Overview:
This chapter relates specifically to the individual events and how they should be managed by both the Asian Development Bank (ADB) and the Host Country (HC).
The annual meeting is divided into three types of events, these being the ‘official’ events that are formal and structured, the ‘seminar’ program that is more informal, and the ‘networking and cultural’ events that provide an opportunity for delegates to socialize.
Note that while the venue and general requirements for all types of events are managed and supplied by the Host Country, the individual content, agenda and speakers schedules are managed by the ‘owner’ of the event which may be the ADB, the Host Country, the sponsor or another party. Refer to Appendix 13 for Event Roles and Responsibilities.
For this section, the Utilization Table should be used by the Host Country Coordinator or PCO as a master to guide the setup of all events and venues.
Useful Resources From This Chapter:
- Appendix 7 - ADB Schedule of Events
- Appendix 13 - Event Roles and Responsibilities
- Appendix 16 - Annual Meeting Types of Events
- Appendix 17 - Floorplans Drawn To Scale
- Appendix 18 - Opening Session - Seating Plan
- Appendix 19 - Business Session - Order of Speaking Example
- Appendix 20 - Business Session Seating Plan
- Appendix 21 - Show Event Speaker AV Runorder Template
- Appendix 22 - Event Type and Roles
- Appendix 23 - Meeting and Function Rooms Utilizations
- Appendix 24 - Samples of Photograph Sessions with Guest of Honor
- Appendix 25 - Dimensions of Risers for Photo Session
- Rules of Procedure of the Board of Governors
- Appendix 26 - Show Event AV Runorder Opening Session Sample
- Appendix 27 - Show Event AV Runorder Host Country Seminar Sample
- Appendix 28 - Seminar Program
- Appendix 29 - Host Country Seminar Programs
- Appendix 30 - Tours and Cultural Program
- Appendix 31-Networking Events Requirements.pdf
Schedule of Annual Meeting Events
*Other activities such as media briefings, meetings with NGOs, and the Tours Program will be held, although not included, in this overall plan.
| Date | Major Events and Activities |
| Pre-meeting day or Day 5 | President's bilateral meetings/ Rehearsals for meetings on day 1 |
| DAY 1 |
President’s bilateral meetings Briefing of the Chair and Vice-Chairs by the Secretary on the business proceedings ADF donors' meeting Meeting between CSOs and ADB Management Constituency meetings Seminar series: ADB Seminars, Institutional Events, Sponsored Seminars Private Sector Day Subregional meetings (e.g., PDMC; SAARC; SASEC; CAREC; and ADB, IMF, and World Bank) President's press conference Media reception Host country seminar day Other cocktails |
| DAY 2 |
President’s bilateral meetings Constituency meetings Seminar series: ADB Seminars, Institutional Events, Sponsored Seminars Governors’ seminar Ancillary meetings, e.g., CARs consultation meeting, the ASEAN+3 (Association for Southeast Asian Nations plus the People's Republic of China, Japan, and the Republic of Korea) Ministers' meeting President’s Reception Broadcaster Event |
| DAY 3 |
President’s bilateral meetings Opening session Informal Lunch for Governors Seminar series: ADB Seminars, Institutional Events, Sponsored Seminars Host country cultural event and reception |
| DAY 4 |
Governors' Plenary President’s bilateral meetings Business session Informal Lunch for Governors Seminar series: ADB Seminars, Institutional Events, Sponsored Seminars Future host country event |
*Based on 2012 and 2019 annual meetings.