CCW 2021 Toolkit

Run the Webinar: CEC Circular Cities Week 2021

Planning a CEC Circular City Week is an exciting opportunity to build your profile while helping the transition towards a circular economy. To help you run a smooth and successful webinar, we have put together a comprehensive checklist, with clear instructions and top tips.

Session objectives

  • Push for relevant sectors in cities around the world to commit to embed a circular economy model by issuing a “Joint Statement”, and
  • Raise awareness about the potential for the circular economy framework to build more resilient sectors and therefore cities, especially considering the current COVID-19 pandemic.

A) How to run the webinar

Name your webinar: “CEC Circular Cities Week 2021 by CEC Your City”

E.g. CEC Circular Cities Week 2021, by CEC New York

Outline the agenda

The content needs to be clear and short which gives a great overview to the participants of what they need to follow till the end of the webinar. Agenda template:

  • CEC and Circular Cities Week Overview  
  • Optional: Summary of CCW 2020 (report here)
  • Introduction to circular opportunities/challenges for your sector of choice
  • Panel Discussion with sector experts
  • Signing joint commitment to help promote the circular transition in their sector
  • Wrap Up + Next Steps

Choose the sector and panelists

In previous CEC events, you may have discussed with your network which are the most relevant sectors for the circular transition in your city. You can pick the most relevant now.

Invite 2 or 3 panelists for your webinar from different areas within your sector of choice. The panelist should be individuals that are aware of the challenges and opportunities of implementing circular local initiatives and should be able to give advice and suggestions on how to move forward to make that sector circular. Speaker invitation template.

Bring key sectoral stakeholders together in your webinar

Invite the relevant contacts in your sector of choice.

Get them inspired in your session about issuing a “Joint Statement” to move towards circularity.

Please see the suggested slides for this webinar: Circular Cities Week SLIDES  (you need to download it to “PowerPoint” and Edit as you see fit for your occasion).   

Structure your panel session

Panel Webinar: a panel webinar has several speakers who talk over a specific topic. A moderator will need to facilitate this type of webinar.

5 minutes (Introduction by CEC Leader, use the slide is in the toolkit):

  • Welcome participants and introduce yourself
  • Purpose of CCW by CEC to get a key sector to issue a “Joint Statement” to move towards circularity
  • Introduce the panelists briefly  
  • Describe the method for participants to ask questions (chat, Q&A, etc) 
  • Share screen to show your slides to participants and present the slides

30 minutes (Panelists to share experiences on existing circular initiatives in their sector and opportunities of implementing circularity in that sector):

  • All panelists’ advice on next steps for implementing circularity in your sector will serve to edit the “Joint Statement” as you see fit

10 minutes: Q&A

10 minutes: Ask participants to sign the “Joint statement“ to issue after the session for all media to cover.

5 minutes: CEC Leader will wrap up the session and inform all the participants of next steps. A suggested next step is another session where you bring together the same actors and identify how to move forward to implement circularity in their sector, the needs they have and how the CEC in your city can support them.

Choose software

Send webinar’s invitation  

To be able to invite people, this depends on which software you choose, as you need to send the link of joining to your webinar. Please check the Zoom “How do I invite others to join the meeting”.

 In your webinar’s invitation email you need to include:

  • What: Your webinar title 
  • When: Time of the webinar (date, time and duration)
  • Who: Include your CEC Chapter and the panelists name
  • How: Ask them to register (buttons, links, etc.)
  • Why: Explain what is the reason for hosting this webinar
  • Content: use the agenda items
  • REMEMBER to Bcc any email address you use and not to include email addresses in your invites so that personal information is not made public
  • You need to mention if the webinar will be recorded or not. 

Prevent technical issues 

  • Choose a set. This can be anywhere such as your office or your house as long as you keep it professional. Keep assured that during your presentation no one interrupts you. 
  • It is necessary to check your webcam and microphone before your webinar. 
  • Make sure during the presentation your laptop is plugged in and there is no update running, as it makes the process slow. 
  • Please be sure you have a stable internet before you start your webinar. 
  • It is suggested to log into your webinar 15 minutes before the scheduled plan to check if everything works well. 

Add poll questions in the webinars

You can use different methods such as polls and surveys after the session asking your participant’s feedback. Please check on how to create Polling for Webinars in zoom.

B) Partners & collaborators

Which sponsors/partners can I approach and how? Which collaboration agreement can I use?  Look at tips and the email template to approach partners/sponsors HERE.

C) Promotion

With the support of the CEC brand, you can be confident that you will have a full session. However, promoting your session in a smart way can drive up your attendance.

How do I promote my CEC event?

  • CEC website: Sign in to the CEC website and click “Add Event” to add your event description, the link to join your event, banner and CEC local logo. Here is the image banner  and you will not be able to edit it online. Please click “File” -> “Download as PowerPoint” to edit it on your desktop. Add your CEC rectangle local logo, your event date, the logos of your sponsors and then click “Save as JPG or PNG”. Then you can upload the image to your event’s description.
  • Blogs: If you have a personal or professional blog, write a post about the circular economy and your CEC event. If you know of sustainability bloggers interested in writing about your CEC event, brief them about the event and ask them to publish a guest post on their blog.
  • Press is an exciting way to bring attention to your session.
  • CEC local chapter social media channels: Your personal or company social media as well as your CEC local social media channels. Check the CEC brand and social media guidelines before opening a CEC local social made page or group.
  • CEC global social media channels: If you would like CEC global to help spread the word, write to chapters@CircularEconomyClub.com with the event registration link and 30 words explanation about your event. 

D) Completed the Circular City Week 2021, what next?

  • Send the completed “Joint Statement” and a Thank You email to your panelists, participants, team members, partners and collaborators.
  • Send an email to chapters@circulareconomyclub.com with:
    • Key learnings or advice from panelists on how to implement circularity in that sector
    • Next steps for your club,
    • A screenshot photo from your webinar to ensure it appears in the CEC gallery for this global event.
  • Send the “Joint Statement” to as many media as possible in your city to promote the circular economy and call for others to join this statement. 
  • Upload your screenshot photo to the CEC Facebook and LinkedIn groups with a title: ‘CEC (YOUR CITY) Week”, by CEC (YOUR NAME) – Date’.

Thank you for your interest in CEC and your passion for the circular economy. If we work collaboratively and act globally, we can have a real impact and that’s why we have come together on this exciting journey.

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