DA to host Asean agri and forestry meeting

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Hosting Asean Agri and Forestry Meeting A Step-by-Step Guide for Ethnomusicologists

As ethnomusicologists, we are accustomed to navigating complex cultural landscapes. However, hosting a high-level meeting like the Association of Southeast Asian Nations (Asean) Ministers on Agriculture and Forestry (AMAF) requires a different set of skills. In this guide, we will walk you through the process of hosting AMAF, highlighting potential challenges and offering practical solutions.

Step 1 Pre-Meeting Preparation

To ensure a successful AMAF meeting, it is essential to prepare thoroughly before the event. This step-by-step guide outlines the key tasks involved in pre-meeting preparation.

### 1.1 Clear Objectives

Define the goals and outcomes you want to achieve from the meeting. This will help guide your preparations and ensure that all stakeholders are on the same page.

Example The Philippines aims to strengthen regional cooperation in agriculture and forestry, enhance food security, and promote sustainable resource management.

### 1.2 Identify Key Stakeholders

Identify the main players involved in the meeting, including Asean member states, observers, and external partners like China, Japan, and South Korea.

Example The meeting will involve ministers from Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, the Philippines, Singapore, Thailand, and Vietnam. Observers include Timor-Leste, which has been accepted as an Asean member 'in principle.'

### 1.3 Develop a Pre-Meeting Plan

Create a detailed plan outlining the meeting's agenda, logistics, and expected outcomes.

Example The 47th AMAF will be held from September 29 to October 3 in Pasay City, with high-level discussions on regional food security, improving agro-forestry trade, and sustainable resource management.

Step 2 Meeting Logistics

Effective meeting logistics are crucial for a successful event. This step-by-step guide outlines the key tasks involved in planning AMAF meeting logistics.

### 2.1 Venue Selection

Choose a suitable venue for the meeting, considering factors like accessibility, amenities, and capacity.

Example The meeting will be held at the Pasay City Convention Center, which offers ample space for plenary sessions, breakout rooms, and networking areas.

### 2.2 Catering and Accommodations

Arrange for catering and accommodations for participants, ensuring that dietary restrictions and accessibility needs are met.

Example We have booked a block of rooms at the nearby hotel for participating ministers and officials, with special arrangements made for delegates with mobility impairments.

### 2.3 Technology and Audio-Visual Equipment

Ensure that the necessary technology and audio-visual equipment are available to support presentations, discussions, and other meeting activities.

Example The venue has state-of-the-art audio-visual equipment, including projectors, screens, and microphones. We will also have a team of technical experts on hand to troubleshoot any issues that may arise.

Step 3 Program Development

The program is the heart of any successful meeting. This step-by-step guide outlines the key tasks involved in developing an effective AMAF program.

### 3.1 Agenda Setting

Develop an agenda that reflects the meeting's objectives and ensures meaningful discussions and outcomes.

Example The AMAF program will feature high-level plenary sessions, panel discussions, and working group meetings on key topics like food security, trade, and sustainable resource management.

### 3.2 Panel Composition

Assemble a diverse range of panelists to share expertise and perspectives, representing various Asean member states and external partners.

Example The panel will include ministers from the Philippines, Indonesia, and Vietnam, as well as representatives from China, Japan, and South Korea. We have also invited experts from international organizations like the Food and Agriculture Organization (FAO) of the United Nations.

### 3.3 Breakout Sessions

Organize breakout sessions to facilitate more in-depth discussions on specific topics or themes.

Example The meeting will feature two concurrent breakout sessions on 'Strengthening Regional Cooperation' and 'Enhancing Private Sector Involvement in Agriculture.' These sessions will provide opportunities for ministers and officials to engage in focused discussions and share best practices.

Step 4 Stakeholder Engagement

Effective stakeholder engagement is crucial for a successful meeting. This step-by-step guide outlines the key tasks involved in engaging stakeholders.

### 4.1 Communication Strategy

Develop a communication strategy that keeps stakeholders informed about the meeting's progress, agenda, and outcomes.

Example We will issue regular updates on the meeting's agenda, program, and outcomes through social media channels and email notifications to participating ministers, officials, and external partners.

### 4.2 Collaboration and Coordination

Foster collaboration and coordination among stakeholders by establishing clear roles and responsibilities, and ensuring that everyone is working towards a common goal.

Example The meeting's steering committee will oversee the overall planning process, while working groups will focus on specific topics like food security and trade. We have also established a task force to address any logistical or technical issues that may arise.

Step 5 Evaluation and Follow-Up

The final step in hosting an AMAF meeting is evaluation and follow-up. This step-by-step guide outlines the key tasks involved in evaluating the meeting's success and building on its momentum.

### 5.1 Meeting Evaluation

Conduct an evaluation of the meeting's success, considering factors like participation rates, engagement levels, and outcomes.

Example The meeting will be evaluated based on attendance rates, participant feedback, and the quality of discussions and outcomes. We will also conduct a post-meeting survey to gather feedback from participants.

### 5.2 Follow-Up Actions

Develop a plan for follow-up actions, building on the momentum generated during the meeting.

Example The Philippines will lead efforts to implement the meeting's outcomes, working with Asean member states and external partners to develop a new roadmap for agricultural and forestry policies in the region.

Conclusion

Hosting an AMAF meeting requires careful planning, effective communication, and strong collaboration. By following these steps, you can ensure a successful event that advances regional cooperation and promotes sustainable development.

Remember to stay organized, anticipate potential challenges, and be prepared to adapt to changing circumstances. With these tips and a bit of planning, you'll be well on your way to hosting an AMAF meeting that will leave a lasting impact.

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Edward Lance Arellano Lorilla

CEO / Co-Founder

Enjoy the little things in life. For one day, you may look back and realize they were the big things. Many of life's failures are people who did not realize how close they were to success when they gave up.