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EU/EEA Respiratory Virus Network meeting 1/1

European Centre for Disease Prevention and Control (ECDC)

Gustav den III:s Boulevard 40, 169 73 Solna, Sweden Phone: +46 (0)8 58 60 10 00 - Fax: +46 (0)8 58 60 10 01

www.ecdc.europa.eu

ECDC NORMAL

ECDC network meeting Disease Programmes, Epidemic-Prone Diseases, Respiratory viruses

EU/EEA Respiratory Virus Network meeting 12 – 14 June 2024, Stockholm

Scope and purpose

Scope

The European Centre for Disease Prevention and Control (ECDC), together with the World Health Organization Regional Office for Europe (WHO/Europe), coordinates surveillance activities related to the prevention and control of acute respiratory infections, including SARS-CoV-2, influenza and respiratory syncytial virus (RSV) in Europe. ECDC organises a biannual meeting for the respiratory virus network in EU/EEA focused on the epidemiological and virological aspects of respiratory viruses, including surveillance, vaccine effectiveness and the situation regarding outbreaks and emerging respiratory pathogens.

Purpose

The overall aim of the meeting is to further the establishment of a well-designed and representative surveillance system for respiratory viruses as well as provide a forum for collaboration and information sharing among network members and key stakeholders.

Objectives

The objectives of the annual meeting are to:

1. Review the epidemiology and virology of respiratory virus illness during the winter period 2023/2024

2. Share experiences in conducting integrated epidemiological and virological assessments and discuss

the future strategic direction of indicator and event-based surveillance

3. Explore priorities, opportunities and challenges for RSV surveillance within integrated surveillance of

respiratory viruses

4. Assess the suitability of current national severe disease surveillance systems for: a) routine epidemiological assessment; b) detection of novel/unexpected severe respiratory illnesses

TRAVEL INSURANCE

CONTRACT 2.004.760

Cigna International Health Services OPS-GP (04) Postbox 69 2140 Antwerpen (Belgium)

Stockholm, September 2021

ECDC travel insurance is provided by Cigna International Health Services. All staff and sponsored meeting delegates traveling on behalf of ECDC are covered by this insurance. The insurance takes effect as from the time one leaves their home/office for the meeting/mission and ends upon return to home/office. Times outside this period are not covered.

Coverage includes, among others, medical expenses as well as costs for repatriation in case of personal accident and/or serious illness, theft, riots etc. For medical expenses, the travel insurance is a complimentary insurance. Any costs or damages that are not covered by the primary insurance (private, national, or corporate) will be supplemented by the travel insurance upon a written declaration that such expense had not been covered.

In case of emergency:

In case of emergency, you should contact the Help Desk available 24h. Identify yourself with your name, the Institution you belong to, the number of contract 2.004.760, and a short description of the situation you are facing.

Tel: +32 3 293 18 16 Fax: +32 3 252 69 58 Email: [email protected]

HOW TO CLAIM

Send an email to [email protected] to notify, get advice and or receive the claim

form.

On the following page you will find a general description of benefits covered by this insurance.

Missions & Meetings Corporate Services Section (RMS) European Centre for Disease Prevention and Control (ECDC)

Gustav III:s boulevard 40 SE - 169 73 Solna Tel: +46 8 5860 000 E-mail: [email protected]

CONTRACT 2.004.760 September 2021

GENERAL DESCRIPTION ON WHAT IS COVERED

The Cahier de charges and the general and special terms and conditions of the policy prevail and give a complete overview of the

established guarantees.

DURATION OF THE COVER

The complementary mission insurance covers from the beginning until the end of the mission/ work- related travel to attend a meeting. Times outside this period are not covered. Only duly pre-authorised private deviations can be covered.

INTERRUPTIONS

Only interruptions of mission/meeting due to riots, terrorism or natural disasters, sickness, death of a family member or close colleague, serious illness of a family member, hospitalization of a child under eighteen, a spouse or parent or a serious incident at home are covered. Accidents or sickness occurring prior to or just after the mission are not covered.

CANCELLATIONS

Cancellations of mission/meeting due to weather, traffic, transport strikes, sickness or death of a family member are not covered.

PRIVATE CAR

Costs and damages incurred with use of private car are not reimbursable.

DELAYED LUGGAGE

Delayed luggage is covered as from a minimum delay of 8 hours. After this time, the insured person is entitled to buy emergency items such as clothes and toiletries that are necessary for the time of the delay. The original receipts have to be included in the claim.

LOSS OR THEFT OF LUGGAGE

In case the luggage is lost or stolen, the following supporting documents are needed:

• Declaration made to the police, the travel company or to any other relevant authority.

• Confirmation of final loss of luggage from the transport carrier.

• Detail of the indemnity received.

• Exhaustive list of lost or stolen items with purchase invoices.

• In case of damage: estimate/invoice for repairs.

COVID-19 PROVISIONS

The insurance covers repatriation when needed and Covid-19 test if requested by a medical doctor. If based on medical ground, the traveller cannot be repatriated and needs to extend the stay beyond the mission/meeting (quarantine), daily allowance and hotel expenses are reimbursable within ceilings. In such cases, a confirmation from a doctor that the person is tested positive (PCR test only, no self- tests) and exact days of quarantine, is needed.

No coverage is foreseen if tests are negative or in absence of symptoms.

BENEFITS IN CASE OF A TRAVEL INCIDENT

1. Illness/accident/death

1.0 Transportation to the nearest hospital 1.1 Repatriation to the place of employment 1.2 Hospitalisation I medical care 1.3 Extra subsistence expenses

1.4 Travel and subsistence expenses for a member of the family

1.5 Sending essential medication 1.6 Sending a doctor 1.7 Repatriation of the insured person’s body to

a place chosen by the family 1.8 Coffin costs 1.9 Search and rescue costs

2. Early return

2.0 Due to riots, terrorism, natural disaster 2.1 Due to death of a family member of close

colleague 2.2 Due to serious illness of a family member 2.3 Due to hospitalisation of a child under 18, a

spouse or one of the parents 2.4 Due to serious accidents at home or office

3. Logistical and administrative assistance

3.0 Replacement of passports, identity papers and credit cards 3.1 Transfer of funds 3.2 Loss, theft, or damage to luggage 3.3 Baggage delays over 8 hours: payment of costs for buying essential personal items

4. Legal assistance

4.0 Advance to cover bail 4.1 Advance to cover lawyer fees 4.2 Legal assistance where the insured person is

detained/threatened with detention following a road traffic accident: cover of lawyers' fees

5. Mission life/ invalidity insurance

Repayment of outstanding debts on property

normally covered by a valid policy taken out by the

person on mission where, by virtue of the

circumstances of an accident occurring during the

mission, the personal Insurance cover of that

person is excluded or limited, and the insurance

company exercises that exclusion or limitation.

European Centre for Disease Prevention and Control (ECDC) Gustav den III:s Boulevard 40, 169 73 Solna, Sweden Phone: +46 (0)8 58 60 10 00 - Fax: +46 (0)8 58 60 10 01

www.ecdc.europa.eu

ECDC NORMAL

Stockholm, 18 April 2024

Our ref: CS0002198

Dear Colleague,

Invitation to the EU/EEA Respiratory Virus Network meeting

The European Centre for Disease Prevention and Control (ECDC) is pleased to invite you to participate in

the EU/EEA Respiratory Virus Network meeting.

Time: Wednesday 12 June 2024, 12.30-18.00 CET

Thursday 13 June, 09.00-18.00 &

Friday 14 June, 09.00-13.00

Place: Elite Palace Hotel, Sankt Eriksgatan 115, 113 43 Stockholm, Sweden

The main objectives of the meeting are to:

• Review the epidemiology and virology of respiratory virus illness during the winter period

2023/2024;

• Share experiences in conducting integrated epidemiological and virological assessments and

discuss the future strategic direction of indicator and event-based surveillance;

• Explore priorities, opportunities and challenges for RSV surveillance within integrated

surveillance of respiratory viruses;

• Assess the suitability of current national severe disease surveillance systems for: a) routine

epidemiological assessment; b) detection of novel/unexpected severe respiratory illnesses.

The ECDC Missions and Meetings office will organise the logistics for your trip and ECDC will cover the

costs of your travel, accommodation and daily subsistence allowance according to the Rules for

reimbursement of expenses incurred by invitees invited by ECDC1.

In order for us to book your travel and accommodation, please confirm your participation via the

following link: registration site by the 10 May 2024.

1 https://ecdc.europa.eu/en/publications-data/rules-reimbursement-expenses-incurred-invitees-invited- ecdc

European Centre for Disease Prevention and Control (ECDC) Gustav den III:s Boulevard 40, 169 73 Solna, Sweden Phone: +46 (0)8 58 60 10 00 - Fax: +46 (0)8 58 60 10 01

www.ecdc.europa.eu

ECDC NORMAL

After participating in the meeting, you may apply for the reimbursement of costs by submitting the

completed and signed Reimbursement Application Form, which will be sent to you after the meeting

attendance. All claimed costs will need to be evidenced by supporting documents e.g. tickets, scanned

and sent via email together with the application form.

Invitees to the meeting are required to submit a Declaration of Interests (DoI) in order to participate.

This is to ensure that there are no conflicts of interest which could impair the independence of ECDC’s

activities. Please submit your DoI by the 10 May 2024. Any invitee required to submit a

Declaration of Interest who does not do so by the deadline specified, will not be able to attend the

meeting.

Yours sincerely,

19/04/2024

X Piotr Kramarz

Karl Ekdahl

Head of Unit Disease Programmes

Signed by: Piotr Kramarz

Encl.: Instructions for submission of Declaration of Interests

Privacy statement

ECDC travel insurance

Privacy Statement for Face-to-Face and Online Events 1/2

European Centre for Disease Prevention and Control (ECDC) Gustav den III:s Boulevard 40, 169 73 Solna, Sweden Phone: +46 (0)8 58 60 10 00

www.ecdc.europa.eu

ECDC Privacy Statement RMS

Privacy Statement for Face-to-Face and Online Events Stockholm, 15/06/2022

1. Purpose of the processing operation

ECDC processes the personal data collected in accordance with Regulation (EU) 2018/1725.

The purpose of the processing is the following:

ECDC processes the personal data for the purpose of the organisation of virtual events and meetings and the registration of the participants. Recordings of the meetings may be made for internal purposes only (e.g.

minutes taking).

If a recording is made for internal purposes, participants will be informed at the beginning of the meeting that such recording is made and for which internal purpose.

2. Identity of the Data Controller

European Centre for Disease Prevention and Control (ECDC), Gustav III:S Boulevard 40, 16973 Solna, Sweden

Resource Management Services (RMS), Corporate Services, [email protected]

Please note that ECDC as the main controller is responsible for processing your requests for exercising the rights of data subjects under Regulation (EU) 2018/1725 and providing you with information about the data processing operation.

3. Legal basis for the processing

The legal basis of the processing operation is:

• Article 5 (1) (a): the processing is necessary for performance of tasks in the public interest attributed by Union or Member State legislation

• ECDC Founding regulation 851/2004, specifically article 3.2 lit. d and e; article 6.2

• Director's Administrative Decisions ECDC‐AD‐2020‐01 and ECDC‐AD‐2020‐03.

4. Categories of Personal Data collected

The categories of data collected and used for the processing operations are the following:

• Name (first name and surname)

• E‐mail

• Phone Number

• Work Position/Occupation

• Place of Employment

Privacy Statement for Face-to-Face and Online Events 2/2

European Centre for Disease Prevention and Control (ECDC) Gustav den III:s Boulevard 40, 169 73 Solna, Sweden Phone: +46 (0)8 58 60 10 00 - Fax: +46 (0)8 58 60 10 01

www.ecdc.europa.eu

If recordings are made for internal purposes: voice, photographs, video streaming or short videos recorded during an event. Provision of the video for the purposes of recording is not mandatory. The processing of your data will not be used for an automated decision making, including profiling.

5. Who has access to your information and to whom is it disclosed?

The recipients of the data are the following:

• ECDC staff and personnel

• Meeting or conference participants

No transfers of data to third countries or international organisations is envisaged. However, personal data may be used to draw up a list of participants which may be distributed at the event. If representative of third countries or international organisation are participating in the meeting as participants, they will be able to access this data.

6. How long do we keep your data?

ECDC will retain the data collected for the purpose of event organisation for 7 years.

The recordings will be kept for the time needed to draft the minutes, and in any case for max. 30 calendar days after the last meeting day.

7. How do we protect and safeguard your information?

To protect your personal data, several technical and organisational measures have been put in place. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the data being processed. Organisational measures include restricting access to the data to authorised persons with a legitimate need to know for the purposes of this processing operation.

8. What are your rights and how can you exercise them?

The Controller may be contacted at any time by the data subjects for exercising the right of access, to rectify, to block, to erase, to transmit or to object to the processing of the data. Where the legal basis to the processing is consent, this consent can be withdrawn at any time.

The Controller can be contacted on: [email protected].

Data subjects can request the deletion of their personal data by the data controller, who will do so within 45 working days.

Data subjects can also contact the ECDC Data Protection Officer (DPO) in case of any difficulties or for any questions relating to the processing of their personal data at the following email address: [email protected].

The data subject has the right of recourse at any time to the European Data Protection Supervisor: www.edps.europa.eu and at [email protected].

Exceptions based on Regulation (EU) 2018/1725 may apply.

1/1 European Centre for Disease Prevention and Control (ECDC) Gustav den III:s Boulevard 40, 169 73 Solna, Sweden Phone: +46 (0)8 58 60 10 00 - Fax: +46 (0)8 58 60 10 01

www.ecdc.europa.eu

ECDC

Submission of Annual Declaration of Interest

Dear Expert,

You are sent this document because you participate in ECDC activities in which your evidence, expert opinion and advice may influence the scientific position of ECDC. In accordance to ECDC's Founding Regulation, we are required to ensure independence, high scientific quality, transparency and efficiency. To maintain all the aforementioned, both in scientific advice and in the day-to-day operations, ECDC has developed its Independence Policy and implementing rules on declarations of interest. As part of this policy, experts are required to submit a Declaration of Interests (DoI) in those situations where the scientific independence of ECDC needs to be safeguarded. Herewith we ask you to submit an Annual Declaration of Interests (ADoI) that will be valid for one year from the day of confirmation, and can be used for any type of your involvement in ECDC activities requiring check for potential conflict of interests.

ECDC has developed an electronic submission system for ADoI. To submit your declaration, you need to open the eDoI Application, sign in and perform the following steps:

• Click on “Add/Edit Declaration” to start filling in your ADoI; • Click on “I Agree” to agree with terms and conditions of Data Protection Notice; • Answer all questions in the online form that are relevant to you. It is possible to return to completing

the form at a later stage if you cannot provide all answers at once. To do so, click on “Save and come back later”;

• When done, choose a way to be notified to confirm the information you filled in, and click on “Submit to proceed to confirmation”;

• If you chose to confirm the submitted declaration via email, find in your inbox an automatic email with a validation link (check your spam or junk folder if you cannot find the email in your inbox folder). Click on the validation link, sing in and click on “Confirm” to complete the process;

• If you chose to confirm submitted declaration via sms, enter a code sent to you in a sms and click on “Confirm” to complete the process;

• Once confirmed, you will receive an automatic email with your ADoI attached as a PDF file.

Do not hesitate to contact our Helpdesk at [email protected] if you experience any technical problems.