Regional Digital Transformation Workshop

1.      Description

Governance and Peacebuilding Team intends to host the Forging Pathways for Sustainable Digital Futures in Europe and Central Asia:  Regional Digital Transformation Workshop in a hybrid format (in person and online) between 1-3 November 2023.

Forging Pathways for Sustainable Digital Futures in Europe and Central Asia: Regional Digital Transformation Workshop planned in Istanbul is the first in-person workshop for Digital Advocates. Besides the Digital Advocates of the RBEC region it will also bring together lager audience of colleagues that work in the realm of digital.  It offers participants to meet in-person, the chance to reconnect and strengthen the degree of shared ownership around the delivery and achievement of the UNDP Digital Strategy as well as explore possibilities that can enhance the peer-to-peer learning. It provides an important opportunity to discuss digital transformation issues  at a deeper and more thoughtful level than what is possible online. The event provides an opportunity of the colleagues that are working in the Digital Transformation to work on their Digital Transformation Portfolios that would serve as tool frame the conversation at their respective office. The participants will also have a change to attend a tailored session on AI and learn on the discipline and possible implications in their programmatic interventions.

This even will  focus on building participants’ understanding of UNDP’s approach on digital, programmatic interventions in RBEC as well as jointly explore the regional approach to the challenges of digital transformation in the respective jurisdictions. The event will actively engage and strengthen linkages with relevant Chief Digital Office and UNDP Singapore Centre for Technology, Innovation, and Sustainable Development (SCTISD)

The total number of participants will be approximately 50-55 (in person) including the organizers, trainers and the support staff.

The residential venue should be of at least a 5-star standard, in Istanbul, easily accessible by public transport and allowing for the drop-off and parking area. The residential venue must have the following characteristics:

a)      One Room (1) facility large enough to accommodate 50-55 participants from Wednesday, November the 1^st to Friday, November the 3^rd.

b)     Halls and other working spaces  would need to be set up on October the 31^st.

c)      Conference Equipment for hybrid (online-offline) meetings, including microphones for each speaker, audio conference system for the conference room and cameras to show the room to online participants, following the technical requirements below. (there will be no translations)  

d)     Easy access to the venue’s in-house facilities or an adjacent room for lunch and a suitable area for coffee breaks near the conference facility, with access limited to conference participants, UN staff and the required hotel staff.

e)      Lunch Buffet. It should include soft drinks and the choice of food should cater for all needs (meat, fish, vegetarian, vegan, halal, gluten-free).

f)      Provision of coffee, tea, water (in glass bottles) with suitable snacks (cookies, fruit baskets) outside of the conference room/facility throughout the day, at a minimum 8:30 am to 6pm.

g)     Printed name tags (to wear) and name tags (to put in the tables) for each participant as well as table numbers on each table preferably with recycled[SS1]  paper.

h)     Promotional materials: 60 notebooks (recycled[SS2] [AZ3]  paper) and pens with event name and UNDP logo (design to be used will be shared).

i)       Cocktail/reception for 50-55 people starting 18:30 on Wednesday November, 1^st, 2023

j)       Any surplus of food will be requested to be send to dog shelters and/or persons in need.

2.      Technical requirements

Room Summary

Main Conference room (Required from 7:00am Wednesday 1 November to Friday 3 November 7pm)

One (1) large conference room for the event required from 7:00am Wednesday 1 Novemeber to Friday 3 November 7pm in Istanbul, Turkiye, 50-55 participants (this is the total number of participants in person, including facilitators and support staff);

Equipment:

-        Conference Audio Equipment, microphones available for each speaker, and at least two wireless microphones for trainers/facilitators (preferably lavoliers).

-        Technical requirements: Sound System, Handheld Microphone/lavolier microphone, projection, switcher, a laptop to be used for presentations, reji system, technician, sound system, HDMI connection to connect other computers if needed.

-        Conference Video Equipment that allows all participants to see the visuals (additional TVs -2 for screening CO videos in the hall) and 2 larger  screen in the workshop room)

-        Facilities ensuring connections[SS4]  to the virtual/online event via Zoom account and a Zoom facilitator for the online presentations.

-        A full-time technician on-site to handle the audio equipment and ensure a smooth connection.

Room set-up:

-        Room must be available for set up and sound check required from 7:00am, Tuesday, 31^st of October, 23.

-        Front of the room should be set up with a table and with 5 chairs.

-        Tables and chairs, arranged in workshop style and sitting arrangements for 50-55 people with round tables of 5-6 participants per table (there should be ample space between each table).

-        Projection/Screens[SS5] : 2 Large Screens in the workshop space, additional  2 screens for showcasing practices from Country Offices.

-        Separate tables for the facilitation team and registration at the entrance.

-        Strong and stable Internet connection with Wi-Fi password available to all participants including separate cabled internet connection for the technical unit during presentations and zoom facilitation.

-        Separate plugs for each table for participants and facilitators to charge their computers and equipment.

-        At least 8 paravane style[SS6]  board which can be used for sticky notes.

Beverages:

-        Drinking water and glasses for participants (average 1 litre per person per day) in the conference room and secretariat for a total of 50-55 people.

3.   Conference package

The conference package is to include coffee and tea with snacks during 8:30am to 6pm all day for 50-55 people required from 8.00am, from Wednesday 1^st of November to Friday 3^rd of November. Lunch as specified in these terms of reference shall be made available between the hours of 12:00 and 14:00. The welcome dinner will be provided on 1^st of November starting at 18:30 for 50-55 people.

The venue shall quote a price per person with an estimated number of 50 lunch meals per day for Wednesday to Friday. The exact number will be confirmed closer to the start date.