Annex B Briefwisseling houdende een verdrag tussen de Regering van het Koninkrijk der Nederlanden en het Internationaal Agentschap voor Atoomenergie (IAEA) inzake de internationale conferentie over de “Effective Nuclear and Radiation Regulatory Systems”, te Den Haag, Nederland, 4 – 7 november 2019
International Conference on Effective Nuclear and Radiation Regulatory Systems
Amsterdam, the Netherlands
4-7 November 2019
Ref. No.: CN-270
1. Premises:
a) One (1) plenary room with a capacity for 300 persons including one (1) podium for seating a panel of approximately 8 members and one (1) lectern on a stage;
b) One (I) meeting room (for break-out/briefing/bilateral/press meetings) with a capacity for approx. 25 persons;
c) Anteroom/lounge for the registration including:
• registration counter(s);
• shelving behind/below the counter for conference bags/folders;
• standing chairs for staff behind the registration counter; and
• standing tables opposite the registration counter for participants to fill in the registration forms.
d) One (1) storage room/area for conference bags/folders (close to the registration counter);
e) Poster exhibition area (for approx. 30 Poster boards to be used on both sides);
f) Lounge for coffee breaks (close to the poster and technical exhibition area);
g) Internet comer for participants;
h) Attended cloak room;
i) Office space for the services listed in paragraph 5 below; and
j) Offices (depending on size and set-up) for:
• Conference President (1 person);
• IAEA Secretariat (5 persons);
• Press (to be confirmed)
Registration is planned to start in the afternoon of the day prior to commencement of the conference. The above premises should be fully furnished and equipped and placed at the exclusive disposal of the IAEA from Saturday prior to the conference until the end of the conference, inclusive.
2. Facilities
a) Live streaming of the conference sessions, on demand (i.e. recording available during and after the conference);
b) Digital audio recording (MP3 or Flash) as alternative to live streaming
c) Centralized uploading of the PowerPoint presentations for all rooms. This IT point to be conveniently located, perhaps in the briefing room, or in the main meeting room.
d) Copying and scanning facilities.
3. Equipment
a) One (1) laptop plus one (1) back-up for presentations (for each meeting room);
b) Two (2) personal computers (running Office 2007 or higher) with Internet access for the IAEA Secretariat’s office;
c) One (1) personal computer (running Office 2007 or higher) with Internet access for the President’s office;
d) Five (5) personal computers with Internet access for the Internet area;
e) One (1) network printer in the IAEA Secretariat's office;
t) One (1) network printer in the Internet corner;
g) One (1) photocopying machine with scanning facility in the IAEA Secretariat's office;
h) Eight (8) microphones on the podium (preferably push-to-talk); one (1) standing microphone and one (1) neck microphone for the speaker on the lectern; and a sufficient number of microphones distributed throughout the room for discussions (standing or mobile), connected to the audio recording equipment;
i) One (1) data projector for PowerPoint presentations plus one (1) back-up;
j) One (1) or two (2) large screen(s) (minimum 345x203 cm; ratio 16:9) and two (2) smaller side screens depending on the room size and layout, for parallel projection of the PowerPoint presentations;
k) LCD screens/comfort monitors for the speakers/chairpersons on the podium to follow the presentations (for each meeting room);
l) One (1) speaker's timer;
m) One (1) laser pointer plus one (1) back-up;
n) One (1) message board (registration desk);
o) Poster Boards for Poster presentations;
p) Decorations and signs as necessary; and
q) Free Wireless internet on the conference premises
4. Personnel
All servicing staff are required to be fluent in English.
a) Administrative staff:
To perform under the supervision of the IAEA Conference Organizer as follows:
Sunday: 3 clerks
Set-up/packing of conference bags (approx. 10:00-16:00)
Pre-registration (approx. 16:00-18.00)
Monday: 4 clerks
Registration and information (2 clerks)
Plenary room (PowerPoint presentations, nameplates , microphones) (2 clerks)
Tuesday to Thursday: 4 clerks
Registration and information (2 clerks)
Plenary room (PowerPoint presentations, nameplates, microphones) (2 clerks)
In addition to the above specific tasks, all servicing staff must be prepared to perform other duties in connection with the preparation and running of the conference, and to provide assistance in compiling and distributing documents whenever necessary.
b) Technical staff
To prepare, install and operate the technical facilities and equipment mentioned in paragraphs 2 and 3.
5. Services
The following services, for the organization and efficient operation of which the Government is responsible, on or near the conference premises:
a) Travel Desk, General Information Desk;
b) Snack bar(s);
c) Bank;
d) Medical/First aid.
Unless otherwise agreed, the furnishing of the premises and the installation of the facilities and equipment are to be completed not later than Sunday, 3 November 2019.
Furthermore, the Government shall make the necessary arrangements to ensure accommodation for conference participants and staff in Amsterdam, the Netherlands.
6. Indemnification
The IAEA shall bear no financial, legal or other involvement in, or responsibility for, the conference beyond what has been specified by the IAEA. The Government shall hold the IAEA and its officials
harmless in respect of any action, claim or other demand arising out of the injury to persons or damage to or loss of property incurred in connection with the conference.
7. Contribution
The above-mentioned facilities and services will be covered entirely by the Government.
- Regeling
- Briefwisseling houdende een verdrag tussen de Regering van het Koninkrijk der Nederlanden en het Internationaal Agentschap voor Atoomenergie (IAEA) inzake de internationale conferentie over de “Effective Nuclear and Radiation Regulatory Systems”, te Den Haag, Nederland, 4 – 7 november 2019
- Soort
- Verdrag
- Geldend vanaf
- 27-02-2019
- BWB-id
- BWBV0006804
- Versie
- 2019-02-27_0