1.       Description

The UN Transitions Project intends to host a global event on UN transition planning from 30 October – 2 November in Istanbul, Turkiye.

To equip UN personnel in the field with the necessary skills and expertise to engage in transition planning, this co-created training will build knowledge, skills and attitudes required to be an effective transitions champion. Participants will have the benefit to engage with peers from various integrated mission settings to discuss challenges, opportunities and innovative practices to enhance transition planning and UN integration and will have the chance to speak with UN leaders and experts who have managed UN transitions in the past.

The residential venue should be of at least a 3-star standard, in Istanbul, centrally located and easily accessible by public transport and allowing for the drop-off and parking area. The residential venue must have the following characteristics:

a)       Room (1) facilities large enough to accommodate approximately 45 participants available from 0800 –1800 from October 30 – November 2

b)      Possible availability on Oct 29th afternoon (for facilitators workshop, set up and tech check for training) would be appreciated, if possible

c)       3 smaller break-out rooms for group exercises, equipped with whiteboard/flipchart stand, markers, post-its, wifi access, available from 0800 –1800 from October 30 – November 2

d)      Easy access to the venue’s in-house facilities or an adjacent room for lunch and suitable area for coffee breaks in the immediate vicinity of the conference facility, with access limited to conference participants, UN staff and the required hotel staff.

e)      Lunch Buffet. It should include soft drinks and the choice of food should cater for all needs (meat, fish, vegetarian) with both European and Turkish cuisines.

f)        Provision of coffee, tea, water with suitable snacks (cookies, fruit baskets) outside of the conference room/facility throughout the day, at a minimum 8:30 am to 6pm.

g)       Availability of appr. 40 rooms (to be booked individually by the participants by mid-October)

2.       Technical requirements

Room Summary

a)       Main Conference room (required from 08:00 am on Monday, 30 October 2023 to 6:00 pm on Thursday, 2 November 2023

45 participants (this is the total number of participants, including facilitators and support staff)

Equipment:

-          Standard electronic equipment like central computer/laptop hooked to projector, speakers and slide changer/pointer as well as microphones and sound system to allow for a hybrid set-up

-          A full-time technician on-site to handle the audio equipment and ensure smooth connection

-          1 organizing team room/space with real-time printing facility (one laptop with internet hooked to a printer) for limited printing during course. 

Room set-up:

-          Windows for natural light and air, adjustable lighting, heating, and cooling; acoustics that don’t require use of microphones 

-          Banquet style seating for participants (round tables with 5-6 chairs)

-          There should be ample space between each table.  

-          2 rectangular sitting tables with chairs for the trainers and facilitation team – at the rear/back of the room.

-          Good and stable Internet connection with Wi-Fi password available to all participants.

-          Power supply with at least 20 power outlets (for charging Laptops etc).

Beverages:

-          Drinking water and glasses for participants (average 1 litre per person per day) and provision of coffee, tea with suitable snacks (cookies, fruit baskets) outside of the conference room/facility throughout the day for a total of 45 people.

b)      Other requirements

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3.       Conference package

The conference package is to include coffee and tea with snacks during 8:30am to 6pm all day for 45 people required from 08:00 am on Monday, 30 October 2023 to 6:00 pm on Thursday, 2 November 2023. Lunch as specified in these terms of reference shall be made available between the hours of 12:00 and 14:00 required from Monday 30^th  to Thursday 2^nd for 45 people, or a lower number as provided for by UNDP in advance. The venue shall quote a price per person with an estimated number of 45 lunch meals. The exact number will be confirmed closer to the start date.