The Paul Emile Janson Auditorium (hereafter PEJ auditorium) and the van Buuren room used as VIP/speakers room (referred on the map below as J),

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1 ANNEX 1 TECHNICAL SPECIFICATIONS The event is taking place at Université Libre de Bruxelles (ULB) Solbosch Campus, (Avenue Franklin Roosevelt 50, Bruxelles, Belgium) where two different buildings have been rented ( The Paul Emile Janson Auditorium (hereafter PEJ auditorium) and the van Buuren room used as VIP/speakers room (referred on the map below as J), The Solvay Brussels School (referred on the map below as R42) where various auditoria and meeting rooms have been booked Within the R42 building (Annex A), the following spaces among others have been reserved for the event: Area for the Registration: Atrium R42, 2 nd floor (entry level of the building), Listing room: R , 5 th floor, Press room: R Auditorium, 2 nd floor, Bilateral meeting room: R meeting room, 3 rd floor Organisers' office - R auditorium, 2 nd floor, 1

2 At this stage, all the timings mentioned below are still indicative and will be confirmed at a later stage. A draft program is enclosed (Annex B). 1. WEB STREAMING Web streaming will be under the direct responsibility of the contractor, who will manage it. Continuous checks will have to be performed by the contractor during the event to verify if the web streaming functionalities are operational for the different sessions. The contractor will check with the ULB that all necessary equipment and connectivity will be available in order to perform the Web streaming broadcasting and recording of the conference from the plenary room. In case of power failure, any recording already made, must be retrievable. All sessions taking place in the PEJ auditorium need to be streamed for live viewing on 10 & 11/07/2018 whole day. Web streaming and hosting services will allow other people worldwide to follow what is happening at the event. These services will include all necessary equipment and resources. Several days before the event: one embeddable link needs to be delivered for the Commission s website in order to visualise the proceedings in the plenary room. Features requested (filming, recording, presentation, streaming live web streaming of audio and video) Audio-Tracks present in the video: original Floor & 5 interpreted languages (French, German, English, Italian, Spanish and Polish active and passive.). Video: images of the plenary with conference logo PIP possibility included (speakers, PPT) A mockup of the image will be defined in agreement with DG ENER and DG SCIC at the latest one week before the event. The choice of the image during the meetings will be managed by the video operators in the PEJ auditorium and follow the mockup validated by DG ENER and DG SCIC. The edited recording should be send to DG SCIC Streaming team (SCIC- Streaming@ec.europa.eu). After the event, the following must be delivered: with one file per day per room referred as session. with all language tracks enclosed in the video file. All audio tracks and video must be perfectly lip sync. per file, based on the event agenda, the contractor should provide a clear description of each topic or speaker in relation to video-file time offset. The 2

3 overview of the information should be provided in a user readable format (txt, word, excel). using the following technical requirements for the video recording: Item Description Remarks Encoding method H.264 in.mp4 encapsulation Resolution Profile Frame rate Bit rate 1920X1080 progressive Main or High 25 fps At least 2Mbit/s Aspect ratio 16:9 using the following technical requirements for the audio tracks enclosed in the video file: Item Description Remarks Encoding method Bit rate Sampling rate Channels AAC At least 128 Kbps At least 44.1KHz/ 48KHz or better Stereo As test purpose, the contractor will send several days before the event with the selected equipment of the event a sample file to the streaming team of DG SCIC in order to check its compatibility with DG SCIC's streaming platform. The sample file should contain multiple audio tracks and must include at least 5 mins' footage. After the event and within one week time, an external hard disk with the entire original recorded file and the entire edited recording files will be delivered to the conference organiser. (a) Streaming functionalities The streaming service should meet these requirements: - The contractor should check with the ULB if the provided Internet line will support the web streaming by making an assessment of the required 3

4 bandwidth and make sure that there is no interruption of the streaming event when the limit is exceeded. - The streams will be distributed via a content delivery network optimized for streaming viewing worldwide. - The streams should be accessible via major browsers (Edge/IE/Firefox/Chrome/Safari) and operating systems (Windows/IOS/MacOS/Android/Linux). Browser version should match the current corporate version of the European Commission and will be defined in the specific requests. - Browser Version: o IE: Version 11 and up o Firefox: 45 and up o Chrome: 58 and up o Edge: 40 and up o Safari: 9 and up - The streaming interface will allow for automatic detection of the platform (fixed, mobile) and will allow for multiple bitrate transmission (High, medium, low) based on at least HTTP steaming (HLS) protocol. - Streaming specifications o Video H264 in.mpeg4 encapsulation o Highest Bitrate Kbit/s Resolution 1920x1080 or 1280x720 o Framerate: 25fps o Aspect ratio: 16/9 o Audio 128kbps-44.1KHz or 48KHz - An On-line system needs to be foreseen allowing an easy collection of basic statistics (ex: total number of viewers, average number of viewers, average viewing time, viewer location, OS, Browser). - The streaming is done via at least two players Flash and HTML5. - Possibility to supply the Commission with an embeddable page. - Availability of the Link directly to the Commission - Optional: Added security of the stream via hashed URL (minimum 16 character) (b) VoD Requirements (Video on Demand) o Immediate availability after the session, of the VoD via the same link as the live Stream. o Additional Bandwidth will have to be foreseen for the VoD traffic o Basic editing of the stream (cut per session). o The VoD will be available for at least 6 months after the end of the event, with a notification to the EC one month before the deletion of the video / audio file. o The VoD/online page should include: o A left side navigation bar containing the program of the day's event sorted by day and timing. In the beginning of the event, the program will just be displayed as text. o If a program is online, the corresponding item in the left side navigation bar should specify it. o Throughout the event, every time an edited recorded version of a program will be available, the text corresponding to this program will be replaced by a link with a different colour in 4

5 such a way that when a user clicks on it, the page should display the recording. o A mockup of the VoD/online page will be defined in agreement with DG ENER and SCIC/C-1 a few days before the event. (c) Statistics Statistics will be provided to the European Commission as follows: live web streaming statistics per session showing the number of viewers, the number of viewers per country and traffic generated by the users. The statistics should also be available during the event, for internal purpose, to be used for example by the twitter account; after the event, a report with a finalized version of the statistics including the total number of viewers, number per country and the number of hits per day and per session to be delivered one week at the latest after the event. 2. LIGHTING All lighting equipment will be provided and managed by ULB staff. If extra lighting is requested to ensure an optimal filming, this is to be checked by the contractor at the latest during the coordination meeting. 3. SOUND SYSTEM/PRESS BOX/IT EQUIPMENT 3.1. PEJ Auditorium The screen from the PEJ auditorium will be used, as well as the beamer that will be managed by ULB staff. They also advise to contract the rest of the sound system. The contractor will have to liaise with the ULB staff for all the additional equipment he will provide. The podium will be equipped with furniture to welcome 6 speakers. Armchairs and low tables will be installed. Each speaker should be equipped with a Madonna Microphone. The contractor should also foresee one microphone and a laptop for the existing lectern. He should also provide eight (8) mobile microphones for the Q&A sessions. The contractor will provide one audio and video press box. The contractor will provide the adequate P/A sound system to produce a good listening experience and comprehensibility of the speaker for all participants Press room The contractor should also foresee one microphone and a laptop for the existing lectern, two (2) mobile microphones for the Q&A sessions and the adequate P/A sound system to produce a good listening experience and comprehensibility of the speaker for all participants. 5

6 3.3. VIP/Speakers room No technical equipment to be provided for this area Listening room This auditorium is equipped with an existing screen. The contractor should provide the necessary equipment for participants to follow the event in English. This room is foreseen for 240 pax Organisers' office The contractor is requested to provide: Two (2) laptops (Azerty Keyboard, English software, MS Office as standard) One (1) B/W laser printer with toner and paper for 500 copies, connected to one of the above laptops, One (1) colour photocopier with toner and paper for copies connected to one of the above laptops. 4. INTERPRETATION The contractor is requested to fill in the required data of the Declaration of Compliance (Annex C). The language regime will be French, German, English, Italian, Spanish and Polish active and passive. 6

7 4.1. Booths The PEJ auditorium is an amphitheatre room with a 45º slope. Its dimensions are 40.5 x m. DG ENER has requested to keep for the participants the seats from the first block closed to the podium and the central part for the second block. To cover the linguistic regime, six (6) mobile interpreting booths in conformity with the technical specifications attached have to be installed by the contractor in the PEJ auditorium. As the seats are school desk-type, with folding seats and cannot be removed, platforms will be built over them to accommodate the booths. 7

8 There is ample space to install the booths. To leave the central block of seats available upon DG ENER's request and to allow free circulation down the two central stairs, booths should be set up in two blocks either side of the room. There can be a separate access for each block of booths using the stairs next to the walls. Stairs to access booths Booths to be placed at this height The contractor has to submit in their offer a simulation on how he intends to install the booths that will be submitted to the DG SCIC Conformity team to have their agreement. All the booths need to be in compliance with the technical specifications mentioned in Annex D. The booths will be equipped for two interpreters each. Due to this special configuration, the contractor is requested to provide in addition to the usual equipment, 2 screens 15"/17" per booth Headphones and Receivers One thousand (1 000) individual headphones with infrared receivers are required in the conference room. The distribution and collecting of the equipment will be ensured by the conference assistants contracted separately by SCIC/C Insurance for accidents, loss and theft The case of no-return of the material (including headphones and receivers) must be covered by an insurance taken by the contractor for the whole duration of the event including setup and dismantling. Please quote for this insurance or state if it is included in the price of the equipment. 5. TECHNICAL ASSISTANCE FOR THE WEB STREAMING, SOUND SYSTEM/PRESS BOX/IT EQUIPMENT AND THE INTERPRETATION EQUIPMENT During the event, technical support is needed from the set-up and until the end material has been delivered. A main contact point (preferably the same person for the entire event) will have to coordinate all human and logistical elements, in order to ensure the delivery of the various services at the highest possible level. The main contact will have to be reachable at any moment during the event set-up and on the event itself. For the preparation and aftermath of the event, technical support by telephone and should be provided. 8

9 Please briefly explain in the offer how this will be handled and justify the number of persons proposed per service. 6. CONTACT PERSON WITHIN ULB Mr Yves Renard, phone number , 7. PROVISIONAL PLANNING Coordination meeting within ULB's premises 27/06/2018 from 9:30 up to à 12:00 (date to be confirmed) Setup by the contractor 09/07/ /07/2018(if needed) General rehearsal by EC staff 09/07/2018 as from 16:30 Conference 10/07/2018 as from 8:30 up to 18:00 11/07/2018 as from 8:30 up to 17:30 Dismantling 11/07/2018 as from 17:30 until midnight 12/07/2018 (if needed) 9