22.2. Meetings and Events

• Important Information

  • To manage the use of the meeting rooms effectively, ADB handles the assignment of the rooms and prepares a table on all meeting room requirements, in coordination with the host country coordinator and PCO. 
  • Diagrams are prepared for each meeting room, per event, with details of all technical, 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 prefunction 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 75 shows sample room diagrams and room book.

  1. The meeting room requirements for the Annual Meeting are summarized below, and detailed descriptions of the main meetings are shown, in Chapter 13. Meeting Setups.
     
     

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