Publication Guidelines

Notice to Publishers ahead of ADB's 41st Annual Meeting in Madrid

The Asian Development Bank's 41st Annual Meeting of the Board of Governors takes place in Madrid, Spain, from 3 to 6 May 2008.

Please be advised of the guidelines for the display of publications at the Annual Meeting. If you wish to display publications or newspapers, we request that you take the following steps:

Request for display - Please send us a written request for approval to display your publication(s) at the Annual Meeting site. If you have not previously displayed publications at ADB meetings, a sample copy or detailed proposal should be sent, along with your request. You should include the following information in the request:

Name of the publishing house
Name of the publication
Contact information (including name, email, telephone and fax numbers, and mailing address)

Deadline for request to display - Your request for publication display will be accepted up to three weeks before the meeting - namely 11 April 2008.

Handling fees - The Publisher shall pay ADB a handling fee of $1,000 per title. ADB will issue an invoice for payment upon acceptance of the Publisher's request to display. A Contract of Agreement will be signed by ADB and the Publisher after full payment has been made.

Display quantity - In our acceptance of your request, we will indicate the quantity of each title that you will be permitted to display. Limits will be set bearing in mind that each year, hundreds of publications are discarded at the close of such meetings. Please note that any amount delivered in excess of the quantity approved will be discarded upon receipt and the disposal fee will be charged back to the publisher.

Dates for display - Publications can be displayed for the duration of the annual meeting - 3 to 6 May 2008.

Display of publications - Publications can be displayed at designated publications tables and areas at the Annual Meeting site, as determined by ADB Publishing Unit staff. Publishers who leave or distribute publications to offices or public areas risk having their future applications for display at annual meetings turned down. In order to avoid misunderstanding, we ask that you relay this point to all your staff attending the meetings.

Signage - No signage or other displays will be permitted.

Shipment and Customs - The publisher is responsible for any necessary customs clearance or duty as well as all shipping costs. Publishers wishing to send publications should contact the official cargo handler:

Contact Person: Virginia Garcia
Operaciones - Operations
TRANSFEREX, S.A.
Tel. +34 91.554.12.02*
E-mail: VIRGINIA@transferex.com

Delivery - Instructions will be included in the letter of acceptance.

Publishers claiming to be authorized or endorsed by ADB - It should be noted that no external publishers have been authorized or endorsed by ADB to produce any official publications for the Annual Meeting. If you are approached by any company claiming to so represent ADB, please contact our External Relations staff, Gilda Nanquil at gnanquil@adb.org.

Queries

Please direct any inquiries to Ms. Gilda Nanquil at

Email: gnanquil@adb.org
Tel: +63 2 632 5178 or 63 2 632 5878
Fax: +63 2 636 2641; 63 2 636 2640