Topics

Chapter 13. Meeting Setups

  • Important Information
    • The host country must appoint one Space Manager to oversee the setups in each part of the venue where there are meeting or seminar rooms.
    • If these rooms are spread out in different buildings or far apart inside of the venue, a different Space Manager should oversee each area, with a team of technicians and staff to prepare the setups.
    • Each room should be set up and checked 30 minutes before the next meeting.
    • All equipment and other meeting requirements should be provided and checked in advance.

    Related Tasks

     Click image to enlarge.

  • 13.1. Meeting and Function Room Allocation

    1. Generally, space at the Annual Meeting venue is limited, and priority is given to the needs of ADB and host country offices, seminars, and meetings. As far as possible, meeting rooms are also made available for Governors. However, generally, it is not possible to accommodate requests for meeting rooms for other organizations or private companies and banks.  
    2. Therefore, if ADB receives requests for meeting rooms for non-ADB organized meetings from other organizations, private companies, or banks, ADB (i) forwards to the requestor the name and contact information of the PCO or events manager so that the requestor can contact him or her directly to reserve a meeting or function room in a suitable hotel on their behalf, and (ii) tells the organizers to communicate directly with the host country counterpart. 
    3. To manage the use of the meeting rooms effectively, ADB handles the assignment of the rooms and prepares a report on all the meeting room requirements, in coordination with the host country counterpart. Confirmation from the host country counterpart 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. Appendix 19 contains a sample meeting and function room utilization table.

  • 13.2. Floor Plans and Layout

    1. An effective way to allocate room space in the meeting venue is through the use of floor plans and layouts. The floor plans show the location of the offices and meeting and function rooms in relation to the meeting venue, and give directions to the participants. The layouts are for setups of the individual rooms and are used for the detailed planning of furniture and equipment.  
    2. The host country provides accurate, updated architectural plans of all room venues for each meeting, in consultation with ADB.  

  • 13.3. Official Events

    A. Procedures Committee Meeting

    1. If there is a Procedures Committee meeting, it is equipped with a U-shaped table, with chairs for 11 persons along the sides of the U and 11 chairs behind these. There is also a separate head table with chairs for three persons at the top of the U and three chairs behind these (there have been occasions when the Chair of the Committee has delegated the duties to a Vice Chair representing a member that is not from the same ADB Board constituency office as the Chair. In this situation, 12 chairs will be placed along the sides of the U and 12 chairs behind these).  The actual seating arrangement, however, may vary according to the size and shape of the room. The minimum room size requirement is 200 m2.
    2. The technical and other requirements for the meeting are as follows:
      • 14 microphones
      • digital recording
      • desk nameplates for office bearers and countries (ADB to provide)
      • gavel and block for the Chair (ADB to provide)
    3. Photographs of the Procedures Committee meeting setup, taken at previous Annual Meetings, are in Appendix 37.  A sample seating plan for the Procedures Committee meeting follows.

       

    B. Opening Session 

    1. The minimum floor area of the opening session hall is 2,500 m2. The furniture, equipment, and other materials required for the opening session are as follows:
      • four arm chairs and coffee tables (optional)
      • four uniform, padded, swivel armchairs (high-back) for office bearers seated onstage
      • one microphone in front of the Chair at the head table onstage (with an additional microphone to serve as a back-up in case of malfunction)
      • two lecterns, one for the President and the Chair, on which the ADB logo (provided by ADB and measuring 40 cm by 40 cm) is mounted, and the other for the Guest of Honor, on which the host country logo is mounted; each lectern must have one microphone each
      • one speech prompter for the ADB President, which ADB sources (Appendix 38 contains a photograph of a speech prompter and the required equipment used in Kyoto as well as photographs of an opening session showing the speech prompter)
      • flagpoles with stands for the flags of the host country and of ADB to be displayed onstage (the sizes of ADB flags are 180 cm x 120 cm (about 6 feet x 4 feet), 150 cm x 90 cm (about 5 feet x 3 feet) and 300 cm x 200 cm (3 meters x 2 meters)
      • about 2,000 seats for the audience
      • simultaneous interpretation facilities for four to six languages
      • six interpreters' booths with signs of channel assignments (final number of booths is to be determined)
      • simultaneous interpretation headsets (i.e., receivers with headphones), including six headsets for those on the stage (1,200 headsets are required if the Guest of Honor or Chair speaks in a language other than English; otherwise, a minimum of 500 headsets is needed)
      • distribution counter for simultaneous interpretation headsets, including stands with signs indicating simultaneous interpretation channel assignments (e.g., Channel 1—English; Channel 2—French; Channel 3—Japanese; Channel 4—Chinese; Channel 5—others)
      • one control booth with digital-recording facilities (with back-up recorders) to record proceedings (in case of speeches delivered in languages other than English, the English interpretation is recorded by a separate recorder)
      • sound reinforcements as necessary
      • identical water jugs and glasses on trays (with chilled mineral water) on the head table, at the lecterns, and in the interpreters' booths
      • freestanding signs to identify clearly each seating block for participants (e.g., "Governors and Heads of Delegations," "Alternate Governors and Temporary Alternate Governors," "Advisors," "Observers," "Special Guests," "Guests," "NGOs and CSOs," "Media," "Special Invitees," "Diplomatic and Consular Corps," "Local Dignitaries," "Board of Directors," and "ADB Staff")
      • chairs for the band, orchestra, or choir; number to be determined (optional)
      • uniform for ushers (optional)
      • stanchions to cordon off certain areas (as necessary)
      • VIP holding area with appropriate furniture and facilities for reception party and reception line
      • extra chairs at the wings of the stage
      • camera platform (with steps) large enough to accommodate 70 journalists should be strategically located to provide photographers and TV crew a vantage point to ensure excellent visual photo coverage of the event
      • one mult box (i.e., audio distribution panel) in the camera platform, which is connected to the master sound control booth so that the television crews can record live audio
      • IPTV system to enable coverage of proceedings with links to LCD screens in the ADB President's office (one screen), media center (four screens), planning and coordination office (one screen), and one or two other ADB Secretariat offices, as well as public spaces
      • additional lighting to meet television and press photographers' required lighting intensity (minimum intensity of 150 foot-candles [1,620 lux] and a color temperature of 3,200º Kelvin)
      • floral arrangements and decorations, including a suitable arrangement around the lecterns to disguise the speech prompter
      • video projection equipment with a back screen or one or two screens to project image of the speaker and/or the meeting logo
      • 250 seats to be clearly designated for journalists (apart from television crew and photographers) to cover the opening session
      • a speech prompter operator and a technician in an enclosed area behind the stage strategically located near the ADB President's lectern but hidden from the view of the audience; the area provides the speech prompter operator and the technician a direct view of the President while he delivers the speech, and needs to have a power outlet and enough space to accommodate a laptop, a scroller, and two chairs
    2. In addition, if the opening session is not located at the Annual Meeting venue:
      • registration counters (for delegates and observers, guests, CSOs, and media), including stanchions
      • a transport desk and a paging system
    3. Appendix 39 contains sample seating plans, and Appendix 40 has photographs taken during opening sessions at previous Annual Meetings. A seating plan for the opening session is shown below.

     

    1. President's Speech Rehearsal. The requirements for the President's speech rehearsal at the venue are the following:

      • Technical rehearsals occur at the opening session venue (with complete light and sound checks) before the opening session and a final run-through on the day of the opening session (i.e., between 6:00 a.m. and 7:00 a.m). All technicians involved in lights and sound are present during the rehearsals.
      • The speech prompter setup (including lectern) must not be removed on stage until after actual speech of the President during the opening session. Cultural presentations and other parts of the program must work around the setup.
      • One long table and three chairs on the wing of the stage for the speech prompter operator, a technician, and DER personnel. A dedicated speaker is provided for the speech prompting crew.
      • A sufficient supply of bottled water on the main stage near the lectern during the rehearsals and during the opening session.

    C. Business Sessions

    Important Information
    • The venue (including audio and video equipment) should be set up the day before the first session to enable a dry run to be conducted that day.
    • Avoid decorations inside the hollow of the table that are too high, as they may block the views of Governors across the hollow or impede video recording.
    • Encourage the use of a camera system that can be programmed in advance to focus on the speaker when the microphone is turned on. Avoid manually operated cameras if possible, as these take up space and may pose problems in terms of harmonizing the camera shot with the actual speaker. 
    1. The two business sessions of the Board of Governors usually take place on the two official days of the meeting (i.e., days 3 and 4) at the following times:

      Times are subject to change
      first business session 2:30 p.m. to 5:30 p.m.
      second business session 11:00 a.m. to 11:45 a.m.
    2. Seating for the business sessions is arranged around a hollow rectangle of tables for about 350 delegates and an additional 200 observers, guests, media, and CSOs elsewhere in the hall. Low-back, swivel armchairs around the hollow rectangle are to be arranged as follows: Governors, first row and head table; Alternate Governors, second row; and (uniform color) chairs for their advisors, third and, if necessary, fourth and fifth rows. Separate seating areas are required for observers (80 chairs), members of the Board of Directors (about 20 chairs), senior ADB staff (about 20 chairs), media (including camera platforms for about 70 photographers and TV crew), guests, and CSOs. The exact seating arrangement for Governors, Alternate Governors, and advisors (i.e., delegates) depends on the configuration of the hall and the space available.  
    3. All seating areas are to be clearly designated by free-standing signs. The minimum dimensions of the business session hall are 30 m x 60 m, with a floor area of 1,800 m2.   If the room is smaller than the minimum requirement, an overflow room is necessary and digital screens outside the business session room should be provided. 
    4. It is important for the business session area to be set up at least 24 hours before the opening session to allow a dry run to be conducted before the business sessions actually begin. This involves testing the microphones and the speaking time control equipment following the actual order of speaking. The dry run also enables technicians to get used to hearing the speakers' member names.  
    5. The furniture, equipment, and other materials required for the business sessions are as follows:
      • a table arrangement with about 1 m of table space per person for at least 67 Governors and Heads of Delegations and 10 members of a head table
      • 144 padded, uniform, swivel low-back armchairs for the head table (10), for Governors (67), and Alternate Governors (67); the actual number of armchairs depends on the number of members at the time of the meeting
      • about 450 uniform chairs for advisors, observers, guests, media, ADB Board of Directors, ADB staff, and CSOs, including 8 chairs with writing armrests on the left side behind head table (for Secretariat)
      • Table for 2 members of ADB Secretariat behind the Secretary and to the right of the ADB staff.  It should have a computer connected to the internet and 2 chairs
      • about 77 microphones with indicators, such as lights, to show when they are on or off (and the Chair's microphone should be fitted with a switch to enable him or her to override and control the entire system); one microphone is placed in front of each seat at the table, and additional microphones serve as backups in case of malfunction
      • speaking-time control equipment (ADB to provide)
      • simultaneous interpretation facilities for four to six languages
      • 500–600 simultaneous interpretation headsets (i.e., receivers with headphones).  Headsets should be placed around the table in front of each HOD and each person at the head table
      • a distribution counter for simultaneous interpretation headsets, including stands with signs indicating simultaneous interpretation channel assignments (e.g., Channel 1—English; Channel 2—French; Channel 3—Japanese; Channel 4—Chinese; Channel 5—others)
      • six interpreters' booths with signs of channel assignments (final number of booths is to be determined)
      • control booth with digital-recording facilities (with back-up recorders) to record proceedings; in case of speeches made in languages other than English, the English interpretation is recorded by a separate recorder
      • rectangular nameplates lettered on both sides, for member countries and members of the head table (ADB to provide)
      • a gavel and block for the Chair (ADB to provide)
      • identical water jugs, coffee and tea jugs and glasses on trays (with chilled mineral water) on the head table, Governors' tables, and at interpreters' booths
      • flagpoles with stands for the flags of the host country and of ADB to be displayed onstage (the sizes of ADB flags are 180 cm x 120 cm [about 6 feet x 4 feet], 150 cm x 90 cm [about 5 feet x 3 feet] and 300 cm x 200 cm [3 meters x 2 meters])
      • an LCD screen on the floor in front of head table to enable the Chair to see other speakers and projections
      • one or two large screens behind the head table to show the face of the person speaking
      • screens for participants either in the center of the hollow or in each seat
      • a small digital table clock to be placed in front of the Chair
      • free-standing signs to identify clearly each seating block for other participants (e.g., "Observers", "Board of Directors", "Senior Staff", "Guests", "CSOs", and "Media")
      • writing pads, ballpens, and pencils on the tables
      • two stands at the entrance of the meeting hall (a) to announce list of speakers for the day, and (b) to display the seating plan
      • presentation gavel and block for Chair and Vice Chairs (three sets), to be presented by the President at the closing session (ADB to provide)
      • meeting documents (ADB to provide) to be placed on tables at each session
      • platforms for television and press photographers
      • two mult boxes (i.e., audio distribution panels), one in each camera platform linked to the master sound control booth so that crews can record live sound
      • IPTV system to allow coverage of proceedings with links to the ADB President's office (one screen), media center (four screens), planning and coordination office (one screen), outside of the Business Session venue (one screen), and one or two other ADB Secretariat offices, as well as public spaces inside the venue
      • enhanced lighting above the head table to ensure that documents can be read when the projector is in use (alternatively, an LED screen may be used for the projection)
      • additional lighting for the table arrangement area to meet television and press photographers' required lighting intensity (i.e., a minimum intensity of 150 foot-candles [1,620 Lux] and a color temperature of 3,200º Kelvin)
      • a floral decoration for the hollow center portion of table arrangement, which cannot be too high to block the views of the Governors across the hollow or impede video recording
      • backdrop with the ADB logo or Annual Meeting logo or both, or video projection equipment with an LED screen for projecting image of speaker and/or ADB and meeting logos
      • seating areas for media covering the business sessions
      • signs at entrances requesting participants to switch off their cell phones
      • a designated area for about 50 photographers and TV crew, with a camera platform  that provides a vantage view of the event
    6. The following Annual Meeting documents are usually placed on tables in front of each Governor's chair at each business session:
      • report of the Procedures Committee
      • annual report
      • documents folder
    7. The order of speakers for the session is placed on the head table.
    8. A sample business session seating plan is shown below.
       

       

    9. A control system electronically monitors the speaking time of each Governor. The following is a description of the speaking time control equipment (Source: Braehler ICS Pte Ltd Singapore).
    10. Each microphone is assigned to a delegate or delegation ("name handling").
    11. The Chair can follow who is talking on the LCD screen located in front of the head table, and how much speaking time remains for the particular speaker through the speaking time control.
    12. The Chair's microphone base should have a "priority" button, which allows him or her to switch off the microphone of the speaking delegate. There is no speaking time limit for the Chair.
    13. Only one delegate microphone is active at a time. The microphones should be centrally operated and not switched on or off by individual delegates. They are deactivated when the Chair's microphone is switched to priority mode (i.e., the discussion follows Chair–Delegate A–Chair–Delegate B–Chair–Delegate C).
    14. For the business sessions, each delegate is allowed 5 minutes of speaking time. It is expected that the delegate's speaking time is uninterrupted by any other delegate. However, the Chair can interrupt. The speaking time of the delegate counts down from the assigned number of minutes. If the Chair interrupts, the speaking time clock pauses, and continues counting down the moment the delegate continues to talk. If interrupted by another delegate, the speaking time clock resets to the original number of minutes assigned to the speaker (i.e., the discussion during speaking time control is between the Chair and the individual delegate only).
    15. The indicator lamp of the speaking time control system has three colors: green, yellow and red. The green light indicates that the prescribed 5 minutes of speaking time is available to the delegate. The yellow light indicates the 1-minute grace period to enable the Governor speaking to conclude his or her statement appropriately. The red light indicates that the delegate has exceeded the speaking time. The Chair, who is able to monitor the light for each Governor speaking, may interrupt a Governor who exceeds the 6-minute total speaking period. The indicator lamp should be in the center of the hollow table for the business sessions, usually blending with the floral display, but not block the view of Governors across the hollow or impede video recording.
    16. The preferred location for the technical staff controlling the computer part of the system is on the floor within sight of the Chair.
    17. Photographs taken during the business sessions at previous Annual Meetings and photographs of speaking time control equipment are in Appendix 41.

    D. Governors' Roundtable

    1. The Governors’ Roundtable has 14 participants around the table: the Chair of the Board of Governors, the ADB President, and 12 Governors or Heads of Delegations. The Secretary may participate. One observer per country may be allowed to sit behind the main participants. It is a closed meeting; no media, private sector, civil society, or other participants attend the roundtable. The host country provides the venue with simultaneous interpretation facilities, furniture, and equipment. A sample Governors’ Roundtable setup is shown below.  Photographs of the Governors' Roundtable are in Appendix 42.

     

    1. Requirements:

      • Circular table and comfortable chairs arranged around the table for 14 persons. If a round table is not available, modular furniture may be used to achieve a round table design. If no tables will be used, coffee tables will be needed in between chairs

      • 14 seats at the back of the main table participants

      • Observer seats for 65 persons in audience style chairs

      • 2 rectangular tables outside the room for check-in purposes

      • 2 rectangular tables for refreshment inside the room

      • Simultaneous interpretation facilities (to be determined)

      • SI headsets for 95 persons

      • 14 table microphones, or handheld if no table is used

      • Plants/greenery

      • Snacks, coffee, tea water (with 2-4 waiters to assist)

    E. Governors' Plenary Session

    1. The Governors’ Plenary session provides an opportunity for ADB Governors to engage with a high-level speaker (optional) as well as their peers in a closed door, free-flowing dialogue. The host country provides the venue, furniture and equipment. The Governors' lounge may be used as a venue. Photographs of the Governors' Plenary session are in Appendix 43.
    1. Requirements:
      • 65-70 comfortable chairs with coffee tables in between chairs (the tables should be large enough to have space for nameplates, water bottles and glasses)
      • 10 chairs for observers (Senior management and Secretariat)
      • 4 rectangular tables (2 inside the room [as refreshment tables], 2 outside for check-in purposes)
      • Simultaneous interpretation facilities (to be determined) and 80 headsets
      • 8 handheld microphones
      • Digital recording
      • Snacks, coffee, tea, water (with 2 waiters to assist)

    F. Constituency Meetings, Constituency Events, and Delegation Meetings 

    1. A minimum of five rooms, each about 200 m2, is required for the constituency meetings, events of the Board of Directors, and delegation meetings. Each room is to be equipped with the following:
      • a table capable of seating 25–30 persons, with room for another 10 chairs at the sides
      • microphones
      • digital recording
      • a refreshment table inside the room for coffee, tea, chilled mineral water, and cookies

    G. Asian Development Fund Donors’ Meeting

    Approximate room size: 450 m2
    Physical and technical requirements:

    • head table for 8 persons (Chair, ADB Management, and staff)
    • hollow rectangular table for 30 donor country delegates and a second row of chairs
    • 43 table microphones
    • PowerPoint setup
    • digital recording facility
    • registration table
    • country nameplates (provided by ADB)

    Physical setup for breakfast: cocktail tables

    Sample layout:

    H. ADB, International Monetary Fund and World Bank Coordination Meeting

    A tripartite meeting for 2 hours usually held over breakfast, chaired by ADB Vice-President (Operations).
    Approximate room size: 120 m2
    Estimated attendance: 25 persons
    Physical and technical requirements:

    • Rectangular table arrangement with seating for 25 persons and microphones
    • digital recording
    • Plated breakfast

    Sample layout: 

     

    I. Subregional Meetings

    Subregional meetings organized by ADB are usually held in conjunction with the Annual Meeting.

    1. Informal Preparatory PDMC Governors' Meeting
      ​Approximate room size: 200 m2
      Estimated attendance: 55 persons
      Physical and technical requirements:
      • hollow rectangle for 15 chairs for 14 PDMC Governors and secretary of meeting
      • additional chairs for 40 persons (i.e., a second row, with 10 chairs on each side)
      • 8 table microphones
      • refreshment station inside room
      • water jugs and glasses or bottles of water for the Governors seated around the table
      • Coffee, tea, chilled mineral water, and cookies

    Sample layout: 

     

    1. PDMC Governors' Meeting
      Approximate room size: 200 m2
      Estimated attendance: 60–70 persons
      Physical and technical requirements:
      • hollow rectangular table with 6 chairs at head table, 8 chairs on the opposite side for Directors and Alternate Directors, 14 chairs each on longer sides of table (a total of 42 chairs)
      • second rows of 12 chairs each on the longer sides of table and 4 chairs on the shorter side facing the head table (a total of 28 chairs)
      • 22 table microphones
      • PowerPoint setup (i.e., laptop computer, LCD projector, projection screen)
      • sound system with digital recording • registration and publications display table near the entrance door
      • refreshment station inside the room • water jugs and glasses or bottles of water for each delegate seated near head table
      • country nameplates (to be provided by ADB)
      • Coffee, tea, and cookies, chilled mineral water and glasses on the main meeting table

    Sample layout:

     

    1. Luncheon hosted by Vice President (Operations 2) for PDMC Governors
      Estimated attendance: 65–70 persons
      Physical setup: Buffet with 8–10 round tables

    Sample layout:


     

    1. SAARC Finance Ministers' Meeting
      Approximate room size: 200 m2
      Estimated attendees: 50–55 persons
      Physical and technical requirements:
      • U-shaped table seating 23 persons, with a second row of 30; seating in alphabetical order of South Asian member countries
      • 13 table microphones
      • one wireless hand-held microphone
      • lectern with microphone
      • PowerPoint setup (i.e., laptop computer, LCD projector, and projection screen)
      • eight country nameplates (to be provided by ADB)
      • Coffee, tea, and cookies, chilled mineral water bottles and glasses on the main meeting table

    Sample layout:


     

     

    J. Parallel Events

    1. Two meetings of ASEAN+3: a finance ministers' meeting (including a press conference) and a finance deputies' meeting. These meetings are organized by the ASEAN Secretariat. Since the ADB President also attends this meeting, a venue should be found as close to the meeting venue as possible. The organizer contacts the venue representative and caterer directly to discuss the requirements and payment details.

      Approximate room size: 950 m2
      Physical requirements:
      • ASEAN+3 finance deputies' meeting: Rectangular-shape seating arrangement for 100 persons (30 persons in the main table and 70 persons in the backseats)
      • ASEAN+3 finance ministers' meeting: Rectangular-shape seating arrangement for 90 persons (15 persons on the main table and 75 persons in the backseats); can be the same room as for deputies' meeting
      • Press conference for ASEAN+3 finance ministers’ meeting: Seminar style seating arrangement for 100 persons
      • Secretariat room: 4 m x 6 m
    1. A Meeting of Three Country Ministers (People's Republic of China, Japan, and Republic of Korea).
    2. East Asia Summit
    3. Appendix 44 contains photographs of these meetings.

    K. President's Press Conferences

    Important Information
    • Before the President’s press conferences, DER staff and onsite technicians need to set up and test the facilities to ensure that video-audio feed is of international broadcast quality.
    1. ADB President's Opening Press Conference / Closing Press Conference
      Approximate room size: 450 m2; Estimated attendance: 200-250 persons
      Physical and technical requirements:
      • 250 theater-style seating for journalists
      • a raised platform (with steps on the sides) with the head table for the President and moderator
      • two table microphones (additional microphone if there is an interpreter)
      • two nameplates for the President (seated left of audience) and the moderator
      • two headsets for the President and the moderator
      • three floor microphones (microphones with stands) and four cordless microphones
      • sound system
      • projector and screen for possible presentations
      • one audio mult box with XLR and mini-phone jacks
      • sufficient space with platforms offering vantage view for television crews and photographers
      • lighting appropriate for video coverage (approximately 100 foot-candles [11,000 Lux] at 32º Kelvin)
      • a standby audio technician for the event, to be available during the event and 2 hours before the event to test equipment and/or undertake last-minute changes
      • digital recording
      • simultaneous interpretation booths and equipment, and headphones for media and the head table
      • simultaneous translators are to be supplied by the Host country, preferably the same translators assigned to the business sessions
      • an interpreter may be needed on a case-to-case basis; a chair, lectern, and microphone should be provided
      • digital backdrop with Annual Meeting and ADB logos
      • bottled water and glasses; paper and pens for head table
      • by the main entrance, a small table with a container (a tray or a fish bowl) to collect business cards
      • directional signs to the venue of press conference
      • press conference signage outside the venue
      • "Exclusive for Media" signs at the entrance to the venue
      • Coffee service at a counter inside or outside the venue

     

    1. Media Reception. A cocktail reception to be attended by media and ADB Management and senior staff will be held preferably on the day of the President’s opening press conference (i.e., day 1)
      Approximate room size: 300 m2
      Estimated attendance: 200-250
      Physical setup: Standing high cocktail tables, preferably outside the venue of the press conference

      Appendix 45 contains photographs from these press conferences.
    1. Chair's Press Conference. The requirements for the Chair's press conference are the same as for the President's press conference.

  • 13.4. Seminar Series

    A. Seminar Series

    1. Three large dedicated rooms that can accommodate up to 200 people theater-style are required, and these should be used for all ADB seminars. Ideally, the rooms are close to the entrance hall of the convention center. The Governors’ seminar usually attracts a larger audience (600 people), so a different room must be used for this seminar. For the sponsored seminars, plated lunches are preferred, so different venues are appropriate: two large rooms that can seat 200 persons at round tables.
    2. Because of the limited number of dedicated seminar rooms, the turnaround time is short; therefore, the room layouts should be kept very similar.
    3. For all seminars and private sector day events, the following are required:
      • elevated stage/podium (for a maximum of 8 speakers), with appropriate lighting
      • 200 theater-style seating
      • lectern with microphone
      • comfortable armchairs and coffee tables in between, with a lapel or handheld or table microphone for each speaker. The table should be large enough for nameplate, notepad, bottle of water and a glass. There could be 4-8 speakers
      • 2 laptops (with Microsoft Office applications, Adobe software, internet connection, and an English keyboard) and 2 workstations to support online question and answer, and social media interaction with the audience
      • 2 LCD projectors, 2 wide screens at the 2 sides of the stage, and 2 computers (or 1 if a splitter can be used to project the seminar title and list of speakers, and table for computers (if required)
      • 2 LCD screens (one facing the speakers at the head table and the other for outside the room displaying the title, speakers)
      • 4 handheld microphones for the audience during the Q&A portion
      • wireless mouse
      • rectangular table placed outside either for publications/seminar materials or check in
      • video and digital recording
      • technician(s) inside the seminar room for the duration of the seminar
      • lights in the seminar rooms that can be dimmed for video or slideshow presentations
      • simultaneous interpretation may be required for some seminars
      • coffee and tea set up either inside or outside the room depending on space
      • plants/greenery for stage.
    1. For Governors’ Seminar, the following are required:
      • elevated stage/podium (for a maximum of 8 speakers), with appropriate lighting
      • a small high table/bistro table for moderator
      • 6-8 comfortable armchairs and coffee tables in between, with a lapel or handheld or table microphone. The table should be large enough for nameplate, notepad, bottle of water and glass
      • 4 laptops (with CD/DVD player, Microsoft Office applications, Adobe software, internet connection, and an English keyboard) and 4 workstations (tables and chairs) to support online question and answer platform, and social media interaction with the audience.
      • 2 LCD projectors, 2 wide screens at the 2 sides of the stage, and 2 computers to be used to project to the two screens (or one computer if a splitter can be used).
      • an LCD screen outside the room displaying the title, speakers
      • 6 handheld microphones for the audience during the Q&A portion
      • rectangular table for publications/seminar materials
      • video recording, digital recording and webcasting
      • AV technicians inside the room for the duration of the seminar
      • lights in the seminar rooms that can be dimmed for video or slideshow presentations
      • theater-style seating arrangements with 600 chairs
      • simultaneous interpretation facilities with 600 headsets
      • coffee and tea set up either inside or outside the room depending on space available
      • plants/greenery for stage
      • large video wall or large screen for digital backdrop, if not possible, physical backdrop
      • 2 signs and stands each for HODs/Governors; ADB Governors/Alternate Governors; ADB Board of Directors; ADB Management; and Media
    2. For Sponsored Seminars.
      Requirements and payment are coordinated and arranged directly by the sponsors to the vendors. The sponsors require the following:
      • elevated stage/podium
      • comfortable armchairs for stage, up to 8 speakers
      • coffee tables for stage
      • screen(s) with necessary equipment for PowerPoint presentations
      • round tables for 8 or 10 pax
      • 200 chairs for the round tables
      • lectern for speaker
      • handheld microphones for Q&A
      • registration table outside the room
    3. For institutional events, the following are required:
      • comfortable armchairs for stage, up to 5 speakers
      • coffee table for stage
      • screen with necessary equipment for Powerpoint presentations
      • laptop with English keyboard
      • 100 chairs for the audience
      • table microphones for the speakers and at least 2 handheld microphones for Q&A
    4. For the 2 meeting rooms for speakers and coordinators the following are required:
      • meeting table and 10 chairs
      • sofa chairs and table with seating for 10 persons
      • plants
      • refreshment table
      • coffee, tea and snacks
    5. For Broadcaster Event
      • digital backdrop with ADB, Annual Meeting, and media partner logos
      • 5-6 seats with side tables (bottles of water on tables)
      • 5-6 headset microphones
      • floral arrangement
      • 2 stand microphones

    B. CSO Room 

    Approximate room size: 200 m2

    Physical setup:

    • Lounge area for CSO participants with sofas for 80 people
    • 6 round (standing) cocktail tables
    • publication table
    • TV screens in 4 areas of the room
    • coffee, tea, chilled mineral water, and cookies, for 150 persons

    Sample layout:

     

    C. Civil Society Panel Discussions/Learning with Partners 

    Approximate room size: 250 m2

    Estimated attendance: 150 persons

    Physical and technical requirements: 

    • Theater-style for 120-150 persons
    • head table for six persons on an elevated platform
    • PowerPoint set-up
    • a podium and lectern with a microphone
    • a head table for seven persons with a table, 4 hand held microphones, paper, and pen for each speaker
    • a laptop, LCD projector and wide screen (behind the speakers at the head table)
    • 1 LCD screen facing the speakers
    • video and audio recording
    • technician(s) permanently inside the seminar room for the duration of the seminar
    • theater-style seating arrangements
    • bottled water for the head table and lectern
    • Coffee, tea, chilled mineral water, and cookies for 150

    Sample layout:

     

    D. Meeting between CSOs and ADB Senior Management 

    Approximate room size: 350 m2

    Estimated attendance: 250 persons

    Physical and technical requirements:

    • 250 movable chairs arranged in a circle; six chairs in front for Head, NGOC and members of the Management Team; 3 small tables where the microphones are placed
    • 4 handheld microphones, 2 microphones on the table near the President and one each on the other two tables
    • video and audio recording
    • technicians permanently inside the seminar room for the duration of the seminar
    • 3 roving microphones and 2 microphones with stand in the audience and
    • 9 bottled water on the small tables
    • Coffee, tea, chilled mineral water, and cookies for 200

    Sample layout:

     

    E. Solutions Market

    A dedicated room on Day 2 that can accommodate 250 people theater-style seating is required. Ideally the room should be close to the CSO Lounge and Seminar area.

    Physical and technical requirements: 

    For all seminars, the following are required:

    • a podium with appropriate lighting
    • lectern with microphone
    • a head table with a table microphone, paper and pens for each speaker
    • a laptop (with CD/DVD, Microsoft Office applications, Adobe, internet connection, and an English keyboard)
    • LCD projector and wide screen (behind the speakers at the head table)
    • 2 LCD screens (one facing the speakers at the head table and the other for outside the room displaying the title, speakers)
    • 4 handheld microphones
    • 4 lapel microphones for speakers
    • wireless mouse
    • table for laptop
    • rectangular table for publications/seminar materials
    • video and digital recording
    • technicians permanently inside the seminar room for the duration of the seminar
    • lights that can be dimmed for video or slideshow presentations
    • theater-style seating arrangements
    • coffee and tea
    • bottled water for the head table and lectern, which must be changed after each activity
    • plants/greenery for stage

  • 13.5. Networking Events

    1. TD/PSOD Joint Cocktail Reception. A cocktail reception attended by investors and bankers

    Approximate room size: 500 m2; may be in a suitable venue outside the convention center

    Estimated attendance: 150 persons

    Physical setup: High cocktail tables

    Refreshments: Cocktails and drinks to be selected by organizers

    1. Details of other networking events are in Chapter 5. Events. Sample diagrams of networking events are shown below.





       

  • 13.6. Floral Arrangements

    1. Floral arrangements are required in the meeting halls for the opening and business sessions.
    2. The florist is advised to ensure that the floral decorations for the opening session are in place at least 2 hours before the start of the session.
    3. For both the opening session and the business sessions, the floral arrangements should be able to withstand the heat from the venue lights. In particular, the floral arrangements on the second day of the business session (i.e., day 4) need to look fresh.
    4. During the opening session, plants should also be arranged around the lecterns to ensure that speech prompters cannot be seen.
    5. The height of the floral arrangement for the business sessions should not obstruct the speaking time control equipment and the sight lines of the participants seated around the table; therefore, they should be no higher than the tables. Floral arrangement should also blend with the placement of speaking time control system (Appendix 41).
    6. Plants or floral arrangements are also required in the offices of the Chair, ADB President, Vice-Presidents, Dean of the ADB Institute, Secretary, and the lounges.
    7. Additional displays may be placed on registration counters, service counters (e.g., Travel and Tours desk), and in the public areas.

    8. A summary of the floral/plant arrangement requirements is shown below. 

      Location   Flower arrangement
      (recommend plants
      rather than flowers)      		 Indoor plants
      Chair, Board of Governors   / /
      Business Session Room   / /
      Delegates' lounge   / /
      All Seminar and Meeting
      Rooms      		     /
      Speakers and Coordinators Meeting Room     /
      President's Office   / /
      Vice Presidents' Offices   /  
      Dean, ADB Institute   /  
      Board of Directors' Offices Receptionists /  
      Delegates' lounge   /
      Office of the Secretary of the Board of Governors / /
      Heads of Departments' Offices     /
      Registration Center Open area   /
      Governors' Lounge   / /
      Observers' Lounge     /
      Sponsors' Lounge     /
      Information Desks   /  
      Media Interview Room     /
      Television Studio     /