climathon. 
  • Start looking for a venue - or in case your Climathon takes place online, think about how you would want to organise the experience.

Why is the involvement of the local city authority important?

We believe cities are the place to pioneer exemplary climate action. We highly recommend you to involve your local municipality, because their involvement makes it more likely that you pick the right challenge and that any ideas developed through your Climathon are eligible for continued support and that you can, therefore, ensure significant local impact. 

This can take one of the following forms: formal endorsement, sponsorship, involvement in co-creating a challenge, or other in-kind contribution (e.g. providing event venue or offering marketing support).

Where shall I look for funding?

Organisers are responsible for securing all the resources required in order to host Climathon events. This includes, but is not limited to, personnel, venue, facilitation, and marketing materials.

Securing funding and additional sponsorships are important factors for a successful Climathon. Before reaching out to funders (financial support) and/or sponsors (other support) it is important to think about how you want to involve them. What value they can offer in exchange and how your collaboration could look like.

Most importantly, identify and prioritise companies, organisations, NGOs, and/or city representatives you know that might share your Climathon’s mission. Experience taught us that your local network is often the best place to start and that it will be a driving force for securing the funding and sponsorships needed. 

Check out our Playbook for more tips on fundraising or reach out to our community on Slack. 

What is a challenge and how to create one?

The climate challenges your city faces, are at the heart of Climathon and for these identified city challenges, participants will generate ideas. 

The first step is to recruit the Challenge Provider, who is often a city authority or someone related to the city departments, or any local businesses that experience real-life climate-related challenges.

Once you have identified your Challenge Provider, the role of the local organiser is in supporting the challenge creation, which often determines the quality of the ideas as well as the overall interest from the public. 

The topic will be defined together with the Challenge Provider. Themes could be, Mobility & Transport, Food & Agriculture, Energy & Electricity among many others.  

Check out our Playbook for more tips on challenge creation or reach out to our community on Slack. 

What language should be used during the Climathon events?

In all Climathon communication, English is the common language. However, if you have only local people at your Climathon event, you can run it in your local language. The website allows you to create the website in English plus your local language (including the registration for participants). 

Make sure though to use English for online communication during the Global Climathon Day - to be part of the online buzz and to spread your ideas throughout the community. 

How to spread the word about Climathon?

A good campaign is clear, consistent and compelling across all channels. Ideally, your campaign serves two goals:

  • Recruit community
    Find and sign up the right audience for your Climathon programme (warm-up/ideation).
  • Build community
    Share progress and results during and after the ideathon to stay connected and accelerate the ideas.

With your target audience in mind, choose the right channels e.g. a mix of online and offline channels (think of media and forums).

Have a look at the Playbook for more guidance. 

What is the target group for participants of the Climathon?

If you’re looking to enhance the impact of your Climathon, the following groups are often the best fit:

  • Intra/entrepreneurs
  • Students and researchers
  • Tech developers
  • Policymakers and influencers
  • Professionals and experts

Ideally, you want to encourage diversity and different ways of thinking across the groups, as well as different levels of experience. During your ideathon, you can subsequently create opportunities to attract different audiences by creating tracks for new projects/participants without ideas, startups, intrapreneurs and policymakers.

How to best recruit participants?

Set-up your city website where participants can register. Once this is set-up you can start your recruitment process. Make use of the marketing material provided by the Climathon team (it will be available though our Knowledge base for logged in users) for your online, offline and media campaign to attract the right participants.

Who owns the idea submissions?

At Climathon, we operate under a mindset of open collaboration focused on transformative and climate-positive impact and, by default, all challenges and ideas publicly contributed to the Climathon website or ideated as part of any of the Climathon-branded events become shareable and reusable by anyone. If someone has been inspired by a specific idea created at your Climathon, we recommend that these parties get in touch with the relevant team or, at the very least, give credit to the team behind it by referencing the idea subpage as the original source. Who knows, this might lead to an opportunity to work together or find new partners.

What if participants have IP concerns about sharing their idea?

It is part of our ethos that openness and co-creation are at the foundation of innovations that can truly make a dent in our road to a decarbonised society. We understand, however, that there may be special cases where sensitive information may be difficult to share publicly. For teams in this position, we encourage to share only what they feel comfortable with and to upload a high-level explanation of their idea on our website (we do not need all the technical details to assess its potential) to give the wider Climathon community an opportunity to reach out to and share valuable feedback on their idea. If they need extra support with intellectual property concerns, please get them to contact us at climathon@climate-kic.org.

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