The dates/times of the event are as follows:

       28 November, start 8:00 am – 6:00 pm for 70-80 participants

       29 November, start 8:00 am – 6:00 pm for 70-80 participants

a)       Room (1) facilities large enough to accommodate approximately 80-100 participants for the security briefing and general sessions. The room should have access to internet connection and the appropriate space to accommodate translations and technical IT support to facilitate the presentations and microphones connections.

b)      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.

a

c)       Lunch Buffet. It should include soft drinks and the choice of food should cater for all needs (meat, fish, vegetarian) with both European, Central Asian and Middle Eastern including Turkish cuisine.

d)      Provision of coffee, tea, water with suitable snacks (cookies, fruit baskets) outside of the conference room/facility throughout the day, at a minimum 8:00 am to 6:00 pm. on 28 and 29 November.

e)      Regarding Lunch Buffet, the requirement is needed for the two days – 28-29 November.

1.       Technical requirements

Room Summary

a)       Main Conference room   

One (1) large conference room for the event required from two days (28-29 Nov) 8 am – 6 pm in Istanbul, Turkiye, 100 participants (this is the total number of participants, including facilitators, IRH colleagues and support staff);

Equipment:

-          Sound System

-          2 delegate microphones at each table, plus 1 wireless microphone for trainers/facilitators

-          Power supply with power outlets (for charging Laptops etc)

-          Projector and 3 Projector screen for presentations (1 large, 2 comparatively small) for easy viewing by the participants

-          A full-time technician on-site to handle the audio equipment, projector and that ensures smooth connection

-          Camera and camera man for zoom connection for online participants

-          Private Internet/ Zoom Connection

-          Name Tags

-          Conference Banner installation placeholder

Room set-up:

-          Room must be available for set up the requirements from 27 November 6pm, and between 8 am – 6 pm 28-29 November for the sessions in Istanbul, Turkiye

-          Round tables for 100 participants

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

-          Stage for Moderators and Panellists – discussion sessions – including chairs and a table

-          Podium may be needed for the facilitators.

Beverages:

-          Drinking water and glasses for participants (average 1 litre per person per day) in the conference room for both days

3.   Conference package

·         2 standard Coffee breaks will be provided on 28-29 November, 2023

·         Lunches will be provided on 28-29 November, 2023

·         Main conference room for 2 full days

4.   Conductive Environnent and Event Management

-          The hotel shall not conduct any renovations on its premises during the dates of the retreat.

-          If there is another event taking place during the same period, the hotel must ensure that services towards the training are not affected in any way (for example, shortage of staff, party noise, music or announcement that could affect our programme).

-          The venue for both days shall designate a focal point and provide their name and mobile phone number from among its staff to oversee the smooth running of the event, and will ensure that the designated focal point, or alternate with delegated responsibility, will be present on the premises for the full duration of the event and available to engage with the organizing committee and focal point/s on any matters.