Host Country Role

TOPICS:

1. Office Bearers and Role of the Chair and Vice-Chairs

2. Agreements

3. Organization Chart

4. Schedule of Host Country Activities

5. ADB Missions

6. Communication with Various Parties

Useful Resources From This Chapter:

  1. Appendix 5 - Annual Meeting Requirements
  2. Appendix 10 - Related Tasks -Schedule/Timeline of Host Country Activities
  3. Appendix 6 - Fiji Annual Meeting ADB Organizational Chart
  4. Appendix 11 - Role and Schedule of the Chair and Vice-Chairs
  5. Appendix 12 - Status, Immunities, Exemptions and Privileges
  6. Appendix 13 - Roles and Responsibilities of Professional Congress organizers (PCOs)
  7. Appendix 14 - Example PCO Scope of Works (SOW)

6. Communication with Various Parties

In this Section:

  1. Liaison Between ADB and the Host Country

  2. Communication with ADB

  3. Host Country Internal Coordination

Important Information:

  • Clear and effective communication is the key to a successful Annual Meeting.
  • Each meeting should have a clear agenda as set by either the ADB, HOC or agreed by both parties
  • Communication between the Host Country Secretariat and the ADB Secretariat must be frequent and precise, including regularly scheduled videoconferences.
  • Clear communication between the various focal points within the host country’s team is critical.
  • All decisions or agreements should be confirmed in writing (e.g., in e-mails, scanned letters or faxes).
  • Host Country Coordinator or PCO to provide a ‘contact report’ after each meeting to summarize minutes of the mission/meeting and identify key deliverables and areas of responsibility.

A. Liaison between ADB and the Host Country

  1. The host country designates an official (usually the head of the working group) with whom ADB communicates directly and who is designated as the Host Country Coordinator to prepare, coordinate, and implement arrangements for the meeting. The coordinator is expected to be appointed no later than 18 months before the meeting.
  2. The principal officers of ADB with whom the coordinator communicates are the ADB Annual Meeting Coordinator in most cases, or the Secretary for high level or confidential matters.  
  3. The DOC Director acts as the DOC Coordinator, overseeing media and communications activities before and during the Annual Meeting, including media partnerships, media coverage, branding, web, and multimedia.  HOC must assign a media and communications focal person by July of the year before the Annual Meeting. Detailed terms of reference for the focal point will be shared. 
  4. The head of the NGO and Civil Society Center acts as the NGO and CSO Coordinator during the Annual Meeting. The NGO and CSO Coordinator oversees the accreditation of different civil society representatives to the meeting and all other arrangements for CSOs as appropriate, with the aim of strengthening ADB–CSO consultation and dialogue. HOC must assign a CSO focal person by July of the year before the Annual Meeting.
  5. A typical ADB Secretariat organization chart is shown in Appendix 6.

B. Communication with ADB

  1. Clear, comprehensive, and frequent written and oral communication is critical to plan, prepare, and implement the Annual Meeting, from the scheduling of the first ADB mission to the host country until after the Annual Meeting. Constant communication ensures that the HOC and the ADB team understand the requirements in the same way, keeps the teams informed of each other's activities, and provides a monitoring tool and an opportunity to discuss and resolve problems.
  2. E-mail is the preferred means of communication as it is fast and provides a written record of issues discussed and decisions made. To ensure that e-mails are easy to search and retrieve, these guidelines should be followed:
    • Create a clear, informative subject line to explain what the e-mail is about (e.g., "Comments on hotel booking procedure," not just "comments").
    • To start a new topic, do not add it to an existing e-mail trail. Start a new e-mail with a new subject line.
    • Do not combine topics since each topic may need to be sent to a different person (e.g., space allocation in one e-mail and hotel issues in another).
    • Short e-mails on a single topic are more effective than a long e-mail on several topics.
    • If the e-mail is long, break it up with subheadings and bullet points.
    • Copy all of the necessary persons on every relevant team.
    • Keep copies of relevant e-mails.
    • When referring to previous e-mails, cite the date and the person who sent it as well as the subject, if possible.
    • Acknowledge all e-mails received within 72 hours. If it will take time to respond properly, the recipient should note when he or she will be in a position to respond appropriately.
  3. Fax messages may be an additional means of communication (e.g., to reinforce an e-mail). However, faxes may take longer to arrive than e-mails, and they are less secure and therefore less suitable for confidential or urgent content.  Alternatively, letters may be scanned and sent by e-mail if a more official document is required.
  4. Telephone calls and video conference are useful to discuss an issue in greater depth, or to involve several parties in a discussion on one or more topics. These guidelines should be followed in setting up a teleconference or videoconference:
    • Send the list of topics to be discussed to ADB at least 3 days in advance so that the right persons can be invited to join the teleconference/videoconference.
    • Send ADB the telephone number and the list of persons involved in the teleconference/videoconference 1 day ahead so that the call can be set up, taking into account possible time differences.
    • Ensure that the right people are present for the teleconference/videoconference on the host country side.
    • After the teleconference/video conference, ADB will send a list of key points discussed and decisions made as agreed during the teleconference/video conference for the HOC's comments and confirmation.
  5. To set up teleconferences and video conferences, the facilities of the ADB resident mission, if there is one, may be used by the HOC, provided sufficient notice is given and the facilities are available on that date.  ADB recommends holding monthly videoconferences starting in July of the year before the Annual Meeting, and increasing the frequency if needed from January of the year of the meeting.
  6. In the initial Annual Meeting planning stages, communication is primarily between the ADB Annual Meeting Coordinator and the Host Country Coordinator. If there is a PCO , the HOC should inform ADB whether and when to address or copy e-mails to the PCO , and who in the HOC should be copied on e-mails from ADB to the PCO . After the first ADB mission to the venue, when ADB mission members meet their counterparts, ADB team members may communicate directly with their counterparts, with copies to the ADB Annual Meeting Coordinator. As time goes on, direct communication between the counterparts is set up, but the ADB Annual Meeting Coordinator and the Host Country Coordinator should always be copied. ADB provides a list of focal points for each area of responsibility and the HOC should provide its focal points by July of the year before the Annual Meeting, to establish clear channels of communication.

C. Host Country Internal Coordination

  1. The HOC and staff of the host country need defined responsibilities in an organization chart and clear lines of communication. Thus, the HOC must establish a Host Country Secretariat for the Annual Meeting. The Host Country Secretariat
    • works in parallel with the ADB Secretariat
    • comprises all HOC and PCO staff working on the coordination of events and logistical arrangements for the meeting
    • may include committee and subcommittee members (e.g., members of the Security Subcommittee or Seminar Subcommittee)
    • includes the PCO and events manager
    • is led by the host country coordinator
  2. The Host Country Coordinator coordinates all activities, and is also responsible for coordinating the flow of communication. The successful running of the Annual Meeting depends on effective, timely communication. Everyone working at the meeting must know what he or she is supposed to do and when to do it.
  3. The Host Country Coordinator must oversee activities of the following groups and communicate with them:
    • the HOC
    • liaison to the Office of the Chair of the Board of Governors
    • convention center and hotel management
    • suppliers of furniture, information and communication equipment, audio–visual equipment, signage and banners, telephones, cars, buses, and local staff
    • the PCO or events manager
    • various staff members (including secretariat, convention center, and hotel staff)
    • host country seminar organizers and speakers
    • tour coordinators
    • caterers
    • security staff and drivers
    • janitors and cleaning staff
    • Annual Meeting participants
  4. All personnel listed above, except the Annual Meeting participants, should have clearly defined responsibilities. Each group requires detailed briefings, and usually one or more briefing meetings are held to ensure that information is agreed and understood.  In every meeting, all milestones should be pointed out.  Urgent issues for decision should be raised to Governor's level to avoid delay in implementation. 
  5. Mistakes and misunderstandings result from too little or imprecise information. Detailed and careful planning, coordination, and almost split-second timing, especially for arrangements involving VIPs, are needed.
  6. Contracts between the Host Country Secretariat and the PCO or event manager should specify the distribution of tasks, reporting and communication channels, and financial responsibilities of all involved parties. All agreements and communications between the PCO or event manager and Host Country Secretariat must be confirmed in writing.  The PCO should identify the recipient of important information to ensure proper execution of tasks and proper decision-making. 
  7. ADB Secretariat members brief  locally engaged staff assigned to the ADB Secretariat (Chapter 22. Staff Support), Host Country Secretariat and hoteliers, immediately before the Annual Meeting, on the requirements for their particular responsibilities during the meeting itself.
  8. In addition, the Host Country Coordinator or PCO prepares or supervises the preparation of the following detailed briefs or written instructions:
    • Installation and dismantling (or bump in / bump out) schedule
      • for the convention center and hotel
    • Room setup schedule, room setup changeover with clear times and dates Instructions to suppliers
      • date, time, sustainability requirements, place of delivery and collection
    • Staff and HOC member brief
      • on all arrangements (a written schedule should be provided)
    • Opening Session brief for:
      • the stage (official) party
      • technical staff
      • video and television crews
      • ushers
      • performers (dancers, choir, orchestra)
      • interpreters
      • security
      • protocol
      • caterers
    • Business Session brief for
      • technical staff
      • video and television crews
      • interpreters
      • security
      • protocol
      • caterers
    • Seminars and meeting instructions for
      • technical staff
      • ushers and assistants
      • speakers on microphones, PowerPoint
      • interpreters (if any)
      • caterers
    • President's press conference
      • technical staff
      • microphones and PowerPoint, if any,
      • simultaneous interpreters (as needed)
      • caterers
    • Instructions for speakers at the business session on
      • speaking time control, use of microphones, camera
    • Networking program briefs for:
      • venue personnel
      • ushers
      • caterers
      • transport
      • hosts
      • staff
      • liaison officers
      • security personnel
    • Tours Program (optional) instructions on
      • venue(s)
      • times (departure and return)
      • transport and pick-up points
      • contacts and hosts
      • guides
      • meals and refreshments
      • fees (if any) and gratuities
      • liaison officers
      • recommended clothing (e.g. walking shoes)
    • Hotel briefs on
      • PCO and/or travel agency
      • terms and conditions: guarantees and deposits
      • contracts
      • booking procedure
      • security
      • hospitality desks (Check In/Out)
      • transport schedules
      • critical Annual Meeting information
      • Food and beverage briefs
    • Transport briefs and schedules for
      • official cars
      • private and hired cars
      • buses
      • delivery vehicles
      • taxis
      • access to venue
      • parking (at all venues for buses, assigned cars, private and hired cars)
      • traffic flow
      • security
      • car stickers (if any)
    • Exhibition briefs (if required) to convention center or hotel:
      • stand contractors
      • suppliers
      • exhibitors concerning installation and dismantling schedules
      • staff (manager, hostess, security)
      • Conference Personnel/Volunteer  briefs (All areas)l:
    • briefing pack for all personnel staff roles
    • briefing meeting with all stakeholders
    • site visit prior to event days of function spaces and area of work
    • briefing on check In/out area and lunch areas
    • staff (manager, hostess, security)
  9. Airport Selection Standard
    The host country is responsible for ensuring that the airport or airports that will be utilized for the Annual Meeting is/are of a suitable size and standard and can accommodate international flights. 
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