Funded by the European Union

Case Studies Sessions

Case Studies sessions are tentatively planned on Day 1 (Tuesday, May 19, 2026) from 14:00 to 15:30

and again on Day 2 (Wednesday, May 20, 2026) from 16:00 to 17:00. Both are titled "Success Stories

and Challenges" and follow a similar structure, allowing for a progressive build-up of shared

experiences across the Conference. These plenary sessions focus on real-world applications of HNS

and Lessons Learnt (LL) processes, using examples from recent disasters (e.g., floods, earthquakes,

and the intense 2025 wildfire season).

Selected institutions (likely from IPA III beneficiaries, Eastern Neighbourhood, EU Member States, and

UCPM Participating States) will present how HNS/LL processes have influenced national legislation,

Standard Operating Procedures (SOPs), and training programs. Presentations will cover success stories

(e.g., effective coordination during UCPM deployments, seamless customs clearance, or single-

interface logistics) and persistent challenges (e.g., gaps in medical provisions, real-time operational

support, or demobilization evaluations). Emphasis will be placed on insights relevant to UCPM expert

groups, future revisions of the EU HNSG, and the preparation for the 2026 wildfire season. Both sessions

tie into the Conference's core concepts, such as organizational learning, collective memory, and

proactive approaches to novel hazards.

These sessions directly support the Conference's aims by showcasing institutionalization of lessons

(e.g., how HNS experiences from 2025 wildfires were analysed and implemented), exploring embedding

mechanisms (e.g., governance approaches for legal reforms), and encouraging dialogue on good

practices and innovations. They contribute to producing actionable recommendations, like

performance indicators for lessons uptake, by highlighting what worked well and what could be

improved in HNS phases (deployment, operational support, and demobilization).

Led by moderator/facilitator, LL/HNS experts from the presenting institutions should provide short

presentations (likely 10-15 minutes each to allow for multiple cases) followed by a panel Q&A. This

plenary setup promotes interactive discussion, enabling participants to ask questions, share parallels

from their contexts, and identify common regional challenges. The repetition across days allows for

thematic progression: Day 1 might focus on initial reflections, while Day 2 could emphasize innovations

in institutionalization.

Participants are expected to gain practical tools and templates potentially adaptable to their national

CP/DRM systems, fostering regional cooperation. Both sessions aim to ensure interregional sharing,

aligning with the Concept note's call for examining why some lessons are implemented while others

are not. Pre-conference materials (e.g., case studies’ summaries) will prepare attendees, and insights

will feed into peer workshops and the outcomes session.

Sessions are 90 and 60 minutes long respectively, balancing brevity with depth to keep energy high

before wrap-ups and networking events.

Electronically signed on 17/03/2026 18:40 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Funded by the European Union

THIRD DRAFT CONCEPT NOTE

Regional Conference

“From Lessons Identified to Lessons Learnt using HNS experience and examples”

(when – 3rd week of May 2026, where – Bodrum, Türkiye)

Background

The main objective of national Civil Protection/Disaster Risk Management (CP/DRM) authorities is to focus their

activities on minimising or preventing the impacts of natural and/or technological i.e. industrial hazards. A

central mechanism used to increase the effectiveness and consistency of CP/DRM processes and actions is the

ability to learn from past experiences, regardless of whether these experiences resulted in positive or negative

outcomes. The national CP/DRM authorities should actually aim to become learning organisations that

systematically collect, analyse, and act on experiences from events and exercises to reduce hazard’s impacts and

improve preparedness. Core concepts combine:

- Organisational learning: learning builds on direct and indirect experiences and must be translated into interpreted knowledge that the organisation can use.

- Collective memory: a readily accessible, shared record of experience is essential to sustain learning and institutional memory.

- Culture and behaviour change: learning only matters when it leads to purposeful modification of routines, procedures, and practices.

- Balance of sources: past experience is valuable but insufficient; proactive thinking is needed to prepare for novel, high-impact events.

There are four key elements contributing to successful lessons learning process:

- Institutional flexibility - a learning organisation must take strategic control of change, fostering an open, adaptive culture and the structural ability to record, evaluate, and implement change rather than allowing haphazard shifts.

- Lessons as processes, not outcomes - treating lessons learnt as a continuous process makes them drivers of change; treating them only as outcomes limits their integration into practice and reduces their practical impact.

- Knowing what and how to learn - defining how an organisation learns (the rules and methods) is at least as important as deciding what to learn; learning methods should align with the organisation’s goals and situational context.

- Experience has limits - relying solely on past events leaves organisations vulnerable to unforeseen hazards; a proactive, anticipatory approach is required to prepare for rare or unexperienced hazards.

In short, the effective CP/DRM depends on deliberate, institutionalised learning that turns experience into

accessible knowledge and measurable organisational change. Through a systematic evaluation of actions taken—

or not taken — gaps should be identified and filled, successful practices reinforced, and, by integrating these

Funded by the European Union

improvements into the national legal framework and institutional structures, the overall DRM system will be

strengthened.

The IPA III region (Western Balkans and Türkiye) has been affected by devastating disasters in the past several

years – floods in Serbia, Bosnia and Herzegovina, and North Macedonia, earthquakes in Albania and Türkiye,

summer forest fires throughout the region.

The 2025 fire season, as reported by the European Forest Fire Information System (EFFIS), was one of the worst

on the record. It started earlier and was more intense, significantly impacting also the IPA III region. Multiple IPA

III beneficiaries (Albania, Bosnia and Herzegovina, Montenegro and North Macedonia) activated the Union Civil

Protection Mechanism (UCPM), leading to deployment coordinated by its Emergency Response Coordination

Centre (ERCC).

When a country activates the mechanism (UCPM), the top priority is ensuring rapid support on the ground. The effectiveness of this response depends significantly on the host nation's ability to immediately establish the necessary conditions for receiving assistance.

A consistent implementation of the EU Host Nation Support Guidelines (EU HNSG) involves minimising obstacles to international assistance, ensuring seamless disaster response operations. This can concern any step of delivery – from preparation for deployment, customs clearance, through medical provision (ensuring doctors have the right to operate in the country, for example) to logistics and transportation once the assistance reaches the affected country. In a disaster scenario, the host (receiving) nation needs to be able to provide one interface who can coordinate with all the necessary stakeholders in that country in an efficient and timely manner.

With an aim at assisting the affected countries i.e. Participating States to receive international assistance in the

most effective and efficient way EU HNSG were developed in 2012. The EU HNSG are non-binding and provide

principles, standards and indications to ensure national structures and procedures are established in support of

international response capacities operating in the territory of a requesting country or transiting through the

territory of another country to reach the affected country.

Taking into account that in November 2024 the Commission and experts of the Commission Expert Group on

Capacities developed the revised/updated EU HNSG, and building upon DG ECHO efforts such as anticipated

TAIEX workshop on wildfires, as well as on invaluable HNS experience of the IPA III region including that of 2025

wildfires and the knowledge accumulated within the Disaster Prevention and Preparedness Initiative for South

Eastern Europe, the EU OSA Project seized the opportunity to organize a Regional Conference addressing the

lessons identified to lessons learnt process using the HNS examples. The Conference aims to bring together the

IPA III beneficiaries, the Eastern Neighbourhood countries, interested EU Member States and other UCPM

Participating States.

Objective

The objective of the Regional Conference is to examine past disaster and exercise experiences in the IPA III region (and beyond), and openly discuss what worked well, what could have been done better, and how lessons identified have been effectively and systematically transformed into lessons learned.

More specifically, the Conference aims to support the implementation of revised and updated EU HNSG as well as the preparation for the forthcoming wildfire season 2026 by:

Funded by the European Union

- Showcasing how lessons identified have been institutionalized within national CP/DRM systems - examine how HNS experiences from the IPA III region and beyond have been analysed and why some identified lessons were implemented while others were not.

- Exploring the mechanisms and strategies used by national CP/DRM authorities to embed lessons learning into their operations - promote structured, repeatable lessons learning mechanisms that move recommendations into institutional reform and legal or procedural change.

- Encouraging regional and interregional dialogue on good practices, challenges, and innovations in lessons learning - share practical tools, templates, and governance approaches that national CP/DRM authorities can adapt to sustain a learning culture.

- Producing concrete actionable (specific, relevant, achievable and measurable) recommendations: national action points, regional peer-review arrangements, and/or a common set of performance indicators for lessons uptake.

A guiding question for the Conference discussion will be:

A guiding question for the Conference discussions will be:

“

Activities and Format

The participation/audience of the Conference considers having up to three representatives (Head of national CP/DRM authority [Director General], senior HNS expert and senior LL expert) from IPA III beneficiaries, Eastern Neighbourhood countries and interested EU Member States and UCPM Participating States, as well as European Commission (DG ECHO including ERCC, DG INTPA, DG HOME, DG MOVE) representatives, members of the Commission Expert Group on Capacities and interested experts from the wider CP/DRM community.

A Regional Conference combines an expert technical sessions, country case studies, facilitated peer workshops, and an outcomes session producing concrete actionable recommendations for national HNS/LL frameworks and UCPM expert groups. The focus will be on:

- Deployment – coordination between sending, receiving, and transiting countries.

- Operational Support – real-time challenges and solutions during disaster response.

- Demobilisation – lessons from the end-of-operations phase and post-response evaluations.

- Institutionalising Lessons – how national CP/DRM authorities have embedded lessons learning into their legal and operational frameworks.

Expected results

The Conference aims to generate actionable insights and actionable (specific, relevant, achievable and

measurable) recommendations by addressing:

- What systems and processes have been established to institutionalise lessons identified from HNS implementation?

- How have these processes influenced national legislation, SOPs, and training programs?

“How have national legal and institutional CP/DRM frameworks evolved to reflect lessons learnt (LL) from

implementing the EU HNSG, and how can these changes enhance future disaster preparedness and

response?”

Funded by the European Union

- What are the success stories and persistent challenges in embedding lessons learning within national CP/DRM authorities?

- How can these insights inform the work of UCPM expert groups and future EU HNSG revisions?

The conclusions and recommendations from the Conference are expected to contribute to:

- Strengthening HNS and LL within national CP/DRM systems, thus further developing national preparedness.

- Enhancing regional cooperation and interoperability.

- Supporting the evolution of the EU HNSG and related UCPM frameworks.

Funding

The EU OSA Project propose to sponsor the organization of the event and participation of the IPA III beneficiaries and the Eastern Neighbourhood countries.

Electronically signed on 17/03/2026 18:40 (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

Office: L-86 02/016 – Tel. direct line +32 229-91804

[email protected]

EUROPEAN COMMISSION DIRECTORATE-GENERAL EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID

OPERATIONS (ECHO) Neighbourhood, Middle East, South-West and Central Asia

Southeast Europe and Eastern Neighbourhood and Central Asia

Brussels ECHO.C.1/BZ

CORRESPONDENCE SLIP

ADDRESSEES: Members of the Civil Protection Committee

C.C.: Member States Permanent Representations and Participating

States Permanent Missions to the EU. Council Secretariat.

EFTA Secretariat.

SUBJECT: Regional Lessons Learnt and Host Nation Support conference,

Bodrum, Türkiye, 19-21 May 2026

Dear Sir, Dear Madam,

Enclosed please find the invitation to the regional conference “From Lessons Identified to

Lessons Learnt using Host Nation Support Experience and Examples” organised by the

DG ECHO funded On-Site Assistance project (OSA).

The regional conference aims to review past disaster responses in the IPA III region and

elsewhere, identifying what went well, what could be improved, and how to effectively

turn lessons identified into lessons learnt and integrate them in the decision-making process

at the national levels. The emphasis will be on the Host Nation Support and lessons from

the 2025 wildfire season.

The event will develop practical recommendations how to include Lessons Learnt (LL)

based on Host Nation Support (HNS) examples into national disaster risk management

systems. It aims to enhance regional cooperation and interoperability, especially in

preparation for the 2026 wildfire season.

The Conference aims to bring together representatives from the IPA III beneficiaries,

Eastern Neighbourhood countries, UCPM Member States and other Participating States,

and the wider CP/DRM community.

Working language will be English with no interpretation, hybrid options will be available

for remote participation.

2

We kindly ask you to confirm your participation and nominate your representative(s) by

April 15, 2026 to Anagnosti, Sergej, [email protected].

Please indicate in which panel of three expert technical sessions you would be willing to

participate as panellist/presenter. We would also like to invite you to contribute to case

studies’ sessions with examples how HNS/LL processes influenced changes in legislation,

Standard Operating Procedures, and trainings.

Please note that participation costs (travel, accommodation, food, local transport, etc.) are

to be covered by participants themselves.

Further details, such as administrative and logistic information, will be shared in due

course.

Contacts: [email protected]; [email protected].

Yours faithfully,

Katarzyna MARZEC

Head of Unit

Enclosures.:Concept note, Draft agenda, Case studies sessions, Technical sessions, OSA

synopsis

Electronically signed on 17/03/2026 18:40 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Funded by the European Union

Draft Conference Agenda: “From Lessons Identified to Lessons Learnt using HNS

Experience and Examples”

Date: May 19-21, 2026 (3rd week of May, proposing a Tuesday-Thursday schedule for mid-

week convenience)

Location: Bodrum, Türkiye

Duration: 3 days

Participants: Up to three representatives per entity (e.g., Head of national CP/DRM authority,

senior HNS expert, senior LL expert) from IPA III beneficiaries and Eastern Neighbourhood

countries, and interested EU Member States, UCPM Participating States, DG ECHO

representatives, Commission Expert Group on Capacities members, and wider CP/DRM

community.

Format Overview: The Conference is a mix of expert technical sessions, case studies,

facilitated peer workshops, and an outcomes session. Sessions will focus on deployment,

operational support, demobilisation, and institutionalising lessons, with emphasis on the

updated EU HNSG and the wildfire season 2025. All sessions encourage interactive dialogue

to address the guiding question:

"How can lessons identified from HNS experiences be systematically transformed into lessons

learnt and embedded in national CP/DRM systems?"

Objectives Alignment: The draft Agenda supports showcasing institutionalization of lessons,

exploring mechanisms for embedding learning, fostering regional dialogue, and producing

concrete actionable recommendations (e.g., national action points, peer-review

arrangements, performance indicators).

Expected Results: The Conference aims to generate actionable insights and specific, relevant,

achievable and measurable recommendations (e.g., national action points, peer-review

arrangements, performance indicators) contributing to:

• Strengthening HNS and LL within national CP/DRM systems, as part of further development of the overall preparedness.

Funded by the European Union

• Enhancing regional preparedness through cooperation and interoperability.

• Supporting the evolution of the EU HNSG and related UCPM frameworks.

Day 0 – Arrival & Informal Welcome (Monday May 18, 2026)

19:00 - Informal welcome reception and networking for delegations.

Day 1 - Experiences, Analysis & Initial Reflection (Tuesday May 19, 2026)

Time Session Description Speakers/ Facilitators

Format

09:00 - 09:30

Registration and Welcome Coffee

Networking opportunity for participants to connect informally.

N/A Informal

09:30 - 10:00

Opening Ceremony

Welcome remarks, overview of conference objectives, and introduction to the updated EU HNSG. Highlight response to disasters in the region (e.g., wildfires, floods, earthquakes), the role of UCPM/ERCC and the importance of learning from HNS experiences.

- EU OSA

Project

- DG ECHO representative

PLENARY speeches

10:00 - 11:00

Keynote Speaker: “From lessons identified to lessons learnt – institutional perspective”

Highlight institutional learning principles and change drivers.

- Senior

CP/DRM policy

maker

PLENARY speech with Q&A

11:00 Coffee Break Networking and N/A Informal

Funded by the European Union

- 11:30

refreshments.

11:30 – 13:00

Expert Technical Session 1: Deployment

Examine lessons from preparation for deployment, customs clearance, and coordination between sending, receiving, and transiting countries. Discuss what worked well and gaps in implementing EU HNSG.

- HNS experts

- Commission Expert Group member - ERCC

representative

PLENARY - presentations + interactive discussion

13:00 - 14:00

Lunch Break Group lunch to facilitate informal exchanges.

N/A Informal

14:00 - 15:30

Case Studies: "Success Stories and Challenges"

Selected DRM/CP authorities present how HNS/LL processes influenced legislation, SOPs, and training. Highlight insights for UCPM expert groups and future EU HNSG revisions.

- LL/HNS experts

PLENARY - short presentations + panel Q&A

15:30 - 16:00

Coffee Break Networking and refreshments.

N/A Informal

16:00 – 16:30

Day 1 Wrap-Up Key takeaways and teaser for Day 2.

Conference moderator

PLENARY summary

19:00 -

Networking Dinner

Informal dinner (sponsored by EU OSA

N/A Social event

Funded by the European Union

Project) to build regional connections.

Day 2 - Deep Dive into Country Experiences & Institutionalisation (Wednesday May 20, 2026)

Time Session Description Speakers/ Facilitators

Format

09:00 - 09:30

Morning Coffee and Recap

Brief recap of Day 1 insights.

Conference moderator

Informal plenary

09:30 - 11:00

Facilitated Peer Workshop 1: "From Lessons Identified to Implementation"

Small-group breakout sessions to analyse why some HNS lessons were institutionalized while others were not. Groups discuss/develop strategies/road maps for embedding lessons into operations.

Workshop

facilitator

Breakout groups with reporting back to plenary

11:00 - 11:30

Coffee Break Networking and refreshments.

N/A Informal

11:30 – 13:00

Expert Technical Session 2: Operational Support

Explore real-time issues like medical provisions, logistics, and single- interface coordination during disasters. Share success stories and

- HNS experts

- HNS liaison

officers

- DG ECHO field

expert

PLENARY - presentations + interactive discussion

Funded by the European Union

persistent challenges from IPA III, Eastern Neighbourhood and beyond.

13:00 - 14:00

Lunch Break Group lunch to facilitate informal exchanges.

N/A Informal

14:00 - 15:30

Facilitated Peer Workshop 2: "Innovations in Lessons Learning"

Breakout groups to share good practices, challenges, and innovations (e.g., performance indicators, peer-review arrangements).

Workshop facilitator

Breakout groups with reporting back to plenary

15:30 - 16:00

Coffee Break Networking and refreshments.

N/A Informal

16:00 - 17:00

Case Studies: "Success Stories and Challenges"

Selected DRM/CP authorities present how HNS/LL processes influenced legislation, SOPs, and training. Highlight insights for UCPM expert groups and future EU HNSG revisions.

- LL/HNS experts

PLENARY - short presentations + panel Q&A

17:00 – 17:30

Day 2 Wrap-Up Key takeaways and teaser for Day 3.

Conference moderator

PLENARY summary

19:30 -

Networking Dinner

Informal dinner (sponsored by EU OSA Project) to build regional connections.

N/A Social event

Funded by the European Union

Day 3 - Synthesis, Recommendations & Way Forward (Thursday May 21, 2026)

Time Session Description Speakers/ Facilitators

Format

09:00 - 09:30

Morning Coffee and Recap

Brief recap of Day 2 insights.

Conference moderator

Informal plenary

09:30 – 11:00

Expert Technical Session 3: Demobilisation and Post-Response Evaluations

Lessons from end-of- operations phases, including evaluations and knowledge transfer. Discuss how to balance past experiences with proactive thinking for novel hazards.

- HNS experts

- Commission Expert Group member

PLENARY - presentations + interactive discussion

11:00 - 11:30

Coffee Break Networking. N/A Informal

11:30 - 13:00

Outcomes and Recommendations Session (part 1)

Guided drafting in plenary and/or small drafting groups: national action points, regional peer mechanisms, performance indicators, input to UCPM / future HNSG revisions.

- All participants

PLENARY - interactive debate with drafting recommendat ions and/or Breakout groups with reporting back to plenary

13:00 Lunch Break Group lunch to facilitate N/A Informal

Funded by the European Union

– 14:00

informal exchanges.

14:00 – 15:00

Outcomes and Recommendations Session (part 2)

Finalisation & prioritisation of actionable (specific, relevant, achievable and measurable) recommendations

- All participants

PLENARY consolidation

15:00 - 16:00

Closing Ceremony Final remarks, thanks, and distribution of conference materials (e.g. report outline).

- EU OSA

Project

- DG ECHO closing input

PLENARY speeches

19:00 -

End of Conference Dinner

Informal dinner. N/A Social event

Day 4 – Friday May 22, 2026

Departure of delegations.

Notes:

• Total estimated participants: 40-60, to ensure interactive sessions.

• All sessions include time for Q&A and dialogue to encourage interregional sharing.

• Materials: pre-conference reading (updated EU HNSG, regional case summaries); post- conference report with actionable (specific, relevant, achievable and measurable) recommendations (e.g., national action points, peer-review arrangements, performance indicators).

• Logistics: language of the Conference is English without simultaneous interpretation; hybrid options for remote observers; sponsored by EU OSA Project for participants from IPA III beneficiaries and Eastern Neighbourhood countries.

• Adjustments: draft Agenda can be refined based on participant feedback or specific needs.

Electronically signed on 17/03/2026 18:40 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Funded by the European Union

Case Studies Sessions

Case Studies sessions are tentatively planned on Day 1 (Tuesday, May 19, 2026) from 14:00 to 15:30

and again on Day 2 (Wednesday, May 20, 2026) from 16:00 to 17:00. Both are titled "Success Stories

and Challenges" and follow a similar structure, allowing for a progressive build-up of shared

experiences across the Conference. These plenary sessions focus on real-world applications of HNS

and Lessons Learnt (LL) processes, using examples from recent disasters (e.g., floods, earthquakes,

and the intense 2025 wildfire season).

Selected institutions (likely from IPA III beneficiaries, Eastern Neighbourhood, EU Member States, and

UCPM Participating States) will present how HNS/LL processes have influenced national legislation,

Standard Operating Procedures (SOPs), and training programs. Presentations will cover success stories

(e.g., effective coordination during UCPM deployments, seamless customs clearance, or single-

interface logistics) and persistent challenges (e.g., gaps in medical provisions, real-time operational

support, or demobilization evaluations). Emphasis will be placed on insights relevant to UCPM expert

groups, future revisions of the EU HNSG, and the preparation for the 2026 wildfire season. Both sessions

tie into the Conference's core concepts, such as organizational learning, collective memory, and

proactive approaches to novel hazards.

These sessions directly support the Conference's aims by showcasing institutionalization of lessons

(e.g., how HNS experiences from 2025 wildfires were analysed and implemented), exploring embedding

mechanisms (e.g., governance approaches for legal reforms), and encouraging dialogue on good

practices and innovations. They contribute to producing actionable recommendations, like

performance indicators for lessons uptake, by highlighting what worked well and what could be

improved in HNS phases (deployment, operational support, and demobilization).

Led by moderator/facilitator, LL/HNS experts from the presenting institutions should provide short

presentations (likely 10-15 minutes each to allow for multiple cases) followed by a panel Q&A. This

plenary setup promotes interactive discussion, enabling participants to ask questions, share parallels

from their contexts, and identify common regional challenges. The repetition across days allows for

thematic progression: Day 1 might focus on initial reflections, while Day 2 could emphasize innovations

in institutionalization.

Participants are expected to gain practical tools and templates potentially adaptable to their national

CP/DRM systems, fostering regional cooperation. Both sessions aim to ensure interregional sharing,

aligning with the Concept note's call for examining why some lessons are implemented while others

are not. Pre-conference materials (e.g., case studies’ summaries) will prepare attendees, and insights

will feed into peer workshops and the outcomes session.

Sessions are 90 and 60 minutes long respectively, balancing brevity with depth to keep energy high

before wrap-ups and networking events.

Electronically signed on 17/03/2026 18:40 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Funded by the European Union

THIRD DRAFT CONCEPT NOTE

Regional Conference

“From Lessons Identified to Lessons Learnt using HNS experience and examples”

(when – 3rd week of May 2026, where – Bodrum, Türkiye)

Background

The main objective of national Civil Protection/Disaster Risk Management (CP/DRM) authorities is to focus their

activities on minimising or preventing the impacts of natural and/or technological i.e. industrial hazards. A

central mechanism used to increase the effectiveness and consistency of CP/DRM processes and actions is the

ability to learn from past experiences, regardless of whether these experiences resulted in positive or negative

outcomes. The national CP/DRM authorities should actually aim to become learning organisations that

systematically collect, analyse, and act on experiences from events and exercises to reduce hazard’s impacts and

improve preparedness. Core concepts combine:

- Organisational learning: learning builds on direct and indirect experiences and must be translated into interpreted knowledge that the organisation can use.

- Collective memory: a readily accessible, shared record of experience is essential to sustain learning and institutional memory.

- Culture and behaviour change: learning only matters when it leads to purposeful modification of routines, procedures, and practices.

- Balance of sources: past experience is valuable but insufficient; proactive thinking is needed to prepare for novel, high-impact events.

There are four key elements contributing to successful lessons learning process:

- Institutional flexibility - a learning organisation must take strategic control of change, fostering an open, adaptive culture and the structural ability to record, evaluate, and implement change rather than allowing haphazard shifts.

- Lessons as processes, not outcomes - treating lessons learnt as a continuous process makes them drivers of change; treating them only as outcomes limits their integration into practice and reduces their practical impact.

- Knowing what and how to learn - defining how an organisation learns (the rules and methods) is at least as important as deciding what to learn; learning methods should align with the organisation’s goals and situational context.

- Experience has limits - relying solely on past events leaves organisations vulnerable to unforeseen hazards; a proactive, anticipatory approach is required to prepare for rare or unexperienced hazards.

In short, the effective CP/DRM depends on deliberate, institutionalised learning that turns experience into

accessible knowledge and measurable organisational change. Through a systematic evaluation of actions taken—

or not taken — gaps should be identified and filled, successful practices reinforced, and, by integrating these

Funded by the European Union

improvements into the national legal framework and institutional structures, the overall DRM system will be

strengthened.

The IPA III region (Western Balkans and Türkiye) has been affected by devastating disasters in the past several

years – floods in Serbia, Bosnia and Herzegovina, and North Macedonia, earthquakes in Albania and Türkiye,

summer forest fires throughout the region.

The 2025 fire season, as reported by the European Forest Fire Information System (EFFIS), was one of the worst

on the record. It started earlier and was more intense, significantly impacting also the IPA III region. Multiple IPA

III beneficiaries (Albania, Bosnia and Herzegovina, Montenegro and North Macedonia) activated the Union Civil

Protection Mechanism (UCPM), leading to deployment coordinated by its Emergency Response Coordination

Centre (ERCC).

When a country activates the mechanism (UCPM), the top priority is ensuring rapid support on the ground. The effectiveness of this response depends significantly on the host nation's ability to immediately establish the necessary conditions for receiving assistance.

A consistent implementation of the EU Host Nation Support Guidelines (EU HNSG) involves minimising obstacles to international assistance, ensuring seamless disaster response operations. This can concern any step of delivery – from preparation for deployment, customs clearance, through medical provision (ensuring doctors have the right to operate in the country, for example) to logistics and transportation once the assistance reaches the affected country. In a disaster scenario, the host (receiving) nation needs to be able to provide one interface who can coordinate with all the necessary stakeholders in that country in an efficient and timely manner.

With an aim at assisting the affected countries i.e. Participating States to receive international assistance in the

most effective and efficient way EU HNSG were developed in 2012. The EU HNSG are non-binding and provide

principles, standards and indications to ensure national structures and procedures are established in support of

international response capacities operating in the territory of a requesting country or transiting through the

territory of another country to reach the affected country.

Taking into account that in November 2024 the Commission and experts of the Commission Expert Group on

Capacities developed the revised/updated EU HNSG, and building upon DG ECHO efforts such as anticipated

TAIEX workshop on wildfires, as well as on invaluable HNS experience of the IPA III region including that of 2025

wildfires and the knowledge accumulated within the Disaster Prevention and Preparedness Initiative for South

Eastern Europe, the EU OSA Project seized the opportunity to organize a Regional Conference addressing the

lessons identified to lessons learnt process using the HNS examples. The Conference aims to bring together the

IPA III beneficiaries, the Eastern Neighbourhood countries, interested EU Member States and other UCPM

Participating States.

Objective

The objective of the Regional Conference is to examine past disaster and exercise experiences in the IPA III region (and beyond), and openly discuss what worked well, what could have been done better, and how lessons identified have been effectively and systematically transformed into lessons learned.

More specifically, the Conference aims to support the implementation of revised and updated EU HNSG as well as the preparation for the forthcoming wildfire season 2026 by:

Funded by the European Union

- Showcasing how lessons identified have been institutionalized within national CP/DRM systems - examine how HNS experiences from the IPA III region and beyond have been analysed and why some identified lessons were implemented while others were not.

- Exploring the mechanisms and strategies used by national CP/DRM authorities to embed lessons learning into their operations - promote structured, repeatable lessons learning mechanisms that move recommendations into institutional reform and legal or procedural change.

- Encouraging regional and interregional dialogue on good practices, challenges, and innovations in lessons learning - share practical tools, templates, and governance approaches that national CP/DRM authorities can adapt to sustain a learning culture.

- Producing concrete actionable (specific, relevant, achievable and measurable) recommendations: national action points, regional peer-review arrangements, and/or a common set of performance indicators for lessons uptake.

A guiding question for the Conference discussion will be:

A guiding question for the Conference discussions will be:

“

Activities and Format

The participation/audience of the Conference considers having up to three representatives (Head of national CP/DRM authority [Director General], senior HNS expert and senior LL expert) from IPA III beneficiaries, Eastern Neighbourhood countries and interested EU Member States and UCPM Participating States, as well as European Commission (DG ECHO including ERCC, DG INTPA, DG HOME, DG MOVE) representatives, members of the Commission Expert Group on Capacities and interested experts from the wider CP/DRM community.

A Regional Conference combines an expert technical sessions, country case studies, facilitated peer workshops, and an outcomes session producing concrete actionable recommendations for national HNS/LL frameworks and UCPM expert groups. The focus will be on:

- Deployment – coordination between sending, receiving, and transiting countries.

- Operational Support – real-time challenges and solutions during disaster response.

- Demobilisation – lessons from the end-of-operations phase and post-response evaluations.

- Institutionalising Lessons – how national CP/DRM authorities have embedded lessons learning into their legal and operational frameworks.

Expected results

The Conference aims to generate actionable insights and actionable (specific, relevant, achievable and

measurable) recommendations by addressing:

- What systems and processes have been established to institutionalise lessons identified from HNS implementation?

- How have these processes influenced national legislation, SOPs, and training programs?

“How have national legal and institutional CP/DRM frameworks evolved to reflect lessons learnt (LL) from

implementing the EU HNSG, and how can these changes enhance future disaster preparedness and

response?”

Funded by the European Union

- What are the success stories and persistent challenges in embedding lessons learning within national CP/DRM authorities?

- How can these insights inform the work of UCPM expert groups and future EU HNSG revisions?

The conclusions and recommendations from the Conference are expected to contribute to:

- Strengthening HNS and LL within national CP/DRM systems, thus further developing national preparedness.

- Enhancing regional cooperation and interoperability.

- Supporting the evolution of the EU HNSG and related UCPM frameworks.

Funding

The EU OSA Project propose to sponsor the organization of the event and participation of the IPA III beneficiaries and the Eastern Neighbourhood countries.

Electronically signed on 17/03/2026 18:40 (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

Office: L-86 02/016 – Tel. direct line +32 229-91804

[email protected]

EUROPEAN COMMISSION DIRECTORATE-GENERAL EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID

OPERATIONS (ECHO) Neighbourhood, Middle East, South-West and Central Asia

Southeast Europe and Eastern Neighbourhood and Central Asia

Brussels ECHO.C.1/BZ

CORRESPONDENCE SLIP

ADDRESSEES: Members of the Civil Protection Committee

C.C.: Member States Permanent Representations and Participating

States Permanent Missions to the EU. Council Secretariat.

EFTA Secretariat.

SUBJECT: Regional Lessons Learnt and Host Nation Support conference,

Bodrum, Türkiye, 19-21 May 2026

Dear Sir, Dear Madam,

Enclosed please find the invitation to the regional conference “From Lessons Identified to

Lessons Learnt using Host Nation Support Experience and Examples” organised by the

DG ECHO funded On-Site Assistance project (OSA).

The regional conference aims to review past disaster responses in the IPA III region and

elsewhere, identifying what went well, what could be improved, and how to effectively

turn lessons identified into lessons learnt and integrate them in the decision-making process

at the national levels. The emphasis will be on the Host Nation Support and lessons from

the 2025 wildfire season.

The event will develop practical recommendations how to include Lessons Learnt (LL)

based on Host Nation Support (HNS) examples into national disaster risk management

systems. It aims to enhance regional cooperation and interoperability, especially in

preparation for the 2026 wildfire season.

The Conference aims to bring together representatives from the IPA III beneficiaries,

Eastern Neighbourhood countries, UCPM Member States and other Participating States,

and the wider CP/DRM community.

Working language will be English with no interpretation, hybrid options will be available

for remote participation.

2

We kindly ask you to confirm your participation and nominate your representative(s) by

April 15, 2026 to Anagnosti, Sergej, [email protected].

Please indicate in which panel of three expert technical sessions you would be willing to

participate as panellist/presenter. We would also like to invite you to contribute to case

studies’ sessions with examples how HNS/LL processes influenced changes in legislation,

Standard Operating Procedures, and trainings.

Please note that participation costs (travel, accommodation, food, local transport, etc.) are

to be covered by participants themselves.

Further details, such as administrative and logistic information, will be shared in due

course.

Contacts: [email protected]; [email protected].

Yours faithfully,

Katarzyna MARZEC

Head of Unit

Enclosures.:Concept note, Draft agenda, Case studies sessions, Technical sessions, OSA

synopsis

Electronically signed on 17/03/2026 18:40 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

Funded by the European Union

Draft Conference Agenda: “From Lessons Identified to Lessons Learnt using HNS

Experience and Examples”

Date: May 19-21, 2026 (3rd week of May, proposing a Tuesday-Thursday schedule for mid-

week convenience)

Location: Bodrum, Türkiye

Duration: 3 days

Participants: Up to three representatives per entity (e.g., Head of national CP/DRM authority,

senior HNS expert, senior LL expert) from IPA III beneficiaries and Eastern Neighbourhood

countries, and interested EU Member States, UCPM Participating States, DG ECHO

representatives, Commission Expert Group on Capacities members, and wider CP/DRM

community.

Format Overview: The Conference is a mix of expert technical sessions, case studies,

facilitated peer workshops, and an outcomes session. Sessions will focus on deployment,

operational support, demobilisation, and institutionalising lessons, with emphasis on the

updated EU HNSG and the wildfire season 2025. All sessions encourage interactive dialogue

to address the guiding question:

"How can lessons identified from HNS experiences be systematically transformed into lessons

learnt and embedded in national CP/DRM systems?"

Objectives Alignment: The draft Agenda supports showcasing institutionalization of lessons,

exploring mechanisms for embedding learning, fostering regional dialogue, and producing

concrete actionable recommendations (e.g., national action points, peer-review

arrangements, performance indicators).

Expected Results: The Conference aims to generate actionable insights and specific, relevant,

achievable and measurable recommendations (e.g., national action points, peer-review

arrangements, performance indicators) contributing to:

• Strengthening HNS and LL within national CP/DRM systems, as part of further development of the overall preparedness.

Funded by the European Union

• Enhancing regional preparedness through cooperation and interoperability.

• Supporting the evolution of the EU HNSG and related UCPM frameworks.

Day 0 – Arrival & Informal Welcome (Monday May 18, 2026)

19:00 - Informal welcome reception and networking for delegations.

Day 1 - Experiences, Analysis & Initial Reflection (Tuesday May 19, 2026)

Time Session Description Speakers/ Facilitators

Format

09:00 - 09:30

Registration and Welcome Coffee

Networking opportunity for participants to connect informally.

N/A Informal

09:30 - 10:00

Opening Ceremony

Welcome remarks, overview of conference objectives, and introduction to the updated EU HNSG. Highlight response to disasters in the region (e.g., wildfires, floods, earthquakes), the role of UCPM/ERCC and the importance of learning from HNS experiences.

- EU OSA

Project

- DG ECHO representative

PLENARY speeches

10:00 - 11:00

Keynote Speaker: “From lessons identified to lessons learnt – institutional perspective”

Highlight institutional learning principles and change drivers.

- Senior

CP/DRM policy

maker

PLENARY speech with Q&A

11:00 Coffee Break Networking and N/A Informal

Funded by the European Union

- 11:30

refreshments.

11:30 – 13:00

Expert Technical Session 1: Deployment

Examine lessons from preparation for deployment, customs clearance, and coordination between sending, receiving, and transiting countries. Discuss what worked well and gaps in implementing EU HNSG.

- HNS experts

- Commission Expert Group member - ERCC

representative

PLENARY - presentations + interactive discussion

13:00 - 14:00

Lunch Break Group lunch to facilitate informal exchanges.

N/A Informal

14:00 - 15:30

Case Studies: "Success Stories and Challenges"

Selected DRM/CP authorities present how HNS/LL processes influenced legislation, SOPs, and training. Highlight insights for UCPM expert groups and future EU HNSG revisions.

- LL/HNS experts

PLENARY - short presentations + panel Q&A

15:30 - 16:00

Coffee Break Networking and refreshments.

N/A Informal

16:00 – 16:30

Day 1 Wrap-Up Key takeaways and teaser for Day 2.

Conference moderator

PLENARY summary

19:00 -

Networking Dinner

Informal dinner (sponsored by EU OSA

N/A Social event

Funded by the European Union

Project) to build regional connections.

Day 2 - Deep Dive into Country Experiences & Institutionalisation (Wednesday May 20, 2026)

Time Session Description Speakers/ Facilitators

Format

09:00 - 09:30

Morning Coffee and Recap

Brief recap of Day 1 insights.

Conference moderator

Informal plenary

09:30 - 11:00

Facilitated Peer Workshop 1: "From Lessons Identified to Implementation"

Small-group breakout sessions to analyse why some HNS lessons were institutionalized while others were not. Groups discuss/develop strategies/road maps for embedding lessons into operations.

Workshop

facilitator

Breakout groups with reporting back to plenary

11:00 - 11:30

Coffee Break Networking and refreshments.

N/A Informal

11:30 – 13:00

Expert Technical Session 2: Operational Support

Explore real-time issues like medical provisions, logistics, and single- interface coordination during disasters. Share success stories and

- HNS experts

- HNS liaison

officers

- DG ECHO field

expert

PLENARY - presentations + interactive discussion

Funded by the European Union

persistent challenges from IPA III, Eastern Neighbourhood and beyond.

13:00 - 14:00

Lunch Break Group lunch to facilitate informal exchanges.

N/A Informal

14:00 - 15:30

Facilitated Peer Workshop 2: "Innovations in Lessons Learning"

Breakout groups to share good practices, challenges, and innovations (e.g., performance indicators, peer-review arrangements).

Workshop facilitator

Breakout groups with reporting back to plenary

15:30 - 16:00

Coffee Break Networking and refreshments.

N/A Informal

16:00 - 17:00

Case Studies: "Success Stories and Challenges"

Selected DRM/CP authorities present how HNS/LL processes influenced legislation, SOPs, and training. Highlight insights for UCPM expert groups and future EU HNSG revisions.

- LL/HNS experts

PLENARY - short presentations + panel Q&A

17:00 – 17:30

Day 2 Wrap-Up Key takeaways and teaser for Day 3.

Conference moderator

PLENARY summary

19:30 -

Networking Dinner

Informal dinner (sponsored by EU OSA Project) to build regional connections.

N/A Social event

Funded by the European Union

Day 3 - Synthesis, Recommendations & Way Forward (Thursday May 21, 2026)

Time Session Description Speakers/ Facilitators

Format

09:00 - 09:30

Morning Coffee and Recap

Brief recap of Day 2 insights.

Conference moderator

Informal plenary

09:30 – 11:00

Expert Technical Session 3: Demobilisation and Post-Response Evaluations

Lessons from end-of- operations phases, including evaluations and knowledge transfer. Discuss how to balance past experiences with proactive thinking for novel hazards.

- HNS experts

- Commission Expert Group member

PLENARY - presentations + interactive discussion

11:00 - 11:30

Coffee Break Networking. N/A Informal

11:30 - 13:00

Outcomes and Recommendations Session (part 1)

Guided drafting in plenary and/or small drafting groups: national action points, regional peer mechanisms, performance indicators, input to UCPM / future HNSG revisions.

- All participants

PLENARY - interactive debate with drafting recommendat ions and/or Breakout groups with reporting back to plenary

13:00 Lunch Break Group lunch to facilitate N/A Informal

Funded by the European Union

– 14:00

informal exchanges.

14:00 – 15:00

Outcomes and Recommendations Session (part 2)

Finalisation & prioritisation of actionable (specific, relevant, achievable and measurable) recommendations

- All participants

PLENARY consolidation

15:00 - 16:00

Closing Ceremony Final remarks, thanks, and distribution of conference materials (e.g. report outline).

- EU OSA

Project

- DG ECHO closing input

PLENARY speeches

19:00 -

End of Conference Dinner

Informal dinner. N/A Social event

Day 4 – Friday May 22, 2026

Departure of delegations.

Notes:

• Total estimated participants: 40-60, to ensure interactive sessions.

• All sessions include time for Q&A and dialogue to encourage interregional sharing.

• Materials: pre-conference reading (updated EU HNSG, regional case summaries); post- conference report with actionable (specific, relevant, achievable and measurable) recommendations (e.g., national action points, peer-review arrangements, performance indicators).

• Logistics: language of the Conference is English without simultaneous interpretation; hybrid options for remote observers; sponsored by EU OSA Project for participants from IPA III beneficiaries and Eastern Neighbourhood countries.

• Adjustments: draft Agenda can be refined based on participant feedback or specific needs.

Electronically signed on 17/03/2026 18:40 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

“External technical On-Site Assistance to the IPA III beneficiaries, the

Southern and the Eastern Neighbourhood countries”

Contracting

authority

European Union, European Commission,

Directorate-General for European Civil Protection and Humanitarian Aid Operations (DG ECHO), Disaster Preparedness and Prevention, Civil Protection Horizontal Issues Ref: Ares(2022)8979913

Budget 3 239 000 EUR

Duration 1 February 2023 – 31 January 2027 (48 months)

Implementing Partner

GOPA Partners in Action for Change and Engagement (GOPA PACE) [formerly Business

and Strategies in Europe SA (B&S Europe)]- https://www.gopa.eu

It is a consulting company based in Brussels. From 2013, GOPA PACE is a member of the GOPA Consulting Group, one of Europe’s largest groups of consulting companies in development cooperation.

Partner

Countries

IPA III beneficiaries: Albania, Bosnia-Herzegovina, Kosovo*, Montenegro, North Macedonia, Serbia and Türkiye.

Southern Neighbourhood: Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Mauritania, Morocco, Palestine** and Tunisia.

Eastern Neighbourhood: Armenia, Azerbaijan, Georgia, Moldova and Ukraine.

*This designation is without prejudice to positions on status and is in line with UNSCR 1244/1999 and the ICJ Opinion on the Kosovo declaration of independence.

** This designation shall not be construed as recognition of a State of Palestine and is without prejudice to the individual positions of the Member States on this issue.

Target groups National civil protection authorities are indicative key stakeholders.

Overall

objective

The overall objective of this programme is to provide civil protection technical support to DG ECHO and contribute to a smooth implementation of the civil protection cooperation programmes such as the IPA-CARE and the Prevention, Preparedness and Response to natural and man-made disasters in the Southern Neighbourhood (PPRD Mediterranean) and enhance their regional impact in the beneficiary countries. It will provide assistance where the main national authorities, participants and stakeholders meet obstacles and difficulties.

Specific

objectives

1. To support with a mid and long-term perspective the partner countries' respective civil protection authorities with on-site technical assistance, which will be available in the whole region (meetings, workshops, trainings) and also on short notice.

2. Support building sustainable capacities of partner countries' respective civil protection institutions for disaster risk prevention, preparedness and response based on a multi- hazard approach and interactions with the Union Civil Protection Mechanism (UCPM).

3. Strengthen technical cooperation at sub-regional and regional level between all relevant governmental actors and civil society stakeholders as well as the scientific community, promoting an inclusive approach to prevention, preparedness and response to natural and man-made disasters.

4. Enhance technical regional and sub-regional coordination, institutional and operational cooperation in the Southern Neighbourhood countries and IPA III beneficiaries regarding the Union Civil Protection Mechanism (UCPM).

Cross-cutting

issues (CCI)

- Gender and Human Rights Based Approach (HRBA)

- Environment and Climate Change (EU Green Deal, Green Agenda for the Western Balkans, Sendai Framework etc.)

Monitoring &

Evaluation

M&E is an integrated part of the Programme management and implementation, essential for continuous learning, adaptability, steering and risk management. It is also used to promote results, accountability and support communication.

Strategic

Approach

➢ Inception Period: Analysis of existing situation and work plan for the project in close cooperation with Partner Countries and Stakeholders in the region.

➢ Phased flexible approach

➢ Active partnership and ownership

➢ Continuity – building on existing structures and capabilities

➢ Mutual exchange and learning

➢ Regional participation

➢ Comprehensive approach to capacity development

Indicative

activities

- Local and on-site technical assistance to the Civil Protection Points of contacts in

beneficiary countries and national authorities. The technical assistance will rely on three permanent experts and a network (roster) of additional experts to provide additional required technical expertise upon request and on short notice.

- Local and on-site assistance to DG ECHO with the implementation of EU-funded programmes and projects in the Southern and Eastern Neighbourhoods and Western Balkans and Türkiye.

- Capacity building component based on the EU guidelines, good practices and EU Member States’ and partner countries’ experience, which can include interactive events, workshops, case studies, exchange of experts, trainings and a train-the-trainers approach. This component should aim at contributing to enhanced communication and cooperation among the different relevant institutions and stakeholders in the beneficiaries and support sustainability of the knowledge transfer.

- Smooth technical coordination with DG ECHO, regional stakeholders and local authorities.

- Support to increase the quality and the effectiveness of the technical discussions on Civil Protection issues (and other related with Civil Protection domains) amongst the local, national and international actors involved in the definition and/or the implementation of the European Union civil protection programmes and projects.

- Facilitation of the cooperation between partner countries and implementing agencies concerning the implementation of civil protection programmes and projects.

Programme

implementation and

management

structure

Programme Management Team

The Programme management team plays an active and supportive role in implementation. It is composed of a Programme Director, Project Managers, Administrative officer, Financial officer, HR officer etc.

Implementing Partner

The implementation will be led by a Team Leader and three (3) Component Leaders (Technical experts with coordination responsibilities), to ensure coherence and strategic orientation within each component.

They will work together with the Partner countries’ National Programme Coordinators and working groups which will participate in Programme planning, implementation and follow-up.

Experts on cross-cutting issues All of the abovementioned experts are supported by dedicated experts on cross-cutting issues.

Project

management and

backstopping

GOPA Partners in Action for Change and Engagement (GOPA PACE) - has the overall project management, backstopping, financial and communication responsibilities, ensuring that contractual commitments are met.

Communication

Strategic communication is used for ownership, sustainability and visibility of the Programme, and for communicating the change vision.

Point of contact Mr. Vincent Curie

Team Leader, Managing Director at GOPA PACE Tel: +32 2 897 6734 E-Mail: [email protected]

Mr. Andrea Travagli

Project Manager at GOPA PACE Tel: +32 2 897 6763 E-Mail: [email protected]

Colonel Major Mohamed Ataknit

Expert for the Southern Neighbourhood Tel: +216 98 632 710 E-Mail: [email protected]

Mr. Sergej Anagnosti

Expert for the Balkans and Türkiye Tel: +381 63 398 718

E-Mail: [email protected]

Mr. Sergiu Gradinaru

Expert for the Eastern Neighbourhood Tel: +373 79 384146

E-Mail: [email protected]

Programme Managers

responsible at

the European Commission

Mr. Dionysios STOTIS, [email protected], +32 2 296 7038 (South)

Ms. Alessia ROSSETTI, [email protected], +32 2 298 9032 (Western Balkans-

Türkiye)

Ms. Paule GAILIUNAITE, [email protected], +32 2 298 2715 (South Caucasus)

Ms. Raluca MURG, [email protected], +32 2 296 1102 (Ukraine)

Ms. Johanna PEYREDIEU-DU-CHARLAT, Johanna.PEYREDIEU-DU- [email protected], +32 2 296 5258 (Moldova)

Funded by the European Union

Expert Technical Sessions

The three Expert Technical Sessions are plenary-format discussions designed to provide in-depth,

evidence-based exploration of specific phases in the Host Nation Support (HNS) lifecycle. They build

progressively across the Conference days, drawing on real HNS experiences (particularly from the 2025

wildfire season activations in IPA III beneficiaries) and the updated EU Host Nation Support Guidelines

(EU HNSG). Each session lasts 90 minutes, includes presentations from specialists, and emphasizes

interactive discussion with Q&A to encourage knowledge exchange among participants. They align with

the Conference's guiding question by examining how lessons identified during HNS operations can be

analysed, institutionalized, and transformed into embedded practices within national CP/DRM systems.

Expert Technical Session 1: Deployment (tentatively scheduled for Day 1, Tuesday May 19, 2026, 11:30

- 13:00)

This opening technical session focuses on the pre- and early-response phase of HNS, where effective

preparation sets the foundation for successful international assistance under the UCPM.

The session examines lessons from preparation for deployment (e.g., pre-identification of entry points,

reception facilities, and liaison officers), customs clearance procedures (e.g., expedited border

processes, waiver of duties), and coordination among sending, receiving, and transiting countries.

Presentations and discussion will highlight what worked well (e.g., streamlined customs in recent

UCPM activations) and persistent gaps (e.g., delays due to non-harmonized procedures or

documentation requirements). Emphasis is placed on implementing the updated EU HNSG principles

to minimize obstacles and ensure rapid arrival of assistance.

The objective is to showcase how HNS experiences have been (or could be) analysed to drive

procedural reforms, supports implementation of the revised EU HNSG, and fosters dialogue on

embedding lessons into national preparedness (e.g., updating SOPs or MoUs or other legal frameworks

for cross-border coordination). This directly contributes to regional interoperability and preparedness

for the 2026 wildfire season.

Attendees should leave with practical insights into deployment bottlenecks and solutions, feeding into

peer workshops and case studies. This session sets the stage for understanding why some lessons

(e.g., pre-deployment planning) are more easily (or not) institutionalized than others.

Expert Technical Session 2: Operational Support (tentatively scheduled for Day 2, Wednesday May 20,

2026, 11:30 - 13:00)

This mid-conference session shifts to the active response phase, addressing real-time challenges

during disaster operations when international teams are on the ground.

This session will explore issues such as medical provisions (e.g., legal rights for foreign medical

personnel to operate), logistics and transportation (e.g., fuel, accommodation, equipment movement),

and single-interface coordination (e.g., one national point of contact for all stakeholders). It will share

success stories (e.g., effective liaison officer roles in 2025 wildfire responses) and persistent

challenges (e.g., language barriers, supply chain disruptions) from IPA III, Eastern Neighbourhood, and

Funded by the European Union

other UCPM Member States and Participating Countries. Discussion will link these to broader LL

processes, such as real-time documentation of issues for post-event analysis.

The session supports institutionalizing lessons by examining how operational experiences influence

SOPs, training, and coordination mechanisms. It encourages sharing of practical tools (e.g., templates

for single-interface roles) and promotes regional dialogue on embedding learning to enhance efficiency

in future activations.

Participants should gain actionable ideas for improving operational support, including innovations that

can be adapted nationally. Insights will inform the afternoon workshop on innovations and contribute

to recommendations for UCPM frameworks.

Expert Technical Session 3: Demobilisation and Post-Response Evaluations (tentatively scheduled for

Day 3, Thursday May 21, 2026, 09:30 - 11:00)

As the final technical session, this session focuses on the closure and learning phase, ensuring that

end-of-operation experiences are captured and used proactively.

Lessons from demobilisation (e.g., safe withdrawal of teams, handover of equipment, financial

settlements) and post-response evaluations (e.g., after-action reviews, evaluation workshops,

knowledge transfer to national systems). It addresses balancing reliance on past experiences with

proactive thinking for novel or high-impact hazards (e.g., emerging climate-driven wildfires). Discussion

will cover how evaluations feed into collective memory and organizational change, including gaps in

knowledge transfer.

Directly ties to the Conference objective of transforming lessons identified into lessons learnt by

exploring evaluation mechanisms and their institutionalization. It supports future EU HNSG revisions

and prepares for wildfire season 2026 by emphasizing anticipatory approaches.

This session synthesizes prior discussions, highlighting how post-response processes can drive

measurable change. Outputs feed directly into the outcomes session for drafting actionable

recommendations.

Electronically signed on 17/03/2026 18:40 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

“External technical On-Site Assistance to the IPA III beneficiaries, the

Southern and the Eastern Neighbourhood countries”

Contracting

authority

European Union, European Commission,

Directorate-General for European Civil Protection and Humanitarian Aid Operations (DG ECHO), Disaster Preparedness and Prevention, Civil Protection Horizontal Issues Ref: Ares(2022)8979913

Budget 3 239 000 EUR

Duration 1 February 2023 – 31 January 2027 (48 months)

Implementing Partner

GOPA Partners in Action for Change and Engagement (GOPA PACE) [formerly Business

and Strategies in Europe SA (B&S Europe)]- https://www.gopa.eu

It is a consulting company based in Brussels. From 2013, GOPA PACE is a member of the GOPA Consulting Group, one of Europe’s largest groups of consulting companies in development cooperation.

Partner

Countries

IPA III beneficiaries: Albania, Bosnia-Herzegovina, Kosovo*, Montenegro, North Macedonia, Serbia and Türkiye.

Southern Neighbourhood: Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Mauritania, Morocco, Palestine** and Tunisia.

Eastern Neighbourhood: Armenia, Azerbaijan, Georgia, Moldova and Ukraine.

*This designation is without prejudice to positions on status and is in line with UNSCR 1244/1999 and the ICJ Opinion on the Kosovo declaration of independence.

** This designation shall not be construed as recognition of a State of Palestine and is without prejudice to the individual positions of the Member States on this issue.

Target groups National civil protection authorities are indicative key stakeholders.

Overall

objective

The overall objective of this programme is to provide civil protection technical support to DG ECHO and contribute to a smooth implementation of the civil protection cooperation programmes such as the IPA-CARE and the Prevention, Preparedness and Response to natural and man-made disasters in the Southern Neighbourhood (PPRD Mediterranean) and enhance their regional impact in the beneficiary countries. It will provide assistance where the main national authorities, participants and stakeholders meet obstacles and difficulties.

Specific

objectives

1. To support with a mid and long-term perspective the partner countries' respective civil protection authorities with on-site technical assistance, which will be available in the whole region (meetings, workshops, trainings) and also on short notice.

2. Support building sustainable capacities of partner countries' respective civil protection institutions for disaster risk prevention, preparedness and response based on a multi- hazard approach and interactions with the Union Civil Protection Mechanism (UCPM).

3. Strengthen technical cooperation at sub-regional and regional level between all relevant governmental actors and civil society stakeholders as well as the scientific community, promoting an inclusive approach to prevention, preparedness and response to natural and man-made disasters.

4. Enhance technical regional and sub-regional coordination, institutional and operational cooperation in the Southern Neighbourhood countries and IPA III beneficiaries regarding the Union Civil Protection Mechanism (UCPM).

Cross-cutting

issues (CCI)

- Gender and Human Rights Based Approach (HRBA)

- Environment and Climate Change (EU Green Deal, Green Agenda for the Western Balkans, Sendai Framework etc.)

Monitoring &

Evaluation

M&E is an integrated part of the Programme management and implementation, essential for continuous learning, adaptability, steering and risk management. It is also used to promote results, accountability and support communication.

Strategic

Approach

➢ Inception Period: Analysis of existing situation and work plan for the project in close cooperation with Partner Countries and Stakeholders in the region.

➢ Phased flexible approach

➢ Active partnership and ownership

➢ Continuity – building on existing structures and capabilities

➢ Mutual exchange and learning

➢ Regional participation

➢ Comprehensive approach to capacity development

Indicative

activities

- Local and on-site technical assistance to the Civil Protection Points of contacts in

beneficiary countries and national authorities. The technical assistance will rely on three permanent experts and a network (roster) of additional experts to provide additional required technical expertise upon request and on short notice.

- Local and on-site assistance to DG ECHO with the implementation of EU-funded programmes and projects in the Southern and Eastern Neighbourhoods and Western Balkans and Türkiye.

- Capacity building component based on the EU guidelines, good practices and EU Member States’ and partner countries’ experience, which can include interactive events, workshops, case studies, exchange of experts, trainings and a train-the-trainers approach. This component should aim at contributing to enhanced communication and cooperation among the different relevant institutions and stakeholders in the beneficiaries and support sustainability of the knowledge transfer.

- Smooth technical coordination with DG ECHO, regional stakeholders and local authorities.

- Support to increase the quality and the effectiveness of the technical discussions on Civil Protection issues (and other related with Civil Protection domains) amongst the local, national and international actors involved in the definition and/or the implementation of the European Union civil protection programmes and projects.

- Facilitation of the cooperation between partner countries and implementing agencies concerning the implementation of civil protection programmes and projects.

Programme

implementation and

management

structure

Programme Management Team

The Programme management team plays an active and supportive role in implementation. It is composed of a Programme Director, Project Managers, Administrative officer, Financial officer, HR officer etc.

Implementing Partner

The implementation will be led by a Team Leader and three (3) Component Leaders (Technical experts with coordination responsibilities), to ensure coherence and strategic orientation within each component.

They will work together with the Partner countries’ National Programme Coordinators and working groups which will participate in Programme planning, implementation and follow-up.

Experts on cross-cutting issues All of the abovementioned experts are supported by dedicated experts on cross-cutting issues.

Project

management and

backstopping

GOPA Partners in Action for Change and Engagement (GOPA PACE) - has the overall project management, backstopping, financial and communication responsibilities, ensuring that contractual commitments are met.

Communication

Strategic communication is used for ownership, sustainability and visibility of the Programme, and for communicating the change vision.

Point of contact Mr. Vincent Curie

Team Leader, Managing Director at GOPA PACE Tel: +32 2 897 6734 E-Mail: [email protected]

Mr. Andrea Travagli

Project Manager at GOPA PACE Tel: +32 2 897 6763 E-Mail: [email protected]

Colonel Major Mohamed Ataknit

Expert for the Southern Neighbourhood Tel: +216 98 632 710 E-Mail: [email protected]

Mr. Sergej Anagnosti

Expert for the Balkans and Türkiye Tel: +381 63 398 718

E-Mail: [email protected]

Mr. Sergiu Gradinaru

Expert for the Eastern Neighbourhood Tel: +373 79 384146

E-Mail: [email protected]

Programme Managers

responsible at

the European Commission

Mr. Dionysios STOTIS, [email protected], +32 2 296 7038 (South)

Ms. Alessia ROSSETTI, [email protected], +32 2 298 9032 (Western Balkans-

Türkiye)

Ms. Paule GAILIUNAITE, [email protected], +32 2 298 2715 (South Caucasus)

Ms. Raluca MURG, [email protected], +32 2 296 1102 (Ukraine)

Ms. Johanna PEYREDIEU-DU-CHARLAT, Johanna.PEYREDIEU-DU- [email protected], +32 2 296 5258 (Moldova)

Funded by the European Union

Expert Technical Sessions

The three Expert Technical Sessions are plenary-format discussions designed to provide in-depth,

evidence-based exploration of specific phases in the Host Nation Support (HNS) lifecycle. They build

progressively across the Conference days, drawing on real HNS experiences (particularly from the 2025

wildfire season activations in IPA III beneficiaries) and the updated EU Host Nation Support Guidelines

(EU HNSG). Each session lasts 90 minutes, includes presentations from specialists, and emphasizes

interactive discussion with Q&A to encourage knowledge exchange among participants. They align with

the Conference's guiding question by examining how lessons identified during HNS operations can be

analysed, institutionalized, and transformed into embedded practices within national CP/DRM systems.

Expert Technical Session 1: Deployment (tentatively scheduled for Day 1, Tuesday May 19, 2026, 11:30

- 13:00)

This opening technical session focuses on the pre- and early-response phase of HNS, where effective

preparation sets the foundation for successful international assistance under the UCPM.

The session examines lessons from preparation for deployment (e.g., pre-identification of entry points,

reception facilities, and liaison officers), customs clearance procedures (e.g., expedited border

processes, waiver of duties), and coordination among sending, receiving, and transiting countries.

Presentations and discussion will highlight what worked well (e.g., streamlined customs in recent

UCPM activations) and persistent gaps (e.g., delays due to non-harmonized procedures or

documentation requirements). Emphasis is placed on implementing the updated EU HNSG principles

to minimize obstacles and ensure rapid arrival of assistance.

The objective is to showcase how HNS experiences have been (or could be) analysed to drive

procedural reforms, supports implementation of the revised EU HNSG, and fosters dialogue on

embedding lessons into national preparedness (e.g., updating SOPs or MoUs or other legal frameworks

for cross-border coordination). This directly contributes to regional interoperability and preparedness

for the 2026 wildfire season.

Attendees should leave with practical insights into deployment bottlenecks and solutions, feeding into

peer workshops and case studies. This session sets the stage for understanding why some lessons

(e.g., pre-deployment planning) are more easily (or not) institutionalized than others.

Expert Technical Session 2: Operational Support (tentatively scheduled for Day 2, Wednesday May 20,

2026, 11:30 - 13:00)

This mid-conference session shifts to the active response phase, addressing real-time challenges

during disaster operations when international teams are on the ground.

This session will explore issues such as medical provisions (e.g., legal rights for foreign medical

personnel to operate), logistics and transportation (e.g., fuel, accommodation, equipment movement),

and single-interface coordination (e.g., one national point of contact for all stakeholders). It will share

success stories (e.g., effective liaison officer roles in 2025 wildfire responses) and persistent

challenges (e.g., language barriers, supply chain disruptions) from IPA III, Eastern Neighbourhood, and

Funded by the European Union

other UCPM Member States and Participating Countries. Discussion will link these to broader LL

processes, such as real-time documentation of issues for post-event analysis.

The session supports institutionalizing lessons by examining how operational experiences influence

SOPs, training, and coordination mechanisms. It encourages sharing of practical tools (e.g., templates

for single-interface roles) and promotes regional dialogue on embedding learning to enhance efficiency

in future activations.

Participants should gain actionable ideas for improving operational support, including innovations that

can be adapted nationally. Insights will inform the afternoon workshop on innovations and contribute

to recommendations for UCPM frameworks.

Expert Technical Session 3: Demobilisation and Post-Response Evaluations (tentatively scheduled for

Day 3, Thursday May 21, 2026, 09:30 - 11:00)

As the final technical session, this session focuses on the closure and learning phase, ensuring that

end-of-operation experiences are captured and used proactively.

Lessons from demobilisation (e.g., safe withdrawal of teams, handover of equipment, financial

settlements) and post-response evaluations (e.g., after-action reviews, evaluation workshops,

knowledge transfer to national systems). It addresses balancing reliance on past experiences with

proactive thinking for novel or high-impact hazards (e.g., emerging climate-driven wildfires). Discussion

will cover how evaluations feed into collective memory and organizational change, including gaps in

knowledge transfer.

Directly ties to the Conference objective of transforming lessons identified into lessons learnt by

exploring evaluation mechanisms and their institutionalization. It supports future EU HNSG revisions

and prepares for wildfire season 2026 by emphasizing anticipatory approaches.

This session synthesizes prior discussions, highlighting how post-response processes can drive

measurable change. Outputs feed directly into the outcomes session for drafting actionable

recommendations.

Electronically signed on 17/03/2026 18:40 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121