93042 E THE WORLD BANK TABLE OF CONTENTS 1. INFODEV’S MOBILE INNOVATION PROGRAM 4 2. LEARNING OBJECTIVE 6 3. WHAT IS A MOBILE INNOVATION ROADSHOW? 8 THE OBJECTIVES 8 THE FORMAT 8 4. ABOUT THIS METHODOLOGY 10 5. THE ORGANIZING FRAMEWORK 12 5.1 SETTING UP THE INITIAL TEAM 12 5.2 UNDERSTANDING THE LOCAL ENVIRONMENT 13 5.3 DEFINE THE OBJECTIVES 14 5.4 ENGAGING THE STAKEHOLDERS 15 5.5 PLANNING THE AGENDA 16 5.6 SELECTING THE PARTICIPANTS 18 5.7 PLANNING THE LOGISTICS 19 6. IMPLEMENTATION OF THE MOBILE INNOVATION ROADSHOW 20 6.1 STAKEHOLDER WORKSHOP 20 6.2 BOOTCAMP 22 6.3 HACKATHON 23 6.4 INCUBATION TRAINING 25 7. EVALUATION AND FOLLOW-UP 27 2 ANNEXES Table 1: Planning the Agenda, Distribution of Days 17 Table 2: Overview of the Stakeholder Workshop 20 Table 3: Overview of the Bootcamp 22 Table 4: Overview of the Hackathon 23 Table 5: Overview of the Incubation Training 25 3 1. INFODEV’S MOBILE INNOVATION PROGRAM Background infoDev, a global trust fund program in the World Bank Group, supports growth-oriented entrepreneurs through creative and path-breaking venture enablers such as incubators and accelerators. It also assists entrepreneurs with securing appropriate early-stage financing and convenes entrepreneurs, investors, policymakers, mentors, and other key innovation ecosystem stakeholders for dialogue and action. 4 From March 2010 to June 2014, infoDev implemented As part of its Mobile Innovation Program, infoDev the Creating Sustainable Businesses in the Knowledge developed the concept of the Mobile Innovation Economy (CSBKE) program, with the objective to Roadshow with the overall objective to stimulate the increase the growth of small, innovative, technology- development of an innovation and entrepreneurship based businesses, primarily in the ICT and agribusiness ecosystem for mobile applications enterprises sectors. The CSBKE program was designed as a public- by introducing business and technical concepts private partnership between infoDev, the Ministry of relevant to startups in the mobile industry via Foreign Affairs of Finland, and Nokia Corporation. a series of short events. The Roadshow was Access to mobile communications has been linked with developed in partnership between The Southern economic growth and the industry itself boosts local Africa Innovation Support (SAIS) program and economies by creating high-value direct and indirect infoDev. SAIS is a program funded by the Finnish jobs. Mobile software applications are also becoming Ministry of Foreign Affairs (MFA) that seeks to boost increasingly important in areas such as healthcare, innovation in Southern Africa. education, governance, and banking. 5 6 2. LEARNING OBJECTIVE The objective of this practical guide is to provide a tool for interested parties on how to plan, organize, implement, and evaluate a Mobile Innovation Roadshow. The guide presents a generic methodology that can be used in any country context. It provides lessons and best practices based on the experiences of implementing Mobile Innovation Roadshows in four countries in Southern Africa: Mozambique, Botswana, Namibia, and Zambia. While this guide can be used as a foundation for all countries, the planning and implementation should always be adapted to the local situation, as each country context is unique and requires tailor-made solutions. After studying this guide, the reader should: know what a Mobile Innovation Roadshow is and what its components are; understand the specific objectives of a Mobile Innovation Roadshow; be aware of the organizing framework of a Mobile Innovation Roadshow and the necessary planning steps; know how the different events of a Mobile Innovation Roadshow are implemented; have knowledge of the options for evaluating the events of a Mobile Innovation Roadshow and for organizing follow-up events to increase the effectiveness and impact on the local mobile innovation ecosystem. 7 3. WHAT IS A MOBILE INNOVATION ROADSHOW? The Objectives The Mobile Innovation Roadshow consists of a series community. The event targets stakeholders at of events with the overall objective to stimulate the decision-making and senior management level. development of an innovation and entrepreneurship ecosystem for mobile applications enterprises. The The primary objective of the Workshop is to engage events are designed to reach out to local stakeholders key stakeholders in discussion on perspectives of to achieve the following immediate outcomes: knowledge-based entrepreneurship and innovation increased local awareness of and commitment to promotion (such as mobile innovation), create an promote mobile innovation; opportunity for participants to explore partnerships increased local institutional capacity to provide with other ecosystem actors, and share up-to- support services for mobile developers and date information on the market environment and entrepreneurs; the issues relevant for further promotion of mobile better understanding by potential financiers of the entrepreneurship and innovation-related initiatives. current pool of existing and prospective mobile applications entrepreneurs, to gauge whether a larger investment in a potential mLab or similar intervention is warranted; Training for Intermediaries relevant guidance and firsthand experience provided to entrepreneurs, developers, and decision makers. The Incubation Training targets existing local intermediaries (incubators, innovation and business support practitioners, policy makers planning to The Format initiate projects aimed to support entrepreneurship, other interested stakeholders) and aims to improve The Mobile Innovation Roadshow comprises four their understanding of different business incubation interrelated events: approaches and models and how they can be applied, to present real world examples, and to share the best Stakeholder Workshop practices. Incubation Training for Intermediaries Mobile Innovation Bootcamp The training program includes Module 1. “Business Mobile Innovation Hackathon Incubation Definitions and Principles” and Module 2. “Business Incubator Models, Including Success Stakeholder Workshop Factors” (unless other modules are specified by in- country partners as a priority) of the infoDev Business The Stakeholder Workshop sets the stage for the Mobile Incubation Management training curriculum.1 These Innovation Roadshow by convening key innovation cover business incubation basics and highlight the and entrepreneurship ecosystem actors, including importance of business incubation as a mechanism to representatives of government agencies responsible support growth-oriented entrepreneurs. The Incubation for innovation promotion, private sector leaders and Training is delivered by infoDev certified trainers. technology startup founders, innovation and business support organizations, universities, and the donor 1 · http://www.infodev.org/infodev-files/resource/ InfodevDocuments_1102.pdf. 8 Mobile Innovation Bootcamp To provide complementary support to Hackathon participants as well as to stimulate their continued interest in mobile innovation and entrepreneurship, a one-day training is organized for registered participants prior to the Hackathon. The training focuses on the following key topics: global/local mobile market: current opportunities and growth potential; “you have an idea. Do you have a mobile application?” —how to turn ideas into apps; building a team; bringing your app to market; understanding your business model. Technical training on mobile programming and design can potentially be organized as follow-up activities with longer duration and comprehensive training curricula. The Bootcamp should be delivered by a serial entrepreneur and/or recognized mentor with hands-on experience working with technology/mobile startup companies. The trainer can be identified at in-country level (for instance, a local tech community leader), or at the regional or international levels (e.g., from among regional or international experts). Mobile Innovation Hackathon The Hackathon sums up the Roadshow and focuses on achieving the following goals: converting promising ideas into mobile application prototypes; further increasing awareness amongst the technical community, especially youth, with regard to the opportunities for mobile entrepreneurship; providing a general overview of the mobile innovations talent pool. It consists of a two-day event where participants work on the development of a concrete idea for a mobile application with the aim to bring it to the market. The first day is organized as a developer contest and the second day focuses on idea pitching. 9 4. ABOUT THIS METHODOLOGY This guide is based on the results of the Mobile Innovation Roadshow Outcome Assessment, background documents provided by infoDev as well as various lessons learned from interviews with relevant stakeholders such as the local SAIS managers. The Outcome Assessment was conducted in order to identify and analyze the effects of the Mobile Innovation Roadshows implemented thus far, including direct short-term and mid-term effects on participants and the mobile innovation ecosystem of participants’ countries of origin. You will find the Outcome Assessment as an Annex to this guide. 10 10 Based on these sources of information, perceptions The second part of the guide, “Implementation of about organizational aspects and key success factors the Mobile Innovation Roadshow” treats each event for the implementation of a Mobile Innovation separately and provides a practical step-by-step Roadshow have been processed and analyzed in approach for implementation. order to provide future organizers with this practical methodology and a step-by-step guide on how to plan Finally, “Evaluation and Follow-Up” constitutes the and implement a series of events. third part of this document, and talks about steps to be taken after the Mobile Innovation Roadshow in The guide is organized in three main parts: order to increase its effects and impacts. First, the “Organizing Framework” includes the main steps to be taken before implementing the Mobile Innovation Roadshow. 11 11 5. THE ORGANIZING FRAMEWORK The planning phase of the Mobile Innovation Roadshow organization should not is extremely important to ensure the events are be underestimated. The better you plan, the more you successful. The time and effort necessary for get out of it! 5.1 Setting up the Initial Team A typical team would include the following profiles: Team Coordinator/Project Manager: Manages the project and ensures the continuity of processes. The first factor to consider when organizing the Mobile Logistics and Administrative Support: Innovation Roadshow is what kind of team you need Supports team coordinator in all necessary for administration, logistics, and implementation. A organizational and logistical aspects. dedicated team balancing local understanding and global expertise with adequate content knowledge Stakeholder Facilitator: in areas such as entrepreneur development Responsible for stakeholder engagement and methodologies, market development, ICT and implementing the Stakeholder Workshop. mobile technology, local conditions, and stakeholder management, is of utmost importance. Mobile Entrepreneurship Expert: Responsible for implementing the Bootcamp and The Mobile Innovation Roadshow is best organized participating in the Hackathon. and implemented by building a partnership between organizations that bring one or more of the key Mobile Development Expert: capabilities into the team and can also create outreach Responsible for implementing the Hackathon and to potential participants for the events. Partner participating as a mentor in the Bootcamp. organizations can provide resources in the form of technical equipment and venues for implementation, Incubation Trainer: or act as sponsors of the Mobile Innovation Roadshow. Responsible for implementing the Incubation Training. Note: The incubation trainer should be certified by infoDev. Get in touch with infoDev to receive contacts of certified trainers in your country or region. When partnering with different organizations, make sure that no single organization becomes dominant, To find and assign the appropriate candidates to each but keep everyone’s interests in balance. Partnerships of the roles mentioned above, it is necessary to get should be managed based on mutual respect, giving acquainted with the local mobile innovation ecosystem, each organization the opportunity to contribute, including the important actors and stakeholders. Learn independent of the organization’s size. At the same more about this process in the next section. time, there should be a project champion to create momentum and lead implementation 12 5.2 Understanding the Local Environment Getting familiar with the local environment is crucial Stakeholder mapping begins with desk for selecting the right team members. It is important research (Internet search/literature review) to to know the relevant actors and stakeholders in identify the major actors from different sectors, the field of mobile innovation from the public and including: private sectors, as well as from civil society, in order to engage them in the Mobile Innovation Roadshow. • private sector companies such as mobile Good networking is key to success! operators, private incubators, technology centers and other mobile tech firms, entrepreneurs or investors in the mobile “ innovation field; • public sector entities, for example government Stakeholder mapping agencies related to market regulation, takes time and is economic development, telecommunication, innovation and incubation, as well as public crucial for a successful industry or technology parks with a focus on mobile development, etc.; stakeholder engagement • academia, including universities and and implementation of vocational schools that offer relevant curricula —try to identify the most relevant the Mobile Innovation ones, not only in your country’s capital but also in other regions or provinces; Roadshow. Start the • civil society organizations such as mapping and engagement associations or foundations working in process at least three the field of innovation, ICT, and mobile development; months before the planned • international organizations that may have date of the Stakeholder programs promoting mobile development and innovation. Workshop! Stakeholder mapping is a crucial step to get a Get in touch with clear understanding of the different participants and their initiatives currently supporting the local experts from the beginning to understand the landscape and established networks. “ development of the mobile sector in your country. See the example of a stakeholder mapping below for a reference of the type of stakeholders to consider. Stakeholder mapping is best accompanied by in-depth information with regard to each specific stakeholder based on the details listed above, identifying specifically which stakeholders work together. 13 STAKEHOLDER MAPPING This process enables you to identify the best organizations to partner with and suitable people for your team, which you then can meet and interview in person for final selection. Mobile Relevant Ministries Operator Regulation Agency Incubators International Tech firms Business organizations Associations & Donor Innovation Agencies Promoting Agency Entrepreneurs Technology Parks Academia Banks Investors Research Institutions Foundations/ Technology NGOs Institute Vocational Training Centers 5.3 Define the Objectives As a next step, elaborate a program statement with WHAT clear objectives. What is the focus of the Mobile Explain what is meant by mobile innovation and Innovation Roadshow? The program statement is incubation. Some people might not be familiar with these an important tool to approach stakeholders and concepts, so you should define them well. convince them of the concept, so take your time to think about how to best present the Mobile Innovation WHY Roadshow. The program statement should be short, Explain why mobile innovation and incubation are concise, clear, and easy to understand for anyone relevant in the country context. Think from the point of who is not familiar with the concepts of mobile view of each stakeholder group you identified. What innovation and incubation. is the relevance for the private sector? Why is mobile innovation relevant for government or other public It should include the following elements: entities? What are the benefits for academia and 14 civil society? If you choose a certain thematic focus HOW for the Hackathon, explain why mobile application Explain how mobile innovation and incubation can development can contribute to solve the problems be promoted in the country by explaining the Mobile related to the thematic issue. Innovation Roadshow and its different elements. 5.4 Engaging the Stakeholders 5.4.1 Stakeholder Levels Once your program statement is in place and you have made a selection of the most relevant stakeholders based on the stakeholder mapping, start the “ Networking is extremely valued by participants of the Mobile Innovation Roadshow. Apart stakeholder engagement process. There are different levels of stakeholder engagement in the Mobile Innovation Roadshow: from integrating Stakeholders who participate in the Stakeholder stakeholders Workshop into the different The primary objectives of the Workshop are to engage key stakeholders in discussion on perspectives of events, think about knowledge-based entrepreneurship and innovation promotion (such as mobile innovation); to establish adding a facilitated partnerships as well as get feedback from the potential partners and beneficiaries around the relevant issues networking event for mobile entrepreneurship and innovation related initiatives. that brings together Participants should be key innovation and students and young entrepreneurship ecosystem stakeholders, including representatives of government agencies responsible for innovation promotion and/or economic development, private sector leaders and technology startup founders, innovation and business support organizations, universities, and the donor community. The event targets stakeholders at decision-making and senior developers with the mobile industry, startup incubators, and investors! “ management level. If you do not manage to get the right level of decision-making and senior management level participants in the Stakeholder Workshop, optimal results of the Roadshow will be jeopardized as it will not be possible to establish a roadmap and follow-up activities in the Stakeholder Workshop. 15 Stakeholders who participate in the Incubation participate to provide additional expertise and facilitate Training event, Hackathon, and/or Bootcamp networking between young developers and the mobile industry. Stakeholders to be engaged on this level can In addition to those engaged as partners and in the include technology startup founders, innovation and Stakeholder Workshop, stakeholders also need business support organizations, or investors. to participate in the different events of the Mobile Innovation Roadshow. The Incubation Training targets local intermediaries (innovation and business support practitioners, policy For the Hackathon, create a jury consisting of relevant makers planning to initiate projects aimed to support actors who will evaluate each Hackathon team’s entrepreneurship, other interested stakeholders) project and decide on the winning team. and aims to improve their understanding of different business incubation approaches and models and how For the Bootcamp, the student and developer they can be applied. Select the relevant stakeholders communities are the direct target group of the to approach for this event from your stakeholder Bootcamp, however a number of stakeholders should mapping results. 5.4.2 How to Engage Effectively Create a communication strategy for each of the engaged throughout the Mobile Innovation Roadshow stakeholder levels. Professional communication is as well as after the event. key to get stakeholders interested and keep them STEP 1 Write emails addressing each individual stakeholder Make notes in the stakeholder list about each including the program statement and information stakeholder’s expressed interest (or disinterest) so that about the Stakeholder Workshop and the other you can prioritize your follow-up activities. Stakeholders events. In the email, you should express the value that openly express their disinterest should not be and importance of each stakeholder for the Mobile contacted further. Innovation Roadshow. Regarding potential partners, you should express your interest in collaborating with STEP 3 them and propose a personal meeting to discuss this To keep stakeholders interested prior to the start of issue further. events, stay in touch with them! For example, you can send out a newsletter every one to two weeks, STEP 2 informing them about the latest developments of the Track the responses that you receive. Implement follow-up preparation phase, including facts and figures about phone calls or personal meetings with the the mobile development sector. most important stakeholders. For those who do not respond to the email, also follow up by phone. 5.5 Planning the Agenda Parallel to the ongoing stakeholder engagement process, planning the time frame and sequence of events will take place. A Mobile Innovation Roadshow takes five days in total. However, the Stakeholder Workshop should be implemented about three weeks before the other events in order to raise awareness and engage more stakeholders. The following table shows the typical distribution of days: 16 TABLE 1: PLANNING THE AGENDA , DISTRIBUTION OF DAYS EVENTS TARGET AUDIENCE/NO.OF DURATION OUTCOME PARTICIPANTS Stakeholder Government, academia, Day 1 Increased awareness 1 Workshop private sector, (4-5 hours) Stakeholder analysis intermediaries (20-25) Networking Intermediaries Training Intermediaries/tech Day 2 Capacity built for local partner 2 (Module 1. Business community (10-15) (full day) institutions , business enablers and Incubation Definitions incubation centers. local partners and Principles) “Mobile Innovation” Hackathon registered Day 3 Capacity built for mobile 3 Bootcamp participants (20-30) (full day) developers/youth Increased entrepreneurship skills 4 “Mobile Innovation” Hackathon Hackathon registered participants (20-30) Day 4-5 Tech community interest/ availability tested; Capacity built for participants and local partner institutions, including during follow-up activities ; Mobile apps prototypes developed “ When selecting dates, be aware of holidays, university exams, and other important events that might take place so that people It is recommended to follow this sequence of events, as it has proven successful in the Mobile Innovation Roadshows implemented so far. However, you can think about how to best adapt are not prevented from the events to the country context. For example, participants from former Mobile participating due to other Innovation Roadshows stated that the Incubation Training was too short. Thus, commitments. Consider you might consider adding another sending alternative dates (weeks) to stakeholders and collect their responses about which dates work “ training day, especially if the incubation concept and processes are not well known and applied in your country. In addition, it is possible to add a facilitated networking event, for instance, after the Hackathon, in order to help young developers and students to connect with mobile industry best for them. actors and investors. 17 5.6 Selecting the Participants Once the dates are defined, the next step is to create outreach to the student and developer community as relevant participants of the Bootcamp and Hackathon events. 5.6.1 Define Selection Criteria First, define selection criteria for Hackathon and requirements as applicable. (For example, should participants. The Hackathon is the only event applicants send a CV, a motivation letter, or other that interested participants have to apply for. The documents?) Usually, applicants will be asked to participants selected for the Hackathon will then be outline their idea for app development. invited to the Bootcamp. Specify a contact email for sending applications Selection criteria can vary from country to country. If or clarification requests. You can also consider an the mobile developer scene is not yet established or online platform on your homepage for application/ apparent, you may want to keep the selection process ideas submission. Do not forget to set a deadline for open in order to engage a broad range of participants applications! and get to know “who is there” in the field of mobile innovation and development. If the developer scene As the Incubation Training targets different participants is already apparent, and you have chosen a specific than the Bootcamp and Hackathon events, make a thematic issue for the Hackathon, it is advisable separate invitation letter including an event description. to define a set of criteria in order to get the right You might have identified relevant participants already participants for the purpose of the event. Such criteria through the stakeholder mapping, but you should can include, among others: increase outreach to maximize impact. No selection process will take place for the Incubation Training, but • Age you might consider implementing a pre-evaluation of • Level of education participants’ knowledge about the incubation concept • Prior experience in developing mobile applications and processes, in order to be able to deliver training • Experience with or knowledge of the thematic issue that is better adapted to participants’ needs. chosen for the Hackathon • Quality of idea for app development Select participants carefully. You have to Next, using the Program Statement as a base, create a go where relevant people are: universities, document with a detailed description of the Bootcamp vocational schools, or the business and Hackathon events, including participation criteria community in the whole country. If you don’t get the right people, you can’t create impact. 5.6.2 Get the Information Out The information about the Hackathon can be distributed Send the information by email to relevant through a number of channels in order to create stakeholder organizations such as relevant maximum outreach to potential participants. The right business incubators focusing on mobile mix of channels depends on the country situation, but development, universities, technical colleges, and here are some that have proven successful in past other organizations throughout the country that can Mobile Innovation Roadshows: print out the document and advertise the events on 18 black boards and in classrooms/office spaces. Track the clarification requests from potential Publish the information on the internet, e.g., on participants and make sure they receive an answer your homepage and in social media (Facebook, within a short time frame. LinkedIn, Twitter), and encourage any partner organizations to do the same. For the other events, you will usually send out Advertise the events through radio broadcasts or invitation letters to a pre-defined list of invitees. You TV ads. should likewise track the responses and follow up on Advertise through mobile phone messages. them. If you have a mobile operator as partner institution, work with the operator for advertising. 5.6.3 Select the Participants Track the applications that you receive. After the for participation. They should receive more detailed application deadline, implement the selection process information about what to expect from the Hackathon with your team according to the selection criteria you that they will participate in, and how to best prepare established. Send out responses to each applicant, for it. This will be usually done in a pre-Hackathon and follow up with the ones that have been accepted meeting. 5.7 Planning the Logistics Once you have selected the participants for the Also think about movable chairs and desks so they can Hackathon and received responses from invitees for be re-arranged for group work during training. the other events, and thus know the exact number of people that will attend the different events, you can In addition, make a list of the necessary equipment proceed with planning the logistics. It is important to for each event, and do research on how and where select adequate venues that provide enough space for to procure it. If you partner with institutions such the number of participants and the equipment that you as mobile business incubators and universities, they will need, especially for the Hackathon. might be able to provide the majority of the necessary equipment such as projectors, white boards, flip For the Bootcamp, take into account that one part of charts, computers, etc. A partnership with a mobile the event consists of one-on-one coaching, and thus operator is strongly recommended for the provision of adequate space will be needed to facilitate privacy. broadband Internet. Adequate venues and equipment, as well as catering are very important for a successful implementation of the events! If computers or In the following sections, each event of the Mobile Internet do not work well, the Hackathon will be a Innovation Roadshow will be described individually to failure. If a projector does not work, presentations provide an overview on the type of event, its duration, during Stakeholder Workshop, Incubation Training, target audience, necessary materials, as well as the or Bootcamp will fail. Select venues and equipment necessary steps to prepare and implement each event. carefully, and make sure that everything works before the start of each event! 19 6. IMPLEMENTATION OF THE MOBILE INNOVATION ROADSHOW In addition, think of catering. Almost all events take one or two full days, and participants will need adequate breaks with refreshments and food in order to stay concentrated. Do research on catering firms and ask for price quotations. Stakeholder Workshop 6.1 THE STAK EHOLDER WORKSHOP TABLE 2: OVERVIEW OF TYPE OF EVENT TARGET AUDIENCE DURATION NUMBER OF PARTICIPANTS High-level round Representatives of government agencies, 4-5 hours 20-25 table discussion key private sector players (telecom with 1-2 introductory operators, ICT companies, others), business presentations enablers (incubators, SME support centers, innovation centers, etc.), major universities with ICT specializations, other key stakeholders Step 1 Step 2 Select venue and arrangements: Prepare Workshop agenda: The venue selection should be done at an early stage Define the topics to be discussed, and identify a to make sure that an adequate venue will be available. suitable moderator as well as key speakers that will The Stakeholder Workshop should take place in a hotel give short presentations on defined topics in order meeting room or an innovation center’s conference to facilitate a fruitful discussion. The presentations facility with projector and screen as well as a should be prepared by the speakers and sent to flipchart and markers. In order to facilitate interactive the project manager for review. Possible points of discussion between stakeholders, the room should be discussions are, but not limited to: set up with a round table. Prepare for a morning coffee break during participants’ Why mobile? What are the key country level registration and a second coffee break after the first opportunities, benefits for partners, involvement two hours of discussion. options, roles, and responsibilities? What is the 20 current status of innovation ecosystem and mobile arriving. A registration desk should be set up with a industry in the country? participant list and the handout folders. What types of support currently exist for promoting innovative SMEs? What are the main sources of talent If deemed appropriate, the presentations and supply? How are different stakeholders currently discussions can be recorded on video for future involved in shaping the innovation ecosystem? What reference. In addition, pictures can be taken to use for is the private sector perspective on running an disseminating the results of the event. innovation-based company? The coffee breaks can be used to approach key What are the key challenges/areas to be addressed stakeholders and arrange individual follow-up (education, access to finance, institutional capacity, meetings. After presentations and discussions, thank entrepreneurial culture, legislation, etc.)? stakeholders for having participated in the event and ask them to fill out the feedback form, which should Step 3 be collected from them before leaving. Invite participants: Design invitation letters that include the agenda, Step 6 date, and venue for the event. Invitation letters can be Follow-up: sent out to participants via email or in printed form. The Stakeholder Workshop outcomes should be used When printed, invitation letters can be accompanied to prepare a short news or press release which can be by promotion material, such as posters or brochures. disseminated through mass media and the Internet Invitation letters should be sent out with sufficient to increase awareness of the Mobile Innovation time before the event and responses of invitees should Roadshow. Moreover, if it has not been done already be tracked and followed up on. during the stakeholder mapping process, the Workshop is a good opportunity to identify the most Step 4 interesting stakeholders for participation as jury Prepare handouts: members in the Hackathon or as valuable additional For each participant, prepare a folder that will be participants in the Bootcamp or Incubation Training. handed out at the registration desk and contains The identified stakeholders should be approached the agenda for the Workshop, a list of participants, and invited personally to these respective events. handouts of each presentation, and a feedback form to evaluate participants’ satisfaction with the event. “ Step 5 Deliver Workshop: The Stakeholder Workshop should take place about three weeks before the Incubation Training, Bootcamp, and Hackathon events in order to allow for a further Use Stakeholder stakeholder engagement after the Workshop. Workshop for It is recommended that the Stakeholder Workshop be implemented during four to five hours in the “setting the scene,” morning. As organizer, make sure to be at the venue and communicate early to do a final check on the venue arrangements and equipment, and to welcome participants when For the Stakeholder Workshop, you need to do a thorough stakeholder mapping to see who the relevant outcomes to raise interest in the other events. “ stakeholders are. Otherwise, there is a risk that you invite stakeholders who are not really interested and don’t get properly involved. Make sure to address the high-level stakeholders intended for this event, and follow up with them personally to prevent that they send junior or mid- level staff. 21 6.2 Bootcamp TABLE 3: OVERVIEW OF THE BOOTCAMP TYPE OF EVENT TARGET AUDIENCE DURATION NUMBER OF PARTICIPANTS One full day training Participants selected to participate in the 8 hours 20-30 Hackathon Step 1 how to support the participants with the development of Select venue and arrangements: their business idea. This information, together with the The Bootcamp is best implemented at an innovation overall agenda, should be sent to participants beforehand center or at a university conference or training so that they can prepare to present their ideas and think facility. The room should be equipped with a projector about specific questions they might want to ask. and screen, as well as flipcharts and markers. The room setup can be either round table or classroom Step 3 arrangement. Invite participants: Prepare for two coffee breaks and lunch. Prepare an invitation letter and send it to everyone selected for participation in the Hackathon event, Step 2 together with the information prepared in Step Prepare Bootcamp agenda: 2. Furthermore, consider inviting a number of The Bootcamp is usually divided in two parts: in the stakeholders who can add value to the Bootcamp, morning, a facilitator will implement training on idea such as technology startup founders, innovation and pitching and business development. In the afternoon, business support organizations, or investors. Follow individual coaching sessions with participants take place. up on the invitations to ensure high participation. For the morning agenda, identify one or more qualified Step 4 trainer(s)/facilitator(s) who will prepare learning materials Prepare handouts: and presentations. The Bootcamp should be delivered by Print out the training material, the trainer’s biography, a serial entrepreneur and/or recognized mentor with and a feedback form for each of the participants. hands-on experience working with technology/mobile startup companies. The trainer can be identified at in- country level (local tech community leader), regional or Make sure that you do not only invite participants international level (regional/ international experts). that are part of a closed community such as the For the afternoon agenda, draft a document explaining contacts of only one business innovation center or one technical college for example. Make an effort to get participants from the whole country and from different environments. The Bootcamp requires a certain level of preparation from the participants. If Step 5 participants do not know exactly what is to Deliver the Bootcamp: be expected from this session, there is a It is recommended that the Bootcamp be completed risk of losing the potential positive impact. in one day (eight hours). The appropriate starting time depends on the country context. As organizer, make 22 sure to be at the venue early to do a final check on the If deemed appropriate, the Bootcamp event could be venue arrangements and equipment, and to welcome recorded on video for future reference. In addition, participants when arriving. A registration desk should pictures can be taken to use for disseminating the results be set up with a list of participants and the handouts of the event. Don’t forget to ask participants to fill out the for each participant. evaluation form and collect it from them before leaving! 6.3 Hackathon TABLE 4: OVERVIEW OF THE HACKATHON TYPE OF EVENT TARGET AUDIENCE DURATION NUMBER OF PARTICIPANTS Two full day contest and Selected Hackathon 20 hours (Day 1: 12 hours, 20-30 pitch presentations participants Day 2: 7-8 hours) “ Step 1 Select venue and arrangements: To implement the Hackathon, a large facility is needed with computers and secured high-speed Internet connection, flipcharts, a projector, and a screen. The For non-students, room setup should consist of several round tables (two to three participants per table), as well as an area incentives should where participants can rest during the first day, and the be created to possibility for theatrical or round table set up for the second day. participate. The Prepare for coffee-breaks and lunch served inside the venue for the two days. Hackathon should Step 2 have concrete results Prepare Hackathon: Write the Hackathon announcement, including a in terms of app detailed description of the event, as well as information about the application procedure and criteria. To receive commercialization or applications from potential participants, you can design startup creation, not and launch an online platform for ideas submission, or simply provide an email address where applications can be sent. Don’t forget to put an application deadline in order to have sufficient time to evaluate submissions and select participants! In addition, start preparing the handouts for the Hackathon. These include promotion materials, the just idea generation or fun development. Make it a real competition. “ Hackathon agenda, and a feedback form to evaluate participant’s satisfaction with the event. 23 You should also think about the prizes that will be Step 6 given to the winning team(s) of the Hackathon. Prizes Deliver day 1 can be in the form of money, or could consist of things The first day of the Hackathon is a contest where the like mobile devices, laptops, etc. It is recommended different teams work on the technical development of to engage a private sector company as the sponsor their app idea. Therefore, it is extremely important that for prizes. You can also think about partnering with an the computer equipment and broadband Internet work incubator so that the winning team(s) will receive pre- well. It’s best to partner with a mobile operator for these incubation services after the event. services, and make sure that a technician is present at the event who can fix any problems that might occur. Start early with the engagement of stakeholders as participants in the jury panel and for winners selection. The first day will take about twelve hours. As organizer, You can intensify the engagement process during and make sure to be at the venue early to do a final check after the Stakeholder Workshop. on the venue arrangements and equipment, and to welcome participants when arriving. A registration Step 3 desk should be set up with a participants list and the Disseminate the Hackathon announcement handouts for each participant. Promote the Hackathon event through as many channels as possible to maximize outreach to The Hackathon contest should be accompanied by a potential participants. The Hackathon announcement technical expert experienced with app development, should be disseminated country-wide. Choose the who is able to provide on-site assistance for participants. most adequate distribution channels according to your country context. Possible channels include emails Deliver day 2 to key organizations such as universities, technical The second day of the Hackathon consists of pitch colleges, innovation and incubation centers, etc.; presentations of each participant’s/team’s app that radio broadcast and TV; advertisement in print media; has been developed during the first day. This day Internet and social media; or mass SMS. will not be as long as the first, but a full day should be calculated, as the morning will probably still Step 4 be used for developing the apps and preparing for Evaluate ideas and select participants presentations. After the application deadline, implement the evaluation A jury of a number of relevant stakeholders will and selection process. All idea submissions should evaluate each team’s project and select a winning be evaluated according to a set of pre-defined criteria team at the end of the day. There can also be up to which guarantee a certain level of experience from the three winning teams that will receive a first, second, participants and quality of the app development projects. and third prize respectively. The ideal number of participants for a Hackathon is 20-30. The presentations should take about ten minutes per Participants usually work in teams of two to three people, team (depending on the total number of teams, they so you should select in between ten to fifteen teams could also be a little longer), as well as additional five (depending on the number of participants of each team). minutes for questions from the jury to be answered by each team. After selection, send emails to all applicants, informing those that have been selected about the next steps, If deemed adequate, the event can be recorded on and thanking those that have not been selected for video for future reference and dissemination of results. their idea submission. At the end of the Hackathon, don’t forget to ask participants to fill out the evaluation form and collect Step 5 it from them! Organize pre-Hackathon meeting As a next step, a pre-Hackathon meeting should be organized with the selected participants in order to Make sure that the winner selection takes place inform them about the Hackathon agenda and what at the end of the day and that the winning teams exactly will be expected from them. The pre-Hackathon receive their prizes. In former Hackathons, meeting also serves as a networking opportunity and participants had to wait a long time before the to create team spirit and a positive atmosphere. winners were announced, and the winning team 7 not receive the prizes directly but had to wait Step did several weeks. 24 Follow-up stories. There should also be some follow-up support As a follow-up to the Hackathon, you should disseminate for the winning team(s) to further develop their app and the results in print and online media. You can write an article business model and eventually bring it to the market. This about the event, circulate pictures, or collect participants’ could be done through an incubation center for example. 6.4 Incubation Training TABLE 5: OVERVIEW OF THE INCUBATION TRA ININ G TYPE OF EVENT TARGET AUDIENCE DURATION NUMBER OF PARTICIPANTS One full day training Representatives of business enablers 8 hours 15-20 (incubators, SME support centers, innovation centers, etc.), middle level policy makers, government representatives, and tech community 25 There is a pool of 60 infoDev certified trainers based Step 1 in 35 different countries. Select a trainer that has the Select venue and arrangements: most knowledge about your country context in order The Incubation Training should take place in a hotel to deliver a training that is adapted to the participants’ meeting room, an innovation center’s conference local situation. facility, or in a university facility. The room should be equipped with a projector and a screen, several The trainer will be responsible for the elaboration of flipcharts and markers, as well as white paper for the training materials (trainees manual), which will be participants. The room setup should consist of several sent to the project manager for review and printout. round tables depending on number of participants As additional handouts, prepare presentation slides of (four to five participants per table) or one round table. module 1 and 2 and of additional modules if applicable, Prepare for two coffee-breaks and lunch. a trainer’s bio, and a feedback form to evaluate training participants’ satisfaction. Step 2 Prepare the training: In addition, prepare the training announcement The Incubation Training will be implemented according which will be sent to participants along with an to the infoDev Incubation Training methodology. invitation letter. The announcement should be a clear Materials are available online. Usually, the Training description of the type of training, so that invitees can will consist of modules 1 and 2. However, if appropriate evaluate whether they are interested or not. for the country context, you can choose additional modules to be implemented, for example module 12 Step 3 on agribusiness incubation. Invite participants: Design invitation letters that include the training announcement, agenda, date, and venue for the event. Invitation letters can be sent out to participants via email or in printed form. Invitation letters should be “ sent out with sufficient time before the event, and responses of invitees should be tracked and followed up on. Step 4 Make sure that Deliver the training: the trainer speaks Usually, the training modules 1 and 2 are delivered in one full day. However, if you want to include additional the common local modules, you should plan for a second full or half day of training so that the participants are not rushed language to get as through the Incubation Training, and have sufficient time to digest the training materials and ask questions. much as possible out of the Incubation Training! “ As the organizer, make sure to be at the venue early to do a final check on the venue arrangements and equipment, and to welcome participants when arriving. A registration desk should be set up with a participant list and the handouts for each participant. If deemed appropriate, the Incubation Training event can be recorded on video for future reference. In addition, pictures can be taken to be used for disseminating the results of the event. Don’t forget to ask participants to fill out the evaluation form and collect it from them before leaving! 26 26 7. EVALUATE AND FOLLOW-UP In order to maximize the results and impacts of expressed by participants of former Mobile Innovation the Mobile Innovation Roadshow, it is important to Roadshows, especially for the Hackathon and the evaluate each event and prepare for necessary follow- Incubation Training. up activities. The evaluation will also provide you with As a tool, use evaluation forms which participants fill out valuable insights for the next time you might want to at the end of each event. The evaluation forms should ask organize a Roadshow or a Hackathon. questions about participants’ satisfaction with quality and delivery of events, and give them the opportunity to The need for follow-up events has been repeatedly make recommendations for improvement. 7.1 Hackathon Follow-up/Pre-incubation Services The Hackathon creates excitement and awareness period. In addition, coaching and mentorship should and engages developers, but it is crucial to provide be provided to the best Hackathon teams. follow-up to the winners of the Hackathon to enable them to potentially bring their applications to market. Technical training (mobile programming, design) can It is suggested that the winning team(s) receive potentially be organized as follow-up activities with pre-incubation services at least over a three month longer duration and comprehensive training curricula. 7.2 Training Follow-up The majority of training participants in former Mobile Thus, the training implementation could serve as a Innovation Roadshows highly valued the Incubation good starting point for defining existing knowledge Training and expressed interest in receiving further gaps amongst innovation and business support training, deepening the knowledge gained in the two practitioners and/or for future delivery of the full introductory modules. Incubation Training program. 27 27 28