Overview:
This chapter outlines the host countries’ responsibilities as they pertain to the provision of all ancillary meeting facilities and services.
There is a requirement to make it easy for delegates to continue to do business while they attend the meeting. This means that access to computers connected to the internet, foreign exchange desks, ATM’s and international calling facilities need to be provided by the host country.
It is also the host countries duty to provide facilities for the disabled and access to medical services should they be required.
Finally, the chapter provides an overview on transport, travel and tour desks required also to be provided at the main venue by the host country.
Important Information:
- Suitable space is required for meeting services, preferably in the main lobby of the venue, so participants can access them easily. If it is not possible within the main lobby, a suitable alternative will need to be presented by the host country.
- All meeting services, in particular the medical services, foreign exchange and information desk, must be properly staffed by host country appointed staff and operating throughout the Annual Meeting.
- A help desk usually operates through a centralized telephone system (or e-mail station) for use primarily by the ADB and the Host Country Secretariats, ADB staff, and host country service and technical personnel.
- All spaces within the venue should have provisions for handicapped facilities and be wheelchair accessible.
- Venue owners should provide adequate workforce to cover janitorial, electrical, mechanical services before and during the Annual Meeting.
- Charging stations to be available throughout the common areas especially near internet centers, networking areas and restaurants.
Useful Resources From This Chapter:
- Appendix 56 - Delegates’ Lounge - Photographs
- Appendix 57 - Board of Directors’ Office Lounge
- Appendix 88 - Tours Services - Sample Website
- Appendix 105 - Best Practices on Janitorial Services
- Appendix 120 - Meeting Services Checklist
- Appendix 121 - Internet Centers - Photographs
- Appendix 122 - Headset Distribution Center
- Appendix 123 - Sample Pro Forma Letters for Participants and Medical Centers
- Appendix 124 - Travel and Tours Services - Sample Program
- Appendix 125 - Travel and Tours Desk
The meeting services are in a centrally located part of the venue, such as the main lobby, so participants can access them easily. A checklist of meeting services required is in the table below, and details are provided in the text. The staff in charge of these desks must speak English well, be properly briefed, and have access to any information or resources that they need to perform their duties well.
Checklist of Meeting Services
| Task | |
| 1 | Communication and internet center and cell phone counter |
| 2 | Conference bag distribution counter (preferably inside the registration center) |
| 3 | Currency exchange service (including ATM machines) |
| 4 | Headset distribution counter |
| 5 | Information desk |
| 6 | Medical services and assistance for persons with disabilities |
| 7 | Paging desk (to call drivers of cars) |
| 8 | Refreshment stations |
| 9 | Snack bars or food outlets |
| 10 | Transport desk |
| 11 | Travel and tours desk |
| 12 | Hotel desk |
| 13 | Help desk |
| 14 | Janitorial services |
| 15 | Lounges
|
| 16 | Prayer rooms |
| 17 | Rest areas |
| 18 | Charging station |