EAST INVEST II – Eastern Partnership
Contract no. 2014/347-097
Call for Organising an East Invest 2
SME Academy in Moldova
2nd Round
Recruiting Local Organiser for SME Academy
Deadline for submission of applications: 9 December 2016
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Introduction
After a first round of successful SME Academies in the EaP countries we will now
start the second round of SME Academies in the framework of the East Invest 2
project. A call for the third round to organise additional SME Academies with only a
small financial contribution and no EU course leaders will follow.
The SME Academies, offered in the framework of the East Invest 2 project, are a
series of dedicated training seminars (SME Academies) for SMEs in the six Eastern
Partnership countries to improve their knowledge about the DCFTA, their export
potential and their competitiveness. The different courses of the SME Academies will
give the SMEs an overview on the structures and functioning of the European Union
market and familiarise them with the obligations deriving from the DCFTA
agreements as well as the EU acquis in general (non DCFTA countries). During a
SME Academy, course will be offered von DCFTA/trade agreements, export
readiness, marketing, participation in trade fairs and technical standards. It is
foreseen to organise the SME Academies with up to 30 selected SMEs in the EaP
countries.
East Invest 2 is looking for Business Support Organisations (BSO) based in
the EaP countries to organise these SME Academies. Those BSO whose staff
was trained in the ‘train the trainers’ BSO Academy will be especially encouraged to
apply for the organisation of such an SME Academy since the second series of SME
Academies will serve as a test training for BSO representatives from the 6 Eastern
Partnership countries who have been trained as SME trainers and who wish to
transform the SME Academies or parts of it into a regular service of their
organisation. We also encourage BSOs to join forces and organise an SME
Academy together.
Task Description
A local organiser will be in charge of the successful organisation of the SME
Academies and the administrative work.
The local organiser will have to organise a promotion campaign for the SME
Academy together with other EaP BSOs of the respective countries and in
collaboration with the EU delegation, EBRD etc., to reach out to the entire SME
community in the agri-food and agri-food processing sector of the country. The
campaign will consist of individual invitation letters to the SMEs, advertisements in
different business related publications, promotion via the websites of the different
BSOs and any other suitable means to reach the SMEs, which have export potential.
The local organiser has to coordinate the application process (preferably online
registration) and has to give recommendations for the selection of the SMEs.
Furthermore, it will be the task of the local organiser to identify a suitable venue
according to below mentioned criteria and to take care of all logistical aspects linked
to the SME Academies. The capacity to fulfil these tasks as organiser will have to be
documented in the application.
Among the logistical tasks of the organiser are:
 To designate one main, English speaking contact person for the East Invest 2
Project Management Team who is available before, during and after organising
the SME Academy;
 To coordinate arrival and departure of the seminar participants as well as course
leaders, and ensure a seamless transfer from the airport to the seminar venue
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and after the seminar back to the airport for all participants arriving by plane; for
those arriving by bus/train, organise pick-up at the bus/train station and transfer
to the seminar place / hotel and back afterwards;
To pre-book hotel rooms for the participants and take care of the payment of the
rooms;
To prepare the training venue;
To prepare the ‘seminar pack’ for participants, including all necessary
documentation;
To organise simultaneous interpretation (EN – local language), including
technical equipment for the opening session and the training courses (five per
SME Academy);
To organise the catering for the seminar, as specified below;
To assist the course leaders (print out their presentations, assist them with last
minute requests);
To establish a seminar secretariat and ensure a permanent presence throughout
the seminar;
 To assist in the survey among the participating SMEs after the SME Academy.
From the administrative perspective, the local organiser will:
 Organise a promotion campaign to reach out to the entire SME community in the
agri-food and agri-food processing sector of the country;
 Register participants (preferably online registration);
 Give recommendations on the selection of the SMEs;
 Ensure that the participants lists get signed by all participants (one for each day);
 Collect the seminar evaluation sheets;
 Collect all administrative documents from the participants as well as the local
trainers after the seminar (invoices, travel documents, proof of payment etc);
 Check all documents received as to their conformity with the project guidelines
provided by the project management;
 Present a technical and financial activity report in line with the guidelines and
templates provided by the project management;
 Send the reports and all necessary documentation and invoices to
EUROCHAMBRES which manages all contractual and financial relations.
Envisaged Programme of the SME Academy (Duration: 2.5 days)
Day 1
09.30-10.00
10.00-11.30
11.30-12.00
12.00-13.30
Welcome & Introduction
Welcome speeches from, for example
Ministry of Economy, Ministry of Agriculture
EU Delegation, EBRD,
Local Organiser
East Invest 2 Project Management Team”
Course 1 – part 1
Introduction on DCFTA/trade agreements, implications at national level
Road maps for implementation of DCFTA (where applicable)
Coffee break
Course 1 – part 2
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13.30-14.30
14.30-16.00
16.00-16.30
16.30-18.00
18.00-18.30
18.30
Introduction on DCFTA/trade agreements, implications at national level
Road maps for implementation of DCFTA (where applicable)
Lunch-buffet
Course 2 – part 1
EU Regulations and Technical Standards, with regard to the priority sector agri-food and food
processing
Coffee break
Course 2 – part 2
EU Regulations and Technical Standards, with regard to the priority sector agri-food and food
processing
Time to fill in the evaluation forms
Joint Dinner
Day 2
10.00-11.30
11.30-12.00
12.00-13.30
13.30-14.30
14.30-16.00
16.00-16.30
16.30-18.00
18.00-18.30
18.30
Course 3 – part 1
Export Readiness of the companies in the Eastern Partnership countries
Coffee break
Course 3 – part 2
Export Readiness of the companies in the Eastern Partnership countries
Lunch-buffet
Course 4 – part 1
Participation in Trade Fairs, Networking with Potential Business Partners, Intercultural
Communication
Coffee break
Course 4 – part 2
Participation in Trade Fairs, Networking with Potential Business Partners, Intercultural
Communication
Time to fill in the evaluation forms
Joint Dinner
Day 3
10.00-11.30
11.30-12.00
12.00-13.30
13.30-14.30
14.30-15.30
Course 5 – part 1
Marketing and Communication
Coffee break
Course 5 – part 2
Marketing and Communication
Open Forum and Evaluation Session,
Distribution of participants’ certificates
Lunch-buffet
The courses will be given by 3 EU course leaders and 3 EaP course leaders.
Expected number of participants per Academy
 30 SME executives from the respective EaP country
 3 EU course leaders
 3 EaP Trainers
 1 representative of the East Invest 2 project management team
Interpretation
 Simultaneous interpretation (EN<>local language), including technical equipment
to be organised for the opening session, each training course (five courses per
Academy), and the Open forum & evaluation session. No interpretation is to be
organised for social activities.
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Envisaged Date of the SMEs Academy in Moldova:
Moldova
February 2017 till April 2017
The applicant should indicate ALL possible 2.5 day periods available for
organising the SME Academy in Moldova (preferable Tuesday to Thursday).
A call for organising additional SME Academies in the different EaP countries with
only trainers from the EaP countries and with a minor financial contribution will be
published soon.
Requested Profile of the Academy Venue and Accommodation
The essential components for the Academy training programmes are excellent
training facilities and networking opportunities. The venue for the Academies is key
to both aspects and must reflect a professional image.
Conference/Training Facilities Requirements
 1 meeting room seating for at least 45 people;
 ‘U’-shape seating arrangement;
 Seminar room equipped with:
 Computer with up-to-date versions of Word, Excel, PowerPoint;
 Internet connection (Wifi + cable);
 LCD projector (to connect to computer);
 Screen;
 Overhead projector and transparent foils;
 Flip chart / White Board;
 Air conditioning (in hot climates);
 Blinds (to keep out sunlight);
 TV, DVD facility and Video camera (if available).
 Water / juices per participant in the seminar room, replenished before the
morning and afternoon sessions, and during the coffee breaks in the morning and
afternoon;
 Possibility to install the necessary translation equipment;
 Technician at disposal for the whole duration of the training for all technical
aspects;
 Sign-posting, name badges and name plates for participants and course leaders
prepared by the local organiser;
 Printer;
 Photocopier available for multiple copies;
 Table next to reception for registration and to display documents.
The local organiser has the possibility of organising the seminar at his own facilities,
provided the above-mentioned criteria can be met. Should the local organiser not be
in the position to host the seminar, he/she can organise the seminar at a hotel or
another conference venue. If the latter option is preferred, all above-mentioned
criteria for the seminar room are also to be fulfilled.
Accommodation
The hotel should be located near to the venue of the SME Academy, making it
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possible for seminar participants to easily reach the seminar venue, ideally by foot.
 Single rooms with en suite facilities (towels/soaps etc. provided and replenished
each day) + some double rooms;
 Modern/comfortable rooms;
 Internet connection in each room (if possible) or / and in common areas;
 Credit card payment possible;
 Desk/table in the room;
 External phone line from rooms;
 Additional early/late stays can be paid separately (not included in the package
budget);
 Participants pay their own drinks and phone bills at checkout (not per
transaction);
 English speaking or multilingual person at reception.
Catering
The seminar organiser will have to organise the coffee breaks and lunches for
participants and speakers as foreseen in the programme during the seminar. In the
evening, the local organiser will have to organise the common dinners for
participants and speakers.
 Lunch: 3 buffet style lunches and drinks during the meal, vegetarian food should
be available;
 Coffee Breaks: 5 coffee breaks (one in the morning + one in the afternoon
during 2 days, and 1 coffee break on the third morning);
 Dinner: 2 served dinners and drinks during the meal (soft drinks, water, juice,
wine, coffee, tea); vegetarian food should be available.
Indicative Budget
For the organisation of the SME Academies, East Invest 2 will contribute to the
organisational cost with a lump sum which will depend on the situation in the country
where the SME training will be organised. For this SME Academy in Moldova, East
Invest 2 will contribute with a lump-sum for the local organiser of maximum 4500 €.
The lump-sum amount is to cover the costs linked to the organisation of the SME
Academy and i.a. will comprise the conference/seminar room rent, copies of course
documents, course materials (like pens, notepads, folders, badges etc.), salaries of
local organisers, technical equipment, local transport, and interpretation (including
technical equipment) as well as catering of ‘local’ participants. The accommodation
and catering for ‘non local’ participants will be covered by a per diem. The calculation
of the budget presented by the applicant should be guided by the best quality/price
ratio principle, ensuring high quality at a competitive market price.
The applicant for the role as local organiser is to submit an offer using the attached
template, indicating the costs of the different categories of the seminar organisation,
e.g.
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Seminar room costs
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Technical material
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Seminar materials (like pens, notepads, folders, badges etc)
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Simultaneous interpretation, including necessary technical equipment
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Meals: Coffee breaks, Lunches, Dinners
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Hotel accommodation
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Transfers and local transport
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The precise budget will be agreed taking into account the quality/price ratio of the
proposal submitted, including the budget offer.
All contractual issues will be dealt with by the EUROCHAMBRES. The BSO acting
as local organiser has to be in the position to sign a service contract with
EUROCHAMBRES. EUROCHAMBRES has drafted a document with organisation
and bank details to illustrate this obligation.
The project management will provide the local organiser with reporting guidelines
which will include a list of justification documents to be submitted for each cost
category.
For the lump-sum the local organiser will have the possibility to request an advance
payment from the contractee (EUROCHAMBRES). The allocation will be discussed
on a case-to-case basis.
Application Procedure
Interested candidates should complete the SME Academy Application Form
accompanying the current call and submit it together with the budget proposal using
the excel format template attached to this call and all relevant accompanying
documents, e.g. CV of the liaison person in EU format, to the attention of Ms Doris
Rabetge (email: [email protected] ) by 9 December 2016.
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