Chapter 16

Transport, Parking and Shuttle Service

TOPICS:

16.1. Chauffeur-Driven Cars

16.2. Car Identification

16.3. Shuttle Buses

16.4. Transport and Hospitality Desks

16.5. Training of Drivers

16.6. Transport Routes

16.7. Parking

16.8. Rented Cars and Taxis

16.9. Trains and Subway

16.10. Traffic and Transportation Plan

Overview:

This chapter provides both a summary and deep dive into the types of vehicles required for the duration of the annual meeting and for whom, and when they are needed.

There are three main types of transport required across the meeting and these are: 

  • VIP cars for the Governors and liaison officers
  • Standard cars for the Board of Directors and a few others
  • Shuttle service for all other attendees

It is also expected that a specialist transport company will be assigned to this project deliverable and that an English-speaking Transport Coordinator be provided onsite and contactable 24/7.

Important Information:

Summary of Transport Requirements by vehicle type:

  VIP cars with Liaison Officers Regular sedan or any form of transport arrangement Minibus Shuttle service
For whom
  • (68) heads of delegations
  • (2) ADB President and Spouse
  • (2) former ADB President
  • (5-8) Special Guest

Non-negotiable regular sedan:

(1) The Secretary of the Bank (with Liaison Officer)

(3) ADB Secretariat

 

Regular Sedan or any form of transport

(12) ADB Board of Directors

(8) Management (Vice Presidents, Managing Director General, Dean, ADBI)
  • (3) ADB Secretariat
  • All other participants
Total

80 VIP cars

4 regular sedan (non-negotiable)

19 regular sedan or any form of transport

-------------------------

23 regular sedan

3

 
Reminders
  • Country code visibly displayed
  • Conversation sheet provided
  • English-speaking driver
  • Conversation sheet provided
  • English-speaking driver
  • Signs visibly displayed
  • English-speaking driver
  • Airport to and from hotel
  • Signs visibly displayed
  • Hotel to and from meeting venue
  • Venue to and from networking events
  • Tours Program (if any)

Transport Arrangements

  • The host country appoints a 24-hour Transport Coordinator to manage all transport arrangements.
  • Transport staff are given training and briefings, including routes of all the hotels and venues.
  • Parking and drop-off and pick-up points are clearly marked, and drivers are briefed on these.
  • A transport arrangement dry run is conducted.
  • If any public celebration, demonstration or other event is likely to disrupt traffic flow, the ADB Secretariat and participants should be advised, and alternative routes proposed.
    Download Table for Transport Requirements by Vehicle here

Useful Resources From This Chapter:

  1. Appendix 89 - Sample Conversion Sheet
  2. Appendix 108 - Fiji 2019 Transportation Operations Manual
  3. Appendix 109-Summary of Transport Requirements by vehicle type_0.pdf
  4. Appendix 110 - Car Identification Card
  5. Appendix 111 - Schedule of Shuttle Buses - Sample
  6. Appendix 112 - Eco Friendly and Safety Features of Vehicles Checklist
  7. Appendix 113 - Subway Pass and Train Coupon

Related Tasks

16Transport and Traffic FlowDue Date
16.1Discuss requirements for transport and traffic flow with ADBJul-2023
16.2Determine access to venue as well as pick-up and drop-off pointsJul-2023
16.3Determine how to allow access for (i) registration, and (ii) delivery of publications`Dec-2023
16.4Determine parking areas for all vehicles including participantsDec-2023
16.5Share Transport, parking and Traffic flow plan with all partiesJan-2024
16.6Review arrangements for assigned cars and shuttle bus schedulesFeb-2024
16.7Review arrangements for traffic flow at meeting venue and networking events venuesFeb-2024
16.8Review transport advisory for participantsFeb-2024
16.9Finalize parking, vehicle movement signage requirements for all areas of AM Feb-2024
16.10Determine schedule and itineraries of shuttle busesMar-2024
16.11Finalize shuttle bus schedule booklet, if any, in consultation with ADBApr-2024
16.12Train all drivers on routes to and from all meeting venuesApr-2024 to May-2024
16.13Conduct dry run for shuttles with ADB advance teamApr-2024
  •  It is the host country's responsibility to provide participants transport from airport, hotel and all venues and chauffeur-driven cars for the Governors, Heads of Delegations, the ADB President, and other special guests.
    The host country provides transport for official Annual Meeting participants from the airport to hotels on arrival and from hotels to the airport on departure as well as to and from the Annual Meeting venue and any other venues that may be used for official networking events. The host country provides a 24-hour Transport Coordinator to (i) coordinate transport with meeting security (i.e., sticker requirements if applicable) and local law enforcement; (ii) manage the traffic flow; (iii) design best routes available, and have alternative routes as backups; and (iv) manage the parking areas for VIP cars, buses, and any others with entry permits. The Transport Coordinator is based at the transport desk at the meeting venue and is visible and easily contactable by participants or the secretariats throughout the meeting.
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