Important Information:

• Once the venue has been confirmed, all spaces within the venue will be assigned by ADB, in close coordination with the host country and PCO, if one is appointed.
• In selecting the venue(s), it is expected that the host country provides sufficient space for all offices and meeting rooms required for the Annual Meeting as specified in the occupancy schedule. In addition to these spaces, there is a requirement for storage, production offices, ancillary services, and facilities. Preferably, these rooms are all within one building to make communication and movement from one place to another as fast and efficient as possible. If one building cannot accommodate all space requirements, the host country should provide additional buildings or space, which should be close enough to minimize cabling and walking time. The host country should provide a shuttle service between venues or buildings if required.
• All offices and areas should: provide sound-insulated partitions; are appropriately finished and carpeted; and have adequate lighting, electrical, and air-conditioning (or heating) systems during the period of occupancy.
• The host country or PCO appoints a draftsperson or architect to prepare the to-scale venue floor plans in CAD or similar software for constructing or setting up the offices and meeting rooms as needed, with the furniture that has been provided by the venue or specifically sourced for that space. The architect should be able to advise if the different meeting room set-ups required will fit in the assigned rooms, staging and sizes of furniture required by the ADB. 
• All office rooms should be ready for occupancy on the day registration opens up onsite to the evening of the last day of the Meeting. Furniture, equipment and other requirements should be in place and operational inside each of the rooms on the day preceding the opening of each office.
• To manage the use of the meeting rooms effectively, ADB, in partnership with the Host Country and appointed PCO, coordinates the assignment of the rooms in a collaborative manner. 
• The Utilization table and Occupancy Schedule are invaluable documents to review when planning room allocations for meetings, events and offices.
• As the Host Country is responsible for negotiating venue contracts, it is necessary that room allocation for meetings and events is done as a collaborative process. This will ensure the venue contracts reflect all meeting room requirements.
• It is expected that the rooms will be staffed by floating AV/IT operators and/or venue staff who are able to troubleshoot any issues in the rooms as they arise. 
• The ADB Secretariat should be allowed access to the rooms to set up their materials 1 day before the opening of the offices.
• Where a venue/hotel is under a phase of construction or renovations, the host country, in consultation with the ADB Secretariat, should develop a clear timeline around when it is expected to be completed. The ADB should be kept up to date weekly and monthly bases regarding the progression of the works.  Hotels and venues should be ready by November of the year before the meeting schedule.  
• In the case wherein the construction or renovations are unable to be completed within the agreed timeframe, a back-up plan for the engagement of an alternative venue, which is not under construction, must be in place. A decision on whether a hotel/venue can be used for the Annual Meeting must be made during the establishment mission which usually takes place in July. If the host country/owner cannot make a commitment at that time to complete by November, the back-up plan will come into effect.