Memorandum from the Visits and Seminars
Unit, European Parliament
(in response to a letter from the Clerk
of the Sub-Committee)
INTRODUCTION
The Visits and Seminars Unit of the Directorate
General (DG) Information is responsible for organising visits
to the European Parliament (EP); in this way, it gives the institution
the opportunity to connect directly with over 230 000 European
citizens each year. The Unit is responsible for briefing visitors
on the political role and functioning of Parliament and for engaging
citizens in discussion.
These briefings organised by the Unit, also
serve as a forum in which Members of the European Parliament (MEPs)
and their electorate can meet and exchange ideas[16].
A typical visit consists of a conference of
one hour, after which visitors are accompanied to see the parliamentary
Chamber.
Furthermore the Unit organises audio-guided
tours, which are intended for individual visitors, and welcomes
groups from beyond the European Union's borders. Several special
seminars are arranged each year focusing the visitors' attention
on current major European themes.
1. When was the visitors centre established?
The present visitors service exists since the
early 80s.
2. Is the visitors centre a new or separate
building or were existing premises used?
It is established in the European Parliament
buildings in Strasbourg and Brussels.
The EP is going to set up a Visitor's Centre
(VC) in a newly constructed building in Brussels, which will be
open to the public seven days a week and will host an interactive
exhibition centre.
3. What is the scale of your centre in m2?
There are 12 briefing rooms in Brussels and
10 in Strasbourg.
4. What are its main target audiences?
All EU citizens as well as visitors from non
EU states.
5. What are the main aims of your visitors'
centre and how do you measure how well you meet these aims?
Our main purpose is to organise information
visits to the EP for groups of citizens, whether invited by MEPs
or at their own request. The aim is to raise awareness of the
EP's role, functioning, activities and decisions among the general
public and opinion formers, to encourage participation in the
European elections and in general to bring the EU closer to its
citizens. For this purpose, there are three major communication
tools conferences for visitor groups, audio-guided visits for
individual visitors, and targeted seminars on topical issues.
To assess to what extent these aims have been
achieved, a visitors' loyalty programme will be implemented as
from in autumn 2006. This programme is based on an Internet application.
The programme will make it possible for visitors
to mention specific subjects which are of interest to them. After
the visit, visitors will be able to express on line their opinion
on the conferences and the visit in general.
6. What facilities does it contain?
— Interactive displays—YES: PowerPoint
presentations and an informatonal DVD are displayed during conferences;
furthermore, in Strasbourg there is the possibility of connecting
to the EuropebySatellite to show live sessions of the plenary.
— Areas specifically for school visits—NO
— Areas for MEPs to receive their constituents—Meetings
between MEPs and their constituents take place in the conference
rooms.
7. Is there a link to the main Parliamentary
building? Does the public have to go through the Centre to reach
the Parliament?
The Visitors' Centre is physically linked to
the rest of the EP, however, only EU officials have internal access
to other areas.
8. How many staff does the Centre have?
— 25 conference speakers, who give
information briefings on the work and role of the European Parliament;
— 25 administrative assistants, who
prepare the groups' visits; and
— 10 external guides, who meet the
groups at the entrance and accompanying them to the conference
rooms.
9. Have you undertaken any research or surveys
of visitors to get their views of the Visitors' Centre?
From 1997 to 2002 two studies were undertaken
by external companies to assess visitors satisfaction levels.
At present however, it has been decided to establish
a more constant and, therefore, reliable process of evaluation
and feed-back through a specific visitors loyalty programme (see
question No 5).
10. Do you advertise your Visitors' Centre
for example on the Internet, through the media or by leaflets
or posters? Are there examples we could look at?
The public is informed via the EP web site www.europarl.europa.eu,
which contains details about how to visit parliament as well as
how to book a visit.
Information about visits is also provided through
the external Information Offices of the EP, which exist in all
Member States.
11. What do you think are the key aspects
that make Visitors' Centre a success?
— The possibility to show the parliamentary
Chamber, which is the centre of the EU decision is making process.
— Direct contact with MEPs.
— The conferences, given by professional
officials and tailored to the specific needs of groups; this allows
the development of active debate on issues of interest.
— Careful planning (at least two months
in advance).
12. What can we learn from your experience?
The EP Visitors' Service deals with visitors
coming from 25 different Member States as well as countries outside
the EU, with their different languages, outlooks, expectations
and approaches to the EU; its characteristic consists, therefore,
in its ability to deal with the various interests of visiting
groups as well as for the needs of MEPs.
16 October 2006
16 Each MEP has the right to invite up to 100 people
per year and to get a travel subsidy which is calculated on the
basis of the travel distance between the group's place of origin
and the place of visit. Back
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