Introduction

TOPICS:

1. Purpose of the Annual Meeting

2. Hosting the Annual Meeting

3. Division of Responsibilities: ADB and the Host Country (HC)

4. Role of the Host Organizing Committee

5. Overview of the Annual Meeting

Useful Resources From This Chapter:

  1. Agreement Establishing the Asian Development Bank (ADB Charter)
  2. Rules of Procedure of the Board of Governors
  3. List of ADB Members
  4. List of Official Observers
  5. Appendix 1 - Annual Meetings of the Board of Governors (Place and Date)
  6. Appendix 2 - Process of Hosting an Annual Meeting
  7. Appendix 3 - Criteria for Selecting a Host City
  8. Appendix 4 - Organization Chart - HOC
  9. Appendix 5 - Annual Meeting Requirements
  10. Appendix 6 - Annual Meeting ADB Organizational Chart
  11. Appendix 7 - Schedule of Events
  12. Appendix 8 - Occupancy Schedule - Office, meetings and Events allocation
  13. Appendix 9 - Annual Meeting Registration and Badge Figures

3. Division of Responsibilities: ADB and the Host Country

The cost-sharing agreement, which is attached to the MOU signed by ADB and the selected host country, provide the detailed division of responsibilities of ADB and the host country. The division of responsibilities is summarized below.

ITEM ADB HOST COUNTRY
A.Travel-related costs (airfare and hotel) of ADB personnel to and from the meeting venue. X  
B.Program of high-level seminars, including speakers' travel expenses X  
C.Two major networking events (e.g., President's reception and a luncheon hosted jointly by the chair and the ADB President) X  
D.Receptions for other groups (e.g., media and bankers) X  
E.Refreshments in ADB offices and any other production offices required by the PCO   X
F.Services (for 1 week) of about 120 English-speaking locally-engaged staff members to assist the ADB Secretariat   X
G.Venue, including office and meeting space required; construction of office partitions as necessary; technical, janitorial, and other staff; facilities for sound system, all audio-visual equipment and operators, simultaneous interpretation, and audio and video recording; furniture, equipment, internet services, and supplies; and food outlets where participants may purchase meals during the Annual Meeting   X
H.Local transport (about 80 official cars and shuttle bus services between airport and hotels, hotels and the meeting venue, and to and from venues for networking functions), buses for the Tours Program (if any), and parking   X
I.Security   X
J.Local staff   X
K.Networking events and Tours Program (optional).   X
L.Entry facilitation (i.e., customs and immigration) and ensuring that sufficient hotel rooms are available at a reasonable cost (participants meet their own hotel expenses)   X
M.All meeting signage at airport for arrival and departures, onsite and venue branding, graphic design and local area marketing requirements.   X
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