TOUR THE WORLD WITHOUT THE LONG HAUL FLIGHT! BRIEFING SESSIONS - FLORIADE ACTIVATION T EVENT OVERVIEW Windows to the World provides the rare opportunity to see behind the gates of the capital’s embassies and high commissions. See, taste and experience cultures from across the globe, whilst enjoying the beautiful gardens and intricate architecture of some of Canberra's most iconic buildings. The event is owned by Events ACT - a directorate of the ACT Government, supported by the Office of International Engagement & delivered by Damsel and Sprout. AGENDA Welcome to Windows to the World 2022; Overview of the event and its arrangements; Introductions, roles, and responsibilities; Floriade overview; Marketing/Website; Questions MEET THE TEAM Events ACT/ACT Government - Event Owners Melanie Eldred & Saskia White Office of International Engagement - International Relations Brendan Smyth & Emma Gowling Damsel and Sprout - Event Managers - Logistics and Event Delivery Ashleigh Gleeson and Craig Ebeling Our teams - Events ACT, Office of International Engagement, and Damsel and Sprout. FLORIADE ACTIVATION - SATURDAY 15 OCTOBER The activation is an opportunity to showcase your country and culture within the Floriade Festival; We would encourage you to look to provide an interactive experience to the attendee with opportunities for them to engage within your activation. Floriade is Canberra's biggest festival with thousands of attendees over a 1 month period; Each participating embassy will feature in either a 3x3 marquee or a market umbrella; The main stage at Floriade (Stage 88) will be programmed as the Windows to the World stage - this means participating embassies may provide performers (musicians, dancers, etc) to perform over the day. The event will run from 9:00am - 5:30pm. COVID-19 SAFETY Events ACT & Damsel and Sprout will consult with the Office of the Chief Health Officer and ACT Health in the planning of this event. COVID-19 Protocols will be in place within the Floriade event, in line with current ACT Health Guidelines. Events ACT & Damsel and Sprout will develop a COVID Safe Plan for the aspects of the event that they are facilitating that are external to participating Embassies. Damsel and Sprout will provide links to relevant COVID safe information from the ACT Health website and other workplace health and safety resources, however, it is the responsibility of individual Embassies or High Commissions to comply with these guidelines. SUGGESTED ACTIVITIES Demonstrations of Traditional Games, Dance, Song, Clothing, Language, Design & Music; Historical Re-enactments; Sport; Prize and Giveaways; Readings Food Sampling; Children's Activities; Community Groups Art Showcases; FOOD SAFETY We are working with ACT Health to provide information on food preparation and sampling; Food sampling at Floriade must be small in nature, and cannot be sold due to the current vendor arrangements within the Floriade festival. You may have cooked, fresh, or packaged food. All food suggestions & preparation outlines must be sent to Damsel and Sprout prior to commitment to supply on the day to ensure that they meet ACT Health guidelines. ACT Health inspectors may visit the activation site over the day; FOOD SAFETY As with all food preparation, the 4 key elements to food safety: Clean: Always clean your hands, bench tops, and utensils properly; Separate: Keep raw foods (meat, chicken, seafood & eggs) separate from ready-to-eat food; Cook: Cook food until it is steaming hot throughout Chill: Avoid the temperature danger zone - keep cold foods cold, in the fridge or freezer. Site set up will take place between 6:00am - 8:00am on Saturday 15 October. Depending on your plans for the day, you will be in either a marquee or market umbrella. This will be determined closer to the time. All vehicles must be off site by 8:00am, and cannot re-enter site until 5:45pm when Floriade is closed for the day. The event will run from 9:00am - 5:30pm The Floriade site is subject to traffic management, so a schedule & maps will be forwarded in the week prior to ensure a smooth & safe transition to your location. You will be required to provide a list of equipment that you would like to bring to site for approval before proceeding. Damsel and Sprout will assist with any questions or should you need any help with your activity planning. SITE SET UP EVENT MARKETING All marketing of the Windows to the World event will be managed and delivered by Events ACT and their in- house marketing team. The events will be marketed across digital and social platforms in the lead-up to the event. You are, of course, more than welcome to create your own content as well as share the content created by Events ACT Marketing. To assist in marketing, we will ask for a confirmation of activities and 2 fun or interesting facts about your country and culture. Marketing for the event is expected to commence from 26 September 2022. WEBSITE AND BOOKING SYSTEM Each embassy and the details of their activation will be displayed on the Windows to the World website: www.windowstotheworld.com.au Once your event planning is confirmed, this will be built into the website to go live in September along with some information about your country and where to find you at the Floriade site. WEBSITE QUESTIONS PLEASE ASK ANY QUESTIONS, MAKE COMMENTS, OR SEEK CLARIFICATION. WE ARE MORE THAN HAPPY TO HELP! KEY DATES AND DEADLINES Continue planning your Windows to the World activities - please contact Ash or Giorgi throughout your planning process should you have any questions or queries. We are always happy to have a Zoom meeting to discuss. Confirm your activation ideas and plans by Friday 9 September Sign Windows to the World participation agreement and return with your plans by Friday 9 September Confirm activation day program content & facts by Friday 16 September to: ash@damselandsprout.com.au and hello@damselandsprout.com.au Promote the event through all your channels (email lists, programs, any other avenues) Attend the pre-event briefing on Friday 7 October at Events ACT. THANK YOU WE'RE LOOKING FORWARD TO WORKING WITH YOU TO DELIVER THIS EVENT