Invitation, agenda, PIN, Background Presidency Workshop of the incoming Hungarian Presidency ‘Enhance flood safety in Europe’, Budapest (Hungary), 8-10 July 2024

ENHANCING FLOOD SAFETY IN EUROPE

HUNGARIAN PRESIDENCY CIVIL PROTECTION WORKSHOP

Budapest, 8-10 July 2024

Draft Agenda

Monday 8 July 2024

14:00-19:00 Arrival of the participants, accreditation

19:00-21:00

Ice-breaking dinner in the hotel

Tuesday 9 July 2024

PLENARY

09:30-09:40

Opening session

Chair

Welcome speech

- General Director of Hungarian Directorate General for Disaster

Management

09:40-10:00 1.

Domestic assessment of tasks carried out under the Council Conclusions

2011 on integrated flood management in the European Union

Hungarian Directorate General for Water Management (tbc)

10:00-10:20 2.

EU perspective on management of floods and response to flood disasters

DG ECHO (tbc)

10:20-10:40 3.

The flood experiences of recent years, with a particular focus on on-site

coordination of intervention

Presentation by Slovenia (tbc)

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10:40-11:00 Coffee break and group photo

11:00-11:20 4.

Presentation of the national flood protection system

Presentation by Poland (tbc)

11:20-11:40 5.

Presentation of the Presidency workshop survey results

Hungarian Directorate General for Disaster Management

11:40-12:10 Consultation (Q & A)

12:10-12:20 Closing of the plenary session

Chair

12:20-13:30 Lunch

BREAKOUT SESSIONS

Working group 1.: Forecasting

Chair of session: Netherlands (tbc)

Co-chair of session: Meteorological Service of Hungary (HungaroMet Zrt.) (tbc)

13:30-13:50 1. Kick-off presentation

Forecasting lessons learnt based on flood experiences of recent years

European Flood Awareness System (DG ECHO) (tbc)

13:50-14:10 2. Presentation of the related Presidency workshop survey results

Meteorological Service of Hungary (HungaroMet Zrt.) (tbc)

14:10-14:40 3. Keynote speeches of MS/PS

14:40-15:10 Discussion, formulation of recommendations I.

15:10-15:30 Coffee break

15:30-16:30 Discussion, formulation of recommendations II.

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Working group 2.: Flood protection

Chair of session: Hungarian Directorate General for Water Management (tbc)

Co-chair of session: Germany (tbc)

13:30-13:50 1. Kick-off presentation

Specificities of flood protection in the view of small and large watercourses

Hungarian Directorate General for Water Management (tbc)

13:50-14:10 2. Presentation of the related Presidency workshop survey results

Hungarian Directorate General for Water Management (tbc)

14:10-14:40 3. Keynote speeches of MS/PS

14:40-15:10 Discussion, formulation of recommendations I.

15:10-15:30 Coffee break

15:30-16:30 Discussion, formulation of recommendations II.

Working group 3.: Rescue / Response

Chair of session: Italy (tbc)

Co-chair of session: Hungarian Directorate General for Disaster Management

13:30-13:50 1. Kick-off presentation

Evacuation of the population from endangered areas, supported by IT tools

France (tbc)

13:50-14:10 2. Presentation of the related Presidency workshop survey results

Hungarian Directorate General for Disaster Management

14:10-14:40 3. Keynote speeches of MS/PS

14:40-15:10 Discussion, formulation of recommendations I.

15:10-15:30 Coffee break

15:30-16:30 Discussion, formulation of recommendations II.

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SOCIAL EVENT AND DINNER

18:00

Departure to venue of social event

19:00-22:00 "FLOOD Rescue" demonstration exercise, dinner

Event boat

Wednesday 10 July 2024

PLENARY

09:00-09:15 Introduction of the day

Chair

BREAKOUT SESSIONS

09:15-10:15 Summary of results, finalisation of recommendations

10:15-10:30 Coffee break

PLENARY

10:30-11:15 Presentation of the recommendations of the three breakout sessions

Chairs of sessions

11:15-11:45 Q & A

11:45-12:00 Conclusions and closing remarks

Chair

12:00-13:00 Lunch / Grab & Go lunch

13:00 Departure of the participants

Electronically signed on 13/06/2024 11:00 (UTC+02) in accordance with Article 11 of Commission Decision (EU) 2021/2121

[email protected]

“ENHANCING FLOOD SAFETY IN

EUROPE”

HUNGARIAN PRESIDENCY CIVIL PROTECTION WORKSHOP

Budapest, 8th – 10th July, 2024

BACKGROUND DOCUMENT

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Table of contents 1. Background ...................................................................................................................................... 3

2. Objectives of the workshop.............................................................................................................. 4

3. Preparing the workshop ................................................................................................................... 4

4. Workshop structure .......................................................................................................................... 5

5. Break-out session meetings .............................................................................................................. 5

6. Follow-up ......................................................................................................................................... 9

3

1. Background

Civil protection authorities in the European continent are increasingly facing the challenge of a surge

in the number of severe weather-related incidents due to global climate change. According to the

European Climate Risk Assessment1, Europe is facing more severe heat waves, prolonged droughts,

and intensified precipitation, among other things, due to rising average temperatures. These climate

risks will lead to more disasters, including droughts and floods. A background paper published by

DG ECHO on ‘Progress on preventing and managing disaster risk in Europe,’2 estimates that the

average annual cost of floods in the European Union exceeds € 5 billion. In addition to the material

damage, floods caused by extreme weather events have claimed hundreds of lives on the European

continent (e.g. Germany and Benelux countries - 2021, Slovenia - 2023, Italy - 2023, Storm 'Daniel'

in Greece, Bulgaria and Türkiye - 2023) and tens of thousands of lives worldwide (e.g. Pakistan -

2022, Libya - 2023). Furthermore, flooding events have required the evacuation countless people in

flooded areas.

According to the findings of the report on the implementation of Article 63 of the UCPM legislation,

floods is the disaster risk that is most commonly identified by UCPM Member States and Participating

States. Despite this, flood protection has not been on the agenda as a priority for Member States in

the Council Working Group on Civil Protection (PROCIV) since the Dutch Presidency in 2016, even

though the vast majority of Member States have identified flooding as a priority risk in their national

risk assessments.

It should be recalled that Directive 2007/60/EC on the assessment and management of flood risk,

aims at reducing the adverse consequences of floods, requires EU Member States to carry out

preliminary flood risk assessments, to prepare flood hazard and risk maps, and to prepare and

implement flood risk management plans every 6 years. The flood risk management plans shall address

all aspects of flood risk management focusing on prevention, protection, preparedness, including

flood forecasts and early warning systems. Implementation is coordinated at the level of the river

basins, which involves cooperation across borders. 17 years of implementation of the Floods

Directive provide an important base to build upon the discussions of the workshop.

The challenges of the past years - management of the COVID pandemic, Russian war of aggression

against Ukraine, the Gaza conflict, or even the EU-level management of forest fires– required

immediate response actions by the Member and Participating States and by the EU, meaning that

progress on the EU-level safety challenge of flood risk management appears to have become a lesser

priority. With the development of the Union disaster resilience goals4 there is a stronger emphasis

on the need to be more resilient to the impacts of the climate change related disasters and to be better

prepared to act before disasters strike.

1 COMMUNICATION FROM THE COMMISSION TO THE EUROPEAN PARLIAMENT, THE COUNCIL, THE

EUROPEAN ECONOMIC AND SOCIAL COMMITTEE AND THE COMMITTEE OF THE REGIONS

Managing climate risks - protecting people and prosperity 2 Ref. Ares(2024)2827325 – 17/04/2024 – (DG ECHO) Background paper to Item 5: Progress on preventing and

managing disaster risk in Europe 3 REPORT FROM THE COMMISSION TO THE EUROPEAN PARLIAMENT AND THE COUNCIL on progress on

implementation of article 6 of the Union Civil Protection Mechanism (Decision No 1313/2013/EU) Preventing and

managing disaster risk in Europe. Link EUR-Lex - 52024DC0130 - EN - EUR-Lex (europa.eu) 4 COMMISSION RECOMMENDATION of 8th February 2023 on Union Disaster Resilience Goals

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In the context of an exchange of experiences on forest fires and floods in Italy, Slovenia, and Greece

in 20235, Commissioner Janez Lenarčič stated that response capacities of single Member States are

gradually overwhelmed following the ‘new normal’ climate situation. As a result, Civil Protection

needs to be strengthened both at national and European level.

Hungary decided in 2022 to bring the issue of flood management to prominence during its EU Council

Presidency in the second half of 2024. Indeed, recent events have confirmed that the subject could

not be more topical. Over the next six months, with the active involvement of experts from UCPM

Member and Participating States, we will seek to identify new policy directions to make Europe a

safer, more flood resilient place for all its citizens.

2. Objectives of the workshop

The short-term objectives are to conduct a workshop on ‘Enhancing flood safety in Europe’

(hereinafter: the Workshop) to launch a first discussion on the topic; as well as to provide an

appropriate basis for all future PROCIV meetings dealing with the subject, in order to aid discussion

when making technical decisions.

The medium and long-term objectives are to achieve a more effective and efficient implementation

of the policy objectives of both the water sector and the coordinating bodies involved in disaster

management (civil protection), as well as all bodies involved in water damage protection. Other

objectives include launching innovations to improve disaster risk management and meteorological-

hydrological forecasting systems; to build more flood-resilient societies; to further develop flood

protection from an ecological perspective; to raise risk awareness; to strengthen rescue capabilities;

to explore the use of artificial intelligence (AI); and to filter out misleading content (fake news) that

hampers successful flood management. By making these changes and putting the holistic approach

into practice, the safety of EU citizens, the improvement of their quality of life, the protection of their

financial assets, the smooth functioning of economic operators, and the competitiveness of the

European Union can be enhanced.

The outcomes of the Workshop will provide inspiration for possible future Council conclusions.

3. Preparing the workshop

The National Directorate General for Disaster Management of the Ministry of the Interior (hereinafter

referred to as MoI NDGDM), issued a preliminary orientation questionnaire earlier in 2024 with the

involvement of experts from the National Water Directorate General and HungaroMet Hungarian

Meteorological Service Nonprofit Ltd. This questionnaire had two core objectives: to help shape the

workshop and launch the Hungarian Presidency.

The MoI NDGDM forwarded the orientation questionnaire to the Member States - the delegates of

the PROCIV working group - and the responses received showed that the areas set out in the

questionnaire were generally supported by the Member States. The orientation questionnaire included

a comprehensive set of topical flooding issues covering a wide range of areas, in particular:

5 Ref. Ares(2024)807107 – 02/02/2024 – (DG ECHO) UCPM Lessons Learnt Programme Meeting on wildfires and floods

in 2023 – 30 November-1 December 2023, Rome, Italy

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(a) enhancing resilience to the consequences of climate change,

(b) the design of flood protection taking into account ecological aspects,

(c) further development of monitoring and detection systems for flood forecasting,

(d) the potential for the use of artificial intelligence,

(e) strengthening the management of flash floods in smaller watercourses,

(f) the development of societal risk awareness and preparedness,

(g) the need to increase flood response capacities and the potential of flood rescEU capabilities; and

(h) addressing disinformation that threaten the management of events.

In a second stage, the MoI NDGDM is building on these results and has prepared a second detailed

questionnaire to be sent to the Member States and Participating States with the invitation to the

workshop. The answers will be processed by the organisers and their thematic evaluation will be

prepared together with the session chairs for the Workshop, where they will be reviewed and

discussed by the experts during the session meetings.

4. Workshop structure

A plenary session will take place on 9 July 2024 from 09:30 to 12:30, with presentations by experts

from the European Commission DG ECHO and invited Member States (Hungary, Slovenia, Poland),

highlighting the recent floods and the experience of the incident management. The plenary session

will provide an opportunity for discussions in the subsequent break-out sessions, which will run until

16:30, where experts will be able to take a more detailed look at current issues in flood safety in

Europe.

Session I, foreseen to be chaired by the Netherlands, will focus on ‘Forecasting’, Session II, chaired

by Hungary, on ‘Flood Protection’ and Session III, chaired by Italy, on ‘Rescue’. The experts within

the Sessions will review the current issues, process the experience of best practices and the results of

the questionnaires completed by the Member and Participating States on the subject and use it to

formulate recommendations. The sessions will start with a thematic presentation on the European

Flood Awareness System (EFAS), followed by interventions by Hungary and France. Following the

closure of the sessions, a flood rescue demonstration exercise will take place.

On the second day of the Workshop, 10 July 2024, from 09:15 to 10:15, the break-out sessions will

continue, summarising the results of the previous day's sessions. The plenary session, starting at

10:30, will provide an opportunity to summarise the recommendations and best practices of the three

sessions and to draw conclusions from them.

5. Break-out session meetings

Each break-out session is moderated by a chair (Netherlands, Hungary, Italy), supported by a vice-

chair (Hungary, Germany) and a kick-off lecturer (ECHO, Hungary, France). The chair is responsible

for chairing the session meetings, coordinating their activities in light of the objectives set, and

presenting their results and conclusions during the second day plenary session.

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a) Break-out session I - Forecasting

Objective:

Climate change can be detected in multiple ways. This includes not only changes in precipitation

averages, but also the intensity and frequency of edge values. Increased precipitation has recently

caused significant flooding of major watercourses across Europe, while short periods of intense

precipitation have also brought to the fore the problem of flash floods from smaller watercourses.

Floods are becoming more frequent due to climate change, increasing the vulnerability and exposure

of societies. These phenomena require both adaptation and mitigation measures. The timely provision

of meteorological and hydrological forecasts and real-time monitoring of floods can save the lives of

citizens and help prevent or mitigate damage to both the natural and built environment.

The aim of this break-out session is to bring together experts from the Member States and

Participating States delegated to the Workshop to analyse and discuss the replies to the questionnaire

in a process of reflection and to formulate technical proposals.

Questions/issues to be discussed:

WHO? Which sectors, bodies, organisations, and sections of society are concerned?

How are responsibilities divided in terms of planning, preparation, and implementation phases?

Could the topic involve a country outside the Member States of the European Union?

WHAT? What is the objective to be achieved?

Where can the objective be placed on the time scale for implementation?

HOW? By what means and how can the objective be achieved?

Does it require support at EU or national level (institutional or budgetary)?

IMPACT? What will the impact be on the European Union, the Member States, the sectors

concerned, the citizens?

In Session I, MS/PS experts will address, inter alia, the following main topics in relation to the flood

safety aspects of forecasting:

• Direct and indirect impacts of climate change, national security issues;

• Relevant effects of climate and meteorological conditions on flooding, their temporal and spatial

distribution, and their extreme effects;

• Strengthening the role of meteorological and hydrological services, ensuring their continued

funding, further development of forecasting systems;

• Further development of monitoring and detection systems for flood forecasting, ensuring data

availability, linking forecasting systems;

• Cross-border cooperation between meteorological and hydrological services, coordination of their

activities, establishment of joint flood early warning systems;

• Establishment and further development of flash flood forecasting systems and promotion of their

operation;

• The use of artificial intelligence (AI) by competent authorities, the need to assess, analyse, prevent

and manage different risks in the management of floods;

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• Availability of infrastructure and human resources for the use of artificial intelligence (AI) by

competent authorities and the need for financial resources for the infrastructural integration of such

technology.

b) Break-out session II - Flood protection

Objective:

The impact of climate change has made hydrological hazards more extreme and unpredictable,

affecting flood protection. Extreme weather events also contribute to rising flood levels, increasing

the risk and danger of flooding on the upstream side. In order to mitigate the effects of climate change,

it is necessary to respond dynamically in terms of flood protection investments, taking into account

ecological aspects and water management options.

The aim of this session is to bring together experts from the Member States and Participating States

delegated to the Workshop to analyse and discuss the replies to the questionnaire, and to formulate

technical proposals, in the context of a joint reflection process.

Questions/issues to be discussed

WHO? Which sectors, bodies, organisations, and sections of society are concerned?

How are responsibilities divided in terms of planning, preparation, and implementation phases?

Could the topic involve a country outside the Member States of the European Union?

WHAT? What is the objective to be achieved?

Where can the objective be placed on the time scale for implementation?

HOW? By what means and how can the objective be achieved?

Does it require support at EU or national level (institutional or budgetary)?

IMPACT? What will be the impact on the European Union, the Member States, the sectors

concerned, the citizens?

In Session II, MS/PS experts will address, inter alia, the following main topics in relation to the flood

safety aspects of flood protection:

• Improving flood protection by also taking into account ecological aspects and drought risk

management, increasing water efficiency, enhancing competitiveness and applying innovative

solutions;

• Cross-border, transboundary cooperation on flood protection, including non-EU Member States,

and cooperation between civil protection and disaster and flood risk management organisations;

• Focusing on flash floods from smaller watercourses;

• Coordinating and harmonising different resilience objectives across national policies, ensuring

cross-border cooperation and enhancing cooperation between institutions and systems involved in

water management and society;

• The impact of a flood event on the functioning of public health systems of a Member State;

• Examination of the disaster resilience goals and measures implemented under them;

• Developing an EU-wide disaster scenario focusing on flooding;

• Member States' implementation of measures to ensure resilient, innovative supply chains built

through various investments;

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• Securing sufficient financial resources for increased flood risk resilience;

• Specific, targeted measures to increase preparedness of vulnerable groups, with particular attention

to isolated persons, persons with reduced mobility, and persons requiring medical assistance;

• Developing training on flood protection knowledge across Member States and providing the public

with appropriate information, increasing their preparedness and risk awareness;

• Training of authorities responsible for flood prevention and management at national and/or

transnational level, and continuous improvement of their preparedness level.

c) Break-out session III - Rescue

Objective:

Recent floods caused by extreme weather events have claimed many lives. Increasing emphasis must

therefore be placed on preparing the population, providing them with the appropriate information,

developing the capacities of the bodies and organisations involved in rescue, taking timely action to

protect the population (evacuation of vulnerable populations) and rescuing people trapped in flooded

areas.

The aim of the session is to allow the experts from the Member States and Participating States

delegated to the Workshop to analyse and discuss, in the context of a joint reflection, the replies to

the questionnaire and to formulate, by consensus, technical proposals.

Questions/issues to be discussed

WHO? Which sectors, bodies, organisations, and sections of society are concerned?

How are responsibilities divided in terms of planning, preparation, and implementation phases?

Could the topic involve a country outside the Member States of the European Union?

WHAT? What is the objective to be achieved?

Where can the objective be placed on the time scale for implementation?

HOW? By what means and how can the objective be achieved?

Does it require support at EU or national level (institutional or budgetary)?

IMPACT? What will be the impact on the European Union, the Member States, the sectors

concerned, the citizens?

In Section III, MS/PS experts will address, among others, the following main topics in relation to the

rescue/response aspects of flood safety:

• Regular exchange of experience between MS/PS in order to coordinate and target the development

of rescue capabilities;

• Cooperation between organisations involved in rescue and various scientific institutes, and

economic operators;

• The opportunity to develop national or EU capacities, including experience from the private sector;

• Establishment of a flood rescEU capability, including the provision of supplies to accommodate

temporarily displaced populations;

• Risks of flood evacuation options, taking into account vulnerable groups, geography and the

impact of floods on public health;

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• IT support for authorities involved in flood protection, in particular with regard to evacuation, and

the provision of financial resources for infrastructure development in this area;

• Increased exchange of lessons learnt of those involved in incident management, particularly those

in the private sector, who are involved in the production and marketing of equipment and devices

for rescue;

• Prevention of fake news related to flood event management and the need for filtering systems to

prevent misinformation on response;

• The possibility of working with the Commission to promote the filtering out of fake news by

developing reference scenarios, action lines, and a common response;

• Targeted warning of citizens in the event of flooding, with territorial delimitation, using various

digital methods.

6. Follow-up

A report will be drafted by the Presidency after the workshop to summarise the main outcomes and

ideas that emerged. It will be shared with the workshop participants for comments.

Electronically signed on 13/06/2024 11:00 (UTC+02) in accordance with Article 11 of Commission Decision (EU) 2021/2121

EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID

OPERATIONS (ECHO) Strategy and Policy

Strategy, international and inter-institutional relations

Brussels ECHO.B.1/JK

CORRESPONDENCE SLIP

ADDRESSEES: Members of the Civil Protection Committee.

Directors-General for Civil Protection of the Member States and the

Participating States to the Union Civil Protection Mechanism.

SUBJECT: Invitation to the Workshop of the incoming Hungarian

Presidency: ‘Enhancing flood safety in Europe’, Budapest,

Hungary; 8-10 July 2024.

REMARKS:

On behalf of the incoming Hungarian Presidency of the Council of the EU, please find

attached the agenda, the background paper, questionnaire as well as practical information

including registration, to the Presidency workshop on ‘Enhancing flood safety in Europe’

that will take place in Budapest, on 8-10 July 2024.

The deadline for registration has been set on 22 June 2024. Delegations are limited to two

participants per country. The Hungarian Presidency, with the financial support of the

European Commission, will provide hotel expenses for two nights and two economy travel

tickets per delegation.

If you have any questions, please send an email to: [email protected]

Yours faithfully,

Arnaud Dupont

Head of Unit

Enclosure: Invitation, agenda, registration guide, background paper and practical

information (with a link to the questionnaire).

c.c.: Member States’ Permanent Representations and Participating States

Permanent Missions’ to the UCPM. Council Secretariat

Electronically signed

Electronically signed on 13/06/2024 11:00 (UTC+02) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Saatja: <[email protected]> Saadetud: 13.06.2024 12:38

Koopia: <[email protected]>; <[email protected]> Teema: Invitation, agenda, PIN, Background - Presidency Workshop of the incoming Hungarian

Presidency ‘Enhance flood safety in Europe’, Budapest (Hungary), 8-10 July 2024 Manused: image001.gif; image002.png; Agenda HU PCY WS FLOODCON 8-10.07.2024.pdf; Background document HU PRES Workshop_.pdf; Corr slip HU workshop.pdf; Invitation to HU

PCY WS FLOODCON 8-10.07.2024.pdf; Novento-Guide-Registration-of-Delegate.pdf; PIN HU PCY WS FLOODCON 08-10.07.2024.pdf

TÄHELEPANU! Tegemist on väljastpoolt asutust saabunud kirjaga. Tundmatu saatja korral palume linke ja faile

mitte avada!

Dear colleagues, Please find attached correspondence slip and further documents related to the workshop; please kindly note that the deadline for registration has been set on 22 June 2024. For any questions please contact [email protected]. Kind regards, ECHO CP on behalf of DG ECHO B.1

European Commission Directorate-General for European Civil Protection and Humanitarian Aid Operations Directorate B. Strategy and Policy

Email: [email protected]

From: ECHO CP <[email protected]> Sent: Thursday, May 16, 2024 12:17 PM Cc: ECHO CP <[email protected]>; [email protected] Subject: Save the date - Presidency Workshop of the incoming Hungarian Presidency ‘Enhance flood safety in Europe’, Budapest (Hungary), 8 10 July 2024 Dear colleagues, Please find attached correspondence slip on the topic indicated in subject. For any questions, please contact [email protected]. Thank you very much. Kind regards, ECHO CP on behalf of DG ECHO B.1

European Commission Directorate-General for European Civil Protection and Humanitarian Aid Operations Directorate B. Strategy and Policy

Email: [email protected]

Ministry of Interior NAI lONAL DIRECTORATE GENERAL FOR DISASI LR MANAGIMIN 1

DIRECTOR GENERAL

Budapest, 10 June 2024,

Dear Colleague,

I have the honour of inviting you to the first event organised by the National Directorate General for Disaster Management in the frame of the incoming Hungarian Presidency of the Council of the European Union.

The Presidency workshop will take place at the National University of Public Service in Budapest on 09-10 July 2024 and will be dedicated to:

„ENHANCING FLOOD SAFETY IN EUROPE”

The aim of the workshop is to achieve a more effective and efficient implementation of policy objectives of water management authorities and coordinating bodies involved in disaster management, including civil protection and all entities concerned with prevention and protection from flood damage.

Other objectives include: launching innovations to improve disaster risk management; reducing flood risk; strengthening the exchange of good ideas and practices between Member and Participating States; and identifying gaps and opportunities for joint action.

Maintaining and increasing flood safety contributes to ensuring the safety of EU citizens, improving their quality of life, protecting their financial assets, and supporting the smooth functioning of economic operators and the competitiveness of the European Union.

Based on the results of the survey circulated with this invitation, we expect to gather good practices that will feed into in-depth discussions during three breakout sessions:

Forecasting

Flood protection

Rescue

MINISTRY OF INTERIOR NATIONAL DIRECTORATE GENERAL FOR DISASTER MANAGEMEN I

DIRECTOR GENERAL

I kindly ask you to submit your replies to the survey by 28 June. This will leave my services time to consolidate the results.

This is an in-person event only. Accommodation and travel (economy class) expenses will be covered for up to two participants per country within the framework of the workshop. These arrangements will be organised by the Hungarian Presidency, with financial support from the European Commission.

Enclosed you will find the draft agenda of the workshop, the background paper, the survey and, practical information with registration instructions. Feel free to share this invitation and its attachments with your peers in authorities tasked with implementing the Floods Directive. I kindly ask participants to register no later than 22 June 2024.

Any requests for information or clarification concerning the seminar can be addressed to [email protected].

I look forward to seeing you in Budapest.

Yours sincerely,

Lieutenant General Dr. Zoltán GÓRA

Electronically signed on 13/06/2024 11:00 (UTC+02) in accordance with Article 11 of Commission Decision (EU) 2021/2121

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PRACTICAL INFORMATION NOTE

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LIST OF CONTENTS

List of Contents ..................................................................................................................... 2

General Information ............................................................................................................... 3

Deadlines .............................................................................................................................. 3

Delegations ........................................................................................................................... 3

Accreditations ........................................................................................................................ 3

Badges .................................................................................................................................. 4

Interpretation ......................................................................................................................... 5

Arrival and Departure ............................................................................................................ 5

Transportation ....................................................................................................................... 5

Facilities ................................................................................................................................ 7

Security ................................................................................................................................. 7

Accommodation ..................................................................................................................... 7

Venues .................................................................................................................................. 8

Venue of the Workshop ......................................................................................................... 8

Venue of the Social Event and Dinner ................................................................................... 9

Preliminary Program .............................................................................................................. 9

Programme Details ...............................................................................................................10

Media ...................................................................................................................................11

Other Practical Information ...................................................................................................11

Contact Information ..............................................................................................................12

3

GENERAL INFORMATION

The Hungarian Presidency of the Council of the European Union and the National

Directorate General for Disaster Management, Ministry of the Interior (NDGDM) is pleased to

provide the following practical information to help you to prepare for the Presidency Civil

Protection Workshop, to be held in Budapest from 8th to 10th July, 2024.

This Practical Information Note provides general information on logistical and organizational

aspects to help you prepare for the meeting and a timeline of steps we kindly ask you to take

in advance.

DEADLINES

When? What? Where/who?

12th June The Novento Presidency

accreditation platform opens.

Novento presidency

accreditation platform.

22nd June, 23:59 The Novento Presidency

accreditation platform closes.

Novento presidency

accreditation platform.

9th June, at the venue

of the workshop

Distribution of accreditations. By LOC (Local Organizing

Committee) and NDGDM.

DELEGATIONS

As indicated in the Save the Date document, up to 2 delegates per country are invited to

attend the Workshop.

ACCREDITATIONS

All members of official delegations must be registered and accredited individually to access

the meeting venues by following the procedure set out on the online accreditation platform.

All delegates are required to register individually on the official presidency accreditation

platform. We kindly ask you to register at your earliest convenience.

Please make sure that personal details are correctly entered on the platform, as certain

information (e.g. your name) will appear on the badges. For more instructions on how to

create an account on the registration platform, you will find a Delegate User Guide on the

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website: https://delegate.hu24eu.hu/. Please find the User Guide for the accreditation system

of the Hungarian Presidency in the upper right corner on the website. We are also providing

the guide as an attachment to this PIN.

PLEASE NOTE: the access code for the event is the following:

FLOODCON.p<+}zB>mpgb6

If you have any questions regarding your registration, please send an email to:

[email protected].

Please note that only accredited delegates will have access to the official meeting and other

official programme venues. If you lose your badge, please report it immediately to

[email protected].

All personal information provided for accreditation will be processed in accordance with the

EU General Data Protection Regulation (GDPR), which can be found at the accreditation

system.

BADGES

Access to the meeting venue requires a valid personalized badge, which can be

obtained after the registration request had been approved and the accreditation is confirmed

by a confirmation message through Novento. Badges will be distributed at the conference

venue upon arrival. Delegates will receive one single badge for a several-day event.

Please make sure to wear your badges visibly at the meeting venue and official

programme venues.

Please note that all participants are required to carry on their ID cards or passports, in order

to comply with the on-the-spot identification process.

In case of loss of a badge, please report it immediately to: [email protected]. The

validity of the badge will be immediately terminated, while the organisers will create a new

badge upon your request.

For further information regarding the badges of any delegate, please contact

[email protected].

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INTERPRETATION

The Workshop will be held in English, without interpretation.

ARRIVAL AND DEPARTURE

The Hungarian Presidency, with the support of the European Commission, will finance

economy class flights for the members of the delegation to Budapest and back. Rail transport

is also available for delegates from neighbouring or nearby countries.

After registration on the online accreditation platform, our team will send you a travel

itinerary, which you will have to validate. After booking your ticket, changes will not be

possible. For your travel arrangements, please contact [email protected].

Late travel requests or travel not through our travel agency will not be reimbursed.

TRANSPORTATION

FROM THE AIRPORT TO THE CITY

Participants arriving by plane will be welcomed at Budapest Airport by a colleague from the

National Directorate General for Disaster Management. A minibus from and to Budapest

Airport will be provided for all participants during the official programme.

The assembly point will be in the arrivals hall of Terminal 2A of the airport, please look for

the sign "HUPRES CIVIL PROTECTION WORKSHOP", where you can meet our colleague

who will escort you to the bus.

FROM THE TRAIN STATION TO THE CITY

Participants arriving by train will be welcomed in the arrival hall at the train station by a

colleague from the National Directorate General for Disaster Management. A minibus from

and to the train station will be provided for all participants coming by train during the official

programme.

The exact meeting point at the relevant train station will be communicated to the participants

concerned by e-mail. You will need to look for the sign "HUPRES CIVIL PROTECTION

WORKSHOP", where you can meet our colleague who will escort you to the bus.

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FROM THE HOTEL TO THE VENUE

Transportation is provided continuously during the workshop by buses between the

accommodation and the venue.

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FACILITIES

The Hungarian Presidency will provide all necessary services, such as a cloakroom and

working facilities for delegations at the National University of Public Service, the official

meeting venue. It is allowed to bring your luggage into the University, which will be secured

by a hostess at the venue.

SECURITY

Providing a safe environment for our delegations is of paramount importance to the

Hungarian Presidency. For security reasons, badges must be worn visibly during the

official programme. Access to the meeting venue will be denied in the absence of a visibly

worn badge.

ACCOMMODATION

Hotel accommodation at the TRIBE Budapest Stadium for two nights from 8–10 July will be

booked and financed by the Presidency team.

We strongly recommend that delegations do not book any other hotel accommodation for

themselves. Delegations are responsible for covering their own costs for any additional hotel

rooms booked outside the meeting dates.

Website of TRIBE Budapest Stadium: https://tribehotels.com/en/hungary/budapest-stadium

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VENUES

When? Venue Address

8th July 2024 TRIBE Budapest Stadium

(hotel)

Könyves Kálmán krt. 34

1097 Budapest

9th July 2024 National University of

Public Service

Ludovika tér 2

1083 Budapest

Stopper River Event Moszkva sétány

1138 Budapest

10th July 2024 National University of

Public Service

Ludovika tér 2

1083 Budapest

VENUE OF THE WORKSHOP

The Workshop will be held at Széchenyi Assembly Hall of National University of Public Service.

https://en.uni-nke.hu/

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On the occasion of the 225th anniversary of the birthday of Count István Széchenyi, on 21

September 2016 the most compelling part of the University’s main building was named

Széchenyi Hall. The institution pays tribute to the Széchenyi Family with two portraits: one

depicts Ferenc Széchenyi (Portrait of Ferenc Széchenyi by Johann Ender, 1823) who was

one of the greatest donators to the Ludovika Academy, the other portrays István Széchenyi

(Image of Count István Széchenyi by Miklós Barabás, 1867) who was not only the Greatest

Hungarian but a true public servant, a worthy idol for university citizens as well.

VENUE OF THE SOCIAL EVENT AND DINNER

The venue of the social event and dinner on 9th July will be held at the Stopper River Event.

Its open terraces offer panoramic views on the city, and its spacious inner rooms are able to

serve as an appropriate location for the dinner. The rescue exercise, carried out by the

National Directorate General for Disaster Management will be visible from this venue.

PRELIMINARY PROGRAM

Please note, that the below program is subject to change.

8TH JULY, 2024 (MONDAY)

14:00-19:00 Arrival of Participants, Accreditation

19:00-21:00 Ice-breaking Dinner in the Hotel

9TH JULY, 2024 (TUESDAY)

09:30-10:40 Opening of the Event, Plenary Session

10:40-11:00 Coffee Break and Family Photo

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11:00-12:20 Plenary Session, Consultation and Closing

12:20-13:30 Buffet Lunch at the Venue

National University of Public Service

13:30-16:30 Breakout Sessions

18:00-22:00 Social Event and Dinner

10TH JULY, 2024 (WEDNESDAY)

09:00-10:15 Introduction and Breakout Sessions

1. Forecasting

2. Flood Protection

3. Rescue

10:15-10:30 Coffee Break

10:30-12:00 Plenary Session

12:00 Grab & Go Lunch, Departure

PROGRAMME DETAILS

WELCOME RECEPTION

An informal welcome reception will be held in the evening of 8th July from 19:00 to 21:00 at

the TRIBE Budapest Stadium Hotel.

BREAKOUT SESSIONS

Each participant will join one of the working groups organized on the 10 July. To determine

the composition of the working groups, participants can indicate during the registration,

which two of the three sessions they would most like to attend.

You can indicate your preferences during the registration by choosing one from the three

options in the programme calendar. The options will be shown as:

1. “Forecasting or Flood Protection”

2. “Forecasting or Rescue”

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3. “Flood Protection or Rescue”

The Presidency team will do its best to respect these priorities as much as possible when

composing the working groups.

SOCIAL EVENT AND DINNER

The Hungarian Presidency will organise a "FLOOD Rescue" demonstration exercise on the

river Danube and official dinner on an event boat during the evening of 9th July.

SURVEY

The preparation of the presidency workshop is completed by a survey. The survey questions

cover the topics to be addressed during the breakout sessions of the workshop.

May we kindly ask you to complete the questionnaire on „Enhancing flood safety in Europe”

before the 28th June, via this link: https://ec.europa.eu/eusurvey/runner/Flood_Safety_in_Europe.

MEDIA

Photographs and video footage from events organised by the Hungarian Presidency will be

available on its official channels and the channels of the EU institutions.

Photos will be published on the official website of the Presidency and may be used free of

charge with a clear mention of the photographer.

For any media-related questions, please contact us at the following email address:

[email protected].

OTHER PRACTICAL INFORMATION

Emergency number: 112 (fire brigade, medical assistance)

Electricity: The voltage in Hungary is 230V, 50 Hz.

Local time: Central European Summer Time Zone (CEST) – GMT +2:00

Country code: Hungary +36

Currency: The official currency of Hungary is the Hungarian Forint. For official daily

exchange rates, please consult the website of the Magyar Nemzeti Bank (National Bank of

Hungary): https://www.mnb.hu/en/arfolyamok

Weather in Hungary: https://met.hu/en/idojaras/

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Tap water: Hungarian water is regularly tested for quality and is safe to drink.

Smoking: Smoking is only allowed in the designated area of the official meeting spaces.

Dress code: The official dress code during the workshop, the social event and the dinner is

Business Casual.

CONTACT INFORMATION

Should you have any questions regarding the logistical aspects of the event, or about the

details of the programme, please contact us at the following e-mail address:

[email protected]. Please refer to „HUN_Workshop 2024” in the object of your

e-mail.

Emergency contact: Márton Ábrahám: +36 30 316 6453

Electronically signed on 13/06/2024 11:00 (UTC+02) in accordance with Article 11 of Commission Decision (EU) 2021/2121