R&D
Meetups

BUSINESS-FOCUSED EVENT
Event Methodology Accordion
concept Concept

AIM

R&D meet-up event is dedicated to facilitating meetings between startups/SMEs and various scientific institutions, such as universities and research centers that can support and contribute to the progress of startups' R&D efforts. In this type of event, startups operating in the field of deep-tech or companies aiming to enhance their potential for innovative business development learn about the opportunities offered by scientific and academic institutions. The purpose of the event is to provide information, establish new connections, and create networking opportunities for startups, making it easier for them to access the R&D services they need.
The event targets companies from the field of deep technologies, including med-tech, ICT, green-tech, smart city, aerospace, agriculture, and engineering. The number of participants is intentionally limited to certain deep-tech startups, with a typical attendance of 10–15 participants. This allows each startup sufficient time to present their solutions or business ideas effectively. During the event, representatives from scientific institutions also deliver detailed presentations, highlighting the services they offer that may be relevant for the R&D development of the participating startups.

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. Presentations by research institutions:

Representatives from scientific institutions present their ongoing or completed R&D projects and research results that could be practically applied in business. This segment takes up to 20 minutes.

4. Presentations by startups/SMEs

This segment allows up to 10–12 startups/SMEs to introduce their business, challenges and/or solutions, lasting up to 1 hour.

5. Discussions and Networking

The remaining time is dedicated to discussions, networking, exploring cooperation opportunities, and exchanging contact information. After the event, a list of participants and their contact details is shared to facilitate further collaboration and ensure all parties have the necessary information for future cooperation.

Duration of the event: 1-1,5 hours

SCALABILITY AND IMPACT

The R&D Meet-up model is highly scalable and can be successfully replicated by organizations across different regions and countries. Its’ flexible format (built around curated matchmaking between deep-tech startups/SMEs and scientific institutions) can be tailored to local innovation ecosystems and sectoral priorities. By involving a small number of high-potential startups/SMEs and targeted institutional partners, the event ensures meaningful dialogue, fosters trust, and increases the likelihood of long-term collaboration.
The impact of these meet-ups extends beyond the event itself. They facilitate access to specialized R&D services, accelerate product development, and support startups/SMEs in navigating complex innovation processes. Moreover, by encouraging partnerships between business and academia, the format helps close the gap between research and commercialization: driving innovation ecosystems forward.
audience Audience

who can organize such an event

Business incubators, startup hubs, technology parks, and industry-specific associations

Benefit: organizing such an event helps them strengthen their innovation ecosystem by enabling meaningful collaborations and accelerating startups/SMEs growth.

Educational institutions and research centers

Benefit: hosting the event allows these institutions to showcase their expertise, facilities, and research capabilities to potential industry partners, fostering opportunities for applied research, joint projects, and commercialization.

Chambers of Commerce and regional economic development agencies

Benefit: by organizing such an event, these entities can boost regional competitiveness by supporting the technological advancement of local startups and promoting stronger academia-industry collaboration.

Large corporations managing innovation ecosystems or open-innovation platforms

Benefit: these companies can use the format to explore partnerships with research institutions, research-driven startups, discover cutting-edge technologies, and co-develop new solutions aligned with their strategic priorities.

who can participate in such an event

Scientific institutions and deep-tech startups

Benefit: exploring practical applications for their work, building industry connections, and engaging in impactful research collaborations.

Benefit: exploring practical applications for their work, building industry connections, and engaging in impactful research collaborations.

Benefit: participants gain direct access to scientific knowledge, R&D services, and potential partners, helping them refine their solutions, de-risk innovation, and speed up development cycles.

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

Investors, venture capitalists, and business angels

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

resources needed 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.

tools 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 event Organizing the event
The event should be managed in all stages and should have a continuum as part of the overall event. R&D Meet-up remote event organization guidelines are divided into three stages of the EVENT ORGANIZATION PROCESS:
organizing

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 the topic of the event, target group, speaker(s), moderator

Start by identifying the companies with some challenges and then try to match with suitable representatives of university or a research center. Or if you know an interesting research that may be under disseminated you can start with that and try to invite companies potentially interested in that solution/research.


Collecting research results that could be presented and relevant research result demand from startups/SMEs


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 moderator; costs for speaker(s), communication costs.
3 weeks

Confirming moderator, speakers, research institutions and startups/SMEs representatives. Communicating with them

Clearly communicate with participants and moderator about what you expect from them and give them as many details about the topic and purpose of the event as you can. Have a pre-meeting with the participants to give as much relevant information as you can. This will ensure a smooth and productive event that everyone would benefit from.


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 audience in a targeted way: present the R&D solutions, startups/SMEs participating in the event.

Finalizing the agenda

Construct the agenda in a way that it would start with an overview of the topic and then would be more specific with researchers presenting their applicable research results and startups/SMEs focusing on their challenges that require scientific solutions. Add breaks for networking.
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.


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.

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, survey

Send a follow-up email with key takeaways, presentation materials, and additional resources to help participants retain and apply what they learned. Conduct a survey to assess satisfaction, explore future topics and provide valuable insights for improving following events.

Check if all invoices are issued correctly and make transfers

1 week

Follow-up meetings

Encourage participants to organize follow-up meetings to explore partnerships and investment opportunities. Provide a platform or channel for participants to schedule these meetings.

2 weeks

Analyzing feedback and document outcomes

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

template 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
tips 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.
tips2 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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