EUOSHA/2021/OP/F/SE/0142  • This list shall include the names of the participants, the organisations represented by the  participants, and the participants’ titles and contact details.  • This list shall be modified, if necessary, and approved by EU-OSHA.  • If indicated in the request for services, the contractor shall send the invitations by email,  together with the final programme, to the invitees approved in the list mentioned above, within  the deadline set by EU-OSHA.  • In the invitation, the contractor shall give the name of the contact person from its staff,  preferably the event coordinator, to whom all confirmations of participation in the event should  be sent.  • The contractor shall make follow-up phone calls when applicable in order to confirm the receipt  of the invitations by the invitees and their interest in attending the event.  • The contractor shall maintain a list of registrations of all participants who have confirmed their  attendance. This list will be at the disposal of EU-OSHA at any time it is requested before the  event. Depending on the size and relevance of the event, the contractor shall send the final  list of participants to EU-OSHA in a branded and publishable format 5 working days before  the event.  • If the meeting takes place on EU-OSHA or European Commission premises, or premises with  equivalent security measures, the contractor will take all measures to communicate the list of  participants to EU-OSHA. The practical arrangements will be communicated at the time of the  request for services.  • If indicated in the request for services, the contractor must register the participants for the  event (manually by means of an electronic system or via a web platform) before it starts.  • Depending on the instructions in the request for services, the contractor may have to arrange  the dispatch of invitations and their confirmation, and establish lists/registers/databases for  participation containing information on participants in an electronic format (MS Excel and/or  Word).  • The contractor shall also deal (if needed) with the preparation of guest packs and information  kits containing the event materials and handing out them to participants; professional security  checks at the entrance area and identity control, if necessary; and directing participants upon  their arrival, providing information and distributing interpretation headphones, taking care of  the cloakroom, etc.  Registration of participants  Invitations  28 