3.3. ADB Missions

Overview:

ADB missions to the Host Country are an opportunity for knowledge sharing and in-depth project planning with focus on specific AM related topic areas. At the conclusion of the mission, all stakeholders should be clear as to what needs to be done by whom and by when.

Each time an ADB mission visits the Host Country, the Host Organizing Committee (HOC) is expected to:

• provide mission clearance for the ADB team and facilitate visa processing 
• provide transport to and from the airport, and in the city if venue visits are planned for the AM 
• book or recommend hotel, provide meeting rooms and equipment (such as laptop and projector), 
• recommend places for ADB mission to eat
• coordinate with the venue on requests that the ADB mission may have to provide an interpreter (if required); 
• set up meetings with different counterparts and stakeholders in accordance to the pre-mission plans discussed with ADB. 

The minimum number of ADB missions to the Host Country is three, and more (consultation missions) may be organized as necessary. In addition, ADB encourages the Host Country to send a team to a previous Annual Meeting to observe how it is implemented, and to visit ADB headquarters.

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A. Fact-Finding Mission

1. About 3 years in advance, a prospective host country informs ADB of its intention to host an Annual Meeting, indicating its preferred year. The dates of the meeting are subsequently decided by the Board of Governors on the basis of a report and a draft resolution prepared by the Board of Directors.
2. The Office of the Secretary (OSEC) consults the director concerned on the Board and prospective host country authorities on the timing for the fact-finding mission. Usually, this mission takes place about three years before the Annual Meeting. The mission is usually composed of the Secretary and the ADB Annual Meeting Coordinator and team.
3. The mission is in the field for about 3 days, depending on the number of venues or cities proposed by the prospective host country. 
4. On return to ADB, the Secretary discusses the findings with ADB Management, and provides feedback to the host country. The decision on the venue is made by the host country, in consultation with ADB.  

Mission objectives:

• meet with key host country authorities
• assess venue(s)
• secure agreement in principle from the host country on a satisfactory cost-sharing agreement for the Annual Meeting before the formal acceptance of an invitation
• obtain preliminary information on the proposed facilities and hotel accommodation to be used by the participants
• undertake preliminary consultations with counterparts who will have direct responsibility for preparations
• review the suitability of transport, communications and infrastructure, and possible networking event venues

Strategic Directions Mission: Mission Objectives Sample

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B. Establishment Mission

1. ADB consults host country authorities on the appropriate timing for the establishment mission, which is usually the year before the Annual Meeting. The mission usually lasts about 5 days.
2. The mission usually comprises the ADB Annual Meeting Coordinator, staff from the Annual Meeting unit, staff from the Department of Communications (DOC), the Networking Events Coordinator, and the Security Coordinator. If an ADB resident mission is located in the host country, one staff member from the resident mission may be included.
3. The mission sends the host country, in advance, a checklist of objectives for the mission, including meeting with the host country authorities and visiting meeting venues and facilities, and a program is drawn up by the host country in close consultation with ADB. This mission may be followed up by subsequent consultation missions by ADB teams depending on the progress of preparations. 

Mission objectives:

• establish contacts, and discuss detailed arrangements for the Annual Meeting
• discuss logistics including hotel requirements, information technology and technical requirements, local staff, media and outreach activities including media partnerships, branding, networking events, official events, printing, security, shipping, sponsorship and promotion, tax exemption, venue and space allocation, and visas

Establishment Mission: Mission Objectives Sample

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C. Technical Mission

1. A technical mission, comprising staff from ADB Secretariat, Communications officer, ADB Security and Health officer, Sustainability officer, Civil Society and Seminar programs focal points, etc. is usually scheduled 3 months before the meeting. This mission lasts 3-5 days.
2. ADB sends in advance a checklist of items for discussion and places to visit so that the host country can draw up a program in consultation with ADB and ensure that all relevant counterparts are available. This mission is critical for making any final adjustments in the weeks before the Annual Meeting, if required.

Mission objectives:

• finalize logistical and protocol arrangements for the Annual Meeting
• discuss technical issues and conduct tests and rehearsals where possible, including telecommunications, equipment, other logistics, seminars and events, registration, security, NGO matters, media, and outreach activities, and branding
• finalize arrangements for the President's visit to the host country (if this is planned after the technical mission)

Technical Mission Program Sample Doc
Technical Mission Objectives Sample Doc

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D. ADB President’s Visit to Meeting Venues

1. The timing for this visit is usually about 3–6 months before the Annual Meeting. It usually comprises the ADB President, the Secretary, the Director representing the host country on ADB's Board, the Regional or Country Director, and ADB Annual Meeting Coordinator. 
2. The host country authorities prepare a program of activities for the mission in consultation with ADB. The duration of the mission is 2-3 days, depending on the meetings with high government officials scheduled by the host country and other activities, such as visits to ADB project sites; outreach activities, including talks with commercial organizations, think tanks, or universities; and press conference and media interviews. If possible, arrangements are made for the President to meet with the host country head of state, especially if he or she will be the Guest of Honor at the opening session, or with the host Minister.  
3. The President's spouse or partner may also join the mission to review arrangements for the Tours Program (if any), and President's reception. The host country prepares a separate schedule for the President's spouse or partner, in consultation with ADB.

Mission objectives:

• meet with key host country authorities involved in the Annual Meeting
• visit the venues for the Annual Meeting
• conduct media and outreach activities to promote the Annual Meeting and host country - ADB relationship

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E. Prospective Host Country Observation Team

1. ADB recommends that the prospective host country authorities for the next Annual Meeting send an observation team to the previous Annual Meeting to experience implementation of arrangements for the meeting as well as to meet the present host country Secretariat and the ADB Secretariat. ADB encourages the observation team to take photos or video of the arrangements and to ask questions. The prospective host country may also bring small gifts produced by their country as well as information to display in their booth for Annual Meeting participants to take home. This serves to advertise the venue and encourage participants to attend the following year.
2. ADB can facilitate for the observation team to meet the present host country Secretariat and focal points of ADB Annual Meeting units so they can be briefed on their respective activities.

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F. Host Country Officials' Visit to ADB Headquarters

1. This visit is optional, although ADB highly recommends that it take place, usually the year before the meeting. The duration of the visit is 3-5 days. It is desirable if the Chair of the Board of Governors can also visit ADB to meet the ADB President and the Board of Directors. ADB recommends that the host country allocates a budget for this visit. 
2. ADB prepares a program for the mission to discuss the status of preparations with key ADB Annual Meeting unit supervisors and staff. The mission gives the host country the opportunity to learn more about ADB and its operations, and to meet most of the ADB staff members involved in Annual Meeting preparations.
3. Discussions during this mission focus on sustainability requirements, and any other issues such as schedules and events, space allocation and requirements; visas; registration and infrastructure; hotels and transport; website; printing and shipments; and media and outreach activities including media partnerships.

Meeting and Mission Topics and Calendar

Asset: Mission and Meetings Topics Calendar