Event Description and Key Objectives

The European Girls’ Mathematical Olympiad 2023 (EGMO 2023) is an annual international event that aims to promote and encourage girls’ participation in mathematics. The primary purpose of the event is to provide a platform for talented female mathematicians from various countries to showcase their skills and abilities. The key objectives of EGMO 2023 are to foster gender equality in mathematics and STEM fields, create a supportive and inclusive environment for female participants, and strengthen their problem-solving and mathematical reasoning capabilities. By hosting this event, the organizers seek to inspire young women to pursue further studies and careers in mathematics and related disciplines, contributing to the overall advancement of women in STEM worldwide.

Key challenges

The main challenges faced during the planning and execution of EGMO 2023 were primarily related to logistics. The event involved a plethora of accompanying activities dispersed throughout the event’s duration and location at the congress center. Coordinating and managing multiple events, competitions, and workshops alongside the main competition posed a significant logistical hurdle. To overcome these challenges, the organizing team took several measures. They implemented a detailed and comprehensive logistics plan to ensure smooth coordination among all the events. This involved careful scheduling, allocation of resources, and efficient communication channels with ettendees as well as good communication between the organisers and venue managers. Additionally, they set up dedicated teams (including volunteers) to handle different aspects of logistics, ensuring that each element of the event was well-organized and executed. Moreover, the use of modern technology and communication tools played a crucial role in streamlining the logistics. This allowed the organizers to stay connected and make real-time adjustments as needed. They also sought support from volunteers and local partners to assist with the coordination and execution of various activities.

Basic information about the event

Name of the organiser

St. Bernardin _ Sava Hotels & Resorts

Location

PORTOROZ, SLOVENIA

Event duration

13/04/2023 – 19/04/2023

Client

DMFA

Event results

Creativity

EGMO 2023 demonstrated creativity and originality through its unique approach and concept. One of the distinctive aspects was hosting underage participants, necessitating careful arrangements by the organiser for their arrival, including transport, accommodation, visa formalities, etc. Moreover, the competition itself had special requirements that demanded extensive coordination with the venue management. To accommodate the specific requirements and maintain the integrity of the competition, the organizers made a bold decision to move the sponsor/exhibition area to a different hotel, not originally designed for such purposes. This creative adaptation allowed them to address the needs of the event while providing a suitable and functional space for the sponsors and exhibitors. Another noteworthy aspect of creativity was evident in the accommodation arrangement. To prevent cheating and the exchange of information during the competition, participants were segregated based on their roles at the event. Competitors and deputy leaders were housed in one hotel, while the teams leaders, coordinators, and organizers stayed in another hotel. As a result, the rooming for 500 people, which had to include these variables, along with other conditions of the participants (health issues, personal preferences, gender and age groups) was a unique challenge in itself. This innovative approach ensured the fairness and integrity of the competition while adding a layer of uniqueness to the event’s organization.

Innovation

EGMO 2023 demonstrated remarkable innovativeness in various aspects of its organization. Firstly, the event’s content and program design were thoughtfully crafted to provide a dynamic and engaging a full 7-day programme and experience for participants. The organizers curated a diverse range of activities, including competitions, workshops, and accompanying events, fostering an enriching environment for young female mathematicians to showcase their skills and learn from one another. A special feature is that the programme event was organised for four different types of participant, depending on their role at the event. More information is available here: https://egmo2023.dmfa.si/programme/ Secondly, the technical support provided during the event was top-notch. The website itself served as a valuable resource, offering detailed information about the program, schedule, and participating countries. This user-friendly platform allowed participants to access essential updates and materials conveniently. The organiser used Social Media platforms (Instagram, Facebook, WhatsApp) for communication with the participants and for logistics purposes. Additionally, the decision to relocate the sponsor/exhibition area to another hotel, despite not being primarily designed for such purposes, showcased ingenuity and resourcefulness. This creative adaptation provided a functional space for sponsors and exhibitors, contributing to the event’s success.

Execution

Execution factors: The execution factors are a) the price of the financial instrument; b) – the costs related to execution (including settlement costs); c) the speed of execution; d) the likelihood that an order will be executed; e) the likelihood that a transaction will settle; f) the size of the order; g) the nature. All that was syncronized.

Measurable results

EGMO 2023 was not aimed at financial profit but focused on promoting mathematics. In this context, the Return on Investment (ROI) was immense due to substantial media coverage, including the presence of the President of the Republic of Slovenia at the event. The extensive media exposure reached numerous young students, particularly girls, inspiring their interest in mathematics. With three main public universities in Slovenia as co-organizers, the event’s outreach played a crucial role in recruiting new students to pursue mathematics as their field of study. The measurable results clearly indicated a significant added value in terms of promoting and advancing the field of mathematics, surpassing any financial considerations.

Communication

EGMO 2023 had a well-defined communication strategy cantered around promoting mathematics to a wider audience, with a particular emphasis on young students, especially girls. From the beginning, the event aimed to raise awareness about mathematics and its significance. National public and commercial news outlets covered the event extensively, contributing to its widespread promotion. The involvement of volunteers, primarily students from all three public universities in Slovenia, played a pivotal role in promoting the event. Their active participation helped generate enthusiasm and interest among their peers and the general public. The organizers initiated public promotion one year prior to the event, engaging in various media contributions and hosting press conferences on topics related to mathematics and the importance of encouraging girls in science. Utilizing social networks and online platforms further extended the reach of their communication efforts. Furthermore, to capture the essence of the event and its impact, a compelling after movie was launched during the closing ceremony. The video, available to the public, showcased the highlights and achievements of EGMO 2023, leaving a lasting impression on viewers. The video is available for public viewing on the official EGMO 2023 website and on the YouTube Channel: https://youtu.be/NOGYDdhGwKA

Sustainable practices

Yes, EGMO 2023 implemented sustainable practices to mitigate negative effects on the environment, society, and attendees. One significant measure was the provision of reusable glass water containers for all participants, eliminating the use of plastic bottles throughout the event. This eco-friendly approach contributed to reducing plastic waste and promoting sustainability. To support this initiative, volunteers and competition observers took the responsibility of refilling the water bottles for all 250 competitors during the competition. This further minimized the use of disposable containers, promoting a greener and more environmentally conscious event. Moreover, the venue itself followed sustainable protocols in its daily operations. This commitment to sustainability ensured that the event’s activities were conducted in an eco-friendly manner, contributing to the overall positive impact on the environment and society.

Event Description and Key Objectives

Stora Enso is the world’s leading provider of renewable solutions in packaging, bio-based materials, wood construction and paper. In the Czech Republic, the company has opened a line to produce CLT panels. Event objectives: 1. To present Stora Enso as an innovative company whose mission is to create sustainable products that will have a positive impact on the region and the employer brand. 2. To inspire and motivate city officials, businessmen and representatives of the largest companies in the region for future cooperation, leading to changes in legislation that allow the construction of residential buildings from CLT panels, like Scandinavian countries. 3. Achieve extensive media coverage. 4. Clearly demonstrate the society’s sustainable approach.

Key challenges

Challenge: Logistics and planning of Stora Enso’s opening event while showcasing its sustainable benefits to the market. Solution: This live event was fully sustainable, highlighting Stora Enso’s mission. Every aspect of the event was carefully controlled to align with the mission of sustainability and minimize the carbon footprint. The opening experience spanned two days: Day 1: Focused on VIP guests, media, city officials, representatives from the region, Ministry of Trade and Industry, businesspeople, representatives from the largest companies in the region, and B2B partners. Day 2: Dedicated to Stora Enso employees from across the country. During the “Let’s Build” Experience Opening, visitors had the opportunity to experience the benefits of Stora Enso’s products and understand the company’s mission and focus on a green future and sustainability. This new approach, along with the product benefits and event execution, garnered extensive media and social media coverage, reaching beyond the construction industry.

Basic information about the event

Name of the organiser

STORA ENSO

Location

Prague, Czech Republic

Event duration

07/10/22-08/10/22

Client

Stora Enso WP HV s.r.o.

Event results

Creativity

Creativity was employed in every detail of the sustainability approach: Invitation: Guests received electronic invitations with all the necessary information, including location, map, and dress code. They used an online form to sign up for time slots for tours of the production hall. Event Venue: The Stora Enso Hall was transformed into an experiential venue with multiple zones, including a catering zone, three chill-out zones, a stage, and hall tours. Chill-out zone: Decorated with natural materials, wooden furniture, and rustic decorations. Catering: Prepared using local ingredients to minimize waste, using local and organic ingredients. Glassware was provided to guests, and recyclable utensils were used by the staff. Leftover food was utilized and prepared for Stora Enso staff. Decoration: Consisted of live trees in pots made from CLT line paper, and the stage cover that was made of CLT boards. Bistro tables, navigation signs, and the changing room for vests and protective helmets during tours were made from waste material from CLT boards. Guest Gift: Each guest received a small coniferous tree as a gift, which they could plant in their garden or woodland to contribute to a better environment for future generations. Employees from other Stora Enso production halls in the Czech Republic were transported to the event by buses. Remaining guests were offered transportation from Prague Airport, Prague Centre, and Brno Centre. Cars were used only in exceptional situations, as most guests chose alternative transportation options. Orientation boards, stage covers, and materials used for the event were retained for future events.

Innovation

The event allowed guests to experience firsthand the benefits of Stora Enso’s offerings and understand the company’s positive impact on the market. Many companies were inspired by Stora Enso’s mission and products, fostering potential collaborations. The event highlighted sustainability as an integral aspect of all Stora Enso’s activities. Stora Enso management expressed gratitude to our agency for organizing a sustainable event.

Execution

The event was executed with meticulous project management, excellent staff coordination, client and partner relations, and efficient logistics. Despite limited budget constraints, a fully sustainable event aligned with Stora Enso’s mission was achieved. Activities, suppliers, and outputs were carefully selected to minimize the carbon footprint. Stora Enso employees played a crucial role, acting as guides during more than 65 separate tours. The event received positive feedback from the client, meeting their expectations.

Measurable results

The final carbon footprint was significantly lower compared to similar-sized events. Specific CO2 consumption figures were as follows: Transport: 1,800 kg CO2 Catering: 5,000 kg CO2 Production: 3,200 kg CO2 Total: 1,771 kg CO2 Per person: 19.5 kg CO2

Communication

The event was part of a broader communication and marketing strategy for Stora Enso. The innovative approach and intense experience of the event captured the attention of the media and influencers, resulting in significant media reach. Daily newspapers reached 68,640, weekly newspapers received 18,120, and monthly magazines had 3,000 hits. Online portals reached 673,572, radio reached 57,600, social networks reached 116,027, and the press conference stream reached 292,506. The total reach was an exceptional 980,000.

Sustainable practices

The sustainability approach has been meticulously incorporated into every aspect of the event. Invitation – Guests received electronic invitations containing all the necessary information for participants (location, map, dress code). They also utilized an online form to sign up for specific time slots for tours of the production hall. Event: The Stora Enso Hall was transformed into an immersive venue, featuring various zones such as a catering area, three chill-out zones, a stage, and guided tours of the hall. Chill-out zone: The chill-out area was adorned with natural materials, wooden furniture, and rustic decorations. Catering: The catering was thoughtfully prepared using exclusively local ingredients, aiming to minimize waste and utilizing local, organic components. Glassware was provided for guests, while the staff used utensils made from recyclable materials. Any surplus food was repurposed and prepared for the subsequent Stora Enso staff shift. Decoration: The decorations included live trees in pots sourced from the CLT production line, as well as paper-based elements. The stage cover was crafted from CLT boards. Bistro tables, signage, and the changing room for vests and protective helmets during the tours were all constructed using recycled CLT board material. As a gift, guests were offered small coniferous trees, which they could take home and plant in their gardens or woodlands, contributing to a better environment for future generations.