Organizing and hosting press events

ORGANIZING AND HOSTING PRESS EVENTS AT THE VENUE OF THE INTERNATIONAL ARCTIC FORUM 2019
Briefing hall
Signing ceremony point
Interview room
Press points

PROTOCOL AND ORGANIZATIONAL SUPPORT FOR PRESS CONFERENCES AND SIGNING CEREMONIES
Unique opportunities for signing agreements
Signing ceremony services
Protocol and organizational support for press conferences
Cost of services
Applications to host agreement signing ceremonies and press conferences

CONTACT INFORMATION

Organizing and hosting press events at the venue of The International Arctic Forum 2019

The International Arctic Forum press centre is a modern interactive site that offers a comfortable environment for media representatives. The press centre is located on the 3rd floor of the ExpoForum Congress Centre.  

 

Rooms for press events and signing ceremonies

Briefing Hall

Total area: 181 m2
Location: press centre (3rd floor, Congress Centre)
Function: holding press events and signing ceremonies
Capacity: 136 seats, 6-seat presidium
Equipment: conference system, wireless microphones, simultaneous interpretation equipment, 2 plasma displays, laptop for presentations.

Cost: RUB 132, 250 (VAT excluded) per hour

The cost of reserving a press event and signing ceremony room includes:  

  • Provision of an equipped room for up to one hour;
  • Organizational and hosting services:
    • Preparing the hall for the event;
    • Administrative support during the events;
    • Announcement of the event among media representatives accredited at the International Arctic Forum;  
      • Inclusion of the event in the press event plan;
      • Distribution of announcements about press events at information desks located in the press centre next to the information service centres;
      • SMS notifications for media representatives accredited at the International Arctic Forum;
    • Simultaneous interpreting into Russian and English.

Applications to rent rooms for press events are accepted until 5 April 2019.

Signing ceremony point

Location: Passage
Capacity: 4-seat presidium.
Equipment: sound amplifier, 2 radio microphones.
Cost: RUB 100,000 per 15 minutes* (excluding VAT).

The cost of reserving the signing ceremony point:

  • Provision of equipped signing ceremony point for up to 15 minutes*;
  • Protocol and administrative support for up to three agreement signing ceremonies;
  • Organizational and hosting services:
    • Preparing the point for the signing ceremony;
    • Administrative support during the event;
    • Announcement of the event among media representatives:
      • SMS notifications for media representatives accredited at the International Arctic Forum;
      • Distribution of announcements about press events at information desks located in the press centre next to the information service centres;
      • Inclusion of the event in the press event plan.

* Events at the signing ceremony point involve mandatory protocol and organizational support. Please fill out an application to book a signing ceremony point and an application for protocol and organizational support.

Applications to rent rooms for Ceremonies of Signing Agreements are accepted until 5 April 2019.

 

Interview room

Interview room

Area: 18 m2
Equipment: sofa, easy chair, coffee table
Free of charge.

The cost of reserving an interview room includes:  

  • provision of a room with branded wall panels for up to 30 minutes;
  • furniture: sofa, easy chair, coffee table.

Applications to rent interview room are accepted until 5 April 2019.

Press points

Intended for interaction between the International Arctic Forum official programme participants and media representatives.

Location:

Press point 1 Next to conference hall D1
Press point 2  

Pavilion F

Press points are designed in the signature style of the International Arctic Forum and equipped with a PA system.

Provided free of charge.

Applications to rent press points are accepted until 5 April 2019.

Protocol and organizational support for press conferences and signing ceremonies

Unique opportunities for signing agreements

Signing agreements at the International Arctic Forum offers numerous benefits:

  • host the ceremony in a fully equipped room or at the signing ceremony point;
  • a range of highly professional protocol and organizational services for the signing ceremony;
  • a public acknowledgment of the company’s partnership with Russian and international partners at a leading global communications platform for the business community;
  • broad coverage of the agreement signing ceremony in Russian and international media.

Forum participants can purchase signing protocol and organizational support services, either as part of a package including room rental at the press centre, or as a full package if the signing ceremony takes place at the signing ceremony point. Besides, protocol and organizational support is available for signing ceremonies at the company’s stand.   

Protocol and organizational support for signing ceremonies and press conferences at the press centre is handled by the IQ Protocol company, an official contractor of the Roscongress Foundation.

Signing ceremony services

The service package for ceremonies includes the following:

  • development of draft scripts for signing ceremonies;
  • coordination of the ceremony details of with the customer;
  • control to ensure approved scripts comply with International Arctic Forum rules;
  • instructions for all ceremony signatories and participants to ensure the agreed script is successfully implemented;
  • professional moderator;
  • professional assistants for signatories;
  • provision of folders with the International Arctic Forum logo;
  • provision of pens with the International Arctic Forum logo;
  • provision of nameplates for signatories on desks;
  • press briefing following the ceremony (if required);
  • in case the ceremony is held at the signing ceremony point, the package includes protocol and organizational support, as well as a conveniently located and professionally equipped signing ceremony area.

Protocol and organizational support for press conferences

The service package includes the following:

  • development of draft scripts for press conferences;
  • coordination of ceremony details with the customer;
  • control to ensure approved scripts comply with International Arctic Forum rule;
  • control to ensure the ceremony comply with the approved script;
  • instructions for all ceremony signatories and participants to ensure the agreed script is successfully implemented;
  • professional moderator (professional host);
  • professional assistants passing the microphones;
  • provision of nameplates for participants on desks.

Cost of services

Service Cost, roubles
VAT excluded

Signing ceremony protocol support package (at the International Arctic Forum press centre)

36,000

Additional signing ceremony protocol support package in the event of multiple consecutive signing ceremonies by a single customer, each subsequent ceremony (at the International Arctic Forum press centre)

6,000

Set of press conference protocol and organizational support services (at the International Arctic Forum press centre)

48,000

Signing ceremony protocol support package at the signing ceremony point (15-minute slot, up to 3 ceremonies)

100,000

Event moderation services at the International Arctic Forum press centre

24,000
Signing ceremony protocol support package (outside the International Arctic Forum press centre)

50,000

Additional signing ceremony protocol support package in the event of multiple consecutive signing ceremonies by a single customer, each subsequent ceremony (outside the International Arctic Forum press centre)

10,000

Applications for agreement signing ceremonies and press conferences

To request agreement signing ceremony organizational and holding services, please download and complete the application form.

To request press conference protocol and organizational support, please download and complete the application form.

The form has been compiled in a convenient and easy-to-understand manner and allows us to   collect the information required to start preparing for the event and also to establish regular contact with the client.

Application submission procedure

  • Send the completed form to the general email address for press centre services applications: veronika.soboleva@roscongress.org.
  • It can take up to 5 business days to review your application.
  • Applications are accepted until 5 April 2019.

Upon receiving your application, we will contact you to clarify any information and discuss organizational matters.

If a single client is holding multiple consecutive signings, separate applications must be completed for each agreement being signed and sent to the email address indicated above.

Please note that an application for protocol and organizational support of events at the press centre of the International Arctic Forum will only be accepted if an application is submitted to reserve rooms at the press centre.

Contact information

If you have any questions regarding these services, cost, or organizational matters, please contact us by phone or email.