ADB Office Room Allocation

Tables summarizing the Annual Meeting office room allocation and occupancy schedule follow. The allocation is determined by ADB in consultation with the host country.

A. Chair of the Board of Governors

Office space is provided in the meeting venue for use by the Chair and his or her staff and is equipped with all necessary furniture, access to internet, and office equipment. It is important that the quality of furniture, furnishings, and indoor plants is acceptable to ADB and the Chair. More information on furnishings can be found at Chapter 23. Furniture and Supplies.

B.  Host Country Secretariat

For the Host Country Secretariat, the size, furnishing, and location of the offices are left to the discretion and judgment of the host country. These temporary offices are located in or near the meeting venue(s). If desired, the host country may also share offices with the ADB Secretariat to facilitate coordination. If a PCO is appointed, it is likely they will require a separate production office,  access to internet  and storage space for event specific assets and print items.

C.  ADB Offices

Offices of the Board of Directors

1. A lounge area is required outside of the Board members’ offices. The lounge is equipped with sofas and lounge chairs with facilities to serve coffee, tea, chilled mineral water, and cookies as specified. Appendix 56 has a sample photograph. 
2. The host country provides office space for 12 Board offices, with four rooms for each Constituency (i.e., a total of 48 rooms). Each office is at least 5 m x 4 m. The standard room arrangements may be combinations of (i) an executive room (for the Director); (ii) an executive room (for the Alternate Director); (iii) a staff room (for executive assistants, local staff, and Director’s advisor); (iv) a boardroom style meeting room for delegations; or (v) a lounge-style meeting room for delegations. The quality of furniture, furnishings, equipment and indoor plants must be acceptable to ADB. Appendix 57 contains a sample layout of Board offices, sample suite layout of furniture and furnishings, and photographs. More information on furnishings can be found at Chapter 23. Furniture and Supplies. Furniture and Supplies. The following are the basic office equipment and furnishings for these offices:
   • two three-seater sofas with coffee tables in the Director and Alternate Directors offices
   • four-drawer filing cabinets with locks and keys
   • computers with high-speed broadband internet and e-mail facility
   • network printers
   • internet lines in all four rooms in the suite
   • extra power outlets for laptops, cell phones and other equipment
   • in- and out-trays
   • wastebaskets
3. In addition, 12 dedicated soundproof meeting rooms for delegations’ use are required.
4. Depending on the location of the offices, at least three service areas (one photocopier with an adequate supply of paper, and three refreshments stations with 6 waiters) are required.
5. Unless otherwise agreed, all offices are equipped and ready for occupancy on the day onsite registration opens and remain in use up to 6:00 p.m. on the last day of the meeting.
6. Office furniture requirements are in Chapter 23. Furniture and Supplies, and equipment requirements are in Chapter 11. Information and Conference Technology.

Offices of the President, Vice-Presidents, Managing Director General and Dean of ADB Institute

1. Office of the President. Sample setups of each room and photographs are in Appendix 58.  The following is required:
   • executive table and chair, with two to four visitor chairs
   • one computer (with internet access, with English and Japanese languages installed, and e-mail facility) on a table to be connected to the printer of the senior administrative officer
   • one boss–secretary (or multibutton) telephone system with an IDD line (with access code or PIN) answerable by the President's senior administrative officer
   • one wall clock to be mounted facing the President’s chair
   • in- and out-trays
   • private restroom facilities and own food pantry
   • one wastebasket
2. President's staff room. Five staff members will work in this room. The following is required:
   • for the ADB President's two executive advisors:
     • two work tables with lockers, two chairs and two visitor chairs
     • two side tables, each to be placed beside the work table, for documents
     • two computers (with internet access and e-mail facility and with English and Japanese languages installed) and two printers
     • five sets of in- and out-trays
   • for the President's administrative officer, executive assistant and resident mission staff:
     • three work tables with lockers, three chairs, and three visitor chairs
     • one work table and chair for liaison officer and 8 additional chairs
     • one sofa set (i.e., one three-seat sofa and four armchairs with coffee table)
     • three computers (with internet access and e-mail facility) and three printers with a table and a chair
     • one LCD screen linked to the IPTV system for viewing the opening session, business session, Governors' seminar
     • one paper shredder
     • one photocopier with adequate paper supply
     • refreshment station
     • wall clock
     • three in- and out-trays
     • five wastebaskets
       
3. President's bilateral meeting room
   • six sofa sets (i.e., six two-seat sofas, 4 armchairs, and 4 small coffee tables)
   • about 10 additional stackable chairs
   • side tables (as necessary)
   • one long table for use in loan-signing ceremonies and six chairs
   • one wall clock to be mounted facing the President’s chair and
   • one wastebasket
     
4. Delegations' waiting rooms. Each of the three rooms must have:
   • two two-seat sofas, four armchairs, and two coffee tables and extra chairs against the wall
   • refreshment table
   • wall clock
   • one wastebasket
     
5. President's reception area
   • one receptionist's table and three chairs
   • one telephone to President's administrative officer
   • stanchions (as necessary)
   • one wastebasket
     
6. Staff Waiting Room
   • Meeting table for at least 12 people and 12 chairs
     
7. Speech rehearsal room of the ADB President for the opening session
   • ​A rehearsal room or space must be designated near or inside the President's office with one lectern, one long table, and at least eight chairs
     
8. Pantry area (located next to the delegations' waiting rooms) and refreshment tables.
9. Management Offices (six ADB Vice-Presidents, Managing Director General and Dean, ADB Institute). Eight office arrangements each consisting of:
   • an executive table and chair, with two visitor chairs
   • one sofa set (i.e., one two-seat sofa and two armchairs) with coffee table
   • conference table with eight chairs
   • one computer (with internet access and e-mail facility)
   • one in- and out-tray
   • one wastebasket
     
10. Vice-Presidents' staff office. There are five staff in this room:
    • five work tables with lockable cabinets, five chairs, with five visitor chairs
    • one table and chair for local staff
    • five computers (with internet and e-mail facility) and multifunction printers
    • one photocopier with an adequate supply of paper
    • five in- and out-trays
    • five wastebaskets
      
11. Vice-Presidents' meeting rooms.  Four soundproof meeting rooms are required to be shared by the Vice-Presidents, Managing Director General and the Dean of the ADB Institute. The following is needed in each:
    • a conference table and 12 chairs
      
12. Also required are a refreshment station and a waiting area for the Vice-Presidents' visitors, furnished with armchairs and coffee tables.

Offices of Heads of Departments/Offices

Open plan with sofas, coffee tables, armchairs, computer tables, lockers, 20 work tables. There are no individual offices but with central area for 9 executive assistants.  A sample open plan is in Appendix 59. The area is equipped with:

• 9 work tables with lockable drawers and chairs for assistants, 9 visitors chairs
• 6 soundproof meeting rooms (20 sq.m. each with conference table and 15 chairs)
• sofas and armchairs
• lockable cabinets (40 units)
• computers, multifunction printers and one heavy duty photocopier
• two LCD screens, to be connected to the circuit showing key Annual Meeting events
• refreshment stations

Office of The Secretary and ADB Secretariat

1. Office of The Secretary. This office must be ready 2 days before the opening of onsite registration. It must have
   • one executive table and chair, two visitor chairs, one computer (with internet access and e-mail facility), and one sofa set (i.e., one three-seat sofa, and one coffee table) for the Secretary
   • one conference table with 10 chairs
   • one work table, one chair, and two visitor chairs
   • one four-drawer filing cabinet, with a lock and key
   • one work table, one chair, one computer (with internet access and e-mail facility), and one printer on one table, with one chair, for the executive assistant
   • 8 lounge chairs and coffee tables for the reception area
   • one in- and out-tray
   • two wastebaskets
     
2. Planning and coordination office. This office must be ready 2 days before the opening of onsite registration. It must contain
   • preferably in a partitioned room, one work table and one chair, two visitor chairs, one computer (with internet access and e-mail facility), one sofa set (i.e., one three-seat sofa, two armchairs, and one coffee table), and one cabinet with a lock and key for the Assistant Secretary
   • 30 work tables and 30 chairs, with 30 visitor chairs
   • two work tables and three chairs for local staff
   • one conference table with 10 chairs, preferably in a separate partitioned room
   • 20 lockable cabinets
   • 30 computers with internet access and e-mail facility, and multifunction printers
   • one colored network printer with scanner
   • one heavy-duty photocopier with collating facility with an adequate supply of paper
   • one LCD screen for video link and other channels to cover a range of meetings and events
   • one whiteboard with markers and eraser
   • 15 wastebaskets
     
3. Seminar coordination office (100 sq.m). This is to be located near the seminar rooms. It must contain
   • 6 individual work tables and chairs with one visitor chair per table
   • one conference table with 10 chairs
   • sofa set (table and chairs with seating for 6 persons)
   • one lockable filing cabinet
   • 6 computers, (2 B&W printers and one colored printer), with English-based Microsoft programs such as Word, Excel, PowerPoint, Adobe Reader, Publisher, Internet access, and e-mail facility
   • one LCD screen for video link and other channels to cover a range of meetings and events
   • one photocopier with collating facility with an adequate supply of paper
   • one whiteboard with markers and eraser
   • refreshment table
   • two wastebaskets
     
4. Speakers and coordinators meeting room. One meeting room is to be located near the seminar rooms. It must contain
   • one conference table with 10 chairs
   • Sofa set (table and chairs with seating for 12 persons)
   • Refreshment table
   • Wastebasket
     
5. Storage and supply room for the ADB Secretariat. This is located next to the planning and coordination office. It measures at least 6m by 5m for storing supplies and event materials, with four tables, three lockers, one table with six chairs, and two wastebaskets.
   
6. Conference room for 20 persons. This soundproof room is equipped with conference table and 20 chairs.
   

D.  Temporary Office for Advance Team

1. Planning and coordination office advance team room. This office must be ready about 2 weeks before the opening of onsite registration for the advance team.  This should be inside the Secretariat Office, but if this is not possible, a temporary location may be assigned. It must contain
   • seven work tables and chairs with seven visitor chairs
   • seven lockable cabinets
   • conference table and 20 chairs
   • seven computers (with internet access and e-mail facility) and two network printers on side tables
   • one colored network printer and scanner
   • one heavy-duty photocopier with collating facility, and an adequate supply of paper
   • one whiteboard with markers and eraser
   • one refreshment table
   • seven wastebaskets
     
2. Sample layouts and photographs for the OSEC and Secretariat offices are in Appendix 60.
   

E.  Media Center

1. Media Center. This measures about 1,000 m² and is ideally located in the main meeting venue. Appendix 61 contains photographs of past media centers.
2. All equipment in the Media Center is tested three days before opening of onsite registration. The center must be ready with proper cabling before the handover to the ADB Media Relations team of DOC 6 days before the opening of offices. The Media Center opens when registration opens, and its operating hours are from 8:00 a.m. to 9:00 p.m. Media Center needs to be open until 7:00 p.m. on the last day of the meeting.
   
3. Media Center main journalist working area. This open area must contain
   • desks or work tables (48 inches x 18 inches) and chairs for 200 journalists
   • one network printer/photocopier capable of direct USB printing and/or wireless printing
   • strong Wi-Fi connection
   • Access to power and at least 20 extra LAN connections for media
   • two 40-inch LCD screens connected to the IPTV system and one screen able to access news channels
   • Spare power adapters for the media laptops
   • AV equipment for general announcements
   • two whiteboards with magnets and markers
   • one wall clock
   • 30 wastebaskets
   • Refreshment tables
     
4. DOC staff working area. This area should be about 60–80 m² for DOC staff, located within the Media Center. It is located at the far end, not the center.  It also must contain
   • 26 desks with lockable cabinets and 26 chairs, as well as extension cords for computers, printers, and phones
   • two four-drawer filing cabinets with locks and keys
   • one network printer/photocopier capable of direct USB printing and/or wireless printer
   • at least 45-50 Mbps upload speed is required for both LAN and Wi-Fi
   • power cables and sockets to plug in notebook computers and other equipment
   • two 40-inch LCD screens connected to the IPTV system and one screen able to access news channels
   • storage area for equipment and general stocks
   • backdrop for the Media Center and appropriate signages outside the Media Center
   • one wall clock
   • Wastebaskets
     
5. Booths for news agencies. News agencies, particularly ADB’s media partners, are allocated booths as working space within the Media Center on a first-come, first-served basis. These booths need to be soundproofed. Current estimate: 4 large booths (measuring 6.5 m x 3 m).  Each booth has
   • a lockable door
   • two tables and four chairs
   • one lockable cabinet
   • strong internet connectivity, both cable and wi-fi
   • one wastebasket
     
6. Multimedia room. This room of about 30 m² should be located within the Media Center, near the DOC staff working area, and dedicated to the multimedia team. For Annual Meetings with multiple venues, multimedia rooms in each of the major venues must be set up for easier photo and video processing. The following is needed for this room:
   • six tables; six chairs; two visitor chairs
   • lockable door with key
   • one large lockable cabinet
   • four LAN cables with access to at least 40-50 mbps upload speed, these will be used by the Digital Communications Team who bring their own laptops
   • Six large screen monitors (to be connected to their laptops) to help better photo and video editing
   • one 40-inch LCD screen connected to the IPTV system and one screen able to access new channels
   • power cables, internet cables, sockets, and adapters for staff laptop computers
   • access to VLAN
   • access to network printer
   • power adapter compatible with the ADB power plug
   • one wall clock
   • two wastebaskets
     
7. Media Interview rooms. Four soundproof rooms about 30 m² is needed for small briefings and one-on-one interviews by print journalists. It should be located within the Media Center. Each media interview room needs to be furnished with
   • one sofa; four armchairs; two coffee tables
   • one banner or designated backdrop
     
8. Conference room. A soundproof room is needed for DOC staff meeting and/or media briefings of up to 15 journalists organized by DOC, located within the Media Center. It is equipped with
   • one conference table, with up to 15 chairs
   • one banner or backdrop
   • TV screen for presentation
   • three wireless microphones
   • digital recording system with technician in attendance
     
9. Media briefing room. A soundproof room of about 100 m² is needed for large media briefings organized by DOC, located within the Media Center. It is equipped with
   • one head table and three to six chairs
   • one backdrop with "Media Briefing" and correct logo
   • 40 chairs (theater-style) for an audience
   • lectern for interpreter (consecutive interpretation)
   • three microphones for head table
   • two standing microphones for audience
   • digital recording system with technician in attendance
   • one audio mult box with XLR and mini-phone jacks
   • one banner or designated backdrop
   • sufficient space for six television crews
   • lighting appropriate for video coverage (about 100 foot-candles/11,000 lux at 32º Kelvin)
   • projector and screen
     
10. Television studio. A fully-equipped and soundproof room of about 100 m² is needed for live broadcast interviews. The TV studio is to be located within or adjacent to the Media Center. It should not be located in immediate vicinity of high-traffic areas, e.g. bathroom, break room, or buffet area. The TV studio is to be furnished with the following:
    • bandwidth requirements (TV studio) - a dedicated line of at least 10 mbps upload speed is required (LAN) for Skype, video streaming ability, and live interviews
    • an interview backdrop made on non-reflective material (see Chapter 5. Branding the Annual Meeting for design guidance) at least 3m wide by 7m height
    • one videoconference unit with IP and/or ISDN connections
    • power outlets and power adapter
    • strong VLAN connection
    • door sign to indicate interview on-going
    • four interview chairs with back support, but without rotating/moving parts
    • one coffee table which matches interview chairs
    • one side table to place speakers’ bag and other materials
    • indoor plants for backdrop placement
      
11. Newspaper and Magazine stand. Partner publications, including newspapers, and niche finance and economics magazines with articles about ADB. The publications will also be displayed at the Media Center and other high-traffic areas, which will be determined in consultation with the host country.
12. Media Broadcast Areas. Located in a high traffic area, possibly outside the seminar rooms, the media broadcast area is assigned for broadcast media interviews. At least 4 areas require the following:
    • interview backdrop (which can double as a delegates photo backdrop when not in use)
    • a hard-wired uncontended/dedicated broadband LAN with Ethernet connection box and a minimum speed of 45-50 mbps
    • LAN must have direct access to the internet, or if firewalled, open for UDP&TCP traffic on specified ports (ports to be specified closer to the event)
13. IPTV Room. A room to manage content of IPTV screens with four work tables and chairs is required. The room should be centrally located near the seminar rooms or near the Secretariat room.
    

F.  NGO and Civil Society Center

A separate area for use by representatives of NGOs and other CSOs is required and should be located within the main meeting venue close to the seminar area. It consists of one dedicated conference room, one CSO Lounge (with CSO desk working space), one enclosed meeting room, and one enclosed office for ADB staff.

1. Some civil society program sessions are held in a conference room within the CSO area.  It must contain
   • 100 movable chairs (with writing armrests)
   • theater-style setup with an elevated platform with head table
   • table and floor microphones
   • one InFocus projector with projection screen
   • three flipcharts
   • sound system, including three microphones, and a wireless microphone for speakers
   • digital recording to tape proceedings with technician or operator
   • video recording system with technician or operator
   • three computers and one shared printer with tables and chairs (with internet access and e-mail facility) for use of CSO delegates in an open area within the large conference room
   • access to wireless internet for CSO delegates with their own laptops
   • two long tables for display and dissemination of publications
     
2. There must be an enclosed meeting room for 20 participants. It must contain
   • one meeting table and 20 chairs
   • two whiteboards with markers and erasers
   • two flipcharts on easels with markers
     
3. A lockable office for ADB staff must contain
   • four desks and four chairs for the head of the NGO and Civil Society Center, three ADB staff and one local staff
   • three computers (both with internet access and e-mail facility, and one with registration software on a LAN) and one network printer
   • two lockable cabinets
   • one heavy duty photocopier
   • two wastebaskets
     
4. There must be a refreshment table in the large conference room or just outside, regularly replenished with coffee, tea, chilled mineral water, and cookies.
5. Photographs of the NGO and civil society room at previous Annual Meetings are shown in Appendix 63.
   

G.  Registration Center

For specifics on the registration center, see Chapter 17. Registration.

H.  Forthcoming Annual Meeting Promotional Booth and Office

1. Promotional booth. It is customary to provide a promotional, counter-type booth at the meeting venue for use by the host country for the following year's Annual Meeting, to enable their team to distribute materials and information about the next meeting. It is likely that the host country appointed for the following year will provide some design assets for this booth and will also be active in approving its look and feel, etc. 
2. The booth should be at least 5m x 4m, with a fascia board, and equipped with at least two chairs, a wastebasket, and a large LCD screen. These requirements are provided by the host country, and specific requirements should be checked with the users. Appendix 64 contains sample photographs. Should additional items be required  for the booth - by the host country appointed for the following year -  that are outside a standard offering this will be at their expense.
3. Office. One office (20 m²) is also provided. It may be near the booth or near the Board of Directors’ offices, whichever is most convenient. The room must have a conference table with 12 chairs, a lockable cabinet, and one wastebasket.

I.  ADB Promotional Booths and Exhibits

1. ADB Promotional booth. It is customary to provide a promotional, branded,  counter style booth or stand at the meeting venue for use by ADB, to enable their team to distribute materials and information about ADB . The ADB may request a design and quote for this stand from local suppliers, to be organized by the appointed PCO or HC Coordinator.
   
   Space will need to be allocated for up to 5 - 6 promotional booths (Including future HC booth). Each booth will measure either 3x2m or 3x3m in size. 
   
2. Foyer Exhibits. ADB Departments may require to place exhibits in the foyer areas close to the main meeting rooms. Samples exhibits available in Appendix 50. HC may also want to display local exhibits or artifacts around the AM common areas.  The ADB Annual Meeting Coordinator will notify HC/PCO if any spaces need to be allocated to the common areas for these types of exhibits. ADB may need HC/PCO to provide design and solutions.
   
3. Corporate booth. Corporate booth/s to be located along the main hallway.
   
4. Social Media booth. The space could be a multifunctional booth: space for social media video interviews, dedicated booth for photos / selfies for sharing on participants’ social media, publications display area.