A. Security

1. Delegates accompanying a VIP do not normally have access to the VIP lounge, with the exception of one aid or interpreter or an accompanying person (e.g., partner). The other delegation members are processed separately through the normal channels, although this may vary according to their numbers, the space available and the wishes of the VIP. Where deemed necessary by the host country security authorities, provisions should be made so that VIPs do not have to proceed through the public areas in the airport.
2. After meeting their Governor, Directors, Alternate Directors, and Director's advisors normally join delegates on buses or find their own way to their hotels.

B. Lost Luggage

A delegate with lost or missing luggage is directed to the airport reception service or hospitality desk representative, who should escort the delegate to the respective airline representative to complete a lost luggage form. The reception service also records the information and liaises with the airline to ensure that the luggage is recovered. If the luggage has been lost en route, this should also be noted, and the respective airline advised. When lost or misplaced luggage is found, it should be transported to the delegate at his or her hotel.

C. Arrival and Departure Arrangements by Train

1. If a large number of official participants, including some VIPs, are expected to arrive in the host city by train, the host country provides similar facilities to meet and assist official participants upon their arrivals and departures.
2. To receive participants at a train station, similar arrangements to those made at an airport are set up:
   • a reception service
   • a transport coordination service
   • a hospitality desk (Appendix 93 contains photographs).
   • clear and concise wayfinding signage in English language
3. From the platform, signs in English bearing the Annual Meeting logo guide the participants through the train station to the shuttle bus or taxi to take them to their hotel. The host country also must have easily identifiable locally engaged staff members deployed at the train station to assist and guide participants. To identify them, the host country may consider preparing a uniform. In addition, a hospitality desk is set up, close to the arrival platform or an area where it can easily be found by participants, to handle various inquiries such as venue and hotel location, use of taxis, shuttle schedules, and other facilities connected with the meeting.
4. For the purpose of receiving VIPs at the train station, the host country makes arrangements to (i) meet and greet VIPs upon disembarking from the train, and (ii) assist VIPs to their cars (if provided) or guide them to the hospitality desk. To identify the VIPs, signs with the Annual Meeting logo, together with the name of the VIPs, are prepared. Information on the date, time, train number, carriage, and seat number is gathered by the Host Country Coordinator and the ADB Annual Meeting Coordinator.
5. Upon departure, similar arrangements are made to assist participants and VIPs to find their trains.