Invitation

[email protected]

Brussels, 23 February 2024

Dear Director-General, dear Colleague,

On behalf of the Belgian Presidency of the European Union, I have the honour to invite you to

the 52nd Meeting of the Directors-General for Civil Protection of the Member and

Participating States of the Union Civil Protection Mechanism

The meeting will take place on 25 and 26 April 2024 at the Marriott Hotel in Brussels. The 24th

of April will be dedicated to the arrival of delegations, and a welcome reception in the evening

at the hotel.

In order to prepare for your participation, please find enclosed the preliminary programme as

well as a practical information note (PIN), which includes all the information on the travel and

logistical arrangements necessary for your visit.

The Presidency has pre-booked two rooms for each delegation at the Hotel Marriott Brussels.

We would like to kindly ask you to register no later than the 29th of March. In the practical

information note, you will find the information for your registration to the event.

My team in charge of the Presidency is at your disposal (e-mail: [email protected])

should you need any additional information or clarification concerning the meeting.

I am looking forward to welcoming you in Brussels.

Yours sincerely,

Geneviève Van Der Meeren

Director-General for Civil Protection

Electronically signed on 08/03/2024 11:41 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

[email protected]

52nd Meeting of the Directors-General for Civil Protection of the UCPM Member and Participating

States

Brussels, 25-26 April 2024

Practical information note

[email protected]

Contents

Introduction ................................................................................................................................................... 3

Delegation size .............................................................................................................................................. 3

Accommodation ............................................................................................................................................ 3

Registration and accreditation ...................................................................................................................... 3

Travel arrangements ..................................................................................................................................... 4

Meeting venue and facilities ......................................................................................................................... 4

Programme .................................................................................................................................................... 5

General Information ...................................................................................................................................... 6

Contact details ............................................................................................................................................... 7

[email protected]

Introduction

The Belgian Directorate-General for Civil Protection is happy to welcome you for the 52nd Meeting of the

Directors-General for Civil Protection that will take place in Brussels from 24 to 26 April 2024.

This Practical Information Note (PIN) 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. Please

note that the information contained in the document may be subject to last minute changes.

Delegation size

The delegation shall consist of two delegates per country: Head of Delegation and one delegate (1+1).

There will be two seats reserved at the venue for each delegation.

Accommodation

A limited number of rooms have been pre-reserved at the Brussels Marriott Hotel Grand Place for two

nights, from 24-26 April.

Please note that delegations will be responsible for covering their accommodation costs. The members

of each delegation are kindly asked to book the required number of hotel rooms through the following

link as soon as possible to benefit a limited preferential price: Book your group rate for IBZ - Présidence

Belge 2024

Address: Rue Auguste Orts, Grand Place 3-7, 1000 Bruxelles

Registration and accreditation

For security reasons, all members of official delegations must be registered and accredited to access the

Belgian Presidency meeting venues. All delegates must register by following the procedure set out on the

online accreditation platform.

Delegations will be requested to enter the individual accreditation data of their delegates into the system

to receive badges.

Delegates will be able to collect their badge when they arrive at the hotel. All badges are strictly personal

and non-transferable and must be worn at all times during the events.

Registration of delegations

[email protected]

Please note that all delegations must appoint a delegation accreditation officer (DAO). The DAO will be

responsible for the accreditation of every member of their delegation.

For the DAO

Please register by sending your (first and last) name and the name of your delegation to the following

mailbox: DGCP.EUpresidency24.be, no later than 14 March 2024. You will then receive an e-mail

containing log-in information as well as the link to the official presidency accreditation platform.

Please submit your accreditation application as soon as possible but no later than 21 March 2024. We

need you to fill in all relevant details, all personal information provided for accreditation will be

processed in accordance with the EU General Data Protection Regulation (GDPR).

Registration to an additional event

For those interested, a guided tour of Brussels City Hall on the Grand Place is scheduled for April 26th

from 2:00 PM to 3:00 PM. The number of participants will be limited to 50. Participants are kindly

requested to register for this activity via the registration platform Novento.

Travel arrangements

The Commission will provide one pre-paid economy travel ticket per Member State and Participating State

Brussels. Please communicate your nominations, contact details, and flight preferences by email to: echo-

[email protected] as soon as possible after registering for the event, and in any case no later than 29

March.

The travel agency American Express (AMEX), will then contact the nominated person with a selection of

available travel tickets for the meeting, according to the desired dates.

Accompanying delegates will have to book and pay for their own flights.

You will be welcomed at the airport in Brussels by a colleague from the Directorate-General for civil

protection who can inform you on travel possibilities from the airport to the meeting venue, please look

for a person with “Belgian Presidency” sign.

We recommend you take the train from the airport to the hotel. Train tickets can be booked via the

following link: SNCB - Train ticket or directly at the station.

We kindly ask delegates to share with BE Presidency Team their arrival time in Brussels as soon as available

by introducing the information on the registration platform.

Meeting venue and facilities

[email protected]

The 52nd Meeting of the Directors-General for civil protection of the European Union, of the European

economic area and of the candidate countries will be held at the “Brussels Marriott Hotel Grand Place”.

The meeting venue and hotel are located on the same site, which contributes to efficiency and allows

more time for the meeting.

Bilateral meeting rooms

Reservation of bilateral rooms are made by e-mail to DGCP.EUpresidency24.be. Reservations will be

confirmed on a first-registered, first served basis.

For your reservation, please indicate the desired time for the bilateral meeting, attending states and

number of participants.

Programme

Please note that information regarding the programme was enclosed with the official invitation to the

Presidency Workshop. Below is a summary of the draft programme.

You will receive the agenda of the meeting and detailed information about the topics for discussion

closer to the date of the event.

Wednesday 24 April

19.00 - 21.00 Welcome dinner

Thursday 25 April

9.30 - 10.45 Meeting Morning session

10.45 - 11.15 Coffee break and family photo

11.15 - 12.45 Meeting – morning session II

12.45 - 14.15 Lunch

14.15 - 15.45 Meeting – afternoon session I

15.45 - 16.15 Coffee break

[email protected]

16.15 - 17.30 Meeting – afternoon session II

18.00 - 23.30 Departure to social event and dinner to the Museum of Art and History at the Cinquantenaire

Friday 26 April

9.00 - 10.30 Meeting – Morning session I

10.30 - 11.00 Coffee break

11.00 - 12.45 Meeting – Morning session II

12.45 - 13.00 Closing remarks

13.00 - 14.00 Lunch or grab&go lunch

14.00 - 15.30 * Optional - Visit and reception at Brussels city Hall

General Information

General

• Emergency number: 112

• Country code: Belgium +32

• Electricity: 230 V, 50 Hz (type F power plugs and sockets)

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

Language

During the meeting, interpretation will be provided by the European Commission’s Interpreting Service

SCIC. You may both speak and listen to French and English.

Delegations are welcome to send their speeches, speaking points and other relevant meeting document

ahead of the meeting to facilitate adequate interpretation of interventions.

Internet/Wi-Fi

[email protected]

Wireless internet access is available throughout the meeting venue.

Weather conditions

In April Belgium will usually experiences moderate temperatures, although it is advised to bring a

raincoat or umbrella.

Contact details If you have any questions, please contact: [email protected]

During the event:

The presidency contact person during the event is Félicie de Brouwer :

Email: [email protected]

Phone number: 0032 476 88 48 93

Electronically signed on 08/03/2024 11:41 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

[email protected]

52nd Meeting of the Directors-General for Civil Protection

of the UCPM Member and Participating States

Brussels, 25-26 April 2024

Programme

Please find below the draft programme of the 52nd Meeting of the Directors-General for Civil Protection

of the UCPM Member and Participating States.

You will receive the agenda of the meeting and detailed information about the topics for discussion

closer to the date of the event

Wednesday 24 April

Until 20.00 Delegations arrival, check-in and registration

19:00 - 21.00 Welcome dinner at the Marriott hotel

Thursday 25 April

9.00 – 9.30 Registration early morning arrivals

9.30 - 10.45 Meeting - morning session I

10.45 - 11.15 Coffee break and family photo

11.15 - 12.45 Meeting – morning session II

12.45 - 14.15 Lunch

14.15 - 15.45 Meeting – afternoon session I

[email protected]

15.45 - 16.15 Coffee break

16.15 - 17.30 Meeting – afternoon session II

18.00 - 23.30 Departure to social event and dinner to the Museum of Art and History at the Cinquantenaire

Friday 26 April

9.00 - 10.30 Meeting – morning session I

10.30 - 11.00 Coffee break

11.00 - 12.45 Meeting – morning session II

12.45 - 13.00 Closing remarks

13.00 - 14.00 Lunch or grab & go lunch

14.00 - 15.30 *Optional: Visit and reception at Brussels city Hall

Electronically signed on 08/03/2024 11:41 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111

[email protected]

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

OPERATIONS (ECHO) Disaster Preparedness and Prevention

Civil Protection Policy

Brussels, ECHO.B.2/JS

CORRESPONDENCE SLIP

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

the Participating States to the Union Civil Protection Mechanism

SUBJECT: 52st Informal meeting of the Directors-Generals for civil

protection, 25 – 26 April, Brussels, Belgium

REMARKS:

On behalf of the Belgian Presidency of the Council of the EU, please find attached the

invitation, the programme and the practical information note for the 52nd informal

meeting of the Directors-General for Civil Protection, which will take place on 25-26

April 2023 in Brussels, Belgium. The agenda of the meeting and related working

documents will follow in due time.

Yours faithfully,

Hans Ulrich GOESSL

Deputy Head of Unit

Enclosure: Invitation, Programme and Practical Information Note. Privacy

statement.

c.c.: Members of the Civil Protection Committee.

Member States’ Permanent Representations and Participating States

Permanent Missions to the UCPM.

Council Secretariat

(e-signed)

Electronically signed on 08/03/2024 11:41 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Saatja: <[email protected]> Saadetud: 08.03.2024 14:19

Koopia: <[email protected]> Teema: Invitation, programme and practical information note - 52nd meeting of the UCPM

Directors-General for Civil Protection - 25-26 April 2023, Brussels (Belgium) Manused: image001.gif; 52 DG Meeting Invitation.pdf; 52 DG meeting PIN.pdf; 52 DG meeting_Programme.pdf; Corr slip Invit. & practical info 52nd UCPM DGs meeting - 25 - 26

April.pdf

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

mitte avada!

Dear Directors-General, Please find attached correspondence slip and other document related to the subject of this email. Kind regards, DG ECHO B2 Secretariat

European Commission Directorate-General for European Civil Protection and Humanitarian Aid Operations

Unit B.2 Civil Protection Policy

[email protected]