Verdrag tussen het Koninkrijk der Nederlanden en de VN Wereld Toerisme Organisatie (UNWTO) ten behoeve van het houden van een UNWTO-conferentie “Happiness 360”

A. FACILITIES AND SERVICES TO BE PROVIDED BY THE GOVERNMENT

I. Premises and equipment

• 1.

  The Government shall provide the premises, facilities and equipment listed below:

  • a.

    A conference room for the Conference, with the same conditions, as follows:

    • –

      A conveniently located conference room with a seating capacity of approximately 350-500 classroom style, and shall be equipped with the following;

    • –

      Presidential table with sufficient chairs;

    • –

      One lectern with microphone and a lap-top computer for PowerPoint presentations;

    • –

      Beamer for PowerPoint presentations;

    • –

      Large-dimension screen;

    • –

      Camera’s for documentation purposes;

    • –

      Sufficient number of microphones (for the moderator, the speakers and for the audience);

    • –

      Sufficient number of headphones for interpretation;

    • –

      Banner (design provided by the Government) indicating the name and date of the Conference, to be installed behind the presidential table;

    • –

      Kit for participants (including promotional material, if required);

    • –

      Drinking water service during all days of the Conference and coffee/tea break;

    • –

      The flags of Aruba, UNWTO and the United Nations shall be placed behind/next to the stage;

    • –

      Registration desk;

    • –

      Free wifi.

  • b.

    Badges for the participants (the design, colour and categories of the participants are to be provided by the Government), sufficient plastic holders for badges and lanyards;

  • c.

    An office for the Secretary-General and UNWTO staff, equipped as follows:

    • –

      One desk with a chair, with office supplies;

    • –

      2 computers with Internet access and a printer;

    • –

      A round table for 6 persons with chairs;

    • –

      Sufficient supply of A4 paper;

    • –

      The office shall be placed at the disposal of UNWTO officials upon arrival to the venue and until the end of the Conference.

II. Local staff responsible to the UNWTO

• 2.

  The Government shall provide the following local staff:

  • –

    A technician(s) responsible at all times for the audio-visual equipment in the conference room and for recording of the proceedings, with a good knowledge of English. At least one technician should be in the conference room at all times.

  • –

    Sufficient number of hostesses/messengers to assist in the official conference language in the conference room, as well as other support staff.

  • –

    One English speaking assistant may be assigned to provide assistance to the UNWTO Staff.

III. Services to be provided to all participants and unwto staff

• 3.

  The Government shall provide the following services to UNWTO Staff:

  • –

    Full accommodation with breakfast for 2 UNWTO officials and international transport (air tickets);

  • –

    Reception and transfer between the airport and the hotels (and return) for UNWTO staff, international speakers and other high level participants, if necessary.

  The Government shall provide the following services to all participants:

  • –

    Complimentary entrance to the Conference;

  • –

    Providing the venue with signs, conference banners;

  • –

    Registration and information desks with English speaking assistants who will be responsible for the registration.

IV. Other services

• 4.

  The Government shall provide directly the following services:

  • –

    Breakfast and a coffee-break for the participants of the Conference on 13 and 14 September 2016;

  • –

    Hotel rooms: Blocking of a sufficient number of rooms for the participants near by the venue;

  • –

    Social Program on the 13th of September 2016 for all international participants;

  • –

    Photographer: for the Opening Ceremony and for the days of the Conference. Pictures shall be made available to UNWTO as soon as possible;

  • –

    Inviting the national and local media and press to the press-conference to be organized at the Conference;

  • –

    Promoting the Conference among national stakeholders.

B. SERVICES TO BE PROVIDED BY UNWTO

I. Participation in the conference

• 5.

  The Organization shall send invitations in all official languages of the Conference to the UNWTO official recipients, as well as the corresponding reminders, to ensure the highest possible level of participation.

• 6.

  The Organization shall disseminate among the official recipients the necessary information provided by the host on the venue to facilitate their attendance in optimal conditions.

• 7.

  The Organization shall manage and follow-up the registration of the participants who are formally invited by the invitation of the Secretary-General.

• 8.

  The Organization shall ensure timely provision of materials in necessary electronic formats for subsequent printing and distribution to participants.

II. Logistics of the conference

• 9.

  The Organization shall implement a communication and promotional plan of the Conference based on its own resources, through its website and social media and specific UNWTO press activities.

• 10.

  The Organization shall regularly communicate to the authorities duly designated by the Government, the names and contact details of the participants registered, and shall generally coordinate all logistical aspects of the Conference with the host country.

• 11.

  The Organization shall convey to the participants all logistical information relating to the Conference and their stay as provided by the host country (programmes, transfers, social events, etc.).

• 12.

  All photographs or videos taken during the Conference will be the exclusive property of UNWTO and the Government and will be used by them for official purposes.

III. Content

• 13.

  The Organization shall structure the Agenda of the Conference, in collaboration with the Government.

• 14.

  The Organization shall, in agreement with the Government, select and invite international speakers and experts to the Conference and be responsible for their debriefing.

• 15.

  The Organization shall take on the conduct of business throughout the Conference.

• 16.

  The Organization is responsible for publishing the presentations of the speakers of the Conference and the final document with the conclusions on its website.

• 17.

  Upon the completion of the Conference, the Organization shall send the evaluation questionnaire to the participants.