Overview:
This chapter has been developed specifically for PCOs, event managers or agencies engaged to assist the host country to find resources and templates that will help during the pre-production and event planning phases.
The chapters are listed by category in alphabetical order and each category includes the associated assets that are associated with the category (area) of the event.
Important Information:
- Some PCO templates included here contain sample copy for reference by the PCO, HC or event organizer
- PCO sample documentation - by category
- Resource templates - by category
Asset table listed by event planning category:
| Category | Chapter No. | Asset Name | Overview | Asset download | |
| Accreditation and Invitation Communications Journey | 13 | Communications Journey- Participants and Governors | Overview of the communications plan for onsite execution. | Asset | |
| Accommodation - Arrival & Departure | 6 | Arrival & Departure Schedule for Governors/Heads of Delegations | Sample schedule as to logistical movements of ADB Governors and Head of Delegation. | Asset | |
| Accommodation Bookings | 6 | Hotel Accommodation Booking Advice | Sample document to be used by appointed hotels and accommodation venues. | Asset | |
| Accommodation Website | 6 | Hotel Accommodation Website | Sample website which will be provided by the appointed hotel booking agent | Asset | |
| Airport | 14 | Sample Conversation Sheet | Reference (sample) of sheet to be used for greeting international guests at the airport. | Asset | |
| Airport Arrangement - Photo examples | 14 | Arrival and Departure Arrangements photo examples | photo samples of previous airport arrival and departure arrangements. | Asset | |
| Airport Arrival Procedures | 14 | Diagram of Airport Arrival Procedures | Step by step guidelines pertaining to recommended arrival procedures at the airport. | Asset | |
| Airport Checklist | 14 | Airport and Departure Arrangement Checklist - Excel | Sample checklist for those arranging airport arrivals and departures. | Asset | |
| Airport Departure Procedures | 14 | Diagram of Airport Departure Procedures | Step by step guidelines pertaining to recommended departure procedures at the airport. | Asset | |
| Airport plan - example | 14 | Example Airport arrival plan | Sample / recommended plan for arrival procedures at airport. | Asset | |
| Airport Procedures | 14 | Airport Arrival and Departure Procedures | Overview of recommended procedures for both arrival and departure of ADB Annual Meeting attendees. | Asset | |
| Annual Meeting Event Types | 2 | AM Types of Events | This document lists each event within the Annual Meeting by 'type'. | Asset | |
| Annual Meeting Requirements | Host Country Role | Annual Meeting Requirements | This document is a detailed list of specific requirements to be organized and provided by the host country, selected venues and appointed PCO as relates to each individual meeting. | Asset | |
| Annual Meetings previous years | Introduction | Annual Meetings of the Board of Governors (Place and Date) | This asset is a simple list which outlines all previous Annual Meetings of the Board of Governors with location and date. | Asset | |
| Best Practices on Janitorial Services | 15, 18 | Best Practices on Janitorial Services | Overview of ADB expectations pertaining to janitorial services for a green and sustainable Annual Meeting. | Asset | |
| Board of Directors Offices and lounge setup | 7 | Board of Directors Offices and Lounge | Overview pertaining to the specific room setup for the Board of Directors Offices and lounge.. | Asset | |
| Board of Governors Rules of Procedures | 2 | Rules of Procedure of the Board of Governors | Outlines general rules - as specified by the ADB - for the Board of Governors across the Annual Meeting. | Website Link | |
| Branding | 5 | AM Branding Schedule | Schedule from logo development to implementation | Asset | |
| Branding - Promotional booth and Exhibit | 5, 7 | Promotional Booth and Exhibit Branding | Sample booth design from past events and overview of types of booths to be designed and produced by host country. | Example | |
| Branding - Signage | 5 | Signage - Photographs | Visual reference as to the types of signage that may be required and provided by host country across the Annual Meeting. | Asset | |
| Branding - Sponsorship Guidelines | 5, 12 | Sponsorship Guidelines | Overview of how sponsor brands may be represented within the Annual Meeting venues. | Asset | |
| Branding, Signage, Printing | 5 | ADB Branding, Signage & Printing Matrix | Spreadsheet which outlines the individual assets that may be required to be designed and produced by the host country. | Asset | |
| Budget | 1 | Budget template | Simple template which may be referenced or used by the host country or appointed PCO when planning the Annual Meeting budget. | Template | |
| Business Session | 2 | Business Session - Order of Speaking example | Sample order of speaking format for Business Session. | Example | |
| Business Session | 2 | Business Session - Example seating Plan | Sample floor plan for Business Session. | Example | |
| Business Session | 11 | Business Session examples | Sample images of previous setups for Business Sessions. | Asset | |
| Business Sessions - Speaking Equipment | 19 | Business Sessions and Speaking Time Control Equipment | Photographs of the Business Session at previous Annual Meetings and photographs of speaking time control equipment | Asset | |
| Car Identification Card | 16 | Car Identification Card | Sample visual reference for vehicle identity signage. | Asset | |
| Communications | 3,11 | HCO/PCO Communication plan | HC/PCO communication routing plan which outlines the means of communication throughout delivery of ADB Annual meeting between all parties. This should be agreed between ADB/HC and PCO early on in the planning phase. | Example | Template |
| Crowd Control Checklist | 15 | Crowd Control Checklist | List to be used to check against all items onsite pertaining to crowd control. | Asset | |
| Delegates' Lounge - Photographs | 18 | Delegates' Lounge - Photographs | Contains photographs of the Delegates’ Lounges from previous Annual Meetings | Asset | |
| Emergency Information Card | 15 | Emergency Information Card | Sample of what an Emergency Information Card may be designed and produced by the host country. | Asset | |
| Environment, Health and Safety Inspection | 15 | Environment, Health and Safety Inspection Checklist | List to be used to check against all items onsite pertaining to environment, health and safety. | Asset | |
| Event Types and Roles | 2 | Event Types and Roles | Outlines specific roles within the individual events across the Annual Meeting. | Asset | |
| Event, Meeting and Office requirements | 7 | AM Master List of Space, Furniture and Supplies Requirements | Detailed list which outlines the specific requirements across all areas of the annual meeting. Space, offices and supplies requirements. Relevant for all appointed venues, host country and PCO. | Asset | |
| Floor Plans and room layouts | 2 | Floor Plans drawn to scale and layouts example | Sample floor plans by meeting type, useful for venues, furniture suppliers, PCO and host country. | Example | |
| Food and Beverage | 21 | Master Food and Beverage Schedule | Food and Beverage matrix intended to outline total F&B requirements across all areas of the Annual Meeting. This document will be primarily used as a 'one stop shop' by the HC/PCO and venues/banquet staff seeking information on F&B. | Example | Template |
| Food and Beverage | 21 | Sample Refreshment and Catering Schedules | Sample refreshment and catering schedule which includes the food and beverage requirements paid by the host country across all the offices. | Example | |
| Food related risks | 21 | Manual for Controlling Food-Related Risks | Manual for controlling food Related Risks. Document includes 1. Caterer’s Food Safety Management System Checklist 2. Food Safety Regulations and Standards, Hazard Analysis Critical Control Point Principles 3. Food Safety Provisions (Example of Contractual Obligations) 4. Day of the Event Catered Food Safety Checklist | Asset | |
| Food Safety | 21 | Pre-Qualification Form | Pre-qualification form for caterers and food servers for Food Safety. Checklist to be completed and returned to host country or PCO | Asset | |
| Forthcoming Annual Meeting | 7 | Forthcoming Annual Meeting Promotional Booth and Office | Overview of the requirements of the booth provided by current host country for the forthcoming host country. | Asset | |
| Furniture and Supplies | 23 | Furniture and Supplies requirements Matrix | A detailed checklist of furniture and supplies required and the approximate total quantity needed. Listed for all areas of the Annual meeting including offices | Asset | |
| Furniture and Supplies | 23 | Onsite Furniture Deployment Schedule | List of furniture requirements by venue and room with room reset date/times | Example | |
| Governors’ Photo Session | 2 | Dimensions for Riser for Photo Session | This document provides recommendations on the required dimensions for riser/staging for the formal Governors’ Photo session. | Asset | |
| Governors’ Seminar | 11 | Governors’ Seminar examples | Sample images of previous setups for Governors’ Seminar. | Asset | |
| Governors' Plenary | 19 | Governors' Plenary - Photographs | Governors' Plenary sample photographs from previous Annual Meetings | Asset | |
| Headset Distribution Center | 18 | Headset Distribution Center | Contains photographs of the headset distribution center provided at previous Annual Meetings | Asset | |
| Host Country Criteria | Introduction | Criteria for selecting a host country | This document outlines the specific criteria that the ADB seeks when appointing a host country for the Annual Meeting. Primarily intended for host country representatives. | Asset | |
| Host Country Seminar sample program | 2 | Host Country Seminar programs | Annual Meeting agenda sample from past Annual Meetings most relevant to host country and appointed PCO. | Asset | |
| Internet Centers | 18 | Internet Centers - Photographs | Contains photographs of the Internet centers and facilities provided at previous Annual Meetings | Asset | |
| Interpreters Booths | 11 | Standard Interpreters Booths | Document listing the specific requirements of the interpreters booths | Asset | |
| Introduction | Introduction | Process for Holding an Annual Meeting | Process driven document which provides a step-by-step guide to holding an Annual Meeting. Primarily intended for HC representatives. | Asset | |
| Locally Engaged Staff | 22 | ESMS Supplier Sponsor Declaration of Compliance & Sustainability Survey | Declaration form for suppliers and sponsors to commit compliance to legal and other related requirements applicable to the services and/or products provided for the meeting, including the requirements of ADB’s Events Sustainability Management System (ESMS). | Asset | |
| Locally Engaged Staff | 22 | Locally Engaged Staff Under ADB Supervision | Locally engaged staff assigned to ADB rules of engagement | Asset | |
| Locally Engaged Staff | 22 | Sample host country Support Staff- Engagement Plan | Example engagement plan for ADB on how the host country engages local staff for the Annual Meeting. | Example | |
| Locally Engaged Staff | 22 | Sample host country Support Staff Job Descriptions | Job descriptions for each host country local staff role required for the Annual Meeting. | Asset | |
| Media Center Setup | 7 | Media Center setup examples | Overview of specific room setup for the media center. | Asset | |
| Meeting Services | 18 | Meeting Services Checklist | This document is intended to provide a check of the signage and infrastructure requirements for those responsible for delivering the meeting room services throughout the Annual Meeting. | Asset | |
| Meetings | 3 | Mission Procedures | Document intended to provide an overview of 'Missions'. Missions are preferably scheduled at the same time each year which missions should take place to which approved host countries in any given year. The usual missions, their objectives, composition, timing and described in this document. | Asset | |
| Meetings | 3 | Weekly Progress report (WIP) | Document to introduce and provide an overview of weekly 'WIP's. The Weekly Progress report also known as (WIP Agenda) is used by the HC to update on the progress of the pre-production and Annual Meeting planning. Completed by HC/PCO and shared with ADB prior to the conference call. | Template | |
| Meetings | 3 | Mission Objectives - Initial Assessment Mission - Sample | Document provides a summary of 'Initial Assessment Mission Objectives' to identify the key topics/issues that need to be discussed at the mission. To be updated by HC in collaboration with ADB and shared with all parties. | Sample | Template |
| Meetings | 3 | Mission Objectives - Strategic Directions Mission - Sample | Document provides a summary of 'Strategic Directions Mission Objectives' to identify the key topics/issues that need to be discussed at the mission. To be updated by HC in collaboration with ADB and shared with all parties. | Sample | Template |
| Meetings | 3 | Mission Objectives - Establishment Mission - Sample | Document provides a summary of 'Establishment Mission Objectives' to identify the key topics/issues that need to be discussed at the mission. To be updated by HC in collaboration with ADB and shared with all parties. | Sample | Template |
| Meetings | 3 | Technical Mission program - Sample | Document provides a summary of 'Mission Objectives' to identify the key topics/issues that need to be discussed at the mission. To be updated by HC in collaboration with ADB, ADB technical director and shared with all parties. | Sample | Template |
| Meetings | 3 | State of Play | This document is key in keeping ADB updated. It is prepared by HC/PCO and presented at the HC Committee meetings. Commonly used as a “Progress Report” for ADB and HC organizing committees. | Sample | Template |
| Meetings | 3 | Sample Program for the President’s Visit | ADB prepares a program of activities for the mission in consultation with ADB Resident Mission, DOC and the host country authorities. A sample program for the President’s visit is provided. | Sample | |
| Meetings | 3 | Mission Program | Once the objectives are agreed, HC to draft a Mission program and schedule with attendees listed, scheduled meeting times and locations and key topics. | Template | |
| Meetings Services setup | 18 | Meetings Services Checklist | Overview of ancillary services required to be provided by appointed venues or PCO across all meetings. | Asset | |
| Networking Events | 2 | Networking Events Requirements | Overview of the networking events to be organized and hosted by both the ADB and host country. | Asset | |
| NGO Center | 7 | NGO Center | Overview of the specific room setup for the NGO center. | Asset | |
| Office of the President setup | 7 | Office of the President setup | Overview to the specific room setup for the ADB President. | Asset | |
| Onsite Production Schedule | Onsite Run orders | Full running schedule by time, date and task. This document lists assets required onsite and all key contacts. | Example | ||
| Open Plan offices setup | 7 | Open Plan offices | Overview to the specific room setup for the open plan offices. | Asset | |
| Opening Session | Chapters 2, 8, 19 | Opening Session - Example seating plan | Sample floor plan for Opening Session. | Asset | |
| Opening Session | Chapters 11, 19 | Opening Session examples | Sample images of previous setups for Opening Sessions. | Asset | |
| Parallel Meetings | 19 | Parallel Meetings - Photographs | Parallel meetings sample photographs from previous Annual Meetings | Asset | |
| Payments by ADB | 27 | Procurement and Contracting: Guiding Principles | ADB procures goods, works, and services for use in its headquarters and field offices to support its operations at competitive market prices using the most appropriate procurement method. This link outlines the Procurement and Contracting Guiding Principles for goods, works and services | Website link | |
| Payments by ADB | 27 | ADB Payment Process checklist | Checklist of ADB’s payment process | Asset | |
| PCO Requirements and Scope of Works | Host Country Role | Scope of Works (SOW) ADB PCO Requirements - Sample | This document is most relevant for appointed or tendering Professional Conference Organizers and outlines the total scope of works to be delivered across the Annual Meeting. | Asset | |
| Pest Management | 15 | Integrated Pest Management | Overview of ADB expectations to pest management provided by host country. | Asset | |
| Post Event Report | 3 | Reflection Paper (Debrief) | Reflection paper ("Event Debrief") is intended to outline areas for improvement across the Annual Meeting. This document presents with clear points on what worked and conversely, did not work well and recommendations for the next ADB AM. Completed and updated by HC/PCO and shared with ADB 2-4 weeks after the AM. | Sample | Template |
| Press Conferences - Photographs | 19 | Press Conferences - Photographs | Press conference sample photographs from previous Annual Meetings | Asset | |
| Printing | 26 | Fiji InfoMap example | Sample information map of the location of main Annual Meeting venues and Schedule of Events. Sample from Fiji 2019 | Asset | |
| Printing Materials | 26 | Advanced Printing Materials Checklist | This document is a checklist of other printed materials produced in advance for the Annual Meeting, showing printing by ADB and printing by Host country. | Asset | |
| Pro Forma Letters | 18 | Sample Pro Forma Letters for Participants and Medical Centers | Sample Pro Forma Letters for Participants and Medical Centers | Example | |
| Procurement | 24 | Generic Contract Template | This document provides a sample of a generic contract you can use when engaging a contractor. | Asset | |
| Procurement | 24 | Supplier request for Tender/ RFP Sample | Supplier RFP request for tender document is used when requesting for the initial quote for services. Includes information about the event, date, location and quote, selection evaluation criteria. | Asset | Template |
| Procurement | 24 | Technical Procurement and Onsite Gantt Chart | Technical Procurement and onsite Gantt chart outlines the milestone planning for all technical requirements. Downloadable excel file. | Asset | |
| Professional Conference Organizer (PCO) | B | IAPCO Website | Sample website link. | Website link | |
| Protocol | 8 | Protocol scenarios | Overview of ADB expected protocol across the Annual Meeting. | Asset | |
| Protocol | 8 | HC receptions and Governors Lunch Protocol | Overview of ADB expected protocol across the host country networking events and Governors lunch. | Asset | |
| Registration | Introduction | Annual meeting Registration and Badge figures | Registration figures in past Annual Meetings | Asset | |
| Registration badges | 17 | Sample Badges | Sample of badges for participants | Example | |
| Registration Center | 17 | Registration Center - Sample Layout and Photographs | Best practice to the design and delivery of the registration center as provided by the host country. | Asset | |
| Registration Checklist | 17 | Registration Checklist | This document is a checklist of all registration deliverables onsite. | Asset | |
| Registration confirmation letter | 9,17 | Confirmation letter from ADB | Sample confirmation letter to be supplied by ADB. | Example | |
| Registration Invitation Letter | 17 | Sample Registration Invitation | Sample registration invitation for the Annual Meeting | Asset | |
| Registration System | 17 | Onsite Registration System - Checking Registered Participants user guide | User guide on how to use ADB registration system onsite and checking registered participants | Asset | |
| Related Tasks (Timeline) | Host Country Role | Related Tasks -Schedule/Timeline of host country Activities | This is a chronological list format of tasks to be undertaken by the host country as related to the Annual Meeting. | Asset | |
| Risk Management | 15 | Risk Management Process draft Risk Register | Sample of risk management plan to be managed by host country and/or appointed PCO in collaboration with 3rd party suppliers. | Example | |
| Role and Schedule of the Chair and Vice-Chairs | Host Country Role | Role and Schedule of the Chair and Vice-Chairs | This document outlines the specific roles of the Chair and Vice-Chairs in the Business Session. | Asset | |
| Roles and Responsibilities | Host Country Role | Roles and Responsibilities of Professional Congress Organizers (PCOs) | This document is most relevant for appointed or tendering Professional Congress Organizers outlining the specific role of the PCO. | Asset | |
| Room or Space Occupancy | Introduction, 7 | Occupancy Schedule | This document outlines and lists room usage and requirements across the Annual Meeting. | Asset | |
| Room Utilization | 2, 7 | Room Utilization Table | The Room Utilization Table is the master schedule that outlines all sessions, setups and what the room is physically used for. It is recommended that the HC/PCO manage, update and publish the Utilization Table where feasible. | Sample | |
| Room Utilization and Diagrams | 7 | Sample diagrams and room book | Visual reference as to how each of the meeting rooms is used and what is required to be provided in the rooms by host country. | Asset | |
| Rules of Procedure | 13 | Rules of Procedure of the Board of Governors of the Asian Development Bank | ADB document outlining the procedural guidelines across all Annual Meetings. | Website link | |
| Schedule of Events | Introduction, 2 | Schedule of Events | This document is relevant for all stakeholders and is the Annual Meeting official schedule of events. | Sample | |
| Schedule of Events - Attendance by President and the Chair | 8 | Schedule of Events - Attendance by President and the Chair | This schedule pertains specifically and only to the events within the Annual Meeting that the ADB President and the Chair will attend. | Asset | |
| Secretariat Offices Setup | 7 | Secretariat Offices setup examples | Overview of specific room setup for the ADB secretariat. | Asset | |
| Security Checklist | 15 | Security Checklist | Checklist mainly intended for security company engaged by the host country and the venue owners. | Asset | |
| Security Guidelines | 15 | Annual Meeting Security Guidelines | Overview of requirements pertaining to security across the Annual Meeting. | Asset | |
| Security Measures - Example | 15 | Security Measures Adopted During the 2004 Jeju Annual Meeting | Sample overview of security measures planning from Jeju 2004. | Example | |
| Seminar sample program | 2 | Seminar - Printed Program of Events | Sample of printed event agenda from past Annual Meetings. | Asset | |
| Shipment | 28 | Shipping Schedule | This document outlines the procedures and sample of a shipment schedule for outbound and return deliveries. | Example | |
| Show Speaker/AV Run order | 2 | Show Event Speaker/AV Run order - Fiji Opening Session Sample 2019 | Audiovisual vision, sound, staging and lighting run sheet. This document also includes the 'Event Format' and agenda. | Sample | Template |
| Show Speaker/AV Run order | 2 | Show Event Speaker/AV Run order - Fiji host country Seminar Sample 2019 | Audiovisual vision, sound, staging and lighting run sheet. This document also includes the 'Event Format' and agenda. | Sample | Template |
| Shuttle Bus schedule | 16 | Schedule of Shuttle Buses - Sample | Sample of best practice pertaining to shuttle bus scheduling. | Example | |
| Shuttle Bus schedule | 18 | Shuttle Bus schedule - Sample Handout | Sample of the printed flyer handed out at the Fiji 2019 Annual Meeting. Distributed at the airport and hotels and Annual Meeting venues. | Asset | |
| Space requirements & floorplans | 7,11 | Floor Plans drawn to scale and layouts | Final 2D and 3D venue and conference floor plans with setup requirements for each event/meeting throughout the Annual Meeting. | Asset | Room book sample |
| Speech Prompter | 19 | Speech Prompter | Contains photographs of speech prompter and the required equipment used in previous Opening Sessions | Asset | |
| Sponsorship | 12 | Acceptable Attribution of Sponsorship | Overview of how sponsorship should be awarded and organized by the host country. | Asset | |
| Sponsorship | 12 | Sponsorship Board Examples | Visual reference pertaining to previous samples of printed and digital sponsor boards. | Example | |
| Sponsorship | 12 | Samples of Sponsorship List | Samples of previous sponsorship arrangements from past meetings. | Asset | |
| Sponsorship | 12 | Sponsorship opportunities Fiji Sample | Visual and written reference to sponsorship pack from Fiji Annual Meeting. | Asset | |
| Subregional Meetings | 19 | Subregional Meetings Photographs | Subregional Meetings sample photographs from previous Annual Meetings | Asset | |
| Sustainability | 25 | Guidelines on Waste Management | This document is intended to provide guidelines on waste management, outlining the objective and scope of the services required by a waste services management company. | Asset | |
| Sustainability | 25 | Hotel Green Form | Sample of the hotel green form required to be provided by the appointed conference and hotel venues in each accommodation room. | Samples | |
| Sustainability | 25 | Samples of Prohibited Materials or Substances | Prohibit the use of banned substances and materials or chemicals and their components used for construction, pest control, cleaning agents. Sample of prohibited materials or substance provided. | Samples | |
| Sustainability | 25 | Sustainable Meetings - Checklist | How to organize sustainable Meetings - Venue Checklist | Asset | |
| Team Roles and Hierarchy - ADB | Introduction | Organization Chart -ADB Team | This is the organizational chart implemented by the ADB across every Annual Meeting. | Fiji Sample | |
| Team Roles and Hierarchy - host country | Introduction | Organization Chart -HOC | This is a suggested organizational chart with recommendations regarding how the host country may wish to arrange the hierarchy of decision making across the Annual Meeting. | Asset | |
| Technical Riders | 11 | Technical Riders | Technical riders, requirements and specifications to pass on to the Technical/Audio and Visual Suppliers engaged across the Annual Meeting. | Technical Riders | |
| Technical Matrix/ Checklist by room | 11 | ADB Technical Equipment Matrix/ Checklist by Room | Checklist and guidelines which provides a breakdown of information pertaining to specific technical requirements, by room. | Asset | |
| Tour Services | 18 | Tour Services - Sample website | Sample Tour services website development especially for ADB Annual Meeting. | Example | |
| Tours and Cultural Program | Chapters 2, 13, 18 | Tours and Cultural Program | Sample of tours programme to be provided (optionally) by the host country. | Asset | |
| Tours Program examples | 13 | Tours Program - Fiji Website example | Sample (screenshot) of the tours available online at the Fiji Annual Meeting. | Asset | |
| Transport - Comms Sheet | 16 | Sample Conversation Sheet | Reference sheet to be used for greeting international guests at the airport. | Asset | |
| Transport passes | 16 | Subway Pass and Train Coupon | Sample of what these passes may look like as provided by host country. | Example | |
| Transport Plan - example | 16 | Fiji Sample Transport Operations Manual | Sample of best practice pertaining to transport management and planning. | Asset | |
| Transport Requirements | 16 | Transport Requirements by Vehicle | Overview of specific transport requirements, by vehicle type. | Asset | |
| Travel and Tours Desk | 18 | Travel and Tours Desk | Contains photographs of Travel and Tours desks from previous Annual Meetings | Asset | |
| Travel and Tours Services | 18 | Travel and Tours Services - Sample Program | Sample Tour programs tailored especially for ADB Annual Meeting. | Asset | |
| Travel Guidelines | 15 | Commercial Passenger Air Travel Guidelines | ADB overview of guidelines and protocol pertaining to commercial travel arrangements | Asset | |
| Types of Events | 2 | Annual Meeting Types of Events | Lists all the different 'types' of events across all areas of the Annual Meeting | Asset | |
| Vehicles Checklist | 16 | Eco-Friendly and Safety Features of Vehicles Checklist | List that overviews specific ADB requirements for eco and safe vehicle selection and provision across the Annual Meeting. | Asset | |
| Visa and Clearance | 9 | Agreement Establishing the Asian Development Bank (ADB Charter) | Overview of ADB expectations pertaining to visas and airport clearance. | Website Link | |
| Visa Request | 9 | Embassy Visa request | Overview of ADB expectations pertaining to embassy visa requests. | Asset | |
| Visa request | 9 | ADB Visa request | Overview of ADB expectations pertaining to ADB visa requests. | Asset | |
| Waste Segregation and Disposal | 15 | Waste Segregation and Disposal Scheme | Overview of best practice on waste management for a green and sustainable Annual Meeting. | Asset | |
| Tax Exemption | Host Country Role | Status, Immunities, Exemptions and Privileges | ADB Charter showing ADB is exempted from taxation and customs duties. | Asset | |