General Meeting 10 h — 12 h 7

General Meeting 10 h - 12 h 7 October 2014 ASBL: 874. 358. 592 | Square du Vieux Tilleul 1/4, 1050 Ixelles, Belgium

Agenda • Welcome by Jimmie Bradshaw VOTES: 1) Approval of minutes from the GM at 23 September 2014 • • Welcome and Farewells to Members Guest Speaker Patrick Lambert, NATO Office of Security Vice-President & Guest Access by Beckie Metelko Treasurer Update by Alessandra Bertozzi Membership by Trine Lauvsnes Bazaar Update by Emily Michnay Restaurant Update by Christina Arvanitaki Coffee Break (15 minutes) • • Charity Update, by Julija Vejic Tombola Update by Carla Bucalossi Sponsorship & Event Update by Dionysia Leolei Any other Business and Closing by Jimmie Bradshaw

Welcome Jimmie Bradshaw - President president@natocharitybazaar. org

VOTES Jimmie Bradshaw - President • Approval of: - Minutes from 23 September 2014

Farewell to Members Jimmie Bradshaw - President • Croatia – NR - Marijana Šundov • The Former Yugoslav Republic of Macedonia* - NR - Violeta Drakalska • *Turkey recognizes the Republic of Macedonia by its constitutional name

Welcome to Members Jimmie Bradshaw - President • Bulgaria – ANR – Nikolay Burlakov • Croatia – 2 nd ANR – Andrea Maras • The Former Yugoslav Republic of Macedonia* - NR – Lidija Jovanoska • Portugal – ANR – Dulce Leitao • Portugal – 2 nd ANR – Natalia Cale • *Turkey recognizes the Republic of Macedonia by its constitutional name

Patrick Lambert NATO Office of Security

Invitations & Lists Beckie Metelko guest-coordinator@natocharitybazaar. org

Invitations & Passes Beckie Metelko guest-coordinator@natocharitybazaar. org Visitor Lists – VIP – due Nov 4 – Guest – due Oct 31 Additional Passes – Helpers – due Oct 31 – Musicians – due Nov 4 – Deliveries – due Nov 4 DEADLINES: If you want to receive your invitations by the October 21 meeting, submit lists to us by 17 October. Otherwise, invitations distributed at 6 Nov. Meeting. Lists are available online in Members Only area

Guest Access – Important Dates Oct 16 Oct 17 Oct 18 Lists due for Oct 21 pickup Oct 19 Oct 20 Oct 21 Oct 22 Oct 23 Oct 24 Oct 26 Oct 27 Oct 28 Oct 29 Oct 30 Oct 31 Nov 1 Guest & Helper lists due Nov 2 Nov 3 Nov 4 Nov 5 VIP, Music, Delivery lists due Nov 6 Nov 7 No access lists accepted after Nov 4 Oct 25 Nov 8

Invitations & Passes Beckie Metelko guest-coordinator@natocharitybazaar. org • Guest and VIP Passes – Only valid on November 16 • Helper Passes – Only valid for one day – November 15 OR 16 – YOU specify how many passes for each day

Invitations & Passes Beckie Metelko guest-coordinator@natocharitybazaar. org

Invitations & Passes Beckie Metelko guest-coordinator@natocharitybazaar. org

Facebook Beckie Metelko – Vice-President & Guest Access

Change Jar Beckie Metelko – Vice-President & Guest Access

Treasurer Update Alessandra Foresti - Treasurer update - How to transfer funds into the NCB account

Treasurer Update Alessandra Foresti – Treasurer treasurer@natocharitybazaar. org TOTAL INCOME 2014 - Sponsors - Bake Sales - Bank premium - Small x BIG - Fundraising events 3. 645 € 5. 179 € 17 € 132 € 2. 445 € 11. 418 EUROS On 05 October 2014

Payment of funds into the NCB account Alessandra Foresti - Treasurer Bazaar funds transfer instructions

Payment of funds into the NCB account Alessandra Foresti - Treasurer Bazaar funds transfer instructions Transfer Funds Accounting Form Email

Payment of funds into the NCB account Alessandra Foresti - Treasurer Transfer funds You can make the payment by : Bank transfer from your bank Online account transfer Cash directly at the BMP Belgio at NATO HQ

Payment of funds into the NCB account Alessandra Foresti - Treasurer Transfer funds NATO Charity Bazaar ASBL Bank Account Details: Banca Monte Paschi Belgio - IBAN BE 69 6434 0149 2878 - BIC BMPBBEBB

Payment of funds into the NCB account Alessandra Foresti - Treasurer Transfer funds I M P O R T A N T Include in the communication section of your transfer the message: “Contribution to the NCB in 2014 by … (specify your Nation’s Name)”.

Payment of funds into the NCB account Alessandra Foresti - Treasurer Transfer funds Any transfer must be completed by: Thursday, 4 December 2014

Payment of funds into the NCB account Alessandra Foresti - Treasurer Accounting Form Nation’s Name: Person making the Bank Transfer: Phone : EMail: NATIONAL CONTRIBUTION Tombola Ticket Sales : International Restaurant : National Stand : Total Bank Transfer Amount:

Payment of funds into the NCB account Alessandra Foresti - Treasurer E-mail As soon as possible send via email to the NCB Treasurer (treasurer@natocharitybazaar. org. ) a scanned copy of : - the completed “ 2014 Financial Accounting Form”; - your bank transfer transaction receipt.

Payment of funds into the NCB account Alessandra Foresti - Treasurer If you have any questions regarding this “Bazaar funds transfer”, please don’t hesitate to contact the treasurer, Alessandra, via e-mail at treasurer@natocharitybazaar. org.

Web Site Access www. natocharitybazaar. org User Name: member Password: member User Name: members Password: members User Name: membre Password: membre

Membership Database Trine Lauvsnes– Membership Coordinator membership@natocharitybazaar. org

Membership Database Trine Lauvsnes– Membership Coordinator membership@natocharitybazaar. org

General Bazaar Instructions Emily Michnay - Bazaar Coordinator coordinator@natocharitybazaar. org • Floorplan – what’s new for 2014 • National Stands • Stand size and tables • Decorating your stand • We provide & You provide • Electricity (request sheet circulating) • Bazaar Schedule • Entertainment • Thank you NATO Staff

What’s New for 2014

TABLE SETUP TABLE SIZES • 120 x 60 • 160 x 80 To assemble tables bring socket wretch 13, 14 and 17

TABLE SETUP Emergency exit Must be kept clear TABLE SIZES • 120 x 60 • 160 x 80

TABLE SETUP TABLE SIZES • 120 x 60 • 120 x 70 • 160 x 80 To assemble, bring socket wretch 13, 14 and 17

TABLE SETUP Tables TABLE SIZES • 120 x 60 Except for NIC • 160 x 80

Decorate your stands elaborately and festively.

DECORATING YOUR STAND You can decorate your stands as you wish. However we must follow NATO RULES for decorations: • No nails, tacks or glue on the walls • No staples or other damaging materials on the tables • Nothing hanging from the ceiling except the country plaques • No burning candles

No Material may be attached to NATO walls or ceiling ONLY freestanding frame or shelving are allowed

NAME PLATES Each nation will be provided a name plate showing the nations name and national flag. Please hang your name plate so that it is visible. NOTE: This is the ONLY item that can be hung from the ceiling

NATIONAL STANDS • • WE PROVIDE Tables 2 -4 chairs Nation Name Plate Access to Electricity (REQUEST SHEET CIRCULATING) YOU PROVIDE • Power Cords/ extension cords • Decorations for table • Free standing frame for hanging decorations • Tools to put up your decorations • Notice Boards

TI A L U RC CI T RE U Q E E SH ST E G N

Saturday Agenda • 8: 00 h - Set-up of National Stands starts with volunteers from each nation. • 9: 00 h-11. 00 h - Handing in of Tombola Prizes at Luns Theater – TENTATIVE • • 11: 00 h - Opening Ceremony Rehearsal. 12: 00 h - Walk through with Fire/Facilities 13: 00 h - Closing of the Restaurant area. 15: 30 h - Closing of the whole Bazaar area.

When you Arrive on Saturday Your area will have: 1. Tables + Chairs 2. Name Plates ready to be displayed prominently. 3. Two (2) white garbage bags 4. ‘Clean Up Check List’ with the number of tables you were provided in 2014 5. Floor Plan in A 4 + 2014 Tri-folds

• NCB Info Table

• Handing in of Tombola prizes

CRO AZE/FRA ITA Saturday • 11: 00 h Opening Ceremony rehearsal Sunday • 9: 15 h Group photo • 9: 45 h Opening Ceremony

Sunday Agenda 8. 00 h - Opening of the Bazaar area for SETUP ONLY 9. 15 h - Photo session in the Cafeteria area (Note: All National & Assistant National Representatives in place no later than 9: 10 h). 9: 45 h - Opening Ceremony on the Podium in the small Cafeteria (speeches + roll call). 10: 00 h - Bazaar Officially Opens to Public 10: 15 h - Patrons preview of International Restaurant. 11: 15 h - Patrons preview of National Stands 13: 00 h - Tombola Ticket sales at the NIC table ends 14: 00 h - Tombola Ceremony starts 16: 00 h - Return signs to the information desk, clean-up checklist with board member. 16: 30 h - Closing of the Bazaar

Thanking NATO Staff #1 #2 Thank You Gift 1 Bottle per Nation DUE: 21 October General Meeting Sign on the back for: 1 x Food (main dish), 1 x Dessert, 1 x Drink

Entertainment 2014 Stage Manager: Vedran Vejic We are looking for music or dance groups from your country to perform at the bazaar. Send Vedran an e-mail at: entertainment@natocharitybazaar. org

Donation Ceremony Emily Michnay – Bazaar Coordinator coordinator@natocharitybazaar. org Tuesday, January 27, 2015 NATO Staff Center, Banquet Room Who may attend: National Rep. & Assistant National Rep. (only 100 people allowed in the room, therefore only 2 per nation)

International Restaurant 2014 Christina Arvanitaki - Restaurant Coordinator restaurant@natocharitybazaar. org

Nations Participating in 2014 International Bazaar Restaurant Christina Arvanitaki - restaurant@natocharitybazaar. org 1. Belgium 2. Bosnia and Herzegovina 3. Croatia 4. Czech Republic 5. Denmark 6. Estonia 7. France 8. Germany 9. Greece 10. Hungary 11. Italy 12. Kazakhstan 13. Latvia 14. Lithuania 15. The Netherlands 16. Norway 17. Portugal 18. Slovakia 19. Spain 20. Turkey 21. United Kingdom

First Restaurant Coordination Meeting Thursday, October 16 1030 -1130 Grand Chalet All countries with a restaurant stand MUST send a representative.

What’s New for 2014 Kazakhstan Tables Decorated With flags France’s champagne The FINAL table changes will be announced on the next GM, 21 October 2014

Table Decorations • Board will cover dining tables with white tablecloths on Friday • Each country bring in 2 flags with a stand for the tables • Nations are not decorating the tables this year due to destructive treatment of tables by nations last year

FACILITY/ EQUIPMENT REQUEST FORM • Knives cannot be provided by the restaurant. • It is not certain that we will receive all we have requested as the equipment's and utensils are limited.

Teen Helpers • 2 -3 teens (14+, with a family pass) per country for those in the restaurant area • Non-restaurant countries also welcome to volunteer teens • Shifts will be 2 or 3 hours depending on how many helpers (1 shift Saturday, 2 or 3 shifts on Sunday)

NATIONS SELLING ON SATURDAY Please indicate if you would like to sell on Saturday (from 11001300) Form circulating…

BAZAAR SETUP IN RESTAURANT ON SATURDAY • • • Set Up: Begins at 8: 00 h Decorating the Tables in the Dining Area Placing your nation’s Name Plate Checking Helper and Delivery Passes Checking Electricity Outlets ? nations selling food and drink on Saturday Don’t forget to clean up! Shop, eat and enjoy the day! Closing on Saturday: 13: 00 h Be sure you leave everything clean and ready for Sunday

CHILDREN IN THE KITCHEN AREA Of security reasons children under the age of sixteen (16) years are NOT allowed in the kitchen area!

BAZAAR SETUP IN RESTAURANT ON SUNDAY • Set Up: Begins at 8: 00 h • VIP Visit: Patrons preview of International Restaurant at 10. 15 h • Enjoy the day and have fun • Clean the area and return flags to the info desk at 16: 00 h • Closing on Sunday: 16: 30 h Be sure you leave everything clean and ready for business as usual on Monday

VIP VISIT ON SUNDAY MORNING

Donating Leftover Food Pick Up at 16: 30 h

FINAL INTERNATIONAL RESTAURANT COORDINATION MEETING 13 November 2014 at 15. 00 h in NATO Self Service Restaurant with Chef

Coffee Break 15 min Thank you

Reasons for rejected International applications • Incomplete documentation • Certain applying organizations have not met the criteria set by our rules (too big financially, funded by government, etc ) • Large number of applications from same country (4 -17), rule is max. 3

Tombola Update Carla Bucalossi Quatrini - Tombola Coordinator tombola@natocharitybazaar. org • • Prize Lists – Status and Submitting Prize List Tickets Sales Dates Ticket Sales Schedule Ticket Sales Instructions Prize List Book Ticket Sales Ideas Clean Up Info

Prize List PLEASE submit your list of prizes if you have not already done so

Submitting Prize List • DUE NOW: tombola@natocharitybazaar. org • TEMPLATE: Use file in Members Only area: Forms Tombola Prize List Form - 2014 • NAMING FILE: Rename file with your country in file name: “USA-Tombola Prize List” Received Prize List from: • Austria Italy • Belgium Kazakhstan • Canada Latvia • Croatia Lithuania • Czech Republic Montenegro • Denmark NIC • Estonia Norway • Finland Poland • Germany Portugal • Greece Serbia Slovakia Sweden Switzerland Tajikistan The Netherlands Ukraine United Kingdom United States LE P AM EX *Turkey recognizes the Republic of Macedonia with its constitutional name

2014 Tombola Ticket Sales Dates Carla Bucalossi Quatrini - Tombola Coordinator tombola@natocharitybazaar. org SALES DATES: • September: 29, 30 • October: 1, 3, 6, 8, 9, 10, 13, 14, 15, 16, 17, 22, 23, 24, 27, 28, 29, 31 • November: 5, 6, 7, 10, 11, 12, 13 14 LOCATIONS: Press Hall September 29 -Oct 10, Oct 22 -Nov 7 NATO Cafeteria (right next to the entrance to the Self Service Restaurant) Oct 13 -17, Nov 10 -14

Ticket Sales Schedule 2014 Updated schedule always available in ‘Members Only’ area on NCB Website

Tombola Ticket Sales • Decorate the table – Table cloths, country flags, etc. • Bring baked goods or drinks • NATO Charity Bazaar will provide – Table & Chairs – An A 3 Bazaar Event promotion poster – List of Tombola Prizes – List of 2014 Sponsors

Prize List & Charity Books You will have 1 copy of the each Book to display during Ticket Sales Contains: • Prize List (updated weekly) • List of 2014 Sponsors • Charities we are supporting (one page per charity)

Ticket Sales Ideas • Prizes for buying large amounts of tickets • Bring national Tombola Prize(s) Czech Republic is selling Hungary is selling

Clean Up After Your Ticket Sales • Be sure to leave the area clean for the next group: vacuum or sweep the floor and wipe down the tables. – BRING: • Broom • Vacuum

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Where to find: NATO Staff Center Services / Products: Gym – Restaurant – Beauty Center – Bank – Jewelry shop – Sports Activities – Perfume and Cosmetics shop – Medical Center More info: NATO Staff Center Reception Website: http: //www. natostaffcentre. be

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Where to find: NATO HQ Services / Products: Restaurant – Cafeteria Website: http: //www. aramark. com/

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Services / Products: Information technology (IT), systems engineering, professional services and simulation and training to customers in the defense, federal civilian government, health, homeland security, intelligence, state and local government and commercial sectors. Website: http: //www. gdit. com/

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Services / Products: Luxury cars – Diplomatic sales – Personal customer care – The full range of BMW vehicles tailored to your individual needs – Order and delivery to almost every country on earth – Worldwide BMW service Website: http: //www. bmw. be/

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Services / Products: Luxury cars – Exclusive pricing for diplomats and international organizations – Cars for private and official use – Variety of global specifications and models – Custom-build your new Volvo – Worldwide delivery and service network – International warranties – Home shipment for US and Canada specification cars Website: http: //www. volvocars. com/diplomat/

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Services / Products: Real estate agent – Sales – Rents – Project development, sales, lettings and management – Extensive network of developers, architects and technicians. Website: http: //www. bis-rent. be/

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Where to find: NATO HQ Services / Products: Day-to-day banking – Lending – Savings – Investments – Insurance – Retirement Website: https: //www. ing. be/

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Where to find: NATO HQ Services / Products: Independent insurance broker Website: http: //www. concordia. be/en

Sponsors & Events Dionysia Leolei, Sponsors & Event Coordinator CONFIRMED SPONSORS 2014 Where to find: NATO Staff Center Services / Products: Savings – Investments – Loans – Insurance Website: http: //www. montepaschi. be/

Bake Sale Dionysia Leolei, Sponsorship & Events, Bake Sales RESULT € 2076. 80

Closing Jimmie Bradshaw - President Upcoming Meetings • 16 October (Restaurant Meeting) – Grand Chalet • 21 October (General Meeting) § Key Focus: Tombola Sales, VIP & Visitor Passes • 6 November (Last Meeting before Bazaar) § Key Focus: Final Instructions & After sales schedule • 13 November § Final Restaurant Meeting with Chef (Kitchen stands only ) – in the restaurant • 27 January 2015 § Donation Ceremony - (NATO Staff Centre Banquet Room) Please return voting cards and folders •

CONFIRMED SPONSORS 2014