Overview:

This chapter provides an overview of the total number of items that should be included in the host country’s project budget, relevant to what they are responsible for.

While some items within the master project budget may be covered by sponsor funds, it is still recommended that the host country include these expenses. The table featured in this chapter provides details of host country expenses referred to in the cost-sharing agreement.

Important Information:

Assumptions in preparing the budget:

Number of participants: 3,000 – 4,000
Duration of the event: 4 days plus 1 day in advance for opening of on-site registration and preparatory meetings (excluding set-up and dismantling) plus half day for President’s bilateral meetings
Costs for setup and dismantle, venue and equipment hire days and rehearsal requirements at all venues
Number of events: up to 100
Provide 15% of budget for contingency expenditures
Identify events and services that may be of interest to sponsors

Useful Resources From This Chapter:

Appendix 15 - Budget Template

Hosting the Annual Meeting entails detailed preparations and quick decisions and choices dependent in many cases on the cost and budget limitations. The division of costs and responsibilities between ADB and the host country is set out in the Memorandum of Understanding and the Cost-Sharing Agreement. There is no expected income to ADB or the host country;
To ensure adherence to approved budgets, monitoring of expenses should be implemented by both ADB and host country following clear guidelines for staff regarding authority to incur expenditure.
however, the host country may consider means of defraying expenses such as sponsorships and partnerships with the private sector and other sources of revenue. Costs may be shared between central and local governments.
The host country should ensure that its budget is approved on time to avoid delays in procurement of services and suppliers. The host country will provide an update to ADB on budget approval one year before the Annual Meeting. To ensure adherence to approved budgets, monitoring of expenses should be implemented by both ADB and host country following clear guidelines for staff regarding authority to incur expenditure. Advice on financing implications shall be given as early as possible to concerned parties if there are unforeseen expenses.
In case the anticipated level of sponsorship is not achieved (e.g., sudden decision of sponsors to back out), the host country shall ensure back-up scenarios, such as diversifying funding base or working closely with other local sources of funds. Any decision to downsize or revise the program or meeting plans should be made at least by January of the year of the Annual Meeting.
Suggestions for budgeting for the event are provided below:
- Calculate the expenditures by identifying expense categories at each stage:
  - preparatory stage: venue rental and/or construction and set-ups, cost of engaging the professional congress organizer; cost of meetings, including hiring of vehicles or transportation allowance, venue, meal allowance; cost of temporary offices, including supplies, temporary personnel, equipment; cost of travel including airfare, hotel and allowance; cost of simulation exercises; public relations, marketing and website.
  - during the Annual Meeting: utilities, security, transport, speakers, secretariat and staff, food and beverages, furniture and equipment, supplies, insurance.
  - post Annual Meeting: cost of dismantling and making final payments, final reporting including actual expenditures.
- Identify which expenses within each category are fixed (e.g. venue, marketing materials, audio-visual requirements) and which are variable (expenses that vary according to the number of delegates e.g. meals).
- Calculate overall budget using the expense categories; identify sponsorship or partnership opportunities to support the budget. Even if sponsorship of some items is anticipated, these items should nonetheless be included in the budget since sponsorships may not be confirmed until late in the preparation process.
- Distribute the agreed budget to all members of the organizing committee.
- Provide for contingency and set clear guidelines for use of contingency funds.
- Follow an agreed disbursement schedule. Funds should be available for disbursement as early as possible (preferably one year ahead of the Annual Meeting) to ensure that preparations are not delayed by late release of funds.
- Provide sufficient time for bidding procedures to take place early enough to be able to obtain the services, materials and equipment required for the Annual Meeting to ensure sufficient time to brief service providers.

Note: for items marked with an asterisk (*), the actual number will depend on the number of members at the time of the Meeting.

	ITEM	CALCULATION	REMARKS
I.	PREPARATORY STAGE
A.	Professional Congress Organizer
B.	Host Country Project Costs
Temporary Office
	Temporary Office	No. of months x rent	Holding office of the host country secretariat
	Temporary personnel	No. of months x salary / wage
	Equipment	Lease or buy
	Supplies
	Communications	Mobile and landline telephones Videoconferences, mail
Meetings
	Venue and meeting equipment	No. of meetings x rental fee
	Transportation allowance	No. of meetings x number of persons
	Meal Allowance	No. of meetings x number of persons
	Hiring of vehicles for guests	No. of meetings x rental fee
	Representation (ie official lunches/ dinners)	No. of meetings x allowed rate
Travel and Accommodation Cost
	Airfare/transport	No. of trips x rate x no. of persons
	Hotel accommodation	No. of trips x rate x no. of persons
	Allowances	No. of trips x rate x no. of persons
Promotion
	Public relations, including development of logo, marketing and website
Cost of simulation exercises
	List down areas which would need simulation such as: Airport reception Transportation, including shuttle services Security evacuation
C.	Assistance during ADB Missions
	Meeting venue	No. of interpreters x no. of days x fee
	Equipment	No. of interpreters x no. of days x fee
	Shuttle services to sites including hotels	No. of interpreters x no. of days x fee
	Interpretation (if applicable)	No. of interpreters x no. of days x fee
II.	DURING THE ANNUAL MEETING
A.	Conference Personnel
	Organizing committee staff including: overtime food transportation telecommunications	No. of days x allowance / per diem / rate per day	Host Country Secretariat
	Additional onsite staff including contractual and maintenance staff and volunteers including: hiring and selection training and dry-runs overtime food transportation telecommunications uniform	Onsite and at other venues including the airport No. of days x allowance / per diem / rate per day	Airport Reception staff Transport staff Medical Personnel Secretariat support for host country and ADB teams Security Personnel / Service Personnel (for photocopiers, notebook computers, telephones, audio-visual) Interpreters, if required Meeting services personnel including ushers, technicians, information and help desk personnel, janitors Registration team Liaison officers for VIPs Host country event team
B.	Conference and Office Space
	Venue(s) (only) of Official Events ADB offices Chair's office, HOC Secretariat Registration, Media and CSO Centers meeting and seminar rooms official events (Opening Session) TV recording studio Medical center Kitchen for catering requirements	Rental rate x No. of days as well as additional days for setting up - at least (5) - and taking down (1). Construction of temporary offices Provision for ADB Secretariat advance team office, extension of time, rehearsals	Rental Fee and provision for back-up plans Permits Labor / Staff / Set-ups High-speed internet (when staff are onsite) Security
	2. Site Facilities	Rental rate per item x No. of days Provision of overtime for the labor	Partitions and construction cost Tables, chairs & other furniture Drapes Carpet/flooring Tents / Canopies Staging (stairs, skirting) Risers Stanchions / Ropes Labor / overtime
	3. Electrical Facilities	Rental rate per item x No. of days Provision of overtime for the labor (installation, moving, dismantling, packing)	General and special lighting Generator Air conditioning UPS Cabling & Extension Cords Webcasting and telecasting facilities Audiovisual facilities Simultaneous interpretation booths and equipment LCD screens including cable connection for CCTVs Cable connection to broadcast media partners Video Production Labor
	4. Utilities	Rental rate per item x No. of days Provision of overtime for the labor	Cost of the following: Electricity including air conditioning (heating, if required) Gas (for kitchens) Water Restrooms Trash sorting, recycling and disposal services Labor including setup and cleanup crew Supplies Miscellaneous charges
	5. Decorations	Rental rate per item x No. of days Provision of overtime for the labor	Cost of the following: Event decor Stage decor, backdrops Ceiling decor Centerpieces Flowers and plants Special linen Chair covers (if required) Props Miscellaneous charges Labor
C.	Communications
	1. Telecommunications	Leasing rate including services	Installation, testing and dismantling of telephone units in offices Facsimile, internet and telephone calls from Government Secretariat Local telephone calls in all offices IDD lines in selected offices Boss to secretary facility Internet access by cable in ADB offices with at least 100 mbps; wi-fi in public areas with sufficient capacity and connectivity for high volume usage 250 cellphones loaded with credit for the duration of Annual Meeting to be used for local calls of ADB personnel
	2. Local handling of shipment of documents, equipment and meeting materials between airport and venue	Local agent rate x 2 (entry and exit)	Transportation from port of entry to the venue, container truck or van Customs clearance of shipment Storage of shipment before, during and after the Annual Meeting as required. Local agent to handle (container truck, including manpower to deliver, pack and unpack and pick up shipment to/from meeting venue) Agent to provide packing materials and labor, pack ADB shipment and transport to the port
	3. Postage for sending out documents	Postal fee	Advance promotion within host country General correspondence, special stationery Invitations to host country events (if printed) Handouts & brochures, if any Special notices, press releases, press kits, if any Forms and documents, if any Convention and Visitors Bureau materials
D.	Representation
	Host Country Events
	1. Receptions	No. of expected guests x cost per person	Government Receptions, including host country reception, guest of honor lunch and informal lunch for Governors Venue rental fee
	2. Refreshments in ADB and HOC offices and meetings: coffee, tea, mineral water, cookies	No. of persons x cost per person x no. of servings	Light refreshments (e.g., coffee / tea / cookies / water) in offices, events and meetings for seminars, host country day and business summit: coffee, tea and water only President's office has juices in addition to standard Media Center has sandwiches in addition to standard
	3. Cultural event (if any) at evening reception and/or Opening Session	15-60 minute performance fees for personnel x rehearsal time + performance time venue and utilities rental for rehearsals and performance rental of equipment and technical personnel	producer, director performers music staging lighting choreography décor rehearsals program (optional)
	4. Souvenirs for participants (optional)	No. of expected guests x cost per person	Example: conference bag, USB, commemorative stamp, ball pens (may be sponsored)
	ITEM	CALCULATION	REMARKS
E.	Local Transport (including driver, gasoline, meal allowance, miscellaneous expenses)
	1. VIP cars with chauffeur	80 units x no. of days	68 Governors/Heads of Delegations 2 (ADB President and spouse) 10 High-level speakers, ASEAN central bank governors, former ADB Presidents, The Secretary of ADB
	2. Regular	23 units x no. of days	Sedan Cars 12 Board; 6 Management, Managing Director General and 1 Dean ADBI; 4 Secretariat
	3. Minibus/Van	4 units x no. of days	3 Secretariat; 2 vans for Forthcoming Host
	4. Buses, coasters, vans	No. of units x no. of routes x no. of days	Between hotels and venue
		No. of units x no. of routes x no. of days	Airport to hotels and hotel to airport shuttle service
		No. of units x no. of routes x no. of days	for networking events between hotels and venue Tours Program (if any)
	5. Golf carts	No. of units x no. of routes x no. of days	If bus stops are far from the entrance to the venue, continuous shuttle services is necessary
	6. Parking space with paging or communication system	Rental fee per day x no. of days
	7. Drivers	No. of drivers x no. of hours per day x no. of days, including training time Provision for food allowance, uniform & overtime.	Drivers for Secretariat & ADB Management may need to work long hours. Shift work is acceptable but prefer to have no more than two drivers assigned to a particular person.
	8. Covered bus shelter at venue with signage, shuttle schedule, shuttle dispatcher and assistants, water and a few benches. Insurance should be included.	No. of units x no. of days	Should be available to provide shelter for participants who are waiting
F.	Printing (or digital materials)
	Host country printing requirements Advance promotion materials Signs, banners, posters, billboard, welcome signs at airport, in city and major hotels Invitation cards for restricted networking events hosted by the Government (optional) Writing pads with Meeting logo Shuttle bus schedules (optional) Emergency card with contact numbers printed on badge Registration badges for local personnel Pre- and post-conference tours brochure (optional) Tours Program Booklet (optional) Signs in the airport, around the city, in or outside the hotels Signage and banners inside the venue	No. of guests x cost of publication for document	Cover design, printing, distribution, installation and dismantling If digital: equipment required, designing and downloading of material
G.	Supplies
	For Offices	No. of ADB Personnel and Host country secretariat x cost of each item. No. of meetings x number of participants in meeting x cost of writing pads and pencils	Photocopy machine supplies recycled bond paper 500 sheets per ream (2 reams per photocopier) spare parts and toners technician Standard Office supplies, such as pens, pencils, erasers, staplers
H.	Furniture & Equipment
	Opening Session	Rental fee and set-up fee	Four upholstered swivel chairs and coffee tables on stage, if required theater-style seating for 2,000-2,500
		Rental fee x 2 screens	2 screens (one on either side of the stage) to project the speaker or cultural event, if any, for the audience to see.
		Rental fee	backdrop (may be projected) one microphone on stage (with one back-up); two lecterns with 1 microphone per lectern and speech prompter, if required
		Rental fee x No. of booths Rental fee if separate from venue	simultaneous interpretation facilities including receivers and headphones for all participants (1,800 headsets are required if the Guest of Honor or Chair will speak in a language other than English; otherwise, a minimum of 750 headsets would suffice) and distribution counters including stands with signs indicating channel assignments five interpreters booths and equipment SI equipment sound amplification
		Connection fee Rental fee (if not included)	Digital video and audio recording facilities to record proceedings (in case of speeches made in other languages other than English, the English interpretation will be recorded by a separate recorder)
		Connection fee	Webcast feed one mult-box (audio distribution panel) in the camera platform connected to the master sound control booth to enable TV crews to record live audio;
		Cost of materials and set-up	water jugs and glasses on trays (with chilled mineral water) at the lectern and interpreters booths flagpoles with stands for the flags of host country and of ADB flag of host country
		Rental and connection fees	Digital table clock placed in front of Chair if required additional lighting and platform as required for TV and photographers
		Rental and connection fees	floral arrangements and decorations; video projection equipment with screen above the stage for projecting image of the speaker and/or Annual Meeting and ADB logos
		Cost of production	closed-circuit video link of Meeting proceedings to various ADB and host country offices as well as public spaces in the venue audio/visual display and/or live performance by performing artists, if any; artistic design and coordination of event video to play while audience is waiting (optional) rehearsals
	Business Session	77 tables x rental / fabrication fee + set-up	Table arrangement for 68 Governors and Heads of Delegations of 68 members and 3 persons on Chair's table
		160 identical upholstered swivel low-back armchairs chairs x rental / fabrication fee 700 – 800 ordinary uniform colored chairs x rental / fabrication fee	144 identical upholstered swivel low-back armchairs and 500 ordinary uniform color chairs
		2 screens x rental fee x no. of days	Single backdrop with built-in screens, one on either side of the head table and projection equipment to project image of speaker Backdrop (preferably projected) with Annual Meeting logo and ADB logo
		80 x rental fee (plus back-up)	80* microphones, one to be placed in front of each seat at table, and additional microphones to serve as back-up in case of malfunction
		750 SI receivers x rental fee x no. of days (including distribution center and staff)	simultaneous interpretation facilities including receivers and headphones for participants (approx. 750) and distribution counter
		6 SI booths and equipment x rental fee	six interpreters booths (e.g., English/ French/ Japanese/ Chinese/ Russian); tape recording facilities to record proceedings (in case of speeches made in languages other than English, the English interpretation will be recorded by a separate recorder) dome camera in the middle for shots of Governors sound amplification
		2 units x rental fee	two mult-boxes (audio distribution panels) – one in each camera platform linked to the master sound control booth to enable crews to record live sound digital video recording of proceedings
		Cost of materials and set-up	identical water jugs and glasses on trays (with chilled mineral water) on Chair's and Governors' tables and at interpreters' booths flagpoles with stands for flags of host country and ADB; flag of host country digital table clock placed in front of Chair two big wall clocks clearly visible to participants free-standing signs to clearly identify blocks for other participants e.g.,Observers, Guests stands at entrance of meeting hall to announce list of speakers for the day and to display seating plan floral arrangements and decoration
		Rental of equipment and set-up	closed-circuit video link of Meeting proceedings to Media Center, ADB Secretariat, other ADB offices and LCD screens in public areas webcast feed and live web streaming of event in English additional lighting (zoned if necessary) platforms as required for live video and TV coverages, and photographers
	3. Offices	No. offices x no. of chairs No. offices x no. of tables with lockable drawer No. offices x no. of side tables No. offices x no. of visitors’ chairs Cost of menu x no. of pax x frequency of servings	Furnished and equipped offices for Chair of the Board of Governors, President, 6 Vice Presidents, Managing Director General, Dean, ADB Institute, The Secretary, Board of Directors, Secretariat, Media Center, Department / Office Heads and other ADB Personnel, Civil Society Office (CSO) Center, Registration Center, Governors' Lounge, Observers' Lounge, Sponsors' Lounge Offices must be sound proof, especially the offices of the President of ADB and the Chair Wall branding inside the Office of the President Intercom (Boss-secretary) telephone systems for: o President and his executive assistant Vice Presidents (6), Managing Director General (1), and Dean, ADBI (1) and their executive assistants (4) The Secretary, Board of Governors and his Executive Assistant Directors and Alternate Directors (24) and their executive assistants (13) Department heads and executive assistants others, as may be required Refreshments
	4. Meeting Rooms Press Conferences Other meetings Seminars	8 meeting rooms (various sizes ranging from 100 to 400 sq.m.) with all other physical and technical facilities for the meeting Number of seminar rooms: 5 1 room - 700 sq.m. 2 rooms for ADB seminars - 250 sq.m. each 2 rooms for sponsored seminars - 300 sq.m. each 3 units x rental fee	Audio recording Must be soundproof 46" LCD screens for seminar rooms Backdrops
	5. Printing equipment: Onsite – photocopiers	No. of units x no. of days	Heavy duty photocopiers for ADB and host country , with necessary consumable supplies (2 units)
	6. Office equipment Desktop or laptop computers MS Office licenses	50 units x rental fee (estimate) 250 units x rental fee	For host country secretariat and their local staff For ADB staff and local staff (250 units)
		152 units x rental fee 4 units x rental fee 2 units x rental fee 30 units x rental fee 1 unit x rental fee	4-in-1 copier/fax/printer/scanner colored printer servers LCD screens to be located in Management offices, Secretariat, Media Center, Registration Center, Seminar Coordinators Room and public spaces 46" LCD screen for Forthcoming Annual Meeting booth
		rental / fabrication fee	Four-drawer lockable filing cabinets (estimated requirement—60 units*)
		rental fee	Shredding machines (3 units*)
		rental fee	Carts and trolleys (5 units)
	7. Others	No. of booths x rental / fabrication fee	Counters and/or desks and other physical arrangements for other meeting services (e.g., registration, transport, information, documents and headsets distribution, social events and travel and tours desk)
		No. of units x white board rental fee / production cost	White boards (10)* with erasers and marker pens
	Miscellaneous
	1. Decor such as plants and flowers	One contract: installation, maintenance	Chair’s Office ADB President’s Offices (5) Vice Presidents Offices (6) Dean, ADB Institute Office (1) The Secretary of Board of Governors’ Office Lounges Meeting services counters Opening Session (stage—around lecterns to conceal speech prompters) Business session: in center of hollow rectangle

1	Budget	Due Date
1.1	Review and agree on the cost- sharing agreement between ADB and /HC	Jan-2021
1.2	Sign the MOU, with related cost-sharing and eGreen-book	May-2022
1.3	HC draft budget for all elements of the event	Nov-2022
1.4	Identify events and services that may be of interest to sponsors and update expenditure	Jun-2023
1.5	Ensure all payments are settled and send pending bills to ADB	May-2024
1.6	Provide breakdown of costs incurred by host country and sponsors	Jun-2024

Chapter 1

Budget

Overview:

Important Information:

Useful Resources From This Chapter:

Related Tasks