• Meeting requirements

Please find below a list of requirements for meeting hosts, as proposed by the EPMB.

Rooms

• Large room for plenary meetings, necessary number of smaller rooms for break-out WP meetings,
• All rooms must be equipped with:
  • WLAN capable of handling the total number of meeting participants,
  • Sufficient number of tables + chairs,
  • Sufficient number of extension cords,
  • Sufficient AC/heating (if necessary),
  • Sufficient sun-blinds (if necessary),
  • Screen,
  • LCD projector,
  • Flip chart/white boards and markers.
• It must be possible to read and write email with a pop-client in the rooms.
• It must be possible to make and sustain any standard VPN connection.

Services

• It must be possible to print documents on-site.

Catering

• Coffee breaks and lunches must be ordered taking into account special dietary requirements of participants, e.g. vegetarian, gluten-free.
• During lunches, there must be available an additional table for approx. 15 people in order to have ad-hoc board meetings.
• The host covers the costs of all coffee break and lunch catering.

Social event

• Must take place on the 1st night of the meeting.
• Food must be ordered taking into account special dietary requirements of participants, e.g. vegetarian, gluten-free.
• The host covers the costs of social event.