Chapter 20

Media and Outreach Activities

TOPICS:

20.1. Host Country Media and Communications Focal Point

20.2. Media Partnerships

20.3. Media Center

20.4. TV Studio

20.5. Video and Multimedia Content

20.6. Webcasting

20.7. Social Media

20.8. ADB Media and Communications Team

Overview:

The purpose of this chapter is to ensure that all parties are aware of their roles and responsibilities as pertains to media activities during annual meeting pre-planning and onsite.

This section also outlines requirements of the Host Country media manager (focal person) who plays a significant role in the organization and implementation of the media plan and acts as a link point between ADB media representatives and local media outlets.

While the ADB provides leadership and guidance on annual meeting media requirements, the Host Country needs to work closely and collaboratively with their local media contacts to ensure coverage is inline with ADB meeting guidelines and objectives.

Important Information:

  • Generating prominent media coverage through effective media relations is key to a successful Annual Meeting. ADB allows international, regional, and local media to attend all official Annual Meeting events, except those that are by invitation only.
  • There is a number of complex infrastructure requirements needed to coordinate media coverage for the event including media center and TV studios to be provided by the host country or appointed PCO/technical provider. Detailed technical listings and  information on the details of these requirements can be found in Chapter 7. Space Requirements
  • ADB also partners through reciprocal branding opportunities with various international and regional media organizations, and the Host country is encouraged to partner with local media organizations to maximize media coverage and to raise the profile of the Annual Meeting.
  • The host country should appoint a Media and Communications focal point as part of its secretariat to coordinate with ADB’s Director, DOC as early as possible.
  • Host country Media and Communications focal point should be a senior official who has the understanding and authority to make decisions on key media and communications activities at the Annual Meeting.

Useful Resources From This Chapter:

  1. Appendix 61 - Media Center Setup Examples

Related Tasks

20Host Country Media Outreach ProgramDue Date
20.1Share host country’s outreach program with ADBAug-2023
20.2Assist ADB with media and outreach program in host country, as neededAug-2023
20.3Implement press related program in consultation with ADBJan-2024 to Apr-2024
20Media and CommunicationsDue Date
20.4Appoint a senior official as host country's Media and Communications focal pointJul-2023
20.5Discuss media and outreach activities for the period before and during the Annual Meeting. Inform that ADB President will hold a press conference during his pre-Annual Meeting visitAug-2023
20.6Discuss extent of media coverage, including local, regional, and international print and broadcast media participationAug-2023
20.7Discuss media partnerships and inform that ADB will partner with regional and international media organizations to raise awareness of the Annual Meeting, the host country could consider partnership with local media organizationsAug-2023
20.8Discuss accreditation and facilitation of visa applications and related travel requirements for international mediaAug-2023
20.9Discuss customs clearance of audiovisual and photography equipment and other formalities for international mediaAug-2023
20.10Provide list of journalists based in the host country, including their email addresses, for the online invitationDec-2023
20.11Assist local media to register onlineJan-2024
20Multimedia and Social MediaDue Date
20.12Inform that ADB will use multimedia products such as still photos, video news releases, and podcasts to be uploaded on ADB.org for promotion of Annual MeetingJul-2023
20.13Inform that ADB will use social media such as Facebook and Twitter to disseminate information through ADB’s institutional platforms and Annual Meeting appsJul-2023
  1.  International, regional, and local media are invited to attend and cover all public sessions and selected official events. Media are also provided the opportunity to interview ADB Management and senior staff, and official participants of the Annual Meeting.
    Annual meetings have attracted large international and local media participation. Media relations is crucial for generating prominent media coverage. International, regional, and local media are invited to attend and cover all public sessions including the following official events: (i) opening session; (ii) business session; (iii) all seminars organized and coordinated by ADB; (iv) country presentations; (v) the ADB President’s press conference; and (vi) any other ADB-organized press briefings and events, except for closed-door sessions, bilateral meetings, and other events that are by invitation only. Media are also provided the opportunity to interview ADB Management and senior staff, and official participants of the Annual Meeting. Media are allowed access to most areas of the main venue of the Annual Meeting where all official events are held.
  2. Media outreach activities are important to raise the profile of ADB in the lead up to the Annual Meeting.
  3. Social media is used to promote the Annual Meeting before and during the event. Social media marketing activities are managed by ADB and is not expected to be managed by the host country or PCO.
  4. The host country assists ADB in local media outreach activities at the country-level. Such activities could be undertaken as part of the ADB President’s official pre-Annual Meeting visit to the Annual Meeting venue, and pre-Annual Meeting missions to the host country initiated by other ADB Management. Media outreach activities could include visits to ADB-funded projects, press conferences, media interviews, press briefings, and public speaking opportunities for ADB Management in think tanks and universities.
  5. Every effort should be made to generate positive media coverage and to ensure that ADB’s key messages are effectively and consistently conveyed to international, regional, and local media in the run-up to and during the Annual Meeting.
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