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

4. Role of the Host Organizing Committee

  1. The host country is expected to create an organizing committee to ensure delivery of the Annual Meeting. The Host Organizing Committee (HOC), usually headed by a high-ranking official, is responsible for the overall planning of the Annual Meeting. The HOC establishes a working-level host country Secretariat, headed by a Host Country Coordinator.
  2. With the HOC, the host country Coordinator prepares, coordinates, and implements arrangements for the meeting. ADB expects the host country Coordinator to be given full authority to make, on behalf of the host country, the necessary organizational arrangements with ADB. The principal ADB officer with whom the host country Coordinator communicates may be the Secretary or a staff member appointed as the ADB Annual Meeting Coordinator. In addition, the host country designates a Media and Communications liaison official with sufficient authority to communicate directly with ADB's Director of Department of Communications (DOC), or a staff member appointed by the DOC Director.
  3. The HOC expected to clearly define their responsibilities in an organizational chart. A typical example of an HOC organization chart and communication table is in Appendix 4, while a typical ADB Secretariat organization chart is shown in Appendix 6.
  4. Aside from creating the HOC, the host country is also requested to engage a professional congress organizer (PCO) or event manager, and may also engage a public relations manager for outreach activities. Contracts between the HOC and the PCO or event manager should be prepared and signed, preferably before the ADB establishment mission, in July of the year before the Annual Meeting, specifying the distribution of tasks and financial responsibilities of all involved parties. All agreements and communications between the PCO or event manager and the HOC should be confirmed in writing. The PCO should also ensure they are able to attend the relevant missions as relates to their role.
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