2.2 Seminar Series

The seminar series programs include seminars, country presentations, host country exhibit, private sector day events, institutional events and civil society program. The objective of these events is to facilitate knowledge exchange on a range of economic, financial and development issues and to promote dialogue on issues that affect poverty reduction efforts in Asia and the Pacific region.

1. Seminar series. The seminar series (i.e., ADB-initiated seminars, country presentations, private sector day seminars/events, institutional events and sponsored seminars) is open to all registered participants on a first-come, first-served basis. The seminars cover economic, financial, and/or development issues, and country presentations aim to highlight the socio-economic profile and investment prospects of the countries concerned (usually the next host of the ADB Annual Meeting and another ADB developing member). Appendix 28 contains photographs and sample seminar programs.
   1. OSEC is responsible for the overall implementation of the seminars, including the process for selecting topics, providing accurate information on logistical requirements, and promoting the seminars, in coordination with the ADB departments and offices concerned and the host country.
   2. ADB seminar coordinators are responsible for seminar agenda, seminar content, identifying and inviting speakers and moderators, seminar format, and follow-up actions and outputs. In inviting speakers and moderators, seminar coordinators are encouraged to strive for balance on the panel composition taking into account their region of origin (regional vis-à-vis non-regional), the sector they represent (government, private, civil society or academe), and gender.
   3. The host country is responsible for all seminar audio-visual and technical requirements and, basic room set-up including all furnishings and basic catering requirements. Any ad hoc requests (e.g., additional catering, AV, theming, styling etc.) from ADB Seminar Coordinators or OSEC are also the responsibility of the host country Coordinator or PCO to organize however will be at the expense of the organization hosting the seminar.
   4. Sponsored Seminars - Any additional catering, audio-visual, theming, styling or general items requested for the individual seminars will be at the expense of the seminar owner and not the cost country so these details must be worked out and managed by the host country Coordinator or PCO well ahead of time.
   5. Seminars range from informal forums to workshops, but most are in the form of a panel with a moderator and a limited number of speakers. It is recommended that each seminar last no longer than 2 hours, including about 30 minutes for a question and answer session.
   6. There are usually about 4-6 ADB seminars (including the Governors' Seminar), selected by ADB from proposals received; 4-6 sponsored seminars, usually at lunchtime, for which the sponsor is responsible for content, equipment and room rental (if required), catering, and other seminar-related costs; 2-3 private sector day seminars/events organized by the ADB Private Sector Operations Department and may involve a sponsor; and 4-5 one hour institutional events organized by ADB senior staff.
2. Sponsored Seminars. ADB invites private sector and public institution partners to submit seminar proposals which are usually lunchtime sessions.  The selection process is competitive and ADB usually selects four to six lunch time sponsors.  ADB provides support for seminar sponsors. The venue should be able to accommodate about 200 participants, usually at round tables. Generally, audio-visual requirements are the same as for the ADB seminars. The sponsor liaises directly with the convention center and caterer regarding requirements and payment details. The sponsor is responsible for all costs related to the seminar.  It is strongly recommended to provide venues for sponsored seminars inside the primary Annual Meeting venue.
3. Seminar Speakers. In consultation with the HOC, ADB reserves hotel rooms for the seminar speakers at one of the official hotels, and ADB pays their hotel accommodation for the official duration of their stay directly to the hotel. If speakers choose other hotels, they settle their invoices themselves, and ADB reimburses them up to a pre-established ceiling. ADB informs the host country about speakers that require VIP treatment.
4. Private Sector Day. The private sector day gathers financing and other private sector partners for a series of fora and networking opportunities catering specifically to finance and business leaders. The private sector day is organized by the ADB Private Sector Operations Department. It typically takes place on day one of the meeting. It consists of one or more seminars, some of which may be co-organized with a sponsor. In the case of a co-sponsorship, ADB and the sponsor share the costs of the seminar/event in a co-sponsorship agreement.
5. Institutional Events. Institutional events are one-hour sessions on ADB strategies and policies, operations, business opportunities and operational performance. ADB senior staff organize these events and may present institutional knowledge products in an open forum.
6. Host Country Exhibit. The host country may organize a business, trade, investment or tourism exhibition in cooperation with the private sector, media, or other partners and ADB. The objective of this exhibit is to showcase the business, trade, investment and tourism prospects of the host country. It may consist of a series of events, seminars, and presentations, including an opportunity for participants to meet the ministers of the host country. The primary audience of the exhibit is the private sector participants of the Annual Meeting. The physical exhibit may be in the form of a branded trade booth or a custom exhibition stand. It is the host country Coordinator or PCO’s responsibility to design and produce this exhibit. It is to be manned by host country representatives.
7. Host Country Seminar Day. The host country may organize its own seminar program, which usually takes place for half a day, 2 days before the Opening Session (i.e., day 1). Overlap with ADB seminars should be avoided, especially with the Governors' Seminar. Copies of host country seminar programs and photographs are in Appendix 29.
   1. The Host Country decides on the topics for its seminars and should avoid duplicating the themes covered in ADB seminars or in the exhibit. ADB should be informed at an early stage of the topics and the speakers for these seminars. The host country handles all the logistical arrangements and costs. It may prepare its own brochure containing the program or include the program within ADB's webpage or on the host country's website, which is linked to the ADB website. A message advertising host country events may also be circulated to registered participants by broadcast e-mail.
   2. The ADB President usually makes welcome remarks at the opening of the host country day, together with the host Governor or head of government. If so, OSEC and the host country jointly arrange this in advance and discuss the protocol arrangements.
8. Broadcaster Event. The Department of Communications (DOC) facilitates a partnership with an international media agency to hold a panel debate on a topical issue during the Annual Meeting. The panel is typically composed of the ADB President and invited Governors, and economic or development experts. This event is exclusively broadcast by the media partner organization. Video recording by other media organizations is prohibited. ADB sources this media partner and this is not the responsibility of the host country.
9. Promotion. ADB promotes the seminars by posting information on its website (ADB.org and its Annual Meeting app), program of events and circulating e-newsletters to Annual Meeting participants. Department of Communications (DOC) can also be called to assist in promoting seminars on ADB official social media accounts.
   1. ADB Department of Communications (DOC) designs the slides template for the digital backdrop for each seminar. All seminars will have a uniform design and look for the title of the event and panel members screen. Speakers are free to use their own presentations.
   2. Should a speaker wish to provide their own presentation, it is preferred that Powerpoint is the file type and it be built in 16x9 format.
   3. Seminar materials, including any presentations and resumes of speakers, are posted online. No printed copies are distributed.
10. Seminar Room Allocation, Audio-Visual Equipment, and Catering.  All seminar room requirements are summarized in table form and forwarded to the host country by ADB (Meeting and Function Rooms Utilization Table, Appendix 23). The host country must ensure that the latest information on seminar requirements is shared with their room set-up managers.  Changes to seminar set-ups are often inevitable (e.g., speakers dropping out or new speakers added.)  Flexibility is therefore essential to address changes to seminar room set-ups efficiently.
    1. Generally, space at the Annual Meeting venue is limited, and priority is given to the needs of ADB seminars. A venue large enough to seat about 600 persons theater-style is required for the Governors' Seminar. In addition, two meeting rooms to be used for pre-seminar briefings or as holding area for speakers should be provided (Chapter 19. Meeting Setups).
11. Civil Society Program (CSP). The Civil Society Program is organized by the NGO and Civil Society Center (NGOC) targeting civil society representatives and other participants interested in civil society in development. The program starts with a meeting between CSO participants and members of ADB's Senior Management Team. The meeting provides an opportunity for CSOs to discuss issues relating to ADB operations.
    1. Civil Society Program Panel discussions under the CSP are co-organized with CSOs on key developmental or specific topics relevant to ADB operations. CSOs design and moderate the sessions which use a 2-hour format that allows ample time for detailed presentations and in-depth discussions with the audience. Typically 4 to 5 panel discussions are held every year.
    2. Consistent with the knowledge sharing strategy of ADB and the Annual Meeting, the Civil Society Program also includes Learning with Partners events. The LwP is an informal and flexibly structured CSO networking activity to share knowledge and good practice in development activities which have a high degree of civil society participation or relevance. Traditionally, there are 4 to 5 LwP events organized each year which may take the form of panel discussions, exhibits, workshop dialogues, debates.
    3. Invited CSO Speakers. Typically, speakers in the Civil Society Program are invited by the CSO in charge of organizing the event. ADB also invites speakers to the program and covers their travel expenses. ADB reserves hotel rooms for the civil society speakers at one of the official hotels, and ADB pays their hotel accommodation for the official duration of their stay directly to the hotel.
    4. Civil Society Program Room Allocation, Audio-Visual Equipment, and Catering. The NGOC fills out a meeting and function room booking request form detailing the requirements for the program. The host country must ensure that the latest information on Civil Society Program requirements is shared with their room set-up managers. Changes to program set-ups are often inevitable (e.g., speakers dropping out or new speakers added.) Flexibility is therefore essential to address changes efficiently.