Select Committee on Administration Minutes of Evidence


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?

    —  Exhibition area—NO

    —  Auditorium—NO

    —  Meeting rooms—NO

    —  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.

    —  Shop—YES

    —  Toilets—YES

    —  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


 
previous page contents next page

House of Commons home page Parliament home page House of Lords home page search page enquiries index

© Parliamentary copyright 2007
Prepared 18 April 2007