Chapter 2

Events

TOPICS:

2.1 Official Events

2.2 Seminar Series

2.3 Networking & Cultural Events

Useful Resources From This Chapter:

  1. Appendix 7 - ADB Schedule of Events
  2. Appendix 13 - Event Roles and Responsibilities
  3. Appendix 16 - Annual Meeting Types of Events
  4. Appendix 17 - Floorplans Drawn To Scale
  5. Appendix 18 - Opening Session - Seating Plan
  6. Appendix 19 - Business Session - Order of Speaking Example
  7. Appendix 20 - Business Session Seating Plan
  8. Appendix 21 - Show Event Speaker AV Runorder Template
  9. Appendix 22 - Event Type and Roles
  10. Appendix 23 - Meeting and Function Rooms Utilizations
  1. Appendix 24 - Samples of Photograph Sessions with Guest of Honor
  2. Appendix 25 - Dimensions of Risers for Photo Session
  3. Rules of Procedure of the Board of Governors
  4. Appendix 26 - Show Event AV Runorder Opening Session Sample
  5. Appendix 27 - Show Event AV Runorder Host Country Seminar Sample
  6. Appendix 28 - Seminar Program
  7. Appendix 29 - Host Country Seminar Programs
  8. Appendix 30 - Tours and Cultural Program
  9. Appendix 31-Networking Events Requirements.pdf

2.3 Networking & Cultural Events

Important Information:

  • Venues for networking events should be at or close to the meeting venue.
  • Venues for cultural events should be accessible with sufficient car parking slots.
  • Close coordination between ADB and the host country on these events is critical.
  • The host country is responsible for all the arrangements for the networking and cultural events that it hosts, including protocol and invitations.
  • The host country is responsible for transportation, health and safety requirements for all networking and cultural events.
  1. Networking events are lunches, dinners, or cocktails where ADB stakeholders strengthen existing partnerships, create new ones, and advance their mutual interests. These events are hosted by either ADB or host country authorities.
    1. ADB hosts:
      • The President's reception for all participants,
      • Treasury Department/Private Sector Operations Department cocktail reception,
      • Media reception and;
      • Association of Former Employees of ADB cocktail reception
    2. The host country hosts:
      • A reception for all participants
      • Luncheons for Governors and other invitees and
      • A series of four networking lunches.
      • Tours Program. This is optional.
  2. Networking events do not customarily include trade fairs and exhibitions; functions hosted by associations of consultants or contractors; or receptions hosted by banks, newspapers, or other commercial institutions. Exceptions may occur when, with the concurrence of ADB, the event is either co-sponsored by the host country or has the endorsement of the host country (e.g., receptions hosted by the bankers' association of the host country). Receptions hosted by individual delegations - even if they are held in one of the official venues - are not classified as official networking events.
  3. The host country is expected to host major networking events: luncheons for Governors and other high-level invitees, and a reception for all participants hosted by the Ministry of Finance, or other agencies (e.g. Mayor's office; Central Bank; or local bankers' association).
  4. The host country will organize a high profile cocktail reception for all participants to attend. The host country is free to develop the format of the evening. It is expected that there will be local entertainment and substantial food and beverage available to all guests. A presentation or speech by the host country may be included in the evening. Where possible, the reception should be held within walking distance of the annual meeting venue. At the reception, the host country is encouraged to include a cultural presentation (e.g., a concert, opera, ballet).
  5. The host country also provides four networking lunches. These lunches are to allow networking of participants. Food should be light and simple.
  6. The Governors luncheons should be held in meeting rooms or restaurants within the annual meeting venue or within walking distance. These luncheons should be fairly sophisticated and may require custom menu design across food and beverage.
  7. The ADB networking events unit has an oversight role for host country networking events and coordinates with host country counterparts with regard to any special arrangements for VIPs, information for all participants, security and traffic flow.
  8. The ADB Annual Meeting and host country Coordinators must hold close consultations on the details of the respective events. Both coordinators regularly exchange information throughout the preparation and implementation of the events.
  9. Cultural events are special optional programs that may be arranged by the host country such as Tour Programs and stand-alone cultural events such as concert, opera, ballet or cultural village. These events can be considered by the host country as a demonstration of its culture, customs and traditions to all Annual Meeting guests.
  10. Tours Program. This is optional. Such a program may be prepared by the host country for accompanying persons and other participants. A sample Tours Program is shown in Appendix 30.
  11. For tour selection, the following should be carefully considered:
    • Tour itinerary should be feasible within the allotted time.
    • Contingency plans should be developed for emergencies, such as a tour being overbooked, lack of PWD facilities, or a participant falling sick.
    • Any event outside of the original tour plans must be communicated to tour participants.
    • Tour itinerary should be green and environmentally-friendly.
    • Tour vehicles must be high quality and environmentally-friendly.
    • Tour operator should be able to propose efficient transportation routes.
  12. A networking events desk is located with the other meeting services to handle inquiries, receive confirmations, and monitor attendance at host country networking events and the Tours Program. The desk is staffed by representatives of the host country handling these events.
  13. Further information on networking events requirements is shown in Appendix 31.
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