EVENT PROFILE EVENT EVENT CODE (please indicate the Event Management System code, available on the top right in the section "General") EVENT PROFILE DATE Title Type of event (choose one) Corporate Technical meeting Statutory meeting Study visit Start date End Date City/Country Objectives of the meeting 1 2 3 EVENT OWNER Departement/Unit OPS ACS ECU PMEU Content coordinator Logistics coordinator (dd/mm/yyyy) (dd/mm/yyyy) (full name and surname) (full name and surname) at at (hrs) (hrs) (Tel. ext.) (Tel. ext.) ETF - AIM 1 of 14
EVENT FORMAT Type of session No. Plenary room 1 Rooms for parallel workshops (A) Other rooms (B) Plenary room can also be used as workshop room? (A) Specify No. Pax if different for each room. (B) Specify the destination of use (f.e.: debriefing, bilateral meeting, etc) No. Pax Date Time IN Time OUT EVENT SPECIFICS Working languages PARTICIPANTS ( C ) Overall attendance External participants GUEST External participants SELF ETF staff (D) Contracted experts/consultants Others TOTAL PAX 0 (C) No. of participants and categories shall correspond to the Data Base of invitees. (E) The budget will be estimated on the basis of the EXPECTED attendance GUEST PARTICIPANTS - attendance by region Partner countries/eeca group 1 (*) Partner countries/eeca group 2 (**) Partner countries/meda To be invited (D) Please indicate the name of ETF staff attending the event. (E) Specify the destination of use (f.e.: debriefing, bilateral meeting, etc) EU Member States Expected (E) Partner countries/western Balkans TOTAL PAX (***) 0 0 EECA countries group 1 (Armenia, Azerbaijan, Belarus, Georgia, Moldova, Ukraine) (use abbreviation: f.e. EN/FR/HU) EECA countries group 2 (Kazakhstan, Kirgistan, Russian Federation, Tajikistan, Turkmenistan, Uzbekistan) 0 (***) Total No. of participants shall correspond to total number of expected guest (line 39) ETF - AIM 2 of 14
PAYMENT POLICY FOR THE MEETING (F) Travel Hotel Spare meals Budget line Budget available Sala Training Room Pre paid board Per diem (F) Reimbursements will be taken care by the PCO. In principle, all reimbursement will be done via bank transfer. No cash reimbursement is any longer allowed by ETF financial regulation. BUDGET INFORMATION VENUE (OUTSIDE ETF AND VILLA GUALINO) Any remarks and relevant information which the PCO shall take into account in the process of selecting a suitable venue shall be indicated (use the right column). In case you specifically intend to receive more than one offer (up to three), please tick the bow below. This is especially reccomended for large events or new destinations. Please provide (up to 3) offers VENUE (AT ETF AND VILLA GUALINO) ETF Sala Europa Sala Roma Sala Venezia Sala Alpi Reimbursed The budget will be estimated on the basis of the EXPECTED attendance. Layout (fixed) board board board board Reservation done (G) (G) The ETF event owner shall reserve the meeting rooms at ETF premises. Please note that the afternoon the day before the starting of the meeting (for meeting starting on Mondays, the Friday before) shall also be booked for meeting room preparation. Villa Gualino Layout preference Sala Gualino cinema (fixed layout) Sala A Sala Piemonte Sala Torino Sala B Sala C (H) Please specify if any option has been already put in place by ETF. Reservation done (H) ETF - AIM 3 of 14
A/V AND TECHNICAL EQUIPMENT (I) Overhead projector Plasma screen (LCD) for chair table Item Plenary (L) Workshops (M) Conference system public (1 mic each 2 pax) Microphones at chairtable (1 mic every person up to 5 pax, otherwise 1 mic each 2 pax) Button hole microphones (for speakers) Wireless microphones Lectern Platform for chair table (and lectern, if required) PC + Videoprojector for Power Point DVD player Flip chart Recording of the meeting (on CD support) Internet Point for guests (in the reception desk area) (I) In case of meeting organised at ETF, specify under whether the technical equipment is provided by ETF (L) Specify quantity in columns 'Plenary ' and/or 'Workshop'. (M) We assume that each workshop will have the same equipment. Otherwise, please specify. INTERPRETATION Type of interpretation Plenary room Workshop rooms Simultaneous Consecutive Light and portable equipment Chuchotage Languages Albanian English French Italian German Serbo-croatian Spanish Russian Other ETF - AIM 4 of 14
HOTEL ACCOMMODATION Category Check-in date Check-out date LOCAL TRANSFER Upon arrival/departure Hotel/Venue Restaurant (No. of stars) Note for the PCO: Private transfer shall be organised only in case of lack of adequate public transport (such as train, metro, good bus connections). The PCO shall advise on best alternatives for transfers upon verification of on site logistics. CATERING Service Welcome coffe upon arrival Coffee breaks Coffee served in the room, without break Lunch (no preference) Lunch buffet Lunch served at table Lunch at self service Cocktail Official dinner (O) Spare meals Quantity Pax Date Time Depending on travel plan (O) As a general practise, one PCO staff is to attend any social event in order to supervise and guarantee its proper running. Please specify if the dinner shall be formal/informal and any additional information useful to select the most appropriate venue. SOCIAL PROGRAMME (O) Service Half day (3 hours) Half day including lunch (5 hours) Full day (7 hours) Preference City tour Tour of the surrounding Gastronomic tour Wine tasting Pax Date Time ETF - AIM 5 of 14
CORRESPONDENCE WITH PARTICIPANTS In case you need to modify default replies, please explain the reasons. Language of correspondence Invitation package Invitation letter use abbreviation: e.g. EN/FR/IT specify if additional logo(s) shall be included Agenda Registration Form Visa - Nota Verbale Accreditation Recalls after registration deadline Confirmation/Practical Info Post conference Thanks letters ATTACHMENTS TO THE EVENT PROFILE (depending on country of origin) The Data Base of invitees and a preliminary draft agenda are necessary to obtain a sound budget estimation and logistics proposal. As for the Data Base of Participants, kindly use exclusively the template available in ECU Knowledge base, to allow a correct preparation of correspondence mailing and list of participants by the PCO. In case you are not in a position to deliver them with the event profile, please indicate under the date of delivery. Data Base of invitees Draft agenda REPORT Order the report by: Alphabetical order by country Alphabetical order by participant surname Alphabetical order by category Governing Board code Please agree with the PCO project manager when you want to receive the first attendance report and the frequancy afterwards. LIST OF PARTICIPANTS Order the LOP by: Alphabetical order by country Alphabetical order by participant surname Alphabetical order by istitution ETF - AIM 6 of 14
CONFERENCE MATERIALS Badges Nameplates Signs MATERIALS PROVIDED BY ETF ETF flags ETF pubblications Block notes ETF pens ETF folders ETF badges laynards ETF promotional stand Date of delivery to the venue/hotel SECRETARIAT ON SITE (1) Accueil, registration and management of the participants/event Note for the PCO: The PCO is to provide a detailed proposal for supporting staff (No. vs tasks and working hours) SECRETARIAT ON SITE (2) - FACILITIES Service Telephone line Fax PC with Internet connection Printer B/W Printer colour Photocopier Cloackroom Set up for documentation display Flowers in the meeting room Bouquet at the Chair table Bouquet at the Secretariat desk Quantity This section is liable to the PCO's revision, except for meetings where ETF is fully responsible for the Secretariat. SECRETARIAT ON SITE (3) - SALA EUROPA HELP DESK Note for the PCO: ICT Infrastructure and Support Team (ICT) at ETF can install Help Desk facilities outside Sala Europa. These include: 1 portable phone, 1 laptop with connection to Internet and to in-house network b/w printer. One photocopier is also available outside Sala Europa. The PCO project manager shall send a equest to ICT at least 5 working days before the start of the event. Sala Europa Help Desk facilities ETF - AIM 7 of 14
ANNEX 4 E ETF - AIM 8 of 14
Preferred layout ETF - AIM 9 of 14
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As a first option, ETF prefers that simultaneous intepretation is direct from/to languages, without relay. Team composition and language combination shall be detailed by the PCO in its offer. ETF - AIM 11 of 14
NOTE FOR the PCO ETF - AIM 12 of 14
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NOTE FOR the PCO NOTE FOR the PCO NOTE FOR the PCO provided by ETF ETF - AIM 14 of 14