8.8. Seating Arrangements

1. Seating plans and other arrangements for official Annual Meeting events and functions are a joint responsibility of the ADB Secretariat (for ADB-hosted official and networking events) and the host country (for host country events). The ADB Secretariat has overall oversight responsibility for protocol and should be consulted if there are questions. During host country events, the host country’s own protocol team provides protocol for the events, including deciding on any specifics regarding seating arrangements,  and greeting guests on arrival and showing them to their seats. 
2. Priority seating should be given where it is due, for example, the front rows reserved (with names) for VIPs; and rows or blocks reserved for others, such as Heads of Delegations, ADB Management, special guests, ADB Board of Directors, and members of the diplomatic corps. A sample seating plan for head table seating is in Appendix 18. This is to be agreed between the ADB and the host country and communicated to the Host Country or PCO with plenty of notice so relevant signage can be printed.
3. Head table seating for VIPs needs careful consideration. As a general rule, the number of seats at head tables should be limited. Protocol and rank are important. The ADB Secretariat is responsible for table seating at official and networking events and for issuing electronic invitations to the head table at ADB-hosted events. The host country's protocol coordinator, in consultation with ADB Secretariat, is responsible for table seating at events hosted by the host country and for advising those seated at the head table of the seating arrangements, and for obtaining their confirmation. The host country should inform ADB of arrangements for the ADB President and Management team at host country events.  Once arrangements are finalized they should be communicated to the Host Country with plenty of notice so relevant signage can be printed.