Supporting Service Provided to Ensure the Success of the AIIB 2nd Board Meeting
2016-07-14
The 2nd Board Meeting of AIIB was convened at the Office Building of the AIIB
Headquarters on 25 and 26 April, 2016, attended by some 100 representatives
from 12 constituents, being the second major event since its opening on 16
January, 2016. This was also the second largest conferencing service project
implemented since the founding of this AIIB Project Office.
To accomplish the conferencing service task, the Office made
proactive efforts in making the preparations: in terms of security, the Office
conducted communications with the AIIB Administrative Department concerning special
passes and venue access for the meeting participants and vehicles, and offered assistance
to the Conferencing Service Department in terms venue arrangements. In terms of
engineering work, equipment/facilities double check and inspection on floors
where conference and banquet rooms were located were conducted. In terms of cleaning,
a special plan was made to ensure efficiency, flexibility and zero disturbance.
In terms of customer service, the Property Management Department was contacted
to clean up the rain shelter. Many employees of the Office voluntarily worked
overtime until as late as 8 pm to man the service hotline and escort the
participants at the beginning and end of the meeting. Moreover, the Office invited
a trainer from the Great Hall of the People to offer customized English language
training to the service staff to ensure all the staff were able to communicate
in English, thereby showcasing DRC employees’ professionalism.
The dedicated efforts
and continuously improved services delivered by the Office since the opening
and move-in of the AIIB have been fully recognized. When providing the conferencing
service, the Office now plays the role of “planning + implementation” rather
than “implementation” only. On issues concerning venue, supply and catering arrangements
as well as layout planning, the Office offers suggestions and proposals through
active communication and exchanges with the AIIB.
To enable the
participants to easily locate the conference room and dining room, the Office made
floor plans of the venues detailing the seating arrangements and the locations and
numbers of the microphones, monitors and green plants so as to save time and
improve efficiency. Through communication with the AIIB, the floor plans were
handed to the service personnel and received praise from the customers, which will
be good experiences to draw on for future events.
Due to the complexity
of the audio system in the board meeting room, the equipment was operated by
the supplier at the 1st board meeting with assistance provided by the
Office. For the 2nd Board Meeting, however, we operated the equipment after
being taught by the supplier and having done repeated exercises beforehand.
During the meeting,
everything went on in an orderly and coordinated manner in regard to access
control, equipment operation, venue tidiness and service delivery, which left a
deep impression on the participants and the AIIB. The conferencing service provided
by the Office ensured the success of the 2nd board meeting, and
served as a milestone for the Office to be confident to make even greater achievements
in the future.
