innovators breakfast – Distance LAB

Innovators'
Breakfast

BUSINESS-FOCUSED EVENT

Event Methodology Accordion

Concept

AIM

The Innovators’ Breakfast remote event is designed to connect large corporations with innovative start-ups, SMEs, and spin-offs in a structured, challenge-driven format. Corporations (challenge owners) present their needs, technological gaps, or innovation priorities, while early-stage companies (solution providers) showcase solutions, technologies, or applications that may address them. In some cases, the exchange begins with start-ups introducing their developments, prompting corporations to evaluate potential for adaptation or investment. The event facilitates targeted matchmaking and follow-up meetings, encouraging purposeful collaboration and long-term partnerships. By engaging technology developers, startup teams, and innovation stakeholders, Innovators’ Breakfast strengthens ties between corporates and the start-up ecosystem, promoting open innovation across sectors.

EVENT STRUCTURE

1. Opening of the event

The event begins with an introduction by the organizer, outlining the challenge(s), introducing the keynote speaker(s) (if any), and the agenda for the session.

2. Keynote (optional)

The agenda of the event can include a keynote speaker who introduces the event’s covering topic in general by presenting what is the context of the challenge, overviewing the tendencies in the field, etc.

3. Introduction of the challenge(s)

Challenge owners share details about their challenges, describe the context, guidance on possible solutions, and preliminary results they would expect. Questions from solution providers are welcome at this stage.

4. Introduction of solutions

Solution providers present their background and experience and provide details on the solution proposed. Solution providers had already been introduced to the challenge before the event. At this stage, comments and remarks from the challenge providers are welcome.

5. Networking and follow-up

The challenge owner summarizes the solutions and, if relevant, identifies which solution most aligns with their expectations. After the event, participants receive a debriefing email with presentations of the solutions and their contact information. Organizers can adopt emails for individual solutions.

Duration of the event: 1-1,5 hours

SCALABILITY AND IMPACT

The Innovators’ Breakfast concept is designed to be easily transferable across sectors and regions. Its structured, challenge-driven matchmaking format suits diverse industries, including manufacturing, ICT, social innovation, and creative fields. By focusing on defined innovation needs and facilitating targeted exchanges, it supports meaningful dialogue between corporations and solution providers, ensuring relevance from the outset. This model strengthens purposeful networking by replacing informal exchanges with structured, results-oriented collaboration. Corporations are encouraged to clearly articulate their challenges, while startups and SMEs are given a focused platform to pitch applicable solutions. This approach promotes strategic partnerships, technology transfer, and open innovation. The event’s modular structure allows for adaptation to local, national, or cross-border contexts, ensuring replicability while maintaining consistency in delivery by covering challenge presentations, solution pitches, and structured follow-ups. The concept reinforces post-event continuity through debriefings and targeted follow-up communication, supporting long-term engagement and impact beyond the initial event.

Audience

who can organize such an event

Science and technology parks, innovation hubs, startup accelerators, and business support organizations working with open innovation initiatives

Benefit: these organizations act as bridges between large corporations and startups, making them well-positioned to facilitate challenge-driven matchmaking and promote collaborations.

Innovation departments within corporations and R&D- driven public institutions

Benefit: organizing such events allows them to access cutting-edge innovations, engage with agile solution providers, and address internal innovation gaps.

Universities and research institutions engaged in technology transfer

Benefit: hosting such events enables them to connect applied research outcomes with real-world industry challenges and market opportunities.

who can participate in such an event

Startups, SMEs, and spin-offs developing technological solutions or innovations

Benefit: opportunity to pitch solutions, receive real-time feedback, build partnerships with corporate players, and explore commercialization opportunities.

Corporations and large enterprises with defined innovation challenges

Benefit: gain access to fresh ideas, identify potential collaborators, and explore new technologies aligned with strategic goals.

Optional participants depending on the event’s focus may include:

Investors and accelerators:to scout scalable innovations and teams for potential investment or acceleration.

Innovation agencies and public sector actors: Innovation agencies and public sector actors:

Subject experts and consultants to advise on solution refinement and facilitate follow-up collaboration.

Resources needed

Staff and Administrative Support

A dedicated team is essential for efficient event execution, including an event manager handling logistics, participant coordination, agenda drafting, and virtual support; a communication expert managing outreach, promotional content, and engagement with potential participants; moderator responsible for overseeing the agenda, facilitating discussions, and ensuring productive interactions.

Event Infrastructure and Technology

A well-equipped venue, either hybrid or fully remote, is crucial to facilitate interaction. Necessary technology includes microphones and audio systems for clear communication; projectors and screens for presentations and data visualization; video conferencing platforms for hybrid or fully remote participation.

Expert Speaker Engagement

High-value content delivery depends on access to field professionals. This requires lector contacts for inviting relevant experts; a budget for paid speakers to ensure knowledgeable and experienced professionals contribute insights into selected topics.

Participants Database and Stakeholder Engagement

Effective participation relies on comprehensive database containing startups, SMEs, corporate representatives, and other ecosystem stakeholders.

Marketing and Promotion

A strong communication strategy ensures visibility and participant engagement. This includes marketing budget for designing promotional materials, running digital campaigns, and media engagement; outreach efforts through industry networks, newsletters, and social media to increase awareness and encourage participation. This may not require any additional spending if the communication expert can perform all these activities.

Post-Event Continuity and Content Distribution

To ensure long-term impact, follow-up and knowledge-sharing resources include video recording and editing tools for distributing event highlights and presentations to participants and wider audiences; communication platforms for sending post-event updates, key takeaways, and maintaining engagement with attendees.

ONLINE TOOLS

Organizing the remote event requires a suite of tools to facilitate planning, communication, execution, and follow-up. Here are some of the most popular tools for running remote events.

Communication Tools

Email for targeted invitations and updates, and social media platforms such as Facebook, LinkedIn, Instagram, and Slack to promote the event and engage participants effectively.

Survey Tools

Survey tools like Google Forms or Microsoft Forms are useful for registrations and gathering feedback.

Virtual Event Platforms

For hosting and managing the event, virtual platforms like Microsoft Teams, Zoom, and Google Meet are essential for both fully remote or hybrid formats.

Collaboration Tools

Collaboration tools like Google Drive and SharePoint can serve for sharing agendas, presentation materials, and other resources, while, e.g., Miro supports interactive brainstorming sessions.

Presentation Tools

Presentation tools such as PowerPoint and Canva enhance the visual appeal of session content and promotional materials.

Video Editing Software

For post-event follow-up, video editing software (e.g., Adobe Premiere Pro) ensures quality in recordings shared with participants.

Organizing the event

The event should be managed in all stages and should have a continuum as part of the overall event. Innovators’ Breakfast remote event organization guidelines are divided into three stages of the EVENT ORGANIZATION PROCESS:

Below you can find the tasks to be carried out during each phase.

1. PREPARATORY STATE

The success of any event begins with careful planning during the preparatory stage.

This stage focuses on setting the basis for a successful event. Key aspects include ensuring participants are prepared and motivated to network, selecting attendees who align with the event’s objectives, and designing well-structured presentations to engage the audience. Precise preparation at this stage is essential to set the tone for meaningful interactions.

Key points: selection of topic, participants, key speakers, well-structured presentations, timely communication.

Here you will find a sample schedule which is based on four-week pre-event planning. This process can vary within one week interval.

Pre-event Planning Timeline

Time until the event	Pre-event planning tasks
4 weeks	Defining event theme and challenge area; identifying corporations; confirming challenge owners Think about the challenges corporations may face and get in touch with them. Investigate what solutions start-ups offer, what they can bring to the industry. The corporations and challenges you choose to further communicate will allow you to evolve the theme of the event. Confirm corporations that will present the challenges, cooperate with them in identifying and describing the challenge. Identifying and allocating the budget for the organization of the event Think of the sources of payments. Costs may include the following budget lines: costs for the moderator, costs for the speaker, and communication costs.
3 weeks	Confirming moderator, speakers, corporate representatives Choose a speaker who can introduce the theme of the event and provide an overview of its relevance. The moderator should also be an expert on the topic of the event: this will help him/her to ask pertinent questions and keep the discussion going. Corporations should appoint representatives to represent them and introduce the challenges. Launching event promotion and participant registration Promote the event to invite start-ups and other stakeholders to the event. Disseminate challenges and agenda. Open the registration.
2 weeks	Follow the registration process. If needed, adjust communication strategy Communicate with the start-ups in a targeted way: present the challenge, find out what solutions they are developing and what they could offer the corporation. Selecting start-ups Select 4-7 startups to present their solutions.
1 week	Preparing a scenario for the event Once you have selected the participants, communicate with them: they must provide a brief self-introduction and a definition of their solution. This information will be the basis for drafting the scenario. Draft the scenario and share it with the moderator.
1 day	Sending reminding emails to participants Send emails to participants by reminding them about the event time, agenda, their role in the event, and requirements for the presentation/pitch. Share the link to the event.

MOVE TO THE NEXT STAGE: 2 - EVENT EXECUTION

2. EVENT EXECUTION

A well-managed event depends on an experienced moderator who can steer the agenda, maintain engagement, and address any unforeseen challenges. Each event should offer a unique experience, blending dynamic activities with opportunities for meaningful interaction. Whether virtual or in-person, the environment should be inviting and engaging. Participants are engaged to exchange contacts, schedule follow-up meetings, thus extending the value of the event beyond its immediate duration. Engaging activities such as workshops or live Q&A sessions can enrich the event.

Technical management is also very important: tools for admitting participants, screen sharing, and breakout room facilitation must be handled smoothly.

Key points: experienced moderator, variety of activities, cozy (even virtual) environment, technical management of the event platform, post-event meeting options.

Here you will find key tasks that should be taken into account just before the event and during the event execution.

During-Event Task Timeline

Time	During-event tasks
10–15 min before	Conducting technical checks and final coordination Make sure that all guests and speakers are connected to the event. Connect 10-15 minutes before the start of the event to make test slide shares, check microphones and cameras; check roles and rights assigned to participants. Check the readiness of interactive elements like breakout rooms. Have a dedicated person responsible for technical management. Provide guidelines for respectful and constructive interactions. Ask participants to use chat for questions, remarks, and contact sharing.
During the event	Follow structured agenda After the opening of the event, ask participants to use chat for questions, remarks, and contact sharing. Start the recording. This is followed by challenge introductions, solution pitches, wrap-up and follow-up information sharing.

Time

During-event tasks

10–15 min before

Conducting technical checks and final coordination

Make sure that all guests and speakers are connected to the event. Connect 10-15 minutes before the start of the event to make test slide shares, check microphones and cameras; check roles and rights assigned to participants. Check the readiness of interactive elements like breakout rooms. Have a dedicated person responsible for technical management. Provide guidelines for respectful and constructive interactions. Ask participants to use chat for questions, remarks, and contact sharing.

During the event

Follow structured agenda

After the opening of the event, ask participants to use chat for questions, remarks, and contact sharing. Start the recording. This is followed by challenge introductions, solution pitches, wrap-up and follow-up information sharing.

MOVE TO THE NEXT STAGE: 3 – POST-EVENT FOLLOW-UP

3. POST-EVENT FOLLOW-UP

Finally, providing opportunities for post-event interaction extends the event’s impact. Post-event activities ensure the event’s objectives are realized long-term. This stage emphasizes guiding participants in developing the connections they established during the event, encouraging continued collaboration.

Key points: follow-up e-mail, mentored post-event communication, satisfaction survey.

Here you will find a sample schedule follow-up planning. This process can vary within one week interval.

Post-Event Task Timeline

Time after the event	Post-event tasks
1–2 days	Sending follow-up email with presentation materials, contacts After the event, circulate emails to connect challenge owners and start-ups. Summarize and share the startups' solutions with the corporations and invite them to further collaborate with each other. Check if all invoices are issued correctly and make transfers
1 week	Collecting feedback To find out the results of the event, share a survey with the participants. This will help you find out what they received from the event and if they are engaged in further collaboration. Contact challenge owners directly by phone or email.
2 weeks	Analyzing feedback and document outcomes Summarize the results of the event and assess where improvements could be made.

Time after the event

Post-event tasks

1–2 days

Sending follow-up email with presentation materials, contacts

After the event, circulate emails to connect challenge owners and start-ups. Summarize and share the startups' solutions with the corporations and invite them to further collaborate with each other.

Check if all invoices are issued correctly and make transfers

1 week

Collecting feedback

To find out the results of the event, share a survey with the participants. This will help you find out what they received from the event and if they are engaged in further collaboration. Contact challenge owners directly by phone or email.

2 weeks

Analyzing feedback and document outcomes

Summarize the results of the event and assess where improvements could be made.

Templates

Organizing an event requires coordinating multiple tasks, deadlines, and stakeholders. From determining the date and topic to managing the budget and promotional activities, each element must be systematically addressed. This event planning template provides a structured approach to simplify event management.

Access here: EVENT PLANNER

Useful tips for event organization

There are a few things to consider when organizing the event that don’t seem as important at first but can make a difference:

Take all three stages of event organizing seriously – all of them are important.
Prepare a scenario for the event. This helps to play out all the events in advance and put into perspective what is ready and what is not.
Follow the scenario, but be flexible.
Think outside the box. For example, if the key topic of the event is related to AI, maybe it is worth incorporating an avatar into your event. Maybe it could act as an opening “speaker.” Just be creative; participants will appreciate this.
Make sure all guests and speakers are connected to the event. Connect 10-15 minutes before the start of the event to make test slide shares, check microphones and cameras, and roles and rights assigned to participants on the event execution platform.
Ensure that technical support is available throughout the event.

Useful tips for continuity and improvement

In general, Networking Methods seek to strengthen the approach that networking is not just socialization; networking attitude should be based on accurate planning, purposeful solutions, and continuity with the aim that participants leave the event with tangible results. Some practical tips:

Regular Scheduling. Plan these events regularly (e.g., monthly) to maintain engagement and momentum. Update the format and content based on industry/ecosystem trends and feedback.
Study carefully the feedback from participants after the event; analyze trends in repeat participation; try to find out the reasons for non-participation.
When organizing the event for an outside audience, try adding yourself to relevant Facebook or LinkedIn groups well in advance, as the administrators usually must approve your request to join and post.
Foster a community around these events for ongoing interaction and support. Use social media groups or forums for continuous engagement. It is very important to keep participants engaged in the follow-up activities because this stage produces the most tangible results.
Adapt the framework for different sectors or regions as needed. By organizing such an event, communities can tackle and start solving challenges in various sectors, such as ICT, medicine, space technologies, robotics, and many others.

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