apec house, port moresby st june 2019 asia pacific busine… · apec house, port moresby 21st june...

APEC HOUSE, PORT MORESBY

21ST JUNE 2019

Global Village, Global GoalsInclusive and sustainable development for the

non-urban Asia Pacific

THEME

VENUE: APEC HOUSE, PORT MORESBY

DATE: 21ST JUNE 2019 *DURING THE PNG INVEST WEEK

Thursday 20 June

1730 Registration

1800 Cocktail

1900 Gala Opening Dinner

Friday 21 June

0900 Opening, Welcome and Introduction

0940 Discussion on Safe and Inclusive Digital Future

1010 Morning tea break

TENTATIVE PROGRAMME

Friday 21 June

1030 Panel One: Best practice and emerging opportunities in resources,

energy and infrastructure: Driving non-urban sustainable

development in the Asia Pacific.

(SDG7: Affordable and clean energy; SDG8: Decent work &

economic growth and SDG12: Resp consumption & production)

1145 Panel Two: Resources and energy and connectivity plans:

Enabling non-urban sustainable development in the Asia Pacific

(SDG 6: Clean water and sanitation and SDG 9: Industry,

innovation and infrastructure)

TENTATIVE PROGRAMME

Friday 21 June

1300 Lunch Session: Economic outlook and measuring sustainable

trade and investment

1445 Panel Three: Green finance and financial inclusion: Financing

non-urban sustainable development in the Asia Pacific

(SDG 8: Decent work and economic growth and SDG10:

Reduced inequality)

1600 Panel Four: Climate and disaster resilience for small and medium

sized businesses: Mitigating and adapting to ensure sustainable

development in the Asia Pacific

(SDG13: Climate action)

TENTATIVE PROGRAMME

Friday 21 June

Afternoon Breakout Sessions:

1. Fisheries

2. Agriculture

3. Tourism

TENTATIVE PROGRAMME

WEBSITE DEVELOPMENT

END OF PRESENTATION

Deliverables Description Start Due Who Status

FORUM

1. PROGRAM

1.a Event Theme Theme of the Summit Nov Dec DM/DH Done

1.b Content Topics of Discussion Dec Feb DM/DH Done

1.c Event Program Summit Program of Events -

Format Dec Feb MT Draft completed – 21st Nov

1.d Floor Plan Forum Room & Workshop

Room Set Up Feb 29th Mar MT

MT to obtain room drawings

from APEC secretariat

1.e Stage PlanStage Set Up - Lecturn, Mic

type, Branding, Stage Type Feb 29th Mar MT



1.f Audio VisualSound, Lighting, Presentation

Aids Req. Supplier selection. Feb 29th Mar MT To follow 1.e

1.g Running SheetAction (master) Plan of entire

event Feb 3rd May MT To follow 1.c Event Program

1.hMaster of

Ceremony(ies)Selection & Briefing Jan Mar 3rd May Source MC’s

1.i Scripts MC's Script/ Guide/ Protocols Mar 3rd May MT To follow 1.g Running Plan

1.j Floor Management Execution of Running Sheet -Event

DayMT To follow 1.c, 1.d & 1.e


FORUM2. SPEAKERS

2.a Keynote Speaker

Identification and

confirmation of Keynote

Speaker

Dec 15th Feb DH Source keynote speaker

2.b Speakers Identification and

confirmation of SpeakerDec 15th Feb DH Shortlists Done

2.cPanelists &

Moderators

Identification and

confirmation of Panelists and

Moderators

Dec 15th Feb DH &

MT Shortlists Done

2.dSpeaker

Management Plan

Scheduling, Briefing, Media,

Photography Sessions, etc Apr 20th June MT Pending 2.a – c

2.e Speaker Gifts Apr 20th July MT Gifts to be sourced

2.f

Travel,

Accommodation,

Meals and Logistcs

For 2.a & possibly 2.b - inc

Airport Shuttles

-- MT Covered 2.d

3. FINANCIALS

3.a Budget/ Forecasts Event Budget Sept Dec DM Draft Done

3.b Procurement

Tenders, Selection of

Contractors & or Awarding of

Contracts

- - -Not Required. Closed tender.

3 quote method

3.cContract

Management

Execution and Enforcement of

contracts Feb 20th June

DH/

MTBCPNG

3.d Reporting Reconciliation, Audit &

Reporting -

Two

months

post

event

DH PwC to provide oversight


TRADE EXPO

4 Exposition/ Exhibition

4.a Event Program Expo specific Program with

Public Visitor time allocationDec 15th Feb MT

4.b Expo Floor Plan Expo Venue Map Feb 29th Mar MTMT to obtain room drawings


4.c Audio VisualSound & Visual Req. Supplier

selection. Feb 29th Mar MT

5 Exhibitors

5.a Booth ReservationsBooking Process, Application

Forms, Terms & ConditionsFeb 16th April MT

5.bBooth-holder

Requirements

What they need, what we

needFeb 3rd May MT

5.cBooth-holder

Registration Accreditation Feb 16th June Mt

6. Booths

6.a Supplier Supplier Sourcing, Selection

and ConfirmationDec 15th Feb MT

6.b Fitout RequirementsSupplier Briefing on Fit out & confirmation of deliverables

Dec 15th Feb MT

Deliverables Description Start Due Who StatusVENUE

7. Venue Selection

7.a Venue Confirmation Venue Sourcing &

Confirmation Feb 29th Mar

MT/

DHCompleted – APEC House

7.b Venue Requirements

Briefing with venue employees

for Summit & Exposition

Requirements

Feb 29th Mar To Be Established

7.c Security & Transport Supplier Sourcing, Selecton,

Briefing and ConfirmationFeb 29th Mar

7.d Business Centre Confirmation of Room &

Equipment to be provided Feb 29th Mar Required?

7.e WIFI servicesSupplier Sourcing, Selecton,

Briefing and ConfirmationFeb 29th Mar

8. Closing Cocktail

8.a Menu Menu Selection - Cocktail: F&B Feb 3rd May Independent Caterers

required

8.b Program

Room & Program of Events inc

Speakers, Entertainment &

Audio Visual

Feb 29th Mar

8.c Room LayoutRoom Layout, Seating,

Decoration and BrandingFeb 3rd May

9Morning Tea, Lunch & Afternoon Tea

8.a MenuMenu Selection - Beverage &

Finger Food Feb 3rd May

8.B Room LayoutRoom Layout, Seating,

Decoration and BrandingFeb 3rd May


INTERNATIONAL DELEGATES

10. Delegate registration

10.A Booking forms Registration Forms Nov Dec MT Draft Complete

10.B Delegate bookings Open & closing of Registration Jan 21st June MT

10.C Delegate registration Delegate accreditation 1st June 21st June MT

11.Delegate

requirements

11.A Specific Needs Dietary or Disability

requirements Jan 3rd May MT

12. Hotel bookings

12.a Accomm Venue(s) Nov 3rd May MT/ DH covered in 13.b

12.b Booking List

SPONSORSHIP

13. Sponsors

13.a Sponsors Strategy Identification of tiers &

benefitsNov Feb MT/DM Outline Developed

13.b Sponsorship PitchIdentify companies and

approachNov 3rd May ALL Letter drafted - DM

13.c Contract Sign contracts before

activationJan 3rd May DH/ MT

13.d Announcements PR Mar 5th July MT

13.e Activate Benefits Media, PR & Hospitality Mar 5th July MT

MEDIA, ADVERTISING and PUBLIC RELATIONS

Deliverables Description Start End Who Status

14 Marketing Plan

14.A Planning Quotes, Bookings, Pmts &

PlacementNov 4th Feb MT Refer to 14B – 14G

14.BProduction of

Advertisements

Briefing, Quotes & Receivables

- Art, TVC and RadioNov 4th Feb

MT/

VERGE

Press ad, email sign & e-

banner to developed

14.C Public Relations Schedule & roll out 4th Feb 3rd JulyMT/

DH

Content plan & schedule of

interviews, releases and

media conferences

14.D Social Media Schedule & roll out of content 4th Feb 3rd July VERGE Draft done

14.E WebsiteDevelopment and roll out of

content4th Feb 3rd July VERGE Draft done

14.F

PNG - TV, Radio,

Magazine &

Newspaper

Schedule & rollout of content 4th Feb 3rd July MT Draft done

14.G

International -

Magazine &

Newspaper

Schedule & rollout of content 4th Feb 3rd July MT Draft done


SECRETARIAT

15 Secretariat Office

15.A Fitout requirements Confirmation of Room/

Location at Venue Feb 29th Mar MT



15.BEquipment

requirementsConfirmation of Room/

Location at Venue Feb 29th Mar MT



15.c Registration deskAccreditation: Satchels, Tags,

Lanyards1st June 21st June MT

Outsourced Staff

15.D Staffing

Identification of staffing

requirements, task allocation,

recruitment & briefing 1st Mar 1st June MT Outsourced

15.E Uniform Source, Quote, Confirm specs

and sizes & order TBA TBA - TBA

COMMUNIQUE

16Presentations & Speeches

DH/

B7T

16.APresentations &

Speeches

Compilation of speeches &

presentations 1st June 21st June B7T

Outsourced to Multimedia

contractor

16.B Communique Compilation and publication of

event summary - 21st June

DH &

DM

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