Annex I to Tender specifications SCENARIO II Fundamental Rights Forum (FRF) Vienna, 12-13 November 2017 In no more than 6 pages (Times New Roman 12, single spaced) and by using attached template for financial offer produce a bid (technical and financial) based on the conditions as described in the Technical Specifications; also describing the approach adopted in the overall planning and execution of the meeting as well as possible critical areas and corrective actions. Guidelines for financial offer - In order to ensure comparability of different offers, the contractor is requested to strictly use the proposed table for the financial offer. - Any additional items that the contractor would like to propose should be indicated under the Section OPTIONAL of the financial offer. - Travel and accommodation expenses as well as daily allowances of the contractor s staff should form part of the management fees. IMPORTANT: For the services requested in these technical requirements a budget of 350 000 EUR has been foreseen in the FRA Work Programme. The budget of 350 000 EUR does not foresee optional items that could be added by the FRA at a later stage. These items should be marked as optional. The FRA will not be obliged to order these services. 1. BACKGROUND The FRF is organised by the European Union Agency for Fundamental Rights in cooperation with the Presidency of the Council of the European Union. The event is expected to bring together around 450 leading figures from EU Member State governments, EU institutions, intergovernmental organisations, local authorities, civil society and specialised bodies on human rights. The conference aims to be a highly interactive event, applying innovative methodologies in order to facilitate dialogue among multiple stakeholders. 2. CONFERENCE 2.1. Agenda The conference will take place in Vienna on 12-13 November 2017. Please find the initial time table at the end of the document. Advice on the organisational matters related to the conference The contractor will be expected to provide advice and input for the following tasks:
Design of exhibition / information space (interactive stands run by FRA partners, including civil society and international organisations); Logistical arrangements; Further technical equipment needed; Human resources dedicated to the event. 2.2. Conference organiser and assisting staff Project manager assigned by the contractor to manage the conference should be available throughout all the preparation phases and be present during the entire event, in order to ensure smooth organisation and coordinate other team members. In addition to the project manager, 2 to 4 staff members will be required to be present for organisational support. The team should have a full overview of all the organisational aspects of the event and be responsible for the tasks listed below. Preparatory meeting with the FRA in Vienna (project manager) The meeting will include venue and hotel visits The date of the meeting will be proposed by the FRA in due course. 11 November (project manager + 2 team members): Registration of participants at the hotel (1 person). In agreement with the hotel administration, the contractor should set-up a clearly visible registration point in the lobby of the hotel. Coordination with the hotel reception desk is crucial; Logistical support and coordination of the set-up at the conference venue (2 persons): Presence at the welcome reception to coordinate logistical details, from catering, to technical matters, to video screening. 12 November (project manager + 4 team members) Greeting guests, registering participants and distributing information packs. Guiding participants at the venue; assisting in the wardrobe, at the registration desk, during coffee breaks. Team members should be well informed in advance about the conference and be able to assist participants; Management of ad-hoc requests related to travel and accommodation; Distributing headphones and flying microphones; Logistical support; Other ad hoc tasks. 13 November (project manager + 4 team members) Guiding participants at the venue; Registering newcomers; Management of ad-hoc requests related to travel and accommodation; Distributing headphones and flying microphones during the plenary sessions; Assistance distributing and collecting evaluation forms; Logistical support; Original of signed attendance list should be provided to the FRA immediately after the conference. Other ad hoc tasks.
2.3. Technical assistance At least two technical assistants are required for support during the entire conference, including the setup on 11 November. Technical assistants should ensure smooth functioning of all the technical equipment in place, including sound system, microphones, stage lighting, mixage table, video projection, interpretation equipment, computers, WI-FI, printers and other. They are also responsible for recording of the conference, Power Point presentations assistance, "cabling" the speakers and other related tasks. Additional technical support might be needed from the conference venue (e.g. technical assistant for all the inbuilt equipment). Please kindly take these costs into account. 3. PHOTOGRAPHER The contractor is responsible to sub-contract a professional photographer for the first day of the conference (12 November, from 09.00-18.00 and the evening reception from 19.30) and for the morning of the second day (13 November, from 09.00-13.00). Deliverables include: Pictures of all the plenary sessions, including images of all the speakers and the audience, working group discussions, FRA stand as well as other stands at the marketplace of ideas; Some general pictures illustrating the event and the location. Images should be available for immediate use on the FRA web-site and social media sites during the course of the conference (on the spot as well as through an ftp server). The photographer should have all the necessary equipment in place, in order to finalise the images at the conference venue (e.g. card reader, laptop with image editing programme). A DVD or USB stick containing a collection of approx. 150 pictures should be available for the FRA on the second day of the conference. 4. INTERPRETATION Simultaneous interpretation English-French will be required for all the sessions in the plenary room on both days. In addition, 1 working group should have interpretation from/into English-French. The contractor is responsible for: Interpretation services as well as all the related technical equipment, including interpretation booths, infrared headphones and any other necessary equipment. Recording in MP3 format of the working groups with interpretation. Recording of the plenary sessions will be part of video recording under live-streaming. Since the EN version will be recorded and available live through the video streaming of the conference, (if applicable) the contractor is requested to include any copyright fees in the offer. 4.1. Sign language interpretation The contractor is requested to contract sign language interpreter for EN and FR for the duration of the meeting. 5. CONFERENCE VENUE To be identified by the contractor. The following spaces are required: Plenary hall 3 breakout rooms for the working groups
Space for the secretariat Space for VIP room Space for the registration desk Space for the marketplace of ideas Area for catering (coffee breaks) Restaurant for lunches Cloakroom The venue has to be booked from 12 to 13 November, including the entire day before the conference (11 November) in order to prepare it for the event. The contractor is requested to ensure the availability of all services and deliveries required for the set-up on 11 November. Technical requirements for the conference venue are further specified under technical equipment and set-up. 6. TECHNICAL EQUIPMENT AND SET-UP It has to be taken into account for all equipment hereunder mentioned the set-up, packing, installation, dismantling and transport are to be included in the price offer (where applicable). 6.1. Plenary The plenary room should have seating for up to 450 persons (cocktail set-up) and include the following equipment and services: 1 big screen covering the entire wall behind the speakers 2 smaller screens on the right and left sides from the main screen Projecting speakers (live-streaming) on the screens during plenary sessions on both days (with two cameras -1 fixed and 1 mobile camera) All the necessary equipment to show videos, Power Point presentations and other visual elements (including beamer, laptop, remote control for PPTs etc.) Stage lighting, including lighting for video captation Sound system 2 screens facing the stage for the moderator and speakers 1 laptop 8 head microphones for the speakers (including moderators) Lectern with an inbuilt microphone Podium/stage of the size and high best suitable for the plenary room. 6 single armchairs with 3 small coffee tables for the speakers on the stage 6 flying microphones 450 headphones. Signage on the available screens as well as dedicated sign holders should clearly and visibly lead to different areas (plenary, breakout rooms, marketplace of ideas etc.). 6.2. Breakout rooms The working group sessions will take place in the plenary and in 4 additional break-out rooms. Each of the break-out rooms should include: Seating for up to 100 participants (cocktail set-up) 6-7 participants per table Presidency panel for 6 persons equipped with table microphones
Lectern with an inbuilt microphone 4 flying microphones for the audience 1 set of flip chart paper with markers and moderation cards per table 1 screen 1 beamer 1 laptop 4 big mobile pin-walls to place discussion material during the workshops Remote control for presentations 6.3. Registration desk Space, big enough according to the number of participants, is needed close to the plenary room for registering participants, for coffee breaks as well as and publication stands. A professional registration desk should be available at the entrance area and should be equipped with: 1 laptop with quick internet connection 1 printer 6.4. Cloakroom Depending on the nature of the cloakroom, staff might be needed to run the service. 6.5. Secretariat A space, slightly separated from the marketplace area, should be reserved for the FRA conference secretariat and should be close to the plenary hall and should be equipped with: Office tables and chairs for 4-5 people Internet connection for the FRA laptops (2) with quick Internet connection (please bear in mind that WI-FI is usually not reliable enough for events of this size and the secretariat would require cable connection). Photo-copy machine with print/scan function (black/white and colour, A4 and A3 format, stapling function) to be connected to the FRA laptops. 6.6. Exhibition space The contractor is requested to set-up a space for 8 interactive exhibition/information stands, which will be run by civil society organisations, IGOs and other FRA partners. The set-up should encourage interactive engagement with participants, and work as a marketplace of ideas. Each exhibition stand should be equipped with: Separators (allowing pinning posters etc.) 1 LCD screen (min. 46 inches) with stand Laptop Table with skirting and chairs A separate stand should be set up for the FRA and include the following equipment: 5 flat screens (min. 46 inches) with a stand 5 laptops with Internet access connected to the flat screens 1 video splitter (enabling the simultaneous use of two screens with one laptop will be temporary needed as the screens might not stand very close to each other, long video cables and power supply cables are needed) 10 separators or pin walls (able to accommodate one A0 poster each)
5 square tables with skirting 3 standing round tables 4 chairs Tables with skirting should be set-up where possible in the foyers of the conference venue and provide a possibility to distribute publications, flyers and other material. Another 6 pin walls will be needed in the entrance area. 6.7. Internet point The contractor is responsible for setting up a space with 4 standing tables equipped with 4 laptops (with stable internet access) and 2 printers to serve as an Internet point for participants. The entire venue should have stable WI-FI connection (at least 100 mbit are required). 6.8. Live-streaming and video recording of the plenary sessions The contractor is responsible for managing and hosting of the conference live-streaming. Subject to livestreaming are all the plenary sessions on both days of the conference. Live-streaming should allow the end-user the possibility to choose the original (floor) audio track or one of the interpreted languages (English, French,). The contractor should ensure the agreement by the interpreters for the live-streaming of interpretation. Live-streaming services should include: Investigation and checking of the technical environment and facilities at the event location (internet connection with sufficient bandwidth, lighting, PA etc.) Provision of all technical equipment on the spot (2 cameras, sound-equipment, IT equipment etc.) Provision of all technical staff on the spot (camera operators, director/supervisor, IT technician etc.) which should be well acquainted to the venue. Please list all the staff involved in the technical offer. Hosting of the video streaming. The video streaming should be in a format aimed at maximizing cross-platform compatibility and reaching as large an audience as possible. The stream should therefore be viewable on all major modern browsers and operating systems. Customizable HTML embed code should be provided to the FRA so that the Agency can embed the stream in the FRA website. Testing of the live streaming by FRA at least one week before the start of the event. Provision of technical support during the event to users who have difficulties in viewing the live video stream. AV-recording of the entire event; setting track marks according to the agenda points in a suitable form and providing the video files to the FRA as soon as possible after the event in original format such as DV, XDCAM or MPEG-2 via FTP or on optical disk, memory card or an external USB hard-disk. Coordination with other service providers and with technical staff working directly for the event location. Provision of viewing statistics to the FRA as soon as possible after the event, including: total viewers broken down by day, session and location; average viewing time.
7. INFORMATION MATERIAL 7.1. Info packs Preparation of info packs to hand in at the registration desk on the day before the conference at the hotel as well as on the first day at the venue (500). Documents to be inserted will be provided by the FRA. A layouted, proof read and ready to print list of participants is to be provided by the contractor prior to the meeting. Print of 450 copies of the list and timely dispatch to the venue is requested. 7.2. Badges Two-sided badges with different colour coding including name, surname, organisation and some practical information on the backside of the badge (e.g. working groups) should be produced by the contractor. 8. PARTICIPANT MANAGEMENT Invitations and participant registration Participants will be invited to the conference via e-mail and should be able to register electronically. The contractor should take care of the design and maintenance of the electronic event invitations and registrations, including: Layout design and delivery of personalised conference invitation emails with hyperlinks to the documents and the registration form. The email should be designed according to the guidelines for the FRA corporate visual identity. Separate invitation emails and registration forms should be developed for speakers and VIPs. All the data should feed into the same electronic system. FRA should be able to send additional invitation emails manually from the system. Regular reminders to pending invitees (to be sent out upon the FRA request). Design of an electronic registration form in EN and FR. Participants should be able to choose the language of the registration form, but feed the information into the same database. FRA should be given access to the electronic registration management system in order to have real time information on registered participants, when needed change registration details and define the status of participants (e.g. confirmed self-payer, confirmed-fra paid, confirmed - no funding possible and declined). Depending on the status of participants, automatic emails should inform registered participants about their cost reimbursement. Personalised information emails to all registered participants should be sent twice before the event. The contractor should be fully responsible for the protection of the personal data collected through the registration system. The data cannot be transferred to any third parties and should not be stored by the contractor or its subcontractors after the conference. FRA should be given access to the electronic registration management system in order to have real time information on registered participants. The contractor should be available to develop and send out invitations immediately after the signature of the contract.
Communication with participants Direct professional communication in EN/FR with the participants concerning travel arrangements, accommodation and other logistical matters is necessary. 9. LOGISTICS 9.1. Travel arrangements Travel arrangements are requested for approx. 400 participants according to completed registration forms and confirmation by the FRA. ETIX should be used whenever possible. Deposit of paper tickets should be at the airport of departure. Flights should be economy class, but priority should be given to direct flights within a reasonable price range. The FRA should be informed about ticket prices and conditions before final booking. Some of the participants might wish to travel by train. In this case first class tickets are accepted. Deposit of train ticket at the train station of departure. In exceptional cases, cost reimbursement of participants travel and accommodation expenses should be possible, if original receipts are submitted. The cost of travel by private car shall be reimbursed at the same rate as the first-class rail ticket. If the route is not served by a train, the cost of travel by private car shall be reimbursed at the rate of EUR 0.22 per km. 9.2. Airport transfer Airport transfer is requested for up to 50 speakers (based on reimbursement of taxi bills). 9.3. Shuttle service Depending on the distance between the hotels and the venue, shuttle service is requested between the hotel(s) and the venue for the duration of the meeting. Shuttle service should include any fees related to parking space of the shuttles. 9.4. Hotel accommodation Accommodation for up to 400 external participants is requested. (split of the group might be necessary). Reservation of 400 single rooms incl. breakfast for 2 nights from 11 to 13 November. Hotel reservations should be made according to the registration forms confirmed by the FRA. Accommodation will be paid by the FRA via the contractor (exceptions to this rule will be communicated). Additional expenses, such as mini-bar, Pay-TV, phone calls, hotel bar etc. have to be covered by the participants and will not be paid by the FRA. Contractor is requested to negotiate favourable cancellation policies and to indicate cancelation deadlines for the hotel in the technical offer. 9.5. Catering Welcome reception on 11 November at the hotel where participants are accommodated. Organisation of the reception with approximately 400 guests, including: Identification of a suitable room for the cocktail reception;
Rent, set-up and dismantling of all the necessary catering facilities (set-up with standing tables for approximately 450 guests); Buffet with cold and warm dishes; Beverages including alcoholic (welcome prosecco, wine, beer) and non-alcoholic drinks; Technical equipment for speeches, sound system, possibility to screen a film. During the conference Organisation of catering services during the conference for approximately 450 guests: 2 welcome coffees in the morning with coffee, tea and water (12 and 13 November); 3 coffee breaks with coffee, tea, mineral water (still and sparkling), juice, sweet and savoury snacks, fruits (2 on 12 November and 1 on 13 November); Lunch on 12 and 13 November (preferably buffet or 3 course menu, including non-alcoholic beverages & coffee/tea; non-vegetarian and vegetarian options); Mineral water (still and sparkling) inside the plenary, on the stage, VIP area, secretariat and break-out rooms throughout both days. The contractor should take into account specific dietary requirements indicated by the participants in the registration forms. 9.6. Security and other measures The contractor is requested to ensure security of the guests as follows: 3 metal detector doors including staff (2 per gate) for the duration of the meeting; 2 security officers securing the entrance and patrouling throughout the venue. Medical personnel should be present for any emergencies during the entire conference. Needs of participants with disabilities are to be considered. 10. Invoicing The FRA covers the following costs: 1. Conference costs for all participants (incl. catering, travel, accommodation, technical equipment, information material, etc.) 2. Management fees for organisation.
DRAFT PROGRAMME MONDAY, 11 NOVEMBER 14.00 19.30 ARRIVAL AND REGISTRATION 19.30 WELCOME RECEPTION TUESDAY, 12 NOVEMBER 08.30 9.30 Registration 09.30 10.00 WELCOME 10.00 10.30 KEYNOTE ADDRESSES 10.30 11.00 COFFEE BREAK 11.00 12.30 REFLECTIONS IN THE PLENARY Panel debate with organisations representing victims of hate crime 12.30 14.00 LUNCH 14.00 15.15 PANEL DEBATE: Panel debate and plenary discussion with policy makers and practitioners: 15.30 17.30 WORKING GROUPS
WEDNESDAY, 13 NOVEMBER 09.00 10.30 PANEL DEBATE: Panel debate with policy makers and legal practitioners: 10.30 11.00 Coffee break 11.00 13.00 WORKING GROUPS 13.00 13.30 CLOSING REMARKS 13.30 15.00 LUNCH