19.1. Meeting and Function Room Allocation

1.  If ADB receives requests for meeting rooms for non-ADB organized meetings from other organizations, private companies, or banks, ADB (i) forwards to the requestor the name and contact information of the PCO or events manager
   Generally, space at the Annual Meeting venue is limited, and priority is given to the needs of ADB and host country offices, seminars, and meetings. As far as possible, meeting rooms are also made available for Governors. However, generally, it is not possible to accommodate requests for meeting rooms for other organizations or private companies and banks. 
   
2. Therefore, if ADB receives requests for meeting rooms for non-ADB organized meetings from other organizations, private companies, or banks, ADB (i) forwards to the requestor the name and contact information of the PCO or events manager so that the requestor can contact him or her directly to reserve a meeting or function room in a suitable hotel on their behalf and payment for this, organized directly and (ii) tells the organizers to communicate directly with the host country counterpart.
   
3. To manage the use of the meeting rooms effectively, ADB handles the assignment of the rooms and prepares a report on all the meeting room requirements, in coordination with the host country counterpart. Confirmation from the host country counterpart is important to check if the turnaround time is sufficient for the next scheduled meeting and for ADB to perform a pre-function check of the lighting, name or place cards, ventilation, facilities, signs, equipment, catering, technician, on-screen content (if any) and arrangements for clean-up and turn around. Appendix 23 contains a sample meeting and function room utilization table.