Related Tasks

1.  ADB cannot estimate the number of meals that will be required outside of the official events and functions organized through ADB. The host country, PCO and caterers therefore have to estimate this themselves.
   The catering and restaurant requirements are extensive and complex during an Annual Meeting.  With up to 5000 participants and local staff and event personnel  needing to eat and drink, demand is high. Because it is an international audience, tastes are varied, and caterers need to be able to provide a range of cuisines, including Asian and Western, halal and vegetarian, dairy and non-dairy, and if possible, sustainable, organic and fair-trade options.
   
2. Many participants eat at functions and events; however, a number will also need to purchase their own food every day. The preference is for fast food that can be eaten at the outlet or taken away. However, there is also a demand for sit-down meals. ADB cannot estimate the number of meals that will be required outside of the official events and functions organized through ADB. The host country, PCO and caterers therefore have to estimate this themselves. A table is provided to help caterers estimate facilities and staff requirements; however, this is a very rough guide, and actual consumption may be lower or higher. Consumption will depend on the cost and range of food available, and other options in and around the venue. 

3. Catering. Breakfast meetings, luncheon meetings, and receptions, hosted by ADB are mostly held at the Annual Meeting venue. These activities are organized and paid for by ADB. Experienced caterers are appointed to provide refreshments and catering for participants. The caterers should provide a variety of menus from which ADB and the host country organizers choose a variety of dishes for official events. The caterer also provides tables, chairs, linens, china, silverware, glassware, flowers, and other decorations. The caterers must be able to prepare food at one place and transport it and serve it in another, with enough staff to give prompt and efficient service in a short period of time.
   
4. Offices. The host country provides coffee, tea, chilled mineral water, and snacks in all ADB offices as well as in the offices of the Host Country Secretariat and the ADB Secretariat, including the media center, registration center, and NGO and civil society room. Refreshments are also provided in the media center.
   
5. Meetings. Refreshments are also provided in the delegates, guests’ and observers’ lounges. Coffee, tea, chilled mineral water, and cookies are provided in the meeting rooms used for constituency, bilateral and other meetings, and seminars. Bottled water is required in meeting rooms and simultaneous interpretation booths. The catering staff should ensure that one bottled water per seat for meeting participants on conference tables and two bottles per interpreter in interpretation booths are provided. The caterer is responsible for monitoring use and replenishing empty water bottles and glasses between meetings. 
   
6. ADB prepares a detailed catering and refreshment schedule for provision of refreshments in temporary offices, meeting services, constituency and other meetings, and seminars. Sample schedules are in Appendix 134.  For catering services charged to ADB, the ADB payment process is shown in Chapter 27. Payments by ADB.
   
   In order to manage all Food and Beverage requirements across all areas we suggest keeping a Master Catering Schedule managed by Host Country especially where a number of venues are involved. The Master catering schedule will include ADB, HC, Sponsors and other organization catering requirements and costs.
   
7. Restaurants. The meeting venue(s) must have adequate restaurant, cafeteria, and snack bar facilities for all participants for the duration of the meeting and a capacity for small functions on an ad hoc basis. They provide a variety of hot and cold dishes and beverage service on an extended daily schedule to be agreed with ADB. Provision is made to cater to the needs of Secretariat members and other workers, who need reasonably priced food that can be served quickly and eaten in their offices. Secretariat and locally engaged staff also need to be able to buy food early in the morning and late in the evening. Consideration may be given to preparing packed lunches for staff to purchase. Dining facilities must be open even when the meeting period falls on a weekend or on a public holiday.
   
8. The food outlets are paid in cash on an individual basis. The outlets also need to accept all major credit cards and mobile device payments.
   
9. Cart Service, Food Kiosks and Vending Machines. If food outlets are limited in the convention center, cart service, food kiosks and vending machines are also recommended in the venue. Sample menus would be beverages, pastries, fresh fruit, sandwiches, and sweets.
   
10. Food Safety. Careful attention must be paid to food standards by all services handling food (including those under Tours), who shall ensure appropriate safety and hygiene. The accreditation process must include a review of legislation on national food safety standards, and contingencies in case of an emergency must be covered in the contracts of the suppliers. Caterers will be selected at least 6 months prior to the Annual Meeting and should meet the pre-qualification requirements. The caterer must have in place a food safety management system that controls the five most common risk factors responsible for food-borne illness, namely:
    • Purchasing food from unsafe sources
    • Failing to cook food adequately
    • Holding food at improper temperatures
    • Using contaminated equipment
    • Practicing poor personal hygiene
      
11. Refer to the Pre-Qualification Form at Appendix 135. During the actual service of food, the provider should do the following as a minimum:
    •   No pork is included in menus for ADB-hosted events, and beef is also not advisable.
      Hot Food – foods cooked and kept hot or re-heated
      • Hot food must be held at an internal temperature of 60 degrees Celsius or higher
      • If reheating is required, heat food at 74 degrees Celsius
      • Only use heat-holding equipment that can keep food at the proper temperature
    • Cold Food – chilled and prepared cold foods
      • Cold food must be held at an internal temperature of 5 degrees Celsius or lower
      • Use only cold-holding equipment that can keep food at the proper temperature
      • Do not store food directly on ice; whole fruit and vegetables are the only exception
        
12. Menus should have a wide range of food choices such as fish, meat (including halal), vegetables, cereals, breads, fruits and a variety of beverages to accommodate all kinds of food restrictions, with adequate quantity and reasonably priced. No pork is included in menus for ADB-hosted events, and beef is also not advisable.
    
13. The host country may also consider providing food free of charge for some categories of participants on certain days.