Sample: Agenda for the Kick-off Meeting / Launching Workshop

Note, this agenda can be abbreviated to form a basis of the initial kick-off meeting with key partners and stakeholders (should be organized by the end of month 1 during the inception phase). The main Launching workshop / meeting is expected to take place towards the end of the inception phase.

PROJECT NAME

PROJECT KICK-OFF MEETING / LAUNCHING WORKSHOP 
Town, country, dates
 
Agenda

Issue, Date & time	Agenda item	
1 OVERALL PROJECT ISSUES	
Day 1	Welcoming addresses / Opening	
	Introduction of the Participants	
	Scope and Objectives of the Meeting	
	Introduction to the Project: Project Definition
•	Result chain (outputs, outcome and impacts)
•	Strategy and Scope
•	Expected Main Activities
•	Inputs	
	Project implementation
•	Approach
•	Organization
•	Budget
•	Work plan	
	Draft Inception Report	
	Coordination with Other Projects/Partners and Role of Supervisory Board and Steering Committee	
2 Project Implementation and Management Issues	
Day 2	Contractual matters
•	Framework contract
•	Intergovernmental Agreement and Project Agreement
•	Consultancy contract	
	Project Implementation Manual (PIM): Financial Management of the Project
•	Budgeting
•	Invoicing
•	Advance payments
•	Bank accounts
•	Cash flow estimates
•	Travel regulations, per diems etc.
•	Auditing	
	Procurement
•	Principles
•	Use of short term consultants
•	Procurement procedures: short-term consultants and service
•	Procurement procedures: equipment
•	providers
•	TA vehicles	
3 Project Planning, Monitoring and Reporting	
	•	M&E plan
•	Monitoring roles and responsibilities
o	Role of Embassy 
o	Role of TA Team and Consulting Company
o	Role of Project Management Team
o	Role Steering Committee and Supervision Board
•	Baseline data collection, analysis and reporting (for all indicators in the results framework)
•	Annual Planning and Budgeting
o	Planning formats, schedules and responsibilities
•	Reporting
o	Reporting formats, schedules and responsibilities 	
	Any Other Issues	
	Closing	

Two to three days will be a relevant duration of the Launching Workshop, depending on the project scope, duration, size and number of partners.