THE DESIGN OF ORGANIZING A CONSULTATIVE MEETING ON KOREA – MEKONG COOPERATION

STANDARD DESIGN Q: WHAT? A: A one day consultative meeting Q: WHEN? A: 17 November 2011 Q: WHERE? A: PULLMAN RAJA ORCHID KHON KAEN, THAILAND

Q: WHY AND WHAT FOR? A: To explore and initiate cooperation strategy on Korea – Mekong Cooperation Q: WHAT KIND OF ACTIVITY? A: Reception dinner, paper presentation, discussions Q: BY WHOM AND WITH WHO (IMPLEMENTING PARTNERS)? A: STANDARD DESIGN

Q: WHAT ARE THE AREAS OF FOCUS? A: People connectivity Institution connectivity Promoting private sector and civil society in Mekong Cooperation Q: WHO ARE THE TARGET PARTICIPANTS? A: Experts on specific topics related to regional cooperation and integration with a strong focus on people and institution connectivity of Cambodia, Laos, Myanmar and Vietnam (CLMV) This includes researchers and scholars, private sector, I/NGO workers, and senior government officials and policy makers from the GMS STANDARD DESIGN

Q: WHAT IS THE NUMBER OF PARTICIPANTS? A: Total of 30 participants will be invited to the seminar Thais - 6 Laotians - 4 Burmese - 4 Vietnamese - 4 Cambodians - 2 Koreans (1 from KESEAS and 1 from KIEP) STANDARD DESIGN

Q: WHAT ARE THE EXPECTED ACTIONS FROM PARTICIPANTS? A: The participants are expected to provide; - their views - constructive inputs - identify the best possible ways to enhance cooperation between the Mekong countries and the Republic of Korea Q: WHAT IS THE TENTATIVE PROGRAM? A: Nov 16 (pm) : Welcome dinner/cocktails Nov 17 (am) 1: Opening and Keynote Address Nov 17 (am) 2: Presentation of invited papers Nov 17 (pm): Break-out groups to discuss way forward STANDARD DESIGN

T h i s c o n s u l t a t i v e s e m i n a r a i m s t o : Provide an overview on the status and areas of cooperation of different regional development and cooperation initiatives in the Mekong region, e.g. GMS, MRC, ACMECs, Mekong – Japan, US – Mekong To share information on economic cooperation initiatives between Mekong countries and Dialogue Partners (e.g, Japan, Korea, Australia, New Zealand, etc.) focusing on successful modalities and approaches, implementation constraints, and lessons learned; and To recommend plan of actions and cooperation strategies to be carried out under Korea – Mekong Cooperation Framework.

END RESULTS Plan of actions and cooperation strategies on Korea – Mekong cooperation Connections and further collaboration between Korean institutions and MI

HOW WILL WE ORGANIZE THIS SEMINAR AS WELL AS ACHIEVE ITS OBJECTIVES?

KOREA – MEKONG SEMINAR PLANNING PRE PLANNING DURING IMPLEMENTATION POST FOLLOW - UP

PRE (PLANNING) Participants - Make initial contact to speakers and participants - Send invitation to speakers and participants - Follow - up the answers - Request for papers from speakers to be sent in advance - Ensure the receipt of papers (and presentation if possible) from speakers Preparation on..

PRE (PLANNING) seminar Preparation on.. - Design the theme and how things are going to be placed - Reserve the conference room - Prepare documentation to give to participants - Prepare seminar kits - Prepare stationary (pen, pencil, VIPP, pin, flip chart, etc.) - Prepare banner, poster, signboard - Check every appliance with IT department

PRE (PLANNING) Logistic (transportation) Preparation on.. - Reserve return air tickets for participants - Reserve vans for airport transfer - Reserve a van for Lao participants (round trip) - Reserve vans for daily commute (if necessary) - Reserve a van for MI related staff to Pullman Hotel prior and during the seminar - Reserve room for participant 2 nights Logistic (accommodation) Preparation on..

PRE (PLANNING) Logistic (catering) Preparation on.. - Prepare the budget - Advance money - Prepare the honorarium for speakers - Prepare document for reimbursement - Prepare the welcome reception - Plan and reserve the menu for coffee break and lunch Preparation on.. Finance

PRE (PLANNING) Miscellaneous Preparation on.. - Allocate task for related staff - Buy souvenirs - Emphasize on task for related staff prior to the seminar (1-2 days before the seminar) - Make a room list - Make a participant matrix - Plan M & E tools (suggestion box, evaluation form)

DURING (IMPLEMENTATION) - Ensure the logistic matters (transportation, accommodation, and catering) - Facilitate in the seminar - Document the seminar - Take VDO/audio/photo - Check every appliance with IT department

POST (FOLLOW - UP) - Send thank you notes to involved people and organizations - Declare a press release - Synthesize and analyze evaluation results - Clear finance matters - Complete the proceedings - Send the proceedings to involved people and organizations - Self-reflection and wrap up meeting

ESTIMATED BUDGET

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