Guide for APO Participants

Preparations

Accepted participants are requested to make the necessary preparations prior to their attendance, as follows:

Virtual Modality

• Clear your schedule and include the dates of the training in your calendar; set reminders if necessary.

• Read carefully the Circular and instructions provided by APO (to be sent through email).

• Prepare country presentation, country paper and other inputs for projects requiring such; submit within the APO deadline.

• Do advanced reading of the materials provided by APO, including Project Notification.

• Make available the necessary devices comprising a computer, web camera, microphone, and speaker or headphones.

• Ensure access to internet connections suitable for videoconferencing. Stable, wired LAN connections are preferred.

• Confirm attendance to the Participant Orientation Session scheduled by DAP.

• Prepare appropriate business attire to be worn during the sessions.

• Follow further instructions of APO project coordinators.

Face-to-face Modality

• Clear your schedule and include the dates of the training in your calendar; set reminders if necessary.

• Read carefully the Circular and instructions provided by APO (to be sent through email).

• Acquire documents and requirements necessary for travel to the host country.

1. Passport (make sure it's 6 months valid)

2. Visa (for countries requiring visa)

3. Travel authorization (for public officials)

4. Air ticket and travel insurance (coordinate with the accredited Travel Agent for arrangement)

• Prepare country presentation, country paper and other inputs for projects requiring such; submit within the APO's deadline.

• Do advanced reading of the materials provided by APO, including Project Notification.

• Confirm attendance to the Participant Orientation Session scheduled by DAP.

• Follow further instructions of APO project coordinators.

Coordination with the APO

The DAP must be copy-furnished all communications between the recipient organization and APO Secretariat (Tokyo) for monitoring.

Participant Orientation Session

The DAP shall arrange an orientation for all accepted participants on APO's and DAP's rules, policies, and procedures, one week prior to their attendance/ departure. First time APO participants are required to attend the orientation, while repeat participant are enjoined to attend. Orientation sessions are conducted virtually via Google Meet. 

Airfare and Travel arrangements (for Face-to-face modality projects)

• Participants are expected to travel only to the member country approved by the APO. 

• Participants are not allowed to travel to destinations not covered in the approved project including stays at stopover sites even if it does not entail additional cost to the APO. 

• Self-financed participants are expected to shoulder the cost of their own visa, travel insurance, round-trip airfare, and other related expenses.

Participant Back-out/Withdrawal and No-show Policy

• If an accepted participant will be unable to attend or participate in the project due to unforeseen but understandable circumstances, they must inform the DAP and APO Tokyo immediately of the reason in writing (email or letter). Last-minute withdrawal is likely to result in the host country incurring unnecessary expenses as well as creating administrative and coordination issues and therefore must be avoided. Their application to future APO projects will be affected. 

• For virtual modality, participants are required to be present for at least 75% of the project duration. Participants with less than 75% attendance will not be issued an APO Certificate. Their application to future APO projects will be affected. 

• For face-to-face modality, in the case of a last-minute withdrawal by an accepted participant when the air ticket and hotel accommodation has already been made, the concerned participant will be responsible for paying for all the costs associated with the withdrawal such as cancellation charges of the airfare and hotel reservation. Their application to future APO projects will be affected. 

• For face-to-face modality, participants who are no-show at the airport for their confirmed flight will be charged the cost of the airfare. Their application to future APO projects will be affected.