Transport and Covid-19: responses and resources

Host an event at the 2023 Summit

2023 Summit

The 2023 ITF Summit on Transport Enabling Sustainable Economies will take place from 24 to 26 May 2023 in Leipzig, Germany, and will explore the role of transport as an enabler of economic growth whilst driving environmental and social sustainability. The discussions will focus on the role of transport in enhancing social welfare, providing benefits to society and promoting inclusion, while minimising externalities (i.e. traffic congestion, air and maritime pollution and road crashes). It will also cover how bold and innovative approaches to shaping transport systems can contribute to more sustainable, resilient, and inclusive economies, and how transport stakeholders can plan for recurrent shocks to the transport system.

Within and around the Summit core programme, there are opportunities for organisations to host events featuring topics that complement the 2023 Summit theme.

Please find below the list of specific transport and mobility policy themes with which the ITF is seeking to complement its programme:

  • Supply Chain impacts of geopolitical and climate crises
  • Informal transport and hidden economies
  • Interlinkages between transport and public health budget
  • Data and knowledge sharing to overcome transport poverty
  • Role of transport in regional integration and connectivity

1. Official Side Events

Side Events are an important component of the ITF official programme. Side Events provide unique opportunities for stakeholders of the transport sector to present their recent work, foster debate on key issues, and conduct technical and policy discussions with a diverse international audience.

Stakeholders are encouraged to collaborate with other relevant partners to co-host a side event.

Official side events are:

  • included in the official Summit programme;
  • open to all Summit participants;
  • selected by the ITF Secretariat based on their relevance to the Summit theme and coherence within the broad scope of the Summit programme. Events that ensure gender balance among moderators and speakers will be favoured. Please note that male-only panels will not be accepted.

The number of side events is limited. Placement within the programme schedule is at the discretion of the ITF Secretariat.

Location: Official Side Events take place within the Congress Center Leipzig (CCL), the Summit venue.

Duration: 1 hour

Organisation: Each Side Event host is responsible for the overall organisation of its respective event (e.g. agenda, speakers, subject outline) and coordinates with the ITF Secretariat for room allocation and logistical support.

Fee: A fixed fee of EUR 2 500 (+ VAT) per event is to be paid by the respective Official Side Event host. This fee covers room hire, room layout, three free registrations to the Summit, promotion of the event in one edition of the ITF Summit update newsletter.

Additional set-up and in-room requirements (staging, decoration, signage, interpretation, audio-visual and technical equipment, in addition to catering and printing etc. are available upon request and at the cost of the respective side event host. CCL will invoice directly for these services.

Please note all participants, including speakers and moderators, must be registered for the Summit.

On-site: CCL is responsible for all on-site management including room set-up and any additional requirements.

How to apply

All applications for Official Side Events must be submitted via the Official Side Events Request online form, available here.

The deadline for applications is 3 February 2023. Applicants will be notified of the outcome by 17 March 2023. For any queries, please contact the ITF Secretariat at AnnexProgramme@itf-oecd.org.

2. Closed Events (Invitation-only)

Given the international participation at the Summit, it can be advantageous for stakeholders to hold related events for a specific audience or constituency, for example, working group meetings, training courses, and board meetings. The Closed Events will be held on the day prior to the Summit on Tuesday, 23 May 2023. Please note that "Closed Event" implies that the event is not open to general Summit participants and should be organised on a strictly invitation-only basis.

Location: Closed events may take place on Tuesday, 23 May 2023, either at Kongresshalle am Zoo in the city centre or at the Messehaus at Leipziger Messe site (the trade fair grounds), depending on both the number of participants and whether your event attendees are all registered Summit participants or other factors.

Duration: Variable subject to room availability.

Organisation: The organiser is responsible for the overall organisation of the meeting and co-ordinates directly with CCL for the room set-up and any related additional requirements.

Fees: A fixed administrative fee of EUR 500 (+ VAT) per event.

Event holders are responsible for the costs of room rental (may vary according to room size and duration of the event) and additional set-up (staging, decoration, signage, interpretation, IT and AV equipment, catering, printing, etc.). All Requests will be dealt with CCL directly.

On-site: CCL is responsible for all on-site management, including room set-up and any additional requirements.

How to apply

All applications for Closed Events must be submitted via the online form, available here.

Please make sure to tick the "Closed Events" option. For any queries, please contact the ITF Secretariat at AnnexProgramme@itf-oecd.org.

Please note rooms are limited, so it is recommended that requests be made well in advance.

3. Media Events

These events include press conferences, signing ceremonies for agreements and report launches. Media events may be closed or open events and may or may not be listed in the official Summit programme (subject to timing of request).

Fee: There are no fees for these events, but all participants, including presenters, must be registered as delegates at the Summit.

Location: All media events will take place at the Media Center in CCL.

For more information, contact ITF Head of Communications Michael Kloth, michael.kloth@itf-oecd.org.

The Venues: CCL, Messehaus, and Kongresshalle am Zoo

CCL and Messehaus are both located on the grounds of the Leipziger Messe (trade fair site). It takes approximately 2-3 minutes to walk between the venues.

For more information regarding Summit venues at the Leipzig Trade Fair, visit https://www.leipziger-messe.de/en/locations/overview/

Kongresshalle am Zoo Leipzig, part of the Leipzig Exhibition and Convention Centre, is located close to the city centre. You can reach it from the city centre hotels either on foot or by tram, or conveniently by car.

For more information regarding Kongresshalle am Zoo, please visit https://www.kongresshalle.de/en  

For more information on hosting an event at the Summit, please contact: AnnexProgramme@itf-oecd.org

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