From planning to diplomacy — Sinasean ensures every G2G meeting is executed with precision, professionalism, and impact.
There are steps of procedure:
1. Pre-Meeting Preparation
✅ Needs Assessment & Objectives Alignment
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Define clear goals: policy dialogue, cooperation framework, MOU signing, etc.
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Confirm mutual interests and agenda topics
✅ Stakeholder Identification
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Identify participating ministries, departments, or public institutions from both sides
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Appoint focal points or coordinators in each agency
✅ Official Invitation & Diplomatic Protocol
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Issue formal invitations through diplomatic or institutional channels
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Ensure adherence to official formats and titles
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Confirm acceptance and delegation lists
✅ Agenda & Briefing Documents
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Draft and share a detailed agenda (with time slots and discussion topics)
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Prepare talking points, presentation materials, and country briefings
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Translate documents into both working languages
2. Logistical & Protocol Arrangements
✅ Venue & Setting
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Book a protocol-compliant meeting room (government building, embassy, or conference facility)
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Set up nameplates, flags, interpretation equipment, and refreshments
✅ Travel & Security
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Arrange airport reception, hotel booking, and secure ground transport for delegates
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Coordinate with security teams if required for VIPs
✅ Interpretation Services
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Provide simultaneous or consecutive interpreters (typically in Korean, Vietnamese, Thai, etc.)
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Brief interpreters beforehand on agenda and vocabulary
3. During the Meeting
✅ Opening Ceremony
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Welcoming remarks by hosts
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Introduction of delegations
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Overview of agenda and cooperation objectives
✅ Policy Dialogue or Technical Exchange
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Each side presents insights, programs, and proposals
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Discuss areas of synergy, challenges, and opportunities
✅ MOU Signing / Press Protocol (if applicable)
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Prepare pre-approved MOU text
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Coordinate signing table, press, photo ops
✅ Closing Statements
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Summarize outcomes
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Agree on next steps and communication channels
4. Post-Meeting Follow-Up
✅ Meeting Minutes & Summary Reports
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Draft and share official meeting records with action points
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Translate and circulate to stakeholders
✅ Thank-You Letters & Diplomatic Courtesy
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Send formal acknowledgements to host organizations and delegates
✅ Progress Tracking
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Monitor MOU implementation, next exchanges, or joint projects
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Set timeline for follow-up meetings or visits