APEC HOUSE, PORT MORESBY 21 ST JUNE 2019
THEME Global Village, Global Goals Inclusive and sustainable development for the non-urban Asia Pacific
VENUE: APEC HOUSE, PORT MORESBY
DATE: 21 ST JUNE 2019 *DURING THE PNG INVEST WEEK
TENTATIVE PROGRAMME 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
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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 Summit Program of Events - Draft completed – 21 st Nov 1.c Event Program Dec Feb MT Format Forum Room & Workshop MT to obtain room drawings 29 th Mar 1.d Floor Plan Feb MT Room Set Up from APEC secretariat Stage Set Up - Lecturn, Mic MT to obtain room drawings 29 th Mar 1.e Stage Plan Feb MT type, Branding, Stage Type from APEC secretariat Sound, Lighting, Presentation 29 th Mar 1.f Audio Visual Feb MT To follow 1.e Aids Req. Supplier selection. Action (master) Plan of entire 3 rd May 1.g Running Sheet Feb MT To follow 1.c Event Program event 1.h Master of 3 rd May Source MC’s Selection & Briefing Jan Mar Ceremony(ies) 3 rd May 1.i Scripts MC's Script/ Guide/ Protocols Mar MT To follow 1.g Running Plan Event 1.j Floor Management Execution of Running Sheet - MT To follow 1.c, 1.d & 1.e Day
Deliverables Description Start Due Who Status FORUM 2. SPEAKERS Identification and 15 th Feb 2.a Keynote Speaker confirmation of Keynote Dec DH Source keynote speaker Speaker Identification and 15 th Feb 2.b Speakers Dec DH Shortlists Done confirmation of Speaker Identification and 2.c Panelists & 15 th Feb DH & confirmation of Panelists and Dec Shortlists Done Moderators MT Moderators 2.d Speaker Scheduling, Briefing, Media, 20 th June Apr MT Pending 2.a – c Management Plan Photography Sessions, etc 20 th July 2.e Speaker Gifts Apr MT Gifts to be sourced Travel, For 2.a & possibly 2.b - inc - 2.f Accommodation, - MT Covered 2.d Airport Shuttles Meals and Logistcs 3. FINANCIALS 3.a Budget/ Forecasts Event Budget Sept Dec DM Draft Done Tenders, Selection of Not Required. Closed tender. 3.b Procurement Contractors & or Awarding of - - - 3 quote method Contracts 3.c Contract Execution and Enforcement of 20 th June DH/ Feb BCPNG Management contracts MT Two Reconciliation, Audit & months 3.d Reporting - DH PwC to provide oversight Reporting post event
Deliverables Description Start Due Who Status TRADE EXPO 4 Exposition/ Exhibition Expo specific Program with 15 th Feb 4.a Event Program Dec MT Public Visitor time allocation MT to obtain room drawings 29 th Mar 4.b Expo Floor Plan Expo Venue Map Feb MT from APEC secretariat Sound & Visual Req. Supplier 29 th Mar 4.c Audio Visual Feb MT selection. 5 Exhibitors Booking Process, Application 16 th April 5.a Booth Reservations Feb MT Forms, Terms & Conditions 5.b Booth-holder What they need, what we 3 rd May Feb MT Requirements need 5.c Booth-holder 16 th June Accreditation Feb Mt Registration 6. Booths Supplier Sourcing, Selection 15 th Feb 6.a Supplier Dec MT and Confirmation Supplier Briefing on Fit out & 15 th Feb 6.b Fitout Requirements Dec MT confirmation of deliverables
Deliverables Description Start Due Who Status VENUE 7. Venue Selection 7.a Venue Confirmation Venue Sourcing & MT/ 29 th Mar Feb Completed – APEC House Confirmation DH Briefing with venue employees 29 th Mar 7.b Venue Requirements for Summit & Exposition Feb To Be Established Requirements Supplier Sourcing, Selecton, 29 th Mar 7.c Security & Transport Feb Briefing and Confirmation Confirmation of Room & 29 th Mar 7.d Business Centre Feb Required? Equipment to be provided Supplier Sourcing, Selecton, 29 th Mar 7.e WIFI services Feb Briefing and Confirmation 8. Closing Cocktail Independent Caterers 3 rd May 8.a Menu Menu Selection - Cocktail: F&B Feb required Room & Program of Events inc 29 th Mar 8.b Program Speakers, Entertainment & Feb Audio Visual Room Layout, Seating, 3 rd May 8.c Room Layout Feb Decoration and Branding Morning Tea, Lunch & Afternoon Tea 9 Menu Selection - Beverage & 3 rd May 8.a Menu Feb Finger Food Room Layout, Seating, 3 rd May 8.B Room Layout Feb Decoration and Branding
Deliverables Description Start Due Who Status INTERNATIONAL DELEGATES 10. Delegate registration 10.A Booking forms Registration Forms Nov Dec MT Draft Complete 21 st June 10.B Delegate bookings Open & closing of Registration Jan MT 1 st June 21 st June 10.CDelegate registration Delegate accreditation MT 11. Delegate requirements Dietary or Disability 3 rd May 11.A Specific Needs Jan MT requirements 12. Hotel bookings 3 rd May 12.a Accomm Venue(s) Nov MT/ DH covered in 13.b 12.b Booking List SPONSORSHIP 13. Sponsors Identification of tiers & 13.a Sponsors Strategy Nov Feb MT/DM Outline Developed benefits Identify companies and 3 rd May 13.b Sponsorship Pitch Nov ALL Letter drafted - DM approach Sign contracts before 3 rd May 13.c Contract Jan DH/ MT activation 5 th July 13.d Announcements PR Mar MT 5 th July 13.e Activate Benefits Media, PR & Hospitality Mar MT
MEDIA, ADVERTISING and PUBLIC RELATIONS Deliverables Description Start End Who Status 14 Marketing Plan Quotes, Bookings, Pmts & 4 th Feb 14.A Planning Nov MT Refer to 14B – 14G Placement 14.B Production of Briefing, Quotes & Receivables MT/ Press ad, email sign & e- 4 th Feb Nov Advertisements - Art, TVC and Radio VERGE banner to developed Content plan & schedule of MT/ 4 th Feb 3 rd July 14.CPublic Relations Schedule & roll out interviews, releases and DH media conferences 4 th Feb 3 rd July 14.D Social Media Schedule & roll out of content VERGE Draft done Development and roll out of 4 th Feb 3 rd July 14.E Website VERGE Draft done content PNG - TV, Radio, 4 th Feb 3 rd July 14.F Magazine & Schedule & rollout of content MT Draft done Newspaper International - 4 th Feb 3 rd July 14.G Magazine & Schedule & rollout of content MT Draft done Newspaper
Deliverables Description Start Due Who Status SECRETARIAT 15 Secretariat Office MT to obtain room drawings 29 th Mar Confirmation of Room/ 15.A Fitout requirements Feb MT from APEC secretariat Location at Venue 15.B Equipment MT to obtain room drawings 29 th Mar Confirmation of Room/ Feb MT requirements from APEC secretariat Location at Venue Accreditation: Satchels, Tags, Outsourced Staff 1 st June 21 st June 15.c Registration desk MT Lanyards Identification of staffing 1 st Mar 1 st June requirements, task allocation, 15.D Staffing MT Outsourced recruitment & briefing Source, Quote, Confirm specs 15.E Uniform TBA TBA - TBA and sizes & order COMMUNIQUE 16 Presentations & DH/ Speeches B7T 16.A Presentations & Compilation of speeches & Outsourced to Multimedia 1 st June 21 st June B7T Speeches presentations contractor Compilation and publication of 21 st June DH & 16.B Communique - event summary DM
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