A. Memorandum of Understanding

1. Representatives of the host country and ADB sign an MOU, which sets out the obligations and responsibilities of the two parties, as well as communication channels and other details, for the Annual Meeting. The cost-sharing agreement forms an integral part of the MOU. The signatory for ADB is the ADB Secretary, and the signatory for the host country is the Governor or a senior official from the Ministry of Finance (or its equivalent). The MOU is a binding agreement. Accordingly, it is important for the host country to read it carefully and request any clarifications before signing. Signing should take place before the ADB establishment mission.

B. Tax Exemptions, Privileges, and Immunities

1. The host country accords the Governors and other members of the official delegations; ADB Directors and Alternate Directors; President and Vice-Presidents; as well as other officials, employees, and experts engaged by ADB the privileges, exemptions, and immunities provided for in the Charter, to which all members of ADB are signatories (Appendix 12).
   • The official participants as well as persons performing functions in connection with the Annual Meeting shall enjoy the privileges and immunities accorded by Chapter VIII of the Charter.
   • Without prejudice to the provisions of Chapter VIII of the Charter on privileges and immunities, all official participants and persons performing functions in connection with the Annual Meeting shall enjoy such privileges, immunities, facilities, and courtesies as are necessary for the independent exercise of their functions in connection with the meeting.
   • The rooms, offices, and related localities and facilities put at the disposal of the Annual Meeting by the host country shall be the "Meeting Area," which will constitute ADB premises and shall enjoy the status and protection provided for in Chapter VIII of the Charter.
   • The host country will notify the local (provincial, city, and municipal) authorities of the convening of the Annual Meeting and guarantee appropriate protection, and shall ensure that all necessary immunities, exemptions, and privileges are duly accorded to ADB and to participants in the meeting.
2. The host country should extend to other participants, including accredited international and local journalists attending the Annual Meeting, the necessary assistance and courtesies to facilitate the proper exercise of their duties, functions, and activities at the meeting.
3. The operations and transactions of ADB are exempt from all taxation (national, municipal, or provincial) and customs duties. The preferred way to implement tax exemption is by authorizing the suppliers and service providers used by ADB not to charge taxes. If this approach is not possible, taxes paid by ADB must be reimbursed by the host country.  
4. Tax exemption should be applied to the following services and supplies paid by ADB:
   • hotel accommodation for ADB personnel and other experts engaged by ADB
   • ADB-hosted networking functions, including the President's reception, events hosted by ADB departments or offices, media cocktail reception, Treasury and Private Sector Department cocktails, and any joint secretariat meeting or appreciation event
   • catering for ADB meetings and events
   • printing of materials for the Annual Meeting
   • hiring of any personnel paid by ADB
   • shipment of meeting materials
   • other expenditures on transactions made by ADB (e.g., communication expenses such as for telephones, rental of equipment (if any), and uniforms for local staff)
5. The host country also provides speedy clearance through customs, and duty exemption of any shipments sent by or on behalf of ADB (Chapter 28. Shipment). This exemption and courtesy is extended to
   • ADB publications for distribution at the Annual Meeting
   • niche economic and financial publications of regional and international media organizations that have permission from ADB to display their publications
   • promotional materials such as banners, and newspaper display stands  used by media partners at the Annual Meeting
   • materials to be distributed or used at the Annual Meeting by the prospective host country
   • other materials or equipment for use at the Annual Meeting as requested by ADB

C. Requirements Manual

The purpose of the Requirements Manual (i.e., the Green Book) is to provide details of the Annual Meeting requirements as referred to in the MOU. It is therefore important for all HOC members and the PCO to read it thoroughly and to request any clarifications from ADB as early as possible. The Green Book may be revised from time to time. If so, ADB will explain the most important revisions to the host country, and will ensure that these revisions do not entail any additional expenses for the host country.