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Organising the Czech Presidency of the Council of the EU – Lessons Learnt Radomír KARLÍK , Director Department of Logis

Organising the Czech Presidency of the Council of the EU – Lessons Learnt Radomír KARLÍK , Director Department of Logistics and Organisation (karlik.radomir@mzv.cz) September 2009 Department of Logistics and Organisation Section of the Presidency, Government Office

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Organising the Czech Presidency of the Council of the EU – Lessons Learnt Radomír KARLÍK , Director Department of Logis

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  1. Organising the Czech Presidency of the Council of the EU – Lessons Learnt Radomír KARLÍK, Director Department of Logistics and Organisation (karlik.radomir@mzv.cz) September 2009

  2. Department of Logistics and Organisation Section of the Presidency, Government Office • Direct management, not larger hierarchy • 22 administrators within 10 units (calendar, PCF, furniture and conference set-ups, technical support, hotels, catering, accreditation, interpretation, LOs, transport) • semi-independent management of PCF • 70 liaison officers

  3. Central Organisation Group Main structure of ministerial coordination • Rather informal, without rigid institutional status • Ministerial representatives on the level of directors • Necessity to obtain sufficent coordinating authority • Spreading information, steering all the major organisation activities • Not a floor for a wider discussion • Rather a body of important feed-back

  4. Permanent Conference Facility Congress Centre of Prague • Past experience (IMF 2000, NATO Summit 2002) • Advantage of logistical position (highway, hotels, out of the very centre of the capital) • Variety of conference premises • Single standard of Presidency events • Easy coordination of the ministries

  5. Ministerial Events in Regions Government Decision in the mid of 2007 • Out of 11 informal Councils (7 out of the capital) • In spite of the original political decision, in reality 14 informal Councils (5 in regions, 9 in Prague) • Appropriate premises, sufficient logistical back-up, transport (government aircraft) • Advantage: financial and organisational support of regional authorities

  6. Presidency Calendar • Backbone of the accreditation system and management of PCF, electronically based • All the Presidency events in the country • Access of the ministries for feedback

  7. Conference Set-ups • New furniture to suit the purpose, mobility • Architect solution for every venue and ministerial event • Close co-operation with the technical unit

  8. Technical Support • Interpretation, audio+video infrastructure, press centres • Communication within the Department (cell phones, walkie-talkie) • Most sophisticated, most expensive • Level of usual standards vs. cut off on the costs • New set-up of a base technical infrastructure (PCF, regions)

  9. Accomodation • Past Presidency experience: program changes, no show, cut-off on delegation numbers –) high penalty costs • Not direct booking, outsourcing to the agency • Decentralised responsibility for hotel bookings • No costs for the central co-ordinator

  10. Catering • Very individual approach, up to the hosting ministries to decide • Necessary matching to the accompanying program and gala dinner (ministerial responsibility) • Regional involvement

  11. Accreditation • Newly developed on-line, web-based accreditation system • Close co-operation with security authorities, direct access • On-line administration + call centre for last-minute changes • Database for other organisation activities: transport, accomodation, catering

  12. Interpretation • SCIC – DG Interpretation (summits + Informal Councils) • High SCIC standards (set-up, technical support) – early inspection visits, importance of close co-operation • Tendered Interpretation agency for working-level meetings • In-time thematical background papers from hosting ministries

  13. Transport • Sponsored car-fleet (limousines, minivans) – armoured cars for the summits • Buses for transport during accompanying social programs • Management by Police and Army – importance of related security provisions • Decentralized management by LOs, flexibility with respect to individual program changes

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