16  • Organise and facilitate an online conference/video call of an approximate duration of 2-3 hours. • Contact the external experts participating to the meeting to complete a Declaration of interests  form, in case ECDC decides that the topic of the meeting warrants them. The forms shall be  submitted via the ECDC Electronic Declaration of Interest Tool accessible at  https://edoisubmission.ecdc.europa.eu/. The Contractor shall inform the ECDC project manager  when the declarations(s) are duly completed and submitted through the tool. The ECDC project  manager will confirm to the contractor that no conflict of interest has been 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. • Provide ECDC with a proposed agenda at least 1 week before the meeting, four weeks if the  meeting is foreseen by ECDC as a meeting for which Declaration of interest should be completed.  • Agree with ECDC on participants, invited speakers and observers. The participants list and draft  meeting agenda should be approved by ECDC. ECDC reserves the right to suggest alternative  dates and to review the number of participants than those proposed by the contractor. The  invitations should be sent by the contractor on behalf of ECDC (and copying ECDC project  manager) after agreeing with ECDC on the list of invited attendants and on the agenda.  • Seek speakers’ agreement for sharing their meeting presentations, and share presentations with  attendees, as appropriate.  • Provide detailed minutes. The minutes should include: scope of the call, short summary of  presentations, discussion on results/lessons learned, and conclusions/next steps and action  points. As part of the meeting minutes, a final list of participants and agenda should be included. limit attendance (eg. by ensuring the link to the call will not be forwarded to others, and  requiring registration by participants for the meeting).  The contractor will coordinate the scientific aspects of meeting organisation and of meeting delivery.  Costs associated with the organisation of meetings such as venue rental, catering services, travel,  accommodation and daily subsistence allowance (DSA) for ECDC staff and sponsored participants  (excluding the contractor’s personnel that should be included in the unit price for this particular  deliverable)  will be covered by ECDC outside this contract . ECDC will decide which participants will be  sponsored. The meeting will be attended by ECDC, the contractor’s personnel, project study site participants and  other stakeholders such as representatives from Member States, WHO, EMA and the EC. The working  language at the meeting will be English. The meeting will normally last 2 days. The contractor should  ensure that at least one or two members of their personnel are present at the meeting to take care of  the organisation at the site (minimum two when more than 50 participants are expected). Organisation of face to face meeting  (DL 1.1.5, 2.1.5, 3.1.5, 4.1.5, 5.1.3)  • The provision of on-site relevant personnel support for the smooth organisation and  implementation of the meeting (trainers and/or support staff) that provide prompt and timely  support to all attendees which includes being the contact point for all participants should any  problem arise;  • The identification of the participants in collaboration with ECDC. Final participant list to be  approved by ECDC;  • In case ECDC decides that the topic of the meeting warrants Declaration of Interests, the  contractor shall direct participants to submit DOIs via the ECDC Electronic Declaration of Interest  Tool accessible at https://edoisubmission.ecdc.europa.eu/. The Contractor shall inform the ECDC  project manager when the declarations(s) are duly completed and submitted through the tool.  The ECDC project manager will confirm to the contractor that no conflict of interest has been  The contractor will provide/ensure: 