GENERAL INFORMATION

1. Could you provide information about the types of committees available for participation?
Club 369 offers a wide range of advisory committees, each focusing on strategic areas crucial to the retail and CPG industry. These include market strategy, finance, digital innovation, supply chain, product management, customer engagement, sustainability, and market trends. Detailed information about each committee is available at Club 369 Structure.

2. Who else serves on the committees?

The committees comprise industry leaders and professionals who bring diverse perspectives and expertise to the discussions. You can view the list of current committee members and their profiles on the Retail Summit speakers page.

3. How much time is required to participate in committee meetings?
We recognize the busy schedules of industry professionals who wish to participate. Participation involves approximately 2 hours for an in-person meeting in October and an additional 1 hour online for tasks such as surveys and preparatory work. This allows you to make a significant contribution without overly burdening your existing commitments. Additional input and time are welcome but not required.

4. How are in-person meetings planned, and what is the expected frequency?
Meetings are scheduled based on members' availability, usually once in October, and are supplemented online throughout the year. This hybrid approach allows for flexible participation while ensuring meaningful engagement and collaboration.

5. How do I confirm my participation in a committee?
To confirm your participation, simply express your interest, select the most appropriate committee, and you will be listed as a committee member on the Poland & CEE Retail Summit website. You will then be introduced to the committee's activities, including initial planning and communication with other members, ensuring a smooth integration into the committee.

6. Are there any prerequisites for joining a committee?
The main prerequisite is an invitation, indicating that your insights, knowledge, and experience are valued and valuable to us. Our goal is to create diverse committees, embracing various perspectives to bridge the gap between industry discussions and real-world needs. It's not about being the top expert, but more about asking meaningful questions and insights that drive industry innovation.

7. Is there an opportunity to add other topics (issues for committees) beyond the current ones available?
While the current advisory committees cover a broad range of important topics, we are open to suggestions for new committees and topics. If there is a sufficiently important topic and enough interest, we can certainly consider forming additional committees to address emerging industry needs.

ROLES AND RESPONSIBILITIES OF THE COMMITTEES

8. How will the work be distributed among committee members?
Each member contributes their unique insights and expertise, participating in discussions that shape the congress agenda. Key roles such as chairperson and note-taker can be designated, but all members are encouraged to actively participate and share their perspectives.

9. What are the specific responsibilities of a committee member?
As a committee member, you will attend meetings, actively engage in discussions, and provide valuable insights based on your experience. Your individual contributions will help shape the congress content, ensuring that it addresses the most critical industry issues.

10. How should differing opinions among committee members be handled?
Diverse opinions are welcomed as they enrich the discussion and stimulate innovative thinking. Ultimately, the European Conferences United team will consolidate these insights to shape the final version, ensuring a balanced and comprehensive approach.

11. What kind of support will committee members receive from ECU?
Members receive support, including access to relevant information, logistical coordination, and facilitation of discussions. This support ensures that your contributions are effectively integrated into the summit planning.

12. How will committee members be recognized for their contributions?
Contributions will be highlighted on the Retail Summit website and social media platforms such as LinkedIn. Members are also encouraged to share their participation on their social media profiles, and we provide materials to facilitate this. Additionally, special recognition in the form of an acknowledgment of committee activities will be made at the conference, reflecting the invaluable contributions.

13. Can I participate in multiple committees?
While it is possible to join multiple committees, we recommend focusing on one to ensure you can fully engage and make a significant contribution. This approach helps maintain a high level of engagement and effectiveness.

MEETINGS AND COLLABORATION

14. What is the structure of the meeting agenda?
Agendas are organized based on guidelines and methodologies provided by European Conferences United. These frameworks, developed based on member inputs, aim to define key issues and congress topics, ensuring comprehensive and relevant discussions.

15. Can you provide examples of past committee actions or outcomes?
Previous committees have significantly influenced the conference agenda, adding new sections and panel topics based on their discussions. The initial program set by European Conferences United is refined with the committees' input to ensure it addresses the most critical industry challenges.

16. Is it possible to hold virtual meetings instead of in-person ones?
The planned October meeting will be in person. However, for those who cannot attend in person, we will provide alternative ways to contribute, sharing meeting details and soliciting additional input. This ensures everyone has the opportunity to participate meaningfully, regardless of their ability to attend face-to-face meetings.

17. Are there any specific tools or platforms used for virtual collaboration within the committees?
We use survey tools to gather individual inputs and digital meeting platforms to facilitate group and subgroup discussions, ensuring seamless collaboration.

18. Will there be training for new committee members?
Before the meetings, we provide comprehensive guidelines and structured methodologies to help new members understand their roles and contribute effectively.

PROGRAM DEVELOPMENT AND FEEDBACK

19. What is the process for selecting congress panelists?
Panelists are often selected from the advisory committee members, although participation is not mandatory. Committees help identify additional experts to complement the panels, ensuring a well-rounded discussion led by experts.

20. How is committee feedback incorporated into the congress planning?
Feedback from committees is collected during meetings and surveys, and then used to shape and refine the congress program and thematic areas.

21. Can you explain the process of developing the congress program?
The initial program is created by the European Conferences United team based on surveys, feedback from previous conferences, topics discussed (and not fully addressed) at previous conferences, and additional research. This program is then refined with input from advisory committees to ensure it thoroughly addresses the most critical industry challenges.

22. How do you ensure that committee discussions address the most important industry challenges?
By setting well-defined starting points based on comprehensive research and leveraging the knowledge of advisory committee members, we ensure that discussions are deep, insightful, and highly relevant.

23. Can I suggest topics or speakers for the congress?
Yes, committee members are encouraged to propose topics or speakers during meetings or directly to the congress planning team. This helps keep the congress dynamic and responsive to emerging industry trends.

24. How do you measure the effectiveness of committee contributions?
The success measure is participant feedback on the value of the event and the extent to which committee contributions influenced and enriched the final program.

NETWORKING AND BENEFITS

25. What are the benefits of joining a committee?
Joining offers numerous benefits, including professional recognition, access to cutting-edge industry insights, leadership development, and extensive networking opportunities. More details can be found at Club 369 Benefits.

26. Will there be opportunities to network with other committee members?
Yes, there are multiple networking opportunities through meetings, events, and (voluntary) collaborative projects. We also facilitate connections through group emails, WhatsApp groups, and social events such as Dinners2Connect (Dinners2Connect).

27. How often will committees be informed about congress planning progress?
Committees receive monthly updates on the congress planning progress through meetings and communications from the conference team, ensuring everyone stays informed and engaged.

28. How do the committees operate?
We have two types of committees: thematic committees focusing on specific congress themes, and general committees addressing cross-cutting issues. For example, the Finance and Investment Committee reviews the conference themes from a finance perspective, ensuring that finance-related topics are comprehensively covered in various panels.

CONFIDENTIALITY AND DOCUMENTATION

29. How is confidentiality ensured during committee discussions?
Confidentiality is maintained by focusing discussions on setting the agenda and contributing to the event without requiring the disclosure of sensitive information. Nothing discussed will be published outside the necessary planning details.

30. How will committee members' contributions be documented and reviewed?
All contributions are documented through recordings, detailed meeting minutes, and reports, which are shared with all committee members for review and further refinement.

OTHER ISSUES

31. Can I participate in a committee if I am not fluent in English and prefer to work in Polish?
The primary language for meetings related to the Retail Summit is Polish, with various groups available to represent their countries for international advisory committee members.

32. What are the deadlines for committee tasks?
The primary deadlines are the scheduled meeting dates. Beyond that, members contribute at their discretion, with no formal commitments. The format is flexible to accommodate individual schedules.

33. How do you handle scheduling conflicts for meetings?
We aim to schedule meetings at times that suit most committee members. For those unable to attend, alternative methods of submitting ideas and contributions are provided.

34. Can committee members invite colleagues to work in collaboration or acquaintances?
Yes. If you have industry acquaintances who you think would be excellent participants in one of the advisory committees, please suggest their candidacy. We welcome recommendations and may invite the suggested person.

35. What happens if a committee member cannot fulfill their duties?
You can always withdraw from committee work if there are time conflicts or other reasons. We understand that circumstances can change and strive to meet our members' needs as best as we can.

36. What is the role of ECU in facilitating committees?
European Conferences United provides comprehensive support, including facilitation of meetings, coordination, and access to resources. This ensures committees operate efficiently and effectively, making meaningful contributions to the summit planning.

37. Will I need to travel for committee participation?
While there is a planned in-person meeting in October, travel is optional. We provide ways to participate remotely, ensuring everyone can contribute regardless of their location.

JOINING A COMMITTEE

38. How do I join a committee?
Joining a committee is straightforward. Simply express your interest and select the most appropriate committee based on your expertise and interests. You will then be integrated into the committee's activities, contributing to the planning and shaping of the Retail Summit.