3.2 Organizing Committee Meetings

Where meetings are held with multiple stakeholders from the Host Country, PCO, government, sponsors, ADB and other parties, it is expected that the host country or the appointed PCO set a clear agenda for the meeting with expected outcomes included. It is also recommended that a “State of Play” document is circulated to the meeting participants and presented at the meeting. The State of Play acts as a progress report for the committee/stakeholders involved.

The host country or the PCO is expected to prepare detailed minutes of the meeting in English, and disseminate to all parties as soon as possible after the meeting with actions, deliverables and roles and responsibilities incorporated. The reason for this requirement is to achieve discipline and structure to these occasions and establish clarity around their expected format and objectives of such meetings. The host country is responsible for any translation of meeting documents into the local language, if required.

Related resources
- State of Play Template
- State of Play example