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• This list shall include the names of the participants, the organisations represented by the participants, and the participants’ titles and contact details. 

• This list shall be modified, if necessary, and approved by EU-OSHA. 

## Invitations 

• If indicated in the request for services, the contractor shall send the invitations by email, together with the final programme, to the invitees approved in the list mentioned above, within the deadline set by EU-OSHA. 

• In the invitation, the contractor shall give the name of the contact person from its staff, preferably the event coordinator, to whom all confirmations of participation in the event should be sent. 

• The contractor shall make follow-up phone calls when applicable in order to confirm the receipt of the invitations by the invitees and their interest in attending the event. 

• The contractor shall maintain a list of registrations of all participants who have confirmed their attendance. This list will be at the disposal of EU-OSHA at any time it is requested before the event. Depending on the size and relevance of the event, the contractor shall send the final list of participants to EU-OSHA in a branded and publishable format 5 working days before the event. 

• If the meeting takes place on EU-OSHA or European Commission premises, or premises with equivalent security measures, the contractor will take all measures to communicate the list of participants to EU-OSHA. The practical arrangements will be communicated at the time of the request for services. 

## Registration of participants 

• If indicated in the request for services, the contractor must register the participants for the event (manually by means of an electronic system or via a web platform) before it starts. 

• Depending on the instructions in the request for services, the contractor may have to arrange the dispatch of invitations and their confirmation, and establish lists/registers/databases for participation containing information on participants in an electronic format (MS Excel and/or Word). 

• The contractor shall also deal (if needed) with the preparation of guest packs and information kits containing the event materials and handing out them to participants; professional security checks at the entrance area and identity control, if necessary; and directing participants upon their arrival, providing information and distributing interpretation headphones, taking care of the cloakroom, etc. 

