Promotion of the Event

The host is expected to promote the Caribbean ICT Roadshow nationally through the printed media, radio and television. The host would be required to advertise the event, issue press releases and participate jointly with CTU personnel in press conferences in relevant media. The CTU will work with the host to generate appropriate advertising material and content.

Solicitation of Support for the Road Show

The host is required to assist in soliciting support for the Roadshow from the national ICT stakeholders and potential donors and sponsors. The support may be financial, or in kind for the facilities and services identified throughout this document. Electronic and physical copies of the Context for the Caribbean ICT Roadshow, Overview of the 2009 and 2010 Roadshows and Roadshow Update will be supplied to each host for distribution to prospective donors and supporters. Names and contact details for Roadshow supporters, sponsors and donors should be supplied to the CTU Event Coordinator.

Identification of ICT Innovators, Potential Speakers and Contributors

As the programme will be customized for each host country, the CTU Secretariat will be dependent on the host to identify the local ICT innovators, potential local speakers, exhibitors and contributors and provide the names and full contact details.

Equipment and Services

The host will be required to make adequate provision in each conference room for:

Audio Visual Equipment

• Multimedia Projector
• Screens
• Videography services

Public Address System Head Table ‐ 3 Microphones

• 3 cordless Microphones
• 1 Lapel Microphone

Networking Equipment

• Wireless Access Point(s)

State Symbols

• Country Flags
• 2 Flag Poles
• CD with National Anthem

The host will also be required to assist in equipping the Secretariat Room.

• 2 PCs with Internet Access
• 1 Printer
• 2 Telephones (1 with international access)
• 3 Document Tables
• 6 Chairs

Entry Formalities

Facilitation must be accorded to the President, Chairman and Secretary General of the CTU and other dignitaries who will be specified. In the case of Government Ministers, the Ministry of Foreign Affairs, Immigration and Customs Authorities should be advised of the details for the meeting, participants, date and time of their of arrival/departure.

Customs Clearance

In the event that equipment, documentation and other materials and items associated with the Roadshow are to be imported into the host country, the host will be required to facilitate duty‐free entry of such items in a timely and efficient manner.

Emergency/Medical Procedures And Facilities

Procedures must be established to deal expeditiously with emergencies and/or medical incidents involving delegates.

Transportation

Transport between the airport, conference venue and hotel must be provided for the President, Vice President, Chairman, Vice Chairman and Secretary General of the CTU and other named dignitaries. For other delegates, transport arrangements are at the discretion of the host. Dedicated transportation should be available to support the Secretary General and Secretariat staff for the duration of the event.

Social Events

The CTU Coordinator will work with the Host and sponsors to plan the following social events

• Cocktail Reception (at host’s discretion)
  • Opening Ceremony
    • Invitations may be sent to:
      • Diplomatic Corps
      • Heads of ICT Operators
      • Heads of other ICT stakeholders
    • The Feature Address may be given by the Head of Government or ICT Minister
  • Executive Lecture Reception
  • Other social/networking activities (at host’s discretion)

Breaks

There will be three breaks on each meeting day:

Morning Coffee Break ‐ Full
Afternoon Coffee Break ‐ Full
Lunch ‐ At the discretion of the host, sponsored or paid for by delegates.

The host will be required to make appropriate arrangements for its staff in attendance.

Gifts and Tokens

The provision of gifts and tokens are at the host’s discretion.

Media Coverage of the Roadshow

The Host will be required to make arrangements for full media coverage of the various aspects of the event.

CTU Officials and Staff

The CTU officials who would be in attendance at this event are as follows:

• Secretary General
• Project Coordinator
• Executive Assistant
• 4 x Professional Staff

Local Support Staff

The host will be required to provide the following support personnel:

2 Clerks (Secretariat Duties)
4 Clerks (Meeting Room Attendants)
1 Technician (Sound Reproduction System, Audio Visual & PC)

CTU Secretariat Contact Information

Caribbean Telecommunications Union
Victoria Park Suites, 3rd Floor, 14 – 17 Victoria Square. Port of Spain, Trinidad and Tobago
Tel: +1 868 627‐0281, Fax: +1 868 623‐1523
e‐mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
URL: www.ctu.int