15  Year N is the year where the planned activities will be implemented while the year N-1 is the preceding year  17  identified and validate the proposed list of external experts. If potential conflicts of interest are  identified, the contractor shall send a new list of experts.  • The preparation of a detailed agenda/ programme (with scope and purpose and objectives) in  close collaboration with ECDC, draft to be shared with ECDC at least 2 weeks before the meeting,  four weeks if the meeting is foreseen by ECDC as a meeting for which Declaration of interest  should be completed. Final agenda/programme to be approved by ECDC  • The preparation of relevant presentations from the contractor’s team and the organisation of  the presentation from externals; • The organisation of participant registration /signature list for each day of the meeting;  • The facilitation of the meeting; • The collecting of presentations and sharing them together with the meeting;  • The preparation of the meeting report following templates provided by ECDC. The meeting  report should include: a table of contents, list of abbreviations, meeting scope, executive  summary, discussion on results/lessons learned, and conclusions/next steps and action points.  As part of the meeting report, a final list of participants and agenda should be included.  • The completion of a participant satisfaction survey to evaluate the organisational and the scientific  aspects of the meeting  Unless specified otherwise in the relevant specific contract or order form, finalised details required for the  organisation of all agreed meetings shall be communicated at the latest 18 weeks before the planned  meeting date in order for ECDC to make the meeting arrangements. The deadline is extended to 24 weeks  before the planned meeting date for all meetings scheduled in Q2 and/or with an estimated number of  participants exceeding 100. A draft annual calendar of events in year N 15  shall be made available to ECDC by September of year N-1,  as an annex of the monthly conference call minutes (DL 1.1.2, DL 2.1.2, DL 3.1.2, DL 4.1.2, DL 5.1.2). Details  such as meeting date, location and number of participants shall be proposed by the contractor and  confirmed by ECDC. ECDC reserves the right to suggest alternative dates or locations and to review the  number of participants than those proposed by the contractor.  The contractor may be required to use specific forms and templates provided by the ECDC to communicate  meeting related information. The aim of this lot is to support ECDC in establishing an ECDC Hospital Network able to be the infrastructure  to perform vaccine effectiveness, impact and burden of disease studies, as well as to conduct enhanced  surveillance of Severe Acute Respiratory Infections (SARI).  The activities to be implemented in this lot aim to build on the infrastructure already established by ECDC  for SARI surveillance and for vaccine effectiveness studies evaluating COVID-19 vaccine effectiveness  against severe acute respiratory infections. In particular, ECDC has established contracts during 2020 to  build on the SARI infrastructure and COVID-19 vaccine effectiveness studies against hospitalised SARI  2.2.1 Scope of the services for LOT 1  2.2 Description of the services LOT 1: ECDC Hospital network for Vaccine  Effectiveness, Burden and Impact Studies and for Surveillance of Severe  Acute Respiratory Infections