Overview:
The furniture and supplies requirements across the annual meeting can appear very complex at first glance however when effectively project-managed across the meeting by a singularly appointed coordinator, they become more easily understood.
There is a requirement to hire or bring in custom and bespoke furniture into the selected venues for the meeting as it is likely the venue(s) will not be able to provide such requirements from their “In-house” inventory. It may be the Host Country (or appointed PCO) will need to work with a number of supplies and furnishing companies to achieve the requirements outlined below.
It is recommended to first build an inventory list of what furniture/supplies is able to be provided by the venue, convention center or hotel (and possibly include these arrangements during contractual negotiations) and then approach third party partners for the balance of the requirements.
The ADB is open to recommendations from the Host Country as to what is the most appropriate type and form of furnishings and the below images are provided as a guide only.
Important Information:
- All required furniture and supplies are provided by the host country.
- Furniture should be rented rather than purchased, where possible.
- Preference should be given to local suppliers and locally-produced furniture.
- Preference should be given to what furnishings/supplies can be provided ‘in-house’ by the selected venue and then the balance sourced from furniture companies.
- The host country should appoint a supplies controller to oversee the delivery of the supplies, and designate a help desk to maintain stocks of extra supplies to meet possible shortages.
- It is expected that the Host Country provide ADB with photographic reference as to the style, quality and type of furniture being sourced for the meeting.