How to run a successful kick off meeting in European projects

Starting a European project after securing funding from the European Union (EU) is an exciting milestone. A kick off meeting in European projects, such as those funded by the EU (e.g., Horizon Europe, LIFE, Innovation Fund, etc.), is the initial meeting that brings together all the members of the consortium (SMEs, RTOs, Academia, large companies, public administrations, etc.). It marks the official start of the project and establishes the groundwork for effective collaboration throughout the project.

Getting the first step right is crucial. A well-organized kick-off meeting can set the tone for the entire project, helping to align the team and clarify objectives. At Zabala Innovation, we understand the significance of this foundational step and offer an expert project management service to ensure your kick-off meeting is correctly planned and executed.

What is the objective of a kick off meeting?

A kick off meeting is more than just a formality; it is the opportunity to align the project team, clarify objectives, and establish a shared vision. The main objectives include:

• Reiterating the project’s objective: With all the members of the consortium present, it is important to clearly communicate the project’s goals and how each member’s contributions will be essential to achieving success.
• Answering questions: This is the time to ensure everyone is on the same page. By discussing any questions or concerns early on, you can prevent misunderstandings that might hinder progress later.
• Establishing expectations: Setting clear expectations for quality, timelines, and responsibilities helps motivate the team and ensures that everyone is committed to delivering their best work.

Who is responsible for the kick off meeting?

The responsibility of organizing the kick-off meeting typically falls on the project coordinator, supported by the management team. While the coordinator plays a crucial role, having the backing of experienced project management professionals can make a significant difference. Here are some essential tips to ensure the meeting runs smoothly:

• Initial coordination: Before beginning the kick off meeting preparations, arrange a call with your Project Officer. This will allow you to establish a relationship, discuss expectations, and confirm their availability for the meeting. Also, make sure all partners understand the importance of this face-to-face meeting and prioritize their attendance, as it is crucial for laying the project’s foundation.
• Logistics and preparations: Schedule the meeting date as early as possible to ensure maximum attendance, including key figures like the Project Officer. Secure a suitable venue to host the meeting—often, this is held at the coordinator’s location, providing an opportunity to showcase their facilities or any relevant technologies related to the project. Plan for the meeting to last between one and a half to three days, typically including a consortium dinner to strengthen team cohesion.
• Travel and logistics: Provide partners with detailed travel and accommodation information, including directions to the venue, nearby landmarks, and tips for navigating the city. This helps ensure everyone arrives prepared and focused.
• Visual identity and materials: Collaborate with the communication and dissemination leader to establish the project’s visual identity, including the logo and templates. Share the PowerPoint template with all partners so that presentations follow a consistent structure and format. This ensures that all materials are aligned from the outset.

What should be discussed in an EU project kick off meeting?

A well-structured agenda is key to covering all important topics. Here is a suggested agenda for a kick-off meeting:

• Welcome and opening remarks by the project coordinator: The project coordinator should begin by welcoming all participants, providing an overview of the project, and explaining its goals and expected impact.
• Partner introductions: A tour de table where each partner introduces themselves and explains their role in the project.
• Project Officer presentation: If the Project Officer is present, they should outline their expectations, discuss how the project aligns with EU objectives, and review key points from the Grant Agreement.
• EU project management overview: Provide a detailed overview of the project management aspects, including:
  • Project timeline: Present the timeline with key milestones and deadlines.
  • Management structure: Explain the project management structure, including roles, responsibilities, communication strategies, and decision-making processes.
  • Administrative and financial aspects: Discuss the budget, funding rules, and financial management procedures. Clarify reporting requirements for financial and technical reports. Review any contractual obligations, such as intellectual property rights and dissemination plans.
  • Risk management and contingency planning: Identify potential risks and challenges and discuss contingency plans and risk mitigation strategies.
  • Collaboration tools: Introduce the tools and platforms (e.g., SharePoint) that will be used for project management, and explain how they will facilitate communication and document sharing.
• Work Package (WP) presentations: Each WP leader should present their work package, including objectives, tasks, timelines, and deliverables. Allow time for questions after each presentation to ensure understanding.

Depending on your project’s specific needs, consider adding time slots for technical discussion, pressing issues, project implementation challenges, ethical requirements, or synergies with other projects.

What comes after the Kick off Meeting?

The work doesn’t stop when the meeting ends—in fact, it’s just beginning. To maintain momentum and keep the consortium engaged, consider the following steps:

• Press release: Prepare a press release to announce the kick off meeting and project launch. The communication and dissemination work package leader should lead this effort, ensuring it’s ready for translation and distribution by all the partners.
• Social media content: Take advantage of having the entire team together by creating videos and taking group photos. These can be valuable assets for future social media campaigns. Launch your social media channels as soon as possible to start sharing information about the project’s progress.
• Thank you email and meeting minutes: During the kick off meeting, the project management team should have documented attendance, discussions, and key action points. After the meeting, share these with all partners within a week. Follow up with an email to thank your team and reiterate key deliverables and deadlines.

While preparing for a successful kick off meeting requires effort, it sets the tone for the entire project, creating a foundation of clear communication and shared goals. At Zabala Innovation, we offer comprehensive project management services to guide you through every step, from initial planning to final execution.