Scope of work

The service provider will support EaP CSF with the following services:

• International travel arrangements for invited participants;
• Visa arrangements and reimbursement;
• Hotel reservations;
• Catering (Meals and coffee breaks);
• Arrange transfers from airport to hotel and vice versa;
• Subscribe medical, accident and repatriation insurance;
• Producing and sending out invitations;
• Online registration of participants;
• Local assistance by a team of hostesses/stewards;
• Booking and hiring of a conference room;
• Conference equipment needed;
• Interpretation: EN-RU-EN simultaneous interpretation bearing in mind 6 parallel sessions at parts of the event;
• Preparation of name plates, conference kits, signage, etc.;
• Production of brochure, leaflets, presentation, etc.;
• Photographer;
• Secretariat support;
• Security;
• Reporting activities;
• Stable and fast internet connection required.

For more details about each of the tasks please check the Terms of Reference.

Expected deliverables

• Comprehensive offer including all the above-mentioned services;
• Financial proposal;
• Registration platform and registration form;
• Logistical communication timeline;
• Technical note(s) for participants and speakers;
• Post-event report (including statistics and event metrics and survey results);
• Post-event financial report.