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Organisation of three events in non-EU countries aimed at raising awareness of EU mechanisms to support access to sustainable energy and rural electrification

Type of Services

The services provided by the Consultant included the following:

Category A: Individual Assistance
-    Travel arrangements for 76 people (booking, purchasing and delivery of tickets)
-    Visas
-    Management and payment of Daily Allowances to participants
-    Preparing name badges and conference kits
Category B: Support Staff
-    Team of hostesses/stewards
-    Interpreters
-    Note taking
-    Photographer
Category C: Services
-    Hotel reservations and payments
-    Booking and hiring of appropriate conference room
-    Rental of conference equipment
-    Local Transport
Category D: Supplies
-    Catering services, coffee breaks and lunch

Description

LDK, as EuropeAid Framework Contractor (EUROPEAID/129783/C/SER/multi, LOT N° 3: CONFERENCES), was selected on a competition basis for the provision of logistical support to the EC in order to implement events in non-EU countries.

In the framework of the EU the specific project’s aim was to support the team of the European Commission’s Unit C6 – Sustainable Energy and Climate Change with logistical support in their effort to increase Awareness of the EU actions and initiatives at the non-EU countries.

The ToR mentioned 3 events in Non-EU countries. In the implementation stage there was a need to alter these events and include some logistical arrangements for individual trips (preparatory meetings) and side event sessions also to be implemented by this contract. The events implemented were 4 and are presented below:

  1. Preparatory meeting for rural electrification in Tanzania with a high level sponsored participant from the Alliance for Rural Electrification (ARE). (February 2015)
  2. Side event during the Sustainable Energy for All (SE4ALL) event in New York with high level sponsored participants (Ministers) coming from African Nations. Including a High Level Lunch organised inside the UN Headquarters for 250 people (May 2015)
  3. Energy Efficiency Workshop in West Africa, held in Dakar, Senegal. With  high level sponsored participants from Western African Nations and international institutions. (October 2015)
  4. Energy Efficiency Workshop in East Africa, held in Nairobi, Kenya. With sponsored participants from Eastern African Nations and international institutions. (October 2015)

The meetings were handled in the most efficient way, ensuring the best value for money in terms of the services provided. The proper organisation and implementation of the event was the result of the close cooperation of the LDK with the European Commission.

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