The PCO - April 2023

EQUITY, DIVERSITY & INCLUSION

Also in this issue:

IAPCO Innovation Awards 2022 nominees

Annual Member Survey results

Global Wellbeing and Connection Survey results

© Hamburg Messe und Congress / Piet Niemann

CONTENTS

ON THE COVER Equity, Diversity & Inclusion - illustration by Jo

Destination Dubai

President & CEO column

Annual Survey Results

IAPCO at IMEX Frankfurt

IAPCO CEO Meet-up

Destination Rwanda

IAPCO Innovation Award Nominees

Messe & Congress Centre Basel

IAPCO Wellbeing & Connection Survey Results

Australia’s Push Towards Inclusive Events

Diversity, Equity and Inclusion in the Events Industry

Top Ten Tips for Becoming More Inclusive to Your Community

Creating an Inclusive Culture – What We’re Working On!

snaPCO

Feature in the June 2023 PCO!

Theme: Engagement

Deadling for all contributions

Sunday, 4 June 2023

Harrison

Share your inspiration

We are introducing a new feature in the next edition of the PCO and are looking for your contributions.

Do you have quotes, books, images, videos, podcasts, TED Talks or any other shareable content that have inspired and motivated?

Please send your contribution to nadeem@iapco.org and specify whether you would like to be acknowledged or not.

Soaring skyscrapers, incredible manmade islands with five-star resorts and a powerful vision for the future may have put Dubai on the map, yet a rich heritage and local culture is also waiting to be explored.

For business events groups, the diversity of choice in Dubai means there’s never any shortage of activities and attractions to fill out itineraries. And for organisers looking to incorporate a powerful sense of place and culturally-enriching immersion, two offerings in particular stand out.

Early 2023 saw the inauguration of the Al Shindagha Museum; Covering an area of 310,000 square metres in an historic area by Dubai Creek, it showcases the city’s exceptional achievements and its diverse human and cultural dimensions.

The museum offers a vivid narration of the history of Dubai and highlights its rich cultural heritage, telling the story of the city’s journey to becoming the modern metropolis it is today.

As the largest heritage museum in the UAE, it features 22 pavilions across 80 historic houses, each with a unique theme and displays, showcasing the history and culture of Dubai and the UAE. These sections include Dubai Creek – Birth of a City, People and Faith, Perfume House, and Culture of the Sea.

Further along the creek, within the Al Fahidi Historical Neighbourhood, the Sheikh Mohammed bin Rashid Al Maktoum Centre for Cultural Understanding (SMCCU) provides another route for learning about the customs and culture of the UAE.

Getting

into Local Culture and Heritage in Dubai

The centre invites guests to take part in a range of activities that help uncover local life, including learning basic Arabic through classes, heritage tours of noteworthy sites and guided mosque visits for an introduction to Islamic practices.

Located with a beautifully restored wind tower house, it also offers an authentic Emirati breakfast, lunch, or dinner experience.

Visitors can take a seat on Bedouin-style carpets and pillows, enjoying a selection of dishes while a local host answers questions about life in the emirate. With its motto ‘Open Doors, Open Minds’ – all questions are welcome and answered, no matter how sensitive they are.

Visit

Promoting Equity, Embracing Diversity and Facilitating Inclusion for All

Dear IAPCO Members and Friends,

Welcome to our latest edition of The PCO! This edition we are focusing on Equity, Diversity and Inclusion (EDI). I have spent some time reflecting on what EDI means to me and how this is represented in our personal and business lives.

On a professional level, when we assist our clients to host their business events it is part of our nature to ensure that all our guests (delegates, speakers, partners) are made to feel welcome and comfortable in their temporary environment. The definition of comfortable has changed over time as society has changed. As PCOs, we quite often see this change before it becomes mainstream as a lot of our clients are socially progressive. We are privileged to be in a position to learn about different cultures, the needs of our First Nation Communities, our LGBTIQ+ communities and people with disabilities to ensure that we are able to make their experiences as seamless as possible.

How do we do this? I have found coming from a position of curiosity and asking genuine questions to understand how we can make the experience as welcoming as possible, treating people as you would like to be treated is an adage that comes to mind.

EDI is such an essential part of who we are not only as professionals but also as who we are as human beings, embracing all things EDI is a “no-brainer”.

Please enjoy.

Sarah Markey-Hamm President, IAPCO

As the CEO of IAPCO, I am proud of the commitment we have to promoting equity, diversity and inclusion (EDI) in all aspects of our work. We recognize the importance of creating a welcoming and inclusive environment for all members, event attendees, partners and suppliers that we work with around the globe.

In such a global environment, we believe that embracing diversity and promoting equity and inclusion are essential for fostering innovation, creativity, and success for all.

This edition of the PCO features articles, commentary and examples that demonstrate the diversity of our community, ingenuity of thoughts and our combined ability to raise any barriers to succeed in the industry that we all love.

Like all organisations, large and small, we must continuously learn and evolve our approach to EDI, as we recognize that this is an ongoing process that requires constant attention and effort. I have thoroughly enjoyed hearing from our contributors and partners when pulling together this edition of the PCO and I invite all of our stakeholders to join us in our journey, as we continue to work together to create a more inclusive and equitable events industry that can benefit everyone.

I hope you enjoy this edition of the PCO as much as I do.

Martin Boyle CEO, IAPCO

ANNUAL MEMBER SURVEY 2022 RESULTS PUBLISHED

On the occasion of the Global Meetings Industry Day*, IAPCO shared the 2022 statistics of its Annual Member Survey, based on annual return data provided by IAPCO members.

Our Annual Member Survey compiles data from the IAPCO membership to gain valuable insight into our community over the previous year and get an outlook for the coming years. This data enables IAPCO to understand our members’ impact on our industry through their performance and focus on future activities.

As 2022 was the first full year of event delivery post-pandemic in many countries, IAPCO members reported an extremely productive year for them. Our annual reporting figures, based on data collected from all IAPCO members around the globe show an increase in economic impact from pre-pandemic results of €12.8 billion in 2019 to €13.47 billion in 2022.

Similarly, industry sponsorship and exhibition support for business and scientific events increased from €300 million in 2021 to €442 million in 2022.

Although talent numbers are still below ideal levels for the global demand, IAPCO members employed an additional 1,839 new hires through 2022.

These results are just a snapshot of the performance we have witnessed through 2022. When assessed, together with all other indicators, the impact that IAPCO members continue to bring to both our industry and cities within which their events are delivered is extremely positive and attractive and proof of the value of business events around the globe.

Looking into the future, the outlook is promising, with 7,722 events confirmed for 2023 alone. Long-term planning indicates 7,729 events in the pipeline for the 3 years following 2023. Of the events scheduled to take place in the future, 1,943 are without a chosen destination and 3,542 are still looking for a venue.

The future planning data gives an indication of the confidence of the industry and highlights of the opportunity available for venues and destinations to work with the IAPCO community.

*Global Meetings Industry Day (GMID) is an international day of advocacy showcasing the undeniable value that business meetings, trade shows, incentive travel, exhibitions, conferences and conventions bring to people, businesses and communities.

The #GMID2023 theme is #MeetingsMatter. Following years of cancelled in-person meetings, the industry will come together on March 30, 2023 to celebrate Global Meetings Industry Day and showcase why #MeetingsMatter to attendees, organizations, communities, businesses and our economy.

As 2022 was the first full year of event delivery post-pandemic in many countries, IAPCO members have reported an extremely productive year for them

Meet us at IMEX Frankfurt

IMEX Frankfurt 2023 takes place at Messe Frankfurt, one of the world’s largest and most modern and connected venues in the heart of Europe.

IAPCO, once again is back at IMEX as an exhibitor (stand A210) and will be hosting a series of education sessions with our Training Academy speakers and partners.

Dive into the heart of the global meetings industry over four action-packed days in Frankfurt and network with the members of the IAPCO community.

IAPCO AMCI joint workshop: Creating Successful Business Models that Deliver Optimum Results for Associations

(By invitation only for IAPCO and AMCI members)

Monday, 22 May| Okzident Room, Kap Europa | 3:20 – 5:10 pm

This will be an interactive, immersive workshop designed specifically for AMCI members and IAPCO members by invitation only.

Participants will investigate trends impacting associations, future opportunities and the implications these may have on AMC and PCO business models moving forward. The workshop will require participation and contribution from all involved.

Introductions by:

Mark Engle, DM, FASAE, Chair, AMC Institute

Sarah Markey-Hamm, Chief Executive Officer, ICMS Pty Ltd and IAPCO President

Facilitator:

Oscar Cerezales, Chief Strategy Officer, MCI

IAPCO PCMA joint session: Leap of faith

– stories about embracing uncertainty

Tuesday, 23 May| Ocean Room | 1:00 – 1:45 pm

Join this interactive session and learn practical tips to proactively manage the uncertainties in your life, while sharing and learning from your peers about their own experiences.

Learning Outcomes:

• Learn to anticipate and expect the unexpected

• Explore different strategies on how to deal with uncertainty

• Connect with peers in one-to-one discussions and learn from each other

Speaker:

Beth Surmont, Vice President of Event Strategy & Design, 360 Live Media.

Sarah Markey-Hamm, Chief Executive Officer, ICMS Pty Ltd and IAPCO President

Alain

Pittet

,

Martin Boyle CEO of IAPCO

RFP of the Future: Navigating the Changing Landscape

Tuesday, 23 May| Ocean Room | 3:30-4:30pm

In an industry that is experiencing rapid transformation, the evolution of the RFP has become a centre point of conversation for destinations and event organizers alike. This panel comprised of both event and destination experts will delve into how they are working to best adapt their view of the RFP and discuss how to optimize the process to remain competitive in a rapidly evolving marketplace. Join this must-attend session for the opportunity to gain valuable insights into the changing landscape of RFPs and how to navigate the challenges and opportunities that lie ahead.

Learning Outcomes:

• Success looks different – Understanding the shift in stakeholder sentiment, motivation to travel, events goals and changing success metrics

• Value creation – hear how a well-structured RFP can be a blueprint of success for the event, organization, and industry

• Intentional collaboration – learn effective strategies for collaboration between the event strategist and destination organization that generates outcomes for both the hosting organization, the delegates and the destination.

Speakers:

Al Hutchinson,

President and CEO of

Visit Baltimore

Director of Convention Bureau, Geneva Tourism & Convention Foundation

Cathy Nash, Director

of

Meetings and Events, Association for Information Science & Technology

Client and People Management

Wednesday, 24 May| Forest Room, Inspiration Hub, Hall 9 | 9:00 – 9:45 am

Join us for a sample session from a recent IAPCO EDGE seminar. Managing people is about developing positive relationships and building human connections. In this session, you will learn practical leadership skills and tips on effective client communication and people management.

Learning Outcomes

• How to build self confidence in working with people

• Identify your own behavioural style

• Understanding your clients’ needs

• Setting expectations and KPI’s

• Effective communication with your stakeholders

Speaker:

Nicola McGrane, CEO of Conference Partners International and Event Partners Ireland. click

IAPCO CEO Meet-up Workshop with

Leading Centres of Europe

Title: "Rethinking and reshaping business models for success"

Designed for CEOs / Owners / C-Suite IAPCO members and senior executives of Leading Centres of Europe (LCE) members.

Speaker - Tobias Degsell, Combiner AB

Moderator - Bob Empson from White Maple Consulting Ltd.

Workshop hosts - Visit Stockholm, Stockholmsmässan

Grand Hôtel Stockholm, Stockholms stadshus Fotografiska Stockholm, Stadshuskällaren Mässrestauranger gruppen

Stockholmsmässan were the host of the first-ever IAPCO CEO Meet-up Workshop in partnership with the Leading Centres of Europe (LCE) to discuss new opportunities for shaping future collaboration in the congress industry.

Designed to challenge the strategic thinking about the current way in which PCOs and venues collaborate, the workshop explored the PCO business models and identified new opportunities for shaping the future of our shared business. During three fruitful days, leaders from twelve PCOs and ten convention centres worked together on the theme “Rethinking and reshaping new business models for success” by building bridges with new ideas for future collaboration.

One conclusion of the expert: "We transparently shared our strategies and current business models and thought together about new approaches and opportunities". The active and very intensive dialogue also strengthened the network: "These challenging times demand this in-depth exchange and new innovative ways of working together."

- Elke Jaskiola, Director Key Account Management and Member of the Executive Board at Interplan

Workshop Participants:

PCOs

• MCI group

• ICOM Group

• DEKON Group

• Meetagain Konferens AB

• Kuoni Tumlare

• Kenes Group

• INTERPLAN Congress

Convention Centres

• Allianz MiCo - Milano Convention Centre

• Centre Convencions

Internacional de Barcelona

• Messe Muenchen Gmbh

• RAI Amsterdam

• Stockholmsmässan

• Conference Partners International

• AIM Group International

• CPO HANSER SERVICE GmbH

• K.I.T. Group GmbH

• Austria Center Vienna - Internationales Kongresszentrum

• Lisboa Congres Centre

• Palexpo Geneva SA

• Scottish Event Campus

• VIPARIS Paris Convention Centers

"A purposeful few days with great outcomes planned for the future and new friendships made. Thank you Kathleen Warden, Martin Boyle and Oscar Cerezales for designing a thought provoking meet up of industry thought leaders in the beautiful city of Stocholm. I never regret taking time out of a busy schedule to spend time with great IAPCO colleagues."

- Nicola McGrane, CEO at Conference Partners International & Event Partners Ireland

World Day for Cultural Diversity for Dialogue and Development: Rwanda’s journey toward peace

Our world is composed of an intertwined mosaic of cultures, each one unique and special in its own way. The diversity of cultures is what makes Africa’s heritage so rich and beautiful. Although May 21st is designated as the World Day for Cultural Diversity for Dialogue and Development, heritage is something that we should celebrate every day.

One country that knows first-hand the importance of cultural diversity and intercultural dialogue is Rwanda. The landlocked country is at a crossroads of cultures and people. In the aftermath of the 1994 Genocide against the Tutsi that resulted in more than 1 million deaths, the country has made great strides at reconciling its population by making the conscious choice of unity and openness to rebuild anew.

Rwanda’s approach to peace was, in part, an approach to sustainable development and inclusion. The country’s citizen-centred inclusive governance model fosters inclusion, diversity and consensus building. A philosophy that trickled

down in all aspects of society and in the economy. When people’s livelihoods improve, conflict becomes less likely.

The World Day for Cultural Diversity for Dialogue and Development is a reminder of the importance of cultural diversity and intercultural dialogue in achieving peace and sustainable development. Rwanda serves as an excellent example of how embracing cultural diversity leads to sustainable development.

Just like Rwanda made the conscious choice 29 years ago to embrace inclusivity and use it as a catalyst for development and peace, let us use this day to reflect on building a more tolerant world where each culture is celebrated.

IAPCO Innovation Award

In its 10th year, the 2022 IAPCO Innovation Award (supported by IMEX)recognises and celebrates those at the forefront of innovation, helping to raise the standards of professionalism across the meetings industry.

Finding creative solutions to overcome the frequent challenges encountered when organising an international congress is a day-to-day occurrence. The Innovation Award recognises those who use their initiative to find innovative solutions to overcome these challenges.

The Innovation Award recognises those

their initiative to find innovative solutions

The winner of the 2022 Innovation Award will be announced on 24 May 2023 at The IMEX Frankfurt Gala Dinner and will be featured in the June edition of the PCO. In the meantime, we are pleased to share the nominees, each of whom deserves recognition for their innovative ideas that have made an impact.

The Nominees

AFEA has been operating in the Meetings industry for over 45 years, providing clients with integrated, full-scale services.

The 44th COSPAR Scientific Assembly was held in Athens in July 2022, and it was a unique event that combined in-person and virtual elements due to the challenges posed by the COVID-19 pandemic. The preparation of the nomination file started in 2016, and Athens was selected over other cities like Warsaw, Lausanne, and Prague. Despite the unprecedented challenges that arose during the preparation, cancellation

of the event was never an option. The AFEA team had to reform the entire event structure to ensure its programmatic and financial viability while keeping the format of 30 parallel sessions for seven full meeting days.

To make the event successful, the team came up with several innovative solutions that were applied for the first time in COSPAR's history. These innovations included full digital access to 30 parallel meeting rooms, a pyramidal form of cooperation between the PCO and local and foreign suppliers, hybrid press conferences, training of a team of more than 150 volunteers, an open panel on innovative solutions, an opening reception that showcased Greece's scientific and cultural continuity, and the screening of an emblematic Vivaldi concert at the sacred island of Delos, with the purpose to send the message and to change the way we think and act on the human-induced climate crisisthe ultimate goal of preserving the only home we have.

The COSPAR International Conference became a de facto case study on an international level, and it was a unique event that harmoniously combined science, education, and sustainability.

Kenes Group is a leading global PCO and AMC with nearly 60 years of experience in the field of medical congresses and healthcare professionals’ associations.

Unlok Education is a digital platform created by Kenes Group to provide healthcare professionals with a multidisciplinary, collaborative, time-effective, and user-friendly tool for continuing medical education. The platform is an AI-powered

who use

video library that integrates several technologies into an easy-to-navigate, cross-specialities learning space.

The challenge that led to the development of the platform arose during the pandemic when medical congresses were removed from the spectrum of possibilities. The Kenes Group was committed to enabling a platform for medical collaboration and advancement no matter what. They created VirtuOz, an online meetings tool, and later envisioned Unlok to compile the massive library of cutting-edge, cross-specialities medical content that results from their conferences.

K.I.T. Group has been an accredited IAPCO PCO since 2002. It is based in Berlin with over 35 years of conference organisation and strategic alliance expertise.

Delphine Baudouin, Managing Director of K.I.T. Group France and her team managed to produce the first sustainable International Astronautical Congress (IAC 2022, 10,000 delegates) in Paris through environmentally-friendly organisation and socially-friendly practices.

The client tasked K.I.T. Group with calculating the event's carbon footprint. With their extensive knowledge of building increasingly sustainable events, they took that challenge several steps further.

The outcome is Unlok, a fully customizable learning management system that uses algorithm-based matching systems and artificial intelligence to facilitate the knowledge exchange between users themselves and between users and speakers. It automatically generates captions and translations to 120 different languages, identifies highlights of keynotes in the speakers' speech, and accurately recommends similar content to create personalized CME-accredited learning programs based on users' searches.

The content from three of Kenes Original Events and the Global Education of Medicine and Science – GEMS association has already been successfully migrated to the platform, putting Kenes Group at the forefront of the continuing medical education digital world.

K.I.T. Group dedicated itself to helping this congress fulfil its objective most efficiently and obtain the ISO: 20121 certifications for the event. To achieve this goal, they

mission and values statement between IAF (organiser), CNES (host) and K.I.T. Group (PCO). They worked with the venue and their local suppliers to decline the five main objectives of the sustainable development strategy of the congress, including a restrictive no-single-use plastic policy and in-depth work with associations to maximise the social impact of the event.

The IAC 2022 has proven that professional conference organisers like K.I.T. Group France can achieve sustainability with effort and encourages future events to integrate more sustainability. Additionally, this sustainable congress has proven to save the organisation costs while being more friendly to the planet and presenting a favourable image of the event.

Since 1985, Kuoni Tumlare Congress has been one of the world's leading professional congress organizers offering a wide portfolio of housing and PCO services from logistics to on-site management and advanced web solutions to association management.

Operational since 2006, MCI Middle East has successfully built up a strong network of clients and a history of delivering successful events. They consult, manage, and create congresses, meetings, and events for a plethora of clients which include associations and institutions.

The International Society for Physical Activity and Health (ISPAH) vision is a healthy world where active living is accessible to everyone. At the 9th ISPAH Congress in Abu Dhabi, the Department of Public Health aimed to hold a successful international scientific conference and promote physical activity across in the city. To achieve this, ISPAH and the Department of Health implemented various solutions, such as scientific sessions, recognition and awards, and community activities.

They decided to introduce digital posters in response to the growing number of posters submitted and the lack of space to present them in some congress venues. Usually, authors were requested to submit a PDF version, which was then presented on large screens during the event. They felt the need of more interactivity of posters and overcoming the limitations imposed by traditional printing. They then decided to develop a platform to create interactive E-posters.

They required a solution that offered flexibility, typically found on web pages, and leveraged the capabilities of our existing abstract management tool. They decided to offer authors a dedicated "poster builder" tool to create their own interactive online posters. In addition to text and images, these digital posters can incorporate video, animation, and audio files, and can be expanded and scrolled through with no content limitation. Authors can also set up agendas with time slots for presentations. Since its initial release, the poster builder has undergone continuous improvement and until today served more than 1000 E-posters. This innovative approach resulted in less printing, less space needed, and scientific content saved for years!

The scientific sessions included keynote speeches, symposia sessions, and poster and oral presentations, attracting over 4000 registrants from 62 countries. Members of the Special Olympics were recognized for their participation in the event. To engage the community, pre-event activities such as a billion-step challenge (app-based challenge) and Spirit of Football were introduced. During the congress, daily yoga and Zumba sessions, a 5 km run, and Let Move Ambassadors encouraged physical activity among attendees. The event also included a physical competition, fun activities corner, and VIP and celebrity endorsement by Michael Johnson.

Overall, the 9th ISPAH Congress successfully balanced scientific sessions with community engagement, promoting physical activity in Abu Dhabi and contributing to ISPAH's vision of a healthy, active world accessible to all.

Interactive E-poster Builder by Kuoni Tumlare Congress

Messe and Congress Center Basel: for events with a sustainable impact

The event industry is assuming a pioneering role in matters of sustainability as its players have seen that demand for green meetings is running high. This is a gratifying development for Messe and Congress Center Basel, since the MCH Group has been addressing the environmental, economic and social side-effects of its business activity for many years.

The infrastructure provider’s commitment includes using existing resources sparingly, supporting local suppliers, consuming electricity from 100% renewable energy sources and opting for low-emission solutions when making alterations to its buildings. And it can boast considerable success in this respect. Not only are Messe and Congress Center Basel event venues, they are also serious producers of electricity. The various photovoltaic systems on their roofs feed some 2 million kWh of electricity into the grid of Basel’s electricity utility every year. Taking all this into account, it is not surprising that the locations were recently awarded the Swisstainable Level II certificate. They are now entitled to use the Switzerland Tourism label of this same name which distinguishes companies that are committed to improving the environmental compatibility of their business activities.

And that’s not all. The team at MCH Exhibitions & Events has also set itself the task of making its guests more aware of the topic. “We have the advantage that our locations are in a city with ideal public transport links”, says Silvia Decker, Head of Marketing & Sales. “And it’s situated at the heart of Europe, which also makes for an environmentally friendly journey to

reach us”. The group has set up a Green Team especially for the purpose of promoting this and the other advantages of the premises on Exhibition Square. The team includes employees from Marketing & Sales, Project Management, Exhibition, Technology and Room Management; they meet up regularly to discuss the measures required and also to initiate these where appropriate. As one of the measures, a checklist has been drawn up which organisers, exhibitors and visitors can use to improve the energy footprint of an event.

“We are also aware of our duty of care in economic terms”, Silvia Decker explains. “It is an undisputed fact that large-scale events have a positive impact on the overall economic situation of a destination. In the short term, they boost the sales of suppliers and the hotel and restaurant trade while, in the long term, they generate a certain image effect. With careful management, we would like to maintain both these impacts for future generations.” The MCH Group also takes its responsibility toward society and its stakeholders very seriously. The company thus places great value on being a reliable and fair employer and on ensuring that its premises are barrier-free. On this latter point, it has worked with OK:GO to systematically record the accessibility of its rooms. Measures such as these are aimed at facilitating travel for people with reduced mobility.

Global Meetings Industry Wellbeing and Connection Survey results

IAPCO’s recent global wellbeing and connection survey provides insights into the meeting professionals' contribution to the 'greater good'.

View and download the full publication by clicking this link.

The International Association of Professional Congress Organisers (IAPCO) commissioned a unique body of research to gain a better understanding of the feeling of wellbeing and connection that meetings professionals from around the globe feel now that in-person meetings are back, and to gain a sense of how they feel they are contributing to the greater good through the delivery of their clients' events.

This supports concurrent industry-wide research projects that initially focused on economic impact and meeting design.

Addressing WHO-5 (mental wellbeing), AAQ-2 (psychological flexibility), MAAS (mindfulness) and the IDGs (Inner Development Goals) in this academic study, has provided a detailed picture of the current state of personal and professional wellbeing within the sample group.

Martin Boyle, CEO of IAPCO, comments: "I am delighted to see that, in the global meetings population, the individual drivers (Inner Development Goals) to enact the UNSDGs exist, and that Wellbeing scores were, on average, consistently high across all working locations surveyed."

The research team included academics, adult mental healthcare practitioners, experts in team dynamics and events industry professionals.

IAPCO has now launched Phase II of this project to capture further data and gain even more insights and knowledge on this important issue. The more research that is gathered, the more specific programmes and initiatives can be designed and delivered to meet the needs of this workforce into the future.

Everyone within the global meetings and events industry is invited to take part by clicking on the following link: IAPCO Global Wellbeing and Connection Survey

Survey: Global Wellbeing & Connectivity in the Meetings Industry

Sarah Cecil, Prof Marc Jones, Dr Lucy Walker

Australia’s Push Towards Inclusive Events

Australia is making significant progress towards promoting accessibility and inclusion in the business events and tourism industry, recognising the importance of ensuring inclusivity for the estimated 4.4 million people - comprising roughly 18% of the population - who live with a disability, as a crucial part of its commitment to building a more inclusive society.

Moreover, our country is taking steps to accommodate overseas delegates with disabilities by providing accessible transportation and accommodation, as well as ensuring that events and venues meet the highest possible accessibility standards.

Major airports across Australia have committed to providing comprehensive infrastructure, disability and accessibility services in terminals, car parks and hospitality outlets. This commitment guarantees that individuals with disabilities can travel with ease to and from events. Many venues and tour operators also recognise the ‘Sunflower Lanyard Scheme’, a simple tool to voluntarily share that an individual has a disability, and this alerts those around them that a helping hand may be required.

Australia is renowned for its accessible and distinctive destinations, providing equal opportunities for everyone to enjoy them. The Sydney Opera House, one of the most iconic event venues in the world, offers sign language interpretation, captioning, sensory and Autism-friendly talks, events, and performances. Meanwhile, west of Sydney, the Cableway and Skyway adventure experiences in the Blue Mountains offer

wheelchair accessibility, allowing visitors to enjoy breathtaking views of the mountains while suspended in the air. Outback Tour Services, located in the Northern Territory, offers accessible camping safaris with their purpose-built vehicle and an off-road wheelchair, allowing participants to enjoy the riverbeds and rough terrain and swim in one of the outback waterholes.

Even the famous UNESCO World Heritage-listed Great Barrier Reef is fully accessible with cruise operator QuickSilver, who have a platform with a lift to access snorkelling. Moreover, the Cairns and Great Barrier Reef destination website now hosts an Accessibility Hub to assist travellers with mobility impairment to select appropriate activities throughout the region.

This commitment to inclusion extends to Australia's diverse selection of event venues with major convention centres in particular catering to a wide range of accessibility needs.

The Adelaide Convention Centre’s (ACC) Access and Inclusion Plan provides for complete accessibility with lifts and escalators to all three levels. Similarly, the Perth Convention and Exhibition Centre (PCEC) has equipped its premises with ramps, elevators, dedicated drop-off, wheelchair seating zones and accessible baby change facilities.

The International Convention Centre, Sydney (ICC, Sydney) provides step-free access to every conference, exhibition, and entertainment venue, and offers free wheelchair and assisted

hearing services, with braille included on all rooms and fixed signage. The Melbourne Convention and Exhibition Centre (MCEC) and Brisbane Convention and Exhibition Centre (BCEC) provide wheelchairs and hearing loops for hire, along with other accessibility features such as braille. Just south of Brisbane, the Gold Coast Convention and Exhibition Centre (GCCEC) offers dedicated sensory rooms for guests with sensory processing difficulties.

These examples are just the tip of the iceberg when it comes to what Australia’s event venues and tourism attractions are doing to improve accessibility and inclusion. It's exciting to think about what other changes we'll see in the near future.

Inclusivity in Practice: Sydney WorldPride Human Rights Conference

Inclusivity and accessibility encompass more than just catering to physical, cognitive and sensory needs - it's also about making people from diverse groups feel welcomed and valued.

In March 2023, The Sydney WorldPride Human Rights Conference marked a significant milestone as the largest LGBTQIA+ Human Rights Conference ever hosted in the Southern Hemisphere. Arinex played a key role as the principal event manager, ensuring the seamless planning and onsite delivery of the event.

From the outset, Arinex understood Sydney WorldPride’s creative vision of keeping sustainability, diversity, equity and inclusion at the forefront of planning. This required a highly coordinated approach working with various stakeholders, including the Sydney WorldPride inclusion and accessibility team, to ensure that the diverse groups that make up the LGBTQIA+ community were all made to feel welcome.

To achieve the desired outcomes, we proposed and collaborated with specific suppliers whose expertise aligned with the primary event objectives, and we worked closely with them on highly specific delivery briefs for certain components.

To prepare for the diverse accessibility needs of attendees, the Arinex team gathered information in advance through the registration form and implemented online wellness facilities such as the Wellness Lounge, the Spiritual Lounge and the First Nations Lounge. Additionally, we collaborated closely with the Sydney WorldPride inclusion and accessibility team to conduct regular cross-checks of signage, session slides and all onsite accessibility measures, ensuring a seamless and inclusive experience for all attendees. Following feedback from the LGBTQIA+ community, Equity Australia created a comprehensive program covering diverse topics and addressing various accessibility needs beyond the physical, including appropriate techniques for neurodivergent delegates. Arinex collaborated closely with the team to ensure that the room setups and audio-visuals supported the delivery format and achieved each session's goals.

The conference was a resounding success, with over 1,600 in-person attendees and 1,200 virtual registrations. The feedback from event stakeholders and delegates was hugely positive and the atmosphere onsite was incredible.

The Sydney WorldPride Human Rights Conference exemplifies how, through the collective efforts of all event stakeholders, diversity, equity and inclusion can be woven throughout all aspects of an event. The result being an accessible and inclusive experience for all.

Nicole Walker, Managing Director, Arinex

Photo Overleaf: HRC-Koori Wirguls Dancers-@MajaBaska Photos This page: SWPrideHumanRightsConference-@MajaBaska

Equity, Diversity and Inclusion in the Events Industry

The Events and Meetings industry understands the importance of diversity and inclusion when organizing an event. Actions have been taken in order to create a more welcoming and inclusive environment for all attendees. This can be achieved by incorporating diverse speakers, inclusive policies, and offering scholarships, so as to ensure that people from diverse backgrounds have access as well. Conferences are a great place for people from different age groups, backgrounds, and overall statuses to interact and exchange opinions and views.

Diversity is an important consideration in the workplace as it helps improve creativity, innovation, and cultivate problem-solving abilities, and can help to create a more inclusive work environment.

Diverse Workforce Characteristics

Diversity of colleagues in the workplace helps everyone involved to get to know different cultures and values which in turn can improve many aspects of day-to-day work needs.

For example, people from different racial and ethnic backgrounds bring different perspectives, experiences, and

cultures to the workplace. This can include differences in language, customs, beliefs, and values. Gender and sexual orientation diversity also contributes to the workplace. For example, having a diverse range of gender identities and sexual orientations can expose colleagues to different perspectives and ideas.

People from different age groups bring different levels of experience, knowledge, and perspective to the workplace. Having a diverse range of ages can also help bridge generational gaps and promote crossgenerational collaboration.

People with disabilities may have different physical or cognitive abilities which can lead to different perspectives and ways of approaching problems. In addition, providing accommodations for people with disabilities can help to create a more inclusive workplace.

People from different socioeconomic backgrounds may have different levels of education, income, and access to resources. Having a diverse range of socioeconomic backgrounds can lead to different perspectives and ideas.

People with different levels of education and experience can bring different skills, knowledge, and perspectives to the workplace. Having a diverse range of educational and professional backgrounds can also lead to cross-disciplinary collaboration and innovation.

Diversity management involves creating a culture of inclusion, ensuring fair treatment for all, and respecting the values and differences among employees. It also means that everyone has the same access to tools, training and opportunities as their colleagues.

Diversity Strategies Tools

Education and Training: Provide education and training on diversity and inclusion to all employees, including managers and supervisors. This can include topics such as cultural awareness, unconscious bias, and respectful communication.

Diversity in the Industry

Equity, diversity and inclusion (EDI) are crucial components of a healthy and successful workplace. In Greece, there has been increasing attention paid to EDI issues in recent years, with businesses and organizations taking steps to promote diversity and create more inclusive workplaces. One of the key challenges in promoting EDI in the workplace of the Events and Meetings industry is addressing biases and stereotypes that can lead to discrimination against certain groups. This can be particularly challenging in a country with a strong sense of national identity and a history of homogeneity. However, there have been efforts to increase awareness of EDI issues and provide training to help employees recognize and overcome biases.

Another important factor in promoting EDI is ensuring that all employees have access to the same opportunities for professional development and advancement. This can involve policies such as providing mentoring and coaching programs, creating leadership development opportunities and establishing clear pathways for promotion and advancement.

Finally, it is very important to create a workplace culture that is welcoming and inclusive for all employees. This can involve initiatives such as celebrating diversity through cultural events, promoting employee resource groups that provide support and advocacy for marginalized groups, and establishing clear expectations around respectful communication and behaviour.

Recruitment and Hiring: Develop recruitment and hiring practices that attract a diverse pool of candidates. This can include job postings that specifically target underrepresented groups, using blinded resumes with little or no personal information to reduce bias, and ensuring that job requirements are not discriminatory.

Employee Resource Groups: Establish employee resource groups (ERGs) that provide support and advocacy for marginalized groups. ERGs can help create a sense of community within the workplace and provide a platform for employees to share their experiences and ideas.

Mentoring and Coaching: Provide mentoring and coaching programs that support the professional development of employees from diverse backgrounds. This can help ensure that all employees have access to the same opportunities for advancement.

Policies and Procedures: Establish policies and procedures that promote diversity and inclusion in the workplace. This can include anti-discrimination policies, accommodations for employees with disabilities, and flexible work arrangements that support work-life balance.

Celebrate Diversity: Celebrate diversity through cultural events and activities that promote a sense of community and inclusiveness. This can include celebrations of different holidays and cultural heritage months.

Leadership Commitment: Ensure that leaders and managers are committed to promoting diversity and inclusion in the workplace. This can involve establishing goals and metrics for diversity and inclusion, holding managers accountable

People with different levels of education and experience can bring different skills, knowledge, and perspectives to the workplace

for creating an inclusive workplace culture, and providing resources and support to help them achieve these goals.

The Benefits

One of the most significant benefits of diversity in the Events and Meetings industry is the ability to cater to a broader range of clients. With a diverse team, event planners can better understand the needs and expectations of different cultures and communities. This enables them to plan events that are more inclusive and welcoming to all attendees. For example, a PCO with a diverse team may be more equipped to plan an event that accommodates different dietary restrictions or religious practices.

Diversity also helps to create a more dynamic and engaging event experience. When planning events, a diverse team can provide a variety of perspectives and ideas that help to create unique and engaging event experiences. This can lead to more successful events that leave a lasting impression on attendees.

Additionally, having a diverse team can help PCOs to attract a wider range of clients. As more businesses and organizations prioritize diversity and inclusion, they are likely to seek out event planners who share these values. A diverse team can help to position a PCO as an inclusive and progressive organization, which may make them more appealing to potential clients.

By embracing diversity, event planners can better understand the needs and expectations of their clients, create more engaging event experiences, and attract a wider range of clients. As the industry continues to evolve, diversity will undoubtedly play an increasingly important role in shaping the future of event planning.

Charoula Laina is an MBA, MA in International Relations major in Human Rights, operating in Congress Department as Association Management Assistant.

Maria Priniotaki is currently an MBA student with a major in Strategic Management and Competitiveness, currently working in Sponsorship and Exhibition Management .

Vicky Denaxa is E-Publishing & Scientific Papers Coordinator at the Congress Operation Department.

Dimitra Baltouna holds a MA in Journalism & New Technologies and is the Marketing Manager..

Contributors are all from Convin

Top Ten Tips for Becoming More Inclusive to Your Community

Having a strategy around Equity, Diversity & Inclusion is becoming increasingly important for every organization. As awareness of the issues around inequity has grown exponentially over the last decade, it’s now becoming necessary to have a long-term plan in place to ensure the necessary changes are made. These changes will ensure higher rates of employee attention and retraction, open up your business to new ideas and perspectives and result in new business opportunities.

However, that process can be intimidating to organisations or businesses who might lack the resource and time to do it right, or perhaps fear doing something “incorrectly”. This can often prevent organizations from doing anything at all. While a larger scope strategy coupled with training and concrete actions is ideal, small changes can make a big difference and be an important step forward. Even if things aren’t perfect, doing something is better than doing nothing.

On behalf of Canada’s LGBTQI+ Chamber of Commerce, here are some easy ways to show that your organization is taking steps forward to become more inclusive to our community.

1. Hire to diversify leadership and staff. Be intentional in creating a diverse workforce.

2. Display signage in public areas that states you are LGBTQI+ friendly.

3. Share your names AND pronouns. Respect them.

4. Use gender-neutral and respectful language e.g. use terms like folks versus ladies and gentlemen. Avoid honorifics like Mr. or Mrs.

5. Participate in LGBTQI+ events and acknowledge days of significance for the community.

6. Conduct regular organizational training at all levels. Even once a year is better than nothing.

7. Provide benefits packages that recognize LGBTQI+ identities and specific needs.

8. Avoid assumptions about gender, orientation, and family/ relationship dynamics of colleagues.

9. Create an atmosphere where workers feel able to talk about their partners, weekend plans, and family dynamics without fear of discrimination or loss of professional opportunity.

10. Ensure your LGBTQI+ workers feel able to contribute by sharing their perspectives and ideas either casually or more formally through an established Employee Resource Group for your LGBTQI+ staff.

Loren Christie, Managing Director, Loren Christie Solutions

Creating An Inclusive Culture –What We’re Working On!

2023 has been a game-changer for OIC Group, as from January 2023, it really has been ‘out with the old’ and ‘in with the new’the way in which OIC welcomed the new year.

OIC Group and its staff said goodbye to the old grandiose office building which had been its headquarters work base for many years and moved into a new, modern, sustainable, future-ready open-space office just a short distance away from the old building.

OIC Group is almost 50 years old and is one of the first pioneering PCOs in Italy to venture into the meeting industry. With almost half a century of history and its wonderful journey to date, the company needed a change, a boost, and a breath of fresh air.

The office relocation represented and symbolized a new path, a new strategy, and a new way of being future-ready for the next fifty years, in the best possible way. A new beginning perfectly paved the way for the ultra-modern openoffice space, and a sustainable company-wide approach, which formally kicked off in April 2023 with corporate decarbonization and becoming a certified neutral company through reduced emissions.

A myriad of other important projects and plans are embedded in the company’s Leadership and HR team’s strategy, for the short and long term, to become realistically and concretely more aware and proactive in terms of Equity, Diversity, and Inclusion (Equity, Diversity and Inclusion). Working on this basis, HR has, with the support of the leadership teams, put in place several processes and actions to address the needs of company staff.

The first step to get the ball rolling has been to ask questions of the staff, by having 1-1 meetings as well as wider group meetings, to primarily understand their needs, viewpoints, and concerns.

EDI is not limited to mere processes and actions designed by HR; it needs to be breathed in as part of the company culture. The teams, the people as individuals, need to feel welcomed, valued, and supported. People of different races, beliefs, ages, genders, religions, and sexual orientations must feel comfortable and at ease in the work environment. EDI

The office relocation represented and symbolized a new path, a new strategy, and a new way of being future-ready for the next fifty years, in the best possible way

is important to company culture as it can bolster creativity, and lead to greater individual, team, and company-wide performance.

In line with the new chapter of the company, the HR Director’s aforementioned first step was about asking questions in order to understand the needs of the staff and the gaps that have surfaced. This information and data were and continued to be collected through scheduled individual and group meetings as well as anonymous surveys. The overarching idea has been to grasp the present feeling - the office vibe.

Naturally, this is a work in progress - an ongoing process, which has begun and needs to continue to be relevant and useful for OIC Group. It isn’t and cannot be conceived as a box-ticking exercise.

• Effort is being made to rethink the salary gap; in fact, in OIC Group salaries are based on professional clusters, that look into the role, responsibilities, activities and technical competence of everyone, so to guarantee equity through their salary.

• To retain staff, care and attention are paramount as well as active listening, this is taking place through the 1:1 meetings organized by HR, also to tune into aspirations, needs and what is expected in terms of work-life balance.

• It’s essential to fully integrate equal opportunities in the HR fabric of the company, and this is being implemented at many levels. This is of importance to staff as they can express themselves and be the personality or individual that makes them unique in the workplace and in the world. This is the key to being happy in one’s workplace.

For the above to succeed, HR and the company leadership have led the way, taking bold strides forward. The focus has been on a modular and flexible approach, which supports a more personalized development strategy– that can better support the unique needs of the company.

These are all truly grand steps in the right direction - steps that are and will need to be continuously worked on and finetuned by HR and the wider leadership team to ensure that the approach and overall framework grasp and fully embrace the needs and voices of all within the company.

Naturally,

It’s been an action-packed and phenomenal start to a new year and a fresh chapter of the OIC Group.

exercise

The framework of priorities that HR is focusing on is as follows:

• Creating an inclusive culture, by not simply including gender differences or sexual orientation as the focus point, but an inclusiveness that values the individual in their UNIQUENESS, favouring in this sense, a leadership that looks at each and everyone in their own individuality.

• Using analytics to implement change with awareness. The HR department monitors the indicators via the ISO9001 system – also to favour EDI.

• OIC Group is aiming to create different talent pipelines by offering a variety of personalized and specific professional career development paths for its staff, based on an individual's hopes, expectations, and ambitions.

Here's to the next fifty years!

this is a work in progress... It isn’t and cannot be conceived as a box-ticking

Ginevra Debellis, OIC GROUP

Congrés Inc.: Everyone enjoying themselves as they separate the collected garbage for recycling.

ICOM Group: During the Internation Women summit, Awards for the most influential female figures, for serving the community and as role models.

Arinex: planting enough native trees to remove the non-travel related carbon emissions generated by a clients' conference

Travel Insights featuring Sarah Markey-Hamm, IAPCO President on TravelDailyNews

AFEA: Celebrating the importance of equity in the workplace and everyday life on International Women’s Day!

Scientific Congress meets University

Scientific congresses are important events that are mostly organized by scientific associations to bring together researchers and scientists from different fields and to present and discuss new discoveries and research results.

READ MORE

In its 4th Edition, Expand organizes the “International Women Summit” on March 15th, 2023

Let’s start with the claim that the more women a company has, the better its performance. In a modern age, corporations are now understanding the role of women in the workforce and how they can effectively contribute to the success of the organization. With increased awareness of women's empowerment, equality, and gender-based issues, a greater number of women are entering the workforce and rising to positions of leadership.

READ MORE

A new partnership as Official AMC

At CONVIN, the team does not rest upon their many years of experience. They are always looking for ways to improve and enrich our services to customers, by anticipating their needs and delivering valuable results. Being proactive is part of the CONVIN DNA. And that has led to a new significant partnership.

CONVIN SA has been appointed as the new Office and Official Association Management Company (AMC) of the

European Association for Bronchoscopy and Interventional Pulmonology (EABIP). The administrative and website transition will be completed in the second half of 2023.

We are looking forward to working with EABIP!

ICOM Group

Convin S.A.

AIM Group International opens a new office in Porto

AIM Group Portugal, one of the most dynamic offices of the international network with a rich portfolio of events for both medical-scientific and corporate clients, will strengthen the operations in the Iberian area. READ MORE

AIM Group received the FCE Award for IPSEN Community Day

Federcongressi&eventi, the Italian association that represents professionals and public and private companies of the national meetings industry (and members of the IAPCO National PCO Association Strategic Task Force), gave the FCE Awards 2023 – Sustainability Category to AIM Group International for the IPSEN Community Day. READ MORE

First business events group supports Wongabel Mabi Forest restoration

Australasian event management company Arinex has become the first to trial a new reforestation project open to business event groups visiting Tropical North Queensland. While in Cairns for the Arinex Conference, team members had an opportunity to learn about and revitalise the endangered ecosystem of the Wongabel Mabi Forest Restoration project.

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Arinex heads to Cairns for 50th anniversary conference

In a significant milestone in the 50th anniversary year of Australasian event management company Arinex, around 55 team members will gather in Cairns next week for their first face-to-face conference. READ MORE

Arinex

“Mission: Clean Haneda!” Giving back to our community – Plus Experiential Workation

On February 6, 2023, Congrès Inc. Tokyo Headquarters’ employees, together with members from the convention facility “Congrès Square Haneda” as well as from other facilities managed by Congrès, cooperated in a beautification campaign to clean up the surrounding area. The project was dubbed “Mission: Clean Haneda!” Congrès has established 4 materiality themes (priority issues or key challenges) as part of its sustainability policy. READ MORE

First in Japan! Congrès Inc. now has double sustainability ISO certifications!

On January 16, 2023, Congrès Inc. acquired the ISO 20121 (event sustainability management system) certification, and received the official certificate in a ceremony held on January 24 from URUSHIHARA Masaki, Managing Director, BSI Group Japan K.K., the Japanese affiliate of The British Standards Institution (BSI). READ MORE

Participants gathered in the plaza at “Haneda Innovation City,” an office & commercial complex near Tokyo’s Haneda Airport, where Congrès Square Haneda is located.

Communicating with fellow employees while picking up litter to give back to the community.

Participants paid their respects at Haneda’s famous Anamori Inari Jinja Shrine, then formed 4 teams and started their mission.

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