Prostocosmos

By adhering to these guidelines, the Prostocosmos will ensure a seamless and enriching experience for the student delegation, fostering educational exchange and cultural understanding.

A. Gagarin Cosmonaut Training Center (GCTC) Arrangements:

• Permission & Slot Booking: Secure necessary permissions and book slots for the International Space Camp at GCTC. Ensure all legal and safety requirements are met.

• Logistics Coordination: Arrange transportation to GCTC, and if possible, a guided tour of the facility to enhance the educational experience.

• Certificates of Participation: Provide certificates for any workshops or seminars attended, adding value to the students' educational journey.

• Industry Visits: If applicable, organize visits to Russian companies, startups, or institutions relevant to the delegation’s field of study for professional development and networking.

B. On-Stage Event with Indian Community:

• Event Planning: Organize an on-stage event to promote State Culture & Tourism. Secure a suitable venue that can accommodate the expected Indian diaspora crowd.

• Promotion: Develop a marketing and promotion plan to attract the Indian diaspora, utilizing social media, community centers, and collaboration with local Indian associations.

• Logistics: Manage all event logistics, including stage setup, audio-visual equipment, seating arrangements, and security.

C. Moscow Itinerary Execution:

• Sightseeing and Activities: Plan and execute a comprehensive 4-day itinerary in Moscow, including visits to major sights.

• Accommodation: Secure suitable accommodation for the delegation, considering location, safety, and comfort.

• Local Travel: Arrange all local transportation needs, ensuring reliability and safety.

• Food Arrangements: Organize meals that cater to dietary preferences, including vegetarian and Indian cuisine options.

• Healthcare Support: Provide a list of local healthcare contacts and support in case of medical emergencies, including arranging for emergency evacuation if necessary.

• Security Escorts: Ensure security escorts are available for the delegation, especially during public events and sightseeing tours.

• Guided Personal Exploration: Offer options for safely guided personal exploration times, allowing delegates to independently explore Moscow’s cultural and historical landmarks, with recommendations and safety guidelines provided.

• Inclusive Planning: Ensure all venues, transportation, and activities are accessible to delegates with disabilities, making necessary arrangements to accommodate all participants.

• Professional Documentation: Arrange for professional photography and videography to document the trip, ensuring memorable moments and official events are captured for promotional and archival purposes.

• Venue Coordination: Work with venues hosting the delegation for meetings, events, or activities. Confirm reservations, setup requirements (e.g., seating, audio-visual equipment), and any catering needs.

D. Cultural Support:

• Professional Interpreters: Arrange for professional interpreters fluent in Russian, English, and ideally, Indian languages to support the delegation throughout their stay.

• Local Customs and Practices: Arrange brief cultural orientation sessions upon arrival to acquaint the delegation with Russian customs, social etiquette, and basic Russian phrases to facilitate smoother interactions.

E. Communication and On-Ground Support:

• Documentation: Provide visa recommendation letters and personalized invitation letters for each participant to facilitate their visa application process.

• Dedicated Contact: Assign a dedicated on-ground support team to maintain communication with Movsta and address any issues promptly.

• Daily Briefings: Conduct daily briefings with the delegation leaders to update on the day’s schedule and address any concerns.

F. Souvenir and Gift Arrangements:

• Cultural Souvenirs: Arrange for the purchase or distribution of Russian cultural souvenirs as keepsakes for the delegation members.

• Participant Kits: Prepare welcome kits for participants, including local SIM cards, maps, itinerary, and essential contact information.

• Laminated Contact Cards: Provide delegates with laminated emergency contact cards containing essential phone numbers, including the local partner’s contact, embassy, and emergency services, in both English and Russian.

G. Recreational and Leisure Activities:

• Social Gatherings: Plan informal social gatherings or dinners that allow the delegation to interact with local students, professionals, and the Indian diaspora, fostering networking and cultural exchange.

• Entertainment: Incorporate traditional Russian cultural experiences, such as ballet, folk dance, or music performances, to enrich the cultural immersion.

• Celebrate the Journey: Organize a farewell event on the last night, celebrating the experiences shared, friendships made, and expressing gratitude towards hosts and participants alike.

• Expert Panels: Facilitate panel discussions with experts from various fields, offering insights into Russian culture, history, politics, and innovations, fostering academic and professional curiosity.

H. Safety and Security Briefing:

• Comprehensive Briefing: Beyond providing security escorts, conduct a detailed safety and security briefing covering emergency response, nearest safety points, and dos and don’ts in Moscow.

• Eco-friendly Practices: Encourage and implement eco-friendly practices throughout the trip, such as using public transport where feasible, reducing plastic use, and visiting green spaces or sustainability projects in Moscow.

I. Emergency Preparedness:

• Emergency Drills: Conduct emergency drills if the stay duration allows, ensuring participants are familiar with evacuation procedures and rendezvous points.

• Clear Protocols: Develop and share a clear crisis communication plan, detailing how information will be disseminated and who will be the primary contacts in various scenarios.

J. High-Level Meetings and Arrangements:

• Venue and Logistics Coordination: Secure an appropriate venue for the MoU signing ceremony that meets the diplomatic standards required for such an event. Arrange all logistical details, including seating arrangements, audio-visual equipment, and refreshments.

• Preparation of Documentation: Assist in preparing and reviewing the MoU documents to ensure accuracy and completeness. Coordinate any necessary translations and ensure all parties have reviewed the documents prior to the event.

• Protocol and Etiquette: Advise on and manage protocol requirements for the interaction with the Indian Embassy and Roscosmos representatives, ensuring respect for all formalities and cultural sensitivities.

• Transportation: In case chopper transport is required, arrange for secure and reliable helicopter services, including obtaining necessary clearances and ensuring safety protocols are in place.

• Scheduling and Agenda Setting: Coordinate the scheduling of meetings, ensuring they align with the delegation's overall itinerary. Assist in developing a clear agenda for each meeting that aligns with the delegation's goals.

• Background Information and Briefing Materials: Provide comprehensive background information and briefing materials on Aeroflot and the Moscow Aviation Institute to the delegation, ensuring they are well-prepared for discussions.

• Facilitation and Translation Services: Offer facilitation and professional translation services during the meetings to ensure clear communication and understanding between all parties.

• Identification and Coordination: Identify suitable Russian medical universities that align with the delegation's objectives. Initiate contact and coordinate meetings, including setting up times, locations, and specific agendas.

• Preparation for Discussions: Assist the delegation in preparing for discussions on seat reservations for medical students, including understanding the requirements, quotas, and any specific terms and conditions set by the universities.

• Follow-up: After meetings, assist in the follow-up process to finalize agreements or actions agreed upon during the discussions. Ensure that any commitments made are documented and communicated to all parties.

• On-ground Support: Provide on-ground support throughout the delegation's stay, including welcome services, guidance, and assistance with navigating the city and accessing services.

• Emergency and Contingency Planning: Have contingency plans in place for any changes or emergencies that may arise, ensuring minimal disruption to the scheduled meetings.

• Feedback and Evaluation: Collect feedback from both the delegation and the hosts on the meeting outcomes. Use this feedback for continuous improvement of similar future engagements.