6.3. Reservation Procedures

• Category A

  ADB directly administers the reservations of rooms (including suites) for Category A and determines the allocation of room types. ADB provides the PCO or professional housing agent with the list of ADB personnel, the type of rooms that they will occupy, and the official reservation dates. ADB also provides the PCO or professional housing agent with the travel information (i.e., arrival and departure flight details) of ADB personnel and seminar speakers. A sample of accommodation booking advice is in Appendix 53.

• Category B

  For Category B, ADB provides the PCO or professional housing agent with (i) the block bookings required for each country delegation, (ii) the list of delegate contact persons, and (iii) ADB contact persons for each delegate. Block bookings for delegates and observers in the official hotels are made before the PCO hotel website is made public, usually in the November prior to the Annual Meeting.
  
  In assigning suites and rooms for Category B, the hotel (coordinated by the PCO or professional housing agent) should try to place members of the same delegation on the same floor or near to each other, unless requested otherwise.
  
  Delegates and observers are requested to send their hotel reservation requests directly to the PCO or professional housing agent through the hotel booking website, which is linked to the ADB registration website. A hotel reservation form is designed by the PCO to be completed by participants online (this form should be reviewed by ADB before being made public). The PCO hotel booking website only lists the official hotels reserved for delegates and observers, together with contact details and links to hotel websites, if available. A sample of a hotel booking website is in Appendix 54.
  
  The PCO or professional housing agent is responsible for managing the block of suites and rooms for delegates and observers and confirms reservations directly through the delegate contact persons (with a copy to ADB) for delegates, and directly to the observers.
  
  The PCO provides ADB regularly with a list of hotel bookings for delegates and nonmember countries and international organizations. The hotel, arrival and departure dates, and flight details of Governors and Heads of Delegations are also provided to ADB. A sample of an arrival and departure schedule for Governors and Heads of Delegations is in Appendix 55.

• Category C

  All participants in Category C send their hotel reservation requests directly to the PCO or professional housing agent through the hotel booking website. The hotel booking website for Category C lists the hotels available for participants in Category C, together with contact details and links to hotel websites, if available.
  
  The PCO or professional housing agent confirms reservations directly to the participants of Category C and compiles arrival and departure details of participants for the host country. The PCO or professional housing agent provides ADB with a list of Category C participants with confirmed hotel reservations when requested.