Chapter 28

Shipment

Overview:

This chapter outlines how shipping and freight services work between ADB and the Host Country.

The ADB ships a number of large and bulky items out of Manila, to the Host Country in preparation for the annual meeting.

An experienced shipping and logistics manager should be appointed by the Host Country to ensure one point of contact across the ADB’s shipping requirements.

Storage for these items is also required onsite in the appointed annual meeting venue. If not available within the venue, alternate arrangements for storage will need to be organized by the Host Country.

Important Information:

  • Information to provide
    • The host country relays to ADB important dates and holidays that may affect the shipping schedule; contact details of the focal person and appointed broker who will handle the transport of shipments from the port to the venue and from the venue to the port; maximum customs clearing time; information on sea shipments, such as transit time, routing, sailing frequency, and cut-off time to and from the country; and information on  air shipments, such as transit time, flight frequency and cut-off time to and from the country.
  • Storage 
    • Storage within the venue is provided by the host country.
  • Shipping arrangements
    • ADB appoints a shipping agent or broker who liaises with the host country focal person or broker
    • The host country provides support, such as manpower and equipment, to unpack and repack  the shipment, including making available equipment to transfer bulky shipments from one place to another within the venue.

Useful Resources From This Chapter:

  1. Appendix 154 - Shipping Schedule

Related Tasks

28ShipmentDue Date
28.1Discuss shipment requirements with ADBJul-2023
28.2Appoint focal person for shipmentSep-2023
28.3Inform ADB of appointed broker to handle shipmentsNov-2023
28.4Submit necessary documents for tax exemption to shipping companyJan-2024
28.5Handle customs clearance and actual shipment from ADBMar-2024 to Apr-2024
28.6Provide storage as necessary for ADB shipmentsApr -2024
28.7Handle return shipments including packing, storage, and transport to port of exitApr -2024
  1. ADB ships some equipment and meeting materials to and from the meeting site. The host country provides speedy clearance through customs, transport, and associated costs for local handling (including storage charges) of these materials between the port or airport and the meeting site and back.
  2. The host country also provides storage space for meeting materials shipped before the meeting, either at the meeting venue or in the warehouse of the broker appointed to handle shipments. Two rooms (ADB Secretariat's office and another large room) at the meeting venue are made available after the meeting for assembling meeting materials and documents for the return shipment to Manila.
  3. The host country provides necessary human resources (possibly through its broker) to distribute the materials to their respective offices and meeting areas. Likewise, for the return shipment, manpower and packing materials are provided to collect materials to be shipped back to Manila from the different offices and meeting areas.
  4. Details of the volume of ADB shipments at previous Annual Meetings are shown below.
ANNUAL MEETING YEAR HOST CITY PARTICULARS OUTGOING SHIPMENT RETURN SHIPMENT
Sea Shipment Air Shipment Total
(Air + Sea)		 Sea Shipment Air Shipment Total
(Air + Sea)
37th 2004 Jeju No. of boxes 62 155 217 94   94
Weight or volume in kg 814 3,671 4,485 2,160   2,160
38th 2005 Istanbul No. of boxes 70 67 137 60 19 79
Weight or volume in kg 1,500 1,696 3,196 1,000 486 1,486
39th 2006 Hyderabad No. of boxes 80 67 147 64 17 81
Weight or volume in kg 5,110 896 6,006 2,750 271 3,021
40th 2007 Kyoto No. of boxes 51 10 61 39 21 60
Weight or volume in kg 1,189 521 1,710 726 318 1,044
41st 2008 Madrid No. of boxes 33   33   20 20
Weight or volume in kg 3.290 cbm 456   4.01cbm 903 N/A
42nd 2009 Bali No. of boxes            
Weight or volume in kg   1,227 1,227   1,276 1,276
43rd 2010 Tashkent No. of boxes            
Weight or volume in kg   1,401 1,401   1,554 1,554
44th 2011 Ha Noi Weight or volume in kg 1,500 600 2,100 1,250                      -  1,250
45th 2012 Manila                       -                       -                      -                      -                       -                                            - 
46th 2013 Delhi Weight or volume in kg (1st)                     -                            1,115.00                           1,115.00  3 cbm                      -                                            - 
Weight or volume in kg (2nd)                            323.00                         323.00                     -                       -                                            - 
47th 2014 Astana Weight or volume in kg (1st)                     -                            1,168.00                           1,168.00                     -                            1,219.00                         1,219.00
Weight or volume in kg (2nd)                     -                           570.00                         570.00                     -                       -                                            - 
48th 2015 Baku Weight or volume in kg                     -                            1,017.00                           1,017.00                     -                            1,213.00                         1,213.00
49th 2016 Frankfurt Weight or volume in kg                     -                           990.00                         990.00                     -                            1,351.00                         1,351.00
50th 2017 Yokohama Weight or volume in kg                     -                           981.00                         981.00                     -                            1,082.00                         1,082.00
51st 2018 ADB HQ                       -                       -                      -                      -                       -                                            - 
52nd 2019 Nadi Weight or volume in kg (IT)                     -                            2,595.00                           2,595.00                     -                            2,376.00                         2,376.00
Weight or volume in kg (SEC)                     -                            1,501.00                           1,501.00                     -                            1,396.00                         1,396.00
53rd 2020 ADB HQ Virtual (June and September)                     -                       -                      -                      -                       -                                            - 
  1. A sample shipping schedule and procedure for outbound and return shipment is in Appendix 154.
  2. For contents that need endorsement from the host country such as multimedia presentations to be played in the Opening Session or materials to be distributed to all participants, ADB will send concepts of the material to the host country on an agreed timeline. 
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