Chapter 7

Space Requirements

TOPICS:

7.1. Offices

7.2. Meetings and Events

Useful Resources From This Chapter:

  1. Appendix 8 - Occupancy Schedule
  2. Appendix 17 - Floorplans Drawn To Scale And Layouts
  3. Appendix 23 - Meeting and Function Rooms Utilizations Table
  4. Appendix 50 - Promotional Booth and Exhibit Branding
  5. Appendix 56 - Meetings Services
  6. Appendix 57 - Board of Directors Offices
  7. Appendix 58 - Office of the President
  8. Appendix 59 - Open Plan Offices
  9. Appendix 60 - Secretariat Offices Setup Examples
  10. Appendix 61 - Media Center Setup Examples
  1. Appendix 62 AM Master List of Space, Furniture and Supplies Requirements 2020
  2. Appendix 63 - NGO Center
  3. Appendix 64 - Forthcoming Annual Meeting Promotional Booth and Office
  4. Appendix 65 - Sample Diagrams and Room Book

7.2. Meetings and Events

Important Information:

  • To manage the use of the meeting rooms effectively, ADB, in partnership with the Host Country and appointed PCO coordinates the assignment of the rooms in a collaborative manner. 
  • The Utilization table and Occupancy Schedule are invaluable documents to review when planning room allocations for meetings, events and offices.
  • Because the Host Country is responsible for negotiating venue contracts, it is necessary that room allocation for meetings and events is done as a collaborative process. This will ensure the venue contracts reflect all meeting room requirements.
  • Diagrams and to-scale floorplans are prepared for each meeting room, per event by the HC with details of all technical and audio-visual equipment, furniture, catering and set-up requirements, including set-up times. 
  • Confirmation from the host country coordinator and PCO is important to check if the turnaround time is sufficient for the next scheduled meeting and for ADB to perform a pre-function check of the lighting, ventilation, facilities, signs, equipment, technician, and arrangements for clean-up.
  • Architectural floor plans drawn to scale and layouts are essential for detailed planning. Appendix 65 shows sample room diagrams and room book.

The meeting room requirements for the Annual Meeting are summarized below, and detailed descriptions of the main meetings are shown in the Utilization Table. 

For the full list of all space requirements (Offices and Events) Refer to the occupancy schedule. The occupancy schedule can be used to allocate the venue space and rooms names available throughout the annual meeting.

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