TOUR THE WORLD WITHOUT THE LONG HAUL FLIGHT! BRIEFING SESSIONS - AUGUST 2022 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; Open Day 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. OPEN DAY PROGRAM - WHAT YOU NEED TO KNOW The Open Days are an opportunity to showcase your country and culture; It's a rare experience for the public to visit embassies and high commissions; The activity must be within the grounds of the diplomatic mission. All sessions are ticketed - you will set the number of participants you are happy to have per session/over the day, and we will arrange to ticket accordingly; In planning your open day, we suggest a mix of informative and fun activities to keep your attendees interested and engaged throughout their session. 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. 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. Participating Embassies and High Commissions will be expected to develop and implement their own COVID Safe Plan for events held within Embassy grounds. 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; Garden Tours; Art Showcases; FOOD SAFETY We are working with ACT Health to provide information on food preparation and sampling; You may charge for food and drink on the day, these prices are set by the embassy and managed and processed on-site; ACT Health inspectors may visit the embassy or high commission; Food safety is the responsibility of embassies and high commissions at open days 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. Transport arrangements are the responsibility of the attendee for the event this year. People will be encouraged to park and walk after planning their day. Road closures will happen around the embassy open days, however, these will be finalised by the pre- event briefing in October, once all potential attendance numbers are confirmed. TRANSPORT & TRAFFIC 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 open day will be displayed on the Windows to the World website: www.windowstotheworld.com.au Once your event program is confirmed, your marketing collateral & final numbers are received, this will be built into the website to go live in September. All ticketing will run from this website and will be monitored by Damsel and Sprout. You may request specific details on your ticketing forms (i.e must present photo ID). We will provide ticketing documentation and confirmed participants to you in the week leading up to the event. WEBSITE AND BOOKING SYSTEM QUESTIONS PLEASE ASK ANY QUESTIONS, MAKE COMMENTS, OR SEEK CLARIFICATION. WE ARE MORE THAN HAPPY TO HELP! KEY DATES AND DEADLINES Confirm your sessions and predicted numbers by Friday 9 September Start or 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 open day program content & facts by Friday 16 September to: ash@damselandsprout.com.au and hello@damselandsprout.com.au Sign Windows to the World participation agreement and return with your session confirmation by Friday 9 September 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