HQ magazine, December 2008

HEADQUARTERS The Pan-European Magazine for Association Executives Supported by ESAE, European Society of Association Executives and UIA, Union of International Associations Brussels

30

Meeting Media Company Meetings Industry Publishers (Belgium) Afgiftekantoor 2800 Mechelen 1 Bureau de D茅p么t 2800 Malines 1 Published 6 times a year: February, April, June, September, October & December Edition December 2008 - P3A9029

FASCINATION FOR JAPAN

ESAE SECTION FROM REGIONAL TO NATIONAL TO INTERNATIONAL ASSOCIATIONS

UIA BEHIND THE NUMBERS

HQ

> M A R C E L’ S PA G E

STATING THE OBVIOUS Sometimes I’m listening to speakers at a congress and I’m staggered. That was the case at the ICCA Congress in Victoria early November when IMEX’s Paul Flackett was talking about ‘Trade Fairs: Are we reaching Saturation?’ With a subject like that, you’re bound to draw a full house but if you stop and think for a moment, you already know the answer of course. And believe me, the answer came real soon: ‘There are too many international, regional and national shows but where is the quality?’ That’s what I call stating the obvious, and repeating familiar truths, commonplaces and clichés. I’d call this approach ‘pulling someone’s leg’, ‘not taking someone seriously’.

MARCEL A.M. VISSERS Editor in Chief

A Dutch convention bureau lady was appalled by Paul’s answer. She wondered: ‘Which fairs need to be cancelled then? One of the two major ones?’ Since IMEX and EIBTM came, we need to dig deep into our pockets, so less money remains for other promotional activities. And the price per square meter keeps on going up. I’d actually expected a contribution on ‘hosted association buyers’ from the managing director of IMEX.

HOSTED BUYERS: ARE WE IN A CRISIS? ARE ASSOCIATION EXECUTIVES STILL COMING TO TRADE FAIRS BECAUSE THEY FIND ANSWERS TO THEIR QUESTIONS THERE? OR WHY ARE THEY STAYING AWAY? ARE THEY BEING USED AS BAIT FOR THE EXHIBITORS? OOPS, THOSE DOORS NEED TO REMAIN CLOSED

Hosted Buyers: Are we in a crisis?

Are association executives still coming to trade fairs because they find answers to their questions there?

Or why are they staying away?

Are they being used as bait for the exhibitors? Oops, those doors need to remain closed. Talking about that issue demands a lot of courage.

Mister Flackett’s discussion gave me another idea: ‘Trade Magazines: Are we reaching saturation?’ Should I give you the answer here and now? There are too many international, regional and national meetings magazines but where is the quality? But I won’t keep on stating the obvious, I’d rather let young people from the industry do the talking.

I had the opportunity to take a survey during the ECM Summer School in Opatija, in August. 62 students (young people from the industry) from all over Europe answered 15 questions about meeting magazines. The same questions were asked to 10 experienced teachers. Did I receive shocking results? No, but it was very informative. Will you, our readers, get to see another HQ magazine in 2009? Perhaps you should first read the results of the survey on our new website (www.hqmagazine.eu) and you might know the answer.

» REGISTER NOW ON THE NEW HEADQUARTERS MAGAZINE WEBSITE! WWW.HQMAGAZINE.EU

HEADQUARTERS 210 x 270:Mise en page 1

31/01/08

14:50

Page 1

3 amphitheatres 6 exhibition forums 26 subcommittee rooms 3 reception halls

hotels casino restaurants museum of contemporary arts

cinemas car parks in a century old park

Creation: Lucie Kaderabek l Š UMR CNRS MAP - ENSAL, N. Robin, M. Prudent

LYON CONVENTION CENTRE

HQ > CONTENTS

COLOPHON HQ OR HEADQUARTERS IS A NICHE PUBLICATION FOR EUROPEAN AND INTERNATIONAL ASSOCIATIONS HEADQUARTERED IN BRUSSELS AND ALL MAJOR EUROPEAN CITIES DEALING WITH THE ORGANIZATION OF WORLDWIDE CONGRESSES. IT IS PUBLISHED 6 TIMES A YEAR. CIRCULATION IS 5000 COPIES.

CONTENTS

Subscriptions Subscription amounts to 65 EUR (all incl.) in Belgium, 75 EUR (all incl.) in the EU and 95 EUR (all incl.) in the rest of the world. The subscription entails 6 editions of HQ per year including the special edition Meeting Trends, as well as an online access to the website. Online subscription for digital magazines is 50 EUR. To subscribe: www.HQmagazine.eu Editor in Chief Marcel A.M.Vissers T: +32 (0)3 226 88 81 marcel@meetingmedia.eu Managing Director Cécile Caiati-Koch T: +32 (0)2 761 70 52 cecile@meetingmedia.eu Editorial Officer Rémi Dévé T: +32 (0)2 761 70 54 remi@meetingmedia.eu

3

EMIF

6

HEADQUARTERS NEWS

7

ROB DAVIDSON’S INDUSTRY TRENDS REPORT

10

COLLOQUIUM

12

AIPC MEMBER SPEAK

14

ASSOCIATION PORTRAIT: AIJA

16

ESAE: FROM REGIONAL TO NATIONAL TO INTERNATIONAL ASSOCIATIONS

18

Editors Steven Kins

UIA: BEHIND THE NUMBERS

26

Lay-out UPSILON advertising Gent T: +32 (0)9 267 39 40

FLORENCE

28

JAPAN SPECIAL FEATURE

30

KYOTO

36

RIMINI

38

DYNAMIC GERMANY

40

Print Cartim - Destelbergen

Creation: Lucie Kaderabek l © UMR CNRS MAP - ENSAL, N. Robin, M. Prudent

Cover HQ30: A detail of Enkoji Temple in Kyoto - Where congress delegates can unveil the mysteries of Japan (©Y.Shimizu/©JNTO)

MARCEL’S PAGE

Supported by ESAE and UIA Address 20, rue Paul Wemaere B - 1150 Brussels (Belgium) T: +32 (0)2 761 70 50 F: +32 (0)2 761 70 51 www.hqmagazine.eu Responsible Publisher Meeting Media Company Marcel A.M. Vissers Mechelseplein 23, bus 1 B - 2000 Antwerpen (Belgium) www.meetingmedia.eu

Cécile Caiati-Koch

REGISTER NOW ON THE NEW HEADQUARTERS MAGAZINE WEBSITE! WWW.HQMAGAZINE.EU ➔ FOR SUBSCRIBERS - simply log in to read the magazine online or the extended versions of key articles.

➔ FOR OTHERS - just subscribe directly on the website and you will instantly have access to in-depth content online.

➔ And the good news is there are even more developments to come

Stay tuned! rémi dévé

HQ > EMIF

ESAE’S ANNUAL CONGRESS IN CONJUNCTION WITH EMIF WHAT DO WE SAY TO SOMEONE WHO BELIEVES THAT EMIF IS ‘JUST ANOTHER TRADE SHOW’? THINK AGAIN! FOLLOWING EMIF 2008, THE ORGANISATION DECIDED THAT IT IS PARAMOUNT FOR AN EVENT OF THIS MAGNITUDE TO HAVE A SOLID CONTENT PROGRAMME IN COMBINATION WITH THE TRADE SHOW. THEREFORE, WE ARE DELIGHTED TO INFORM YOU ON THE FOLLOWING: EMIF THE SIMPLE FACTS

The European Society of Association Executives will organise her annual congress Strategies for challenging times - Building your thriving association in Brussels on March 17th and 18th. The first day will take place in the Sheraton Hotel Brussels whilst the second day of the congress will be held at the EMIF exhibition site (during the first day of EMIF).

This annual congress offers association managers the unparalleled opportunity to participate in an interesting event, combining knowledge-rich sessions with a range of opportunities to network and meet top suppliers. The topics on the agenda will have a strong European focus. The exact programme details will be communicated shortly.

WHY IS THIS SUCH GOOD NEWS? ✓ As a participant, you will be part of discussions and presentations initiated by top speakers. In addition, participants will have VIP access to EMIF.

HEADQUARTERS 6

ESAE CONGRESS Tuesday 17 March 2009: day 1 - Sheraton Hotel Brussels Wednesday 18 March 2009: day 2 - EMIF, Tour & Taxis, Brussels www.esae.org/congress09/

✓ ESAE and EMIF have agreed to bring together approximately 150 association managers. Those living in Europe - outside Belgium - will be hosted (flight and hotel arrangements) by EMIF. Application forms can be found on the EMIF website: www.emif.com under ‘hosted buyers’.

More detailed information about the congress will be available soon.

European Meetings Industry Fair Wednesday 18 & Thursday 19 March, 2009 10:00- 18:00 www.emif.com

HQ

> HEADQUARTER NEWS

Wuebec City Convention Centre ©SCCQ

BRUSSELS IMPROVES ITS HOSTING SERVICES

GOLDEN TULIP EXPANDS IN BRAZIL

Brussels is setting up a partnership programme for all professional organizers to enhance the use and the quality of hosting services in our city. This hosting programme includes, among other things, a new partnership with Brussels Airport to welcome conventions and trade fairs, a concierge booth at the convention to deliver tourist information and personalized business assistance, special transport arrangement with the public transport company, and various preferred rates for services and brochures. This way holding an event in Brussels will be easier than ever.

WWW.BRUSSELSINTERNATIONAL.BE

Golden Tulip Hospitality Group is more and more present in the South American market.

Last October, it signed five new contracts for franchised properties in Brazil. Golden Tulip Porto Bali opened its doors as per October 1st, while Tulip Inn São José dos Pinhais, Tulip Inn Santa Felicidade, Tulip Inn Batel and Tulip Inn Campo largo, all four in Curitiba, will start to be operated by the group by November 15th. With this step the group’s Brazilian portfolio totals 22 properties, of which 9 have been added only in 2008.

WW.GOLDENTULIP.COM

QUÉBEC CITY CONVENTION CENTRE IS SOCIALLY RESPONSIBLE After the World Library and Information Congress left 750 packages of non standard paper at the Québec City Convention Centre, the Centre found an innovative way of disposing of the paper. With the client’s approval, the Convention Centre sold the packages to one of its official printer and local business, Les Copies de la Capitale, which in turn, sold them to a client seeking the non standard paper format. The profits generated by the Centre were given to the Pignon bleu, a local charitable organisation which assists children, families and the unemployed.

WWW.CONVENTION.QC.CA

THREE MAJOR ASSOCIATIONS BOLSTER JMIC MEMBERSHIP

Brussels Atomium

GENEVA LIKES BIG INTERNATIONAL MEETINGS Geneva seems to be becoming one of the places in Europe for the meetings industry all year round. Last summer the 2nd Universal Postal Congress (UPC) held at the International Conference Centre Geneva (CICG) from 23 July to 12 August 2008 beat its attendance record with more than 2,500 participants. And the 20th World Cancer Congress was attended by 2,400 participants from 27 to 31 August at Geneva Palexpo.

WWW.GENEVA-TOURISM.CH

In advance of a forum for members of the Joint Meetings Industry Council (JMIC) the international Meetings Industry organization has welcomed three major new affiliates in the past months. PCMA, the Professional Convention Management Association and DMAI, (Destination Management Association International) have joined as full members

MEETINGS INDUSTRY TRADE FAIRS WORLDWIDE: 2008 - 2009 MAKE YOUR CHOICE! AIME - Melbourne // Melbourne Exhibition Centre - February 17-18 2009 - www.aime.com.au MEETINGS AFRICA - Johannesburg // Sandton Convention Centre - February 25-27 2009 www.southafrica.net/meetingsafrica EMIF 2009 - Brussels // Tour & Taxis - March 18-19 2009 - www.aboutemif.com GIBTM 2009 - Abu Dhabi // ADNEC - March 31 - April 2 2009 - www.gibtm.com IMEX 2009 - Frankfurt // Messe Frankfurt - May 26-28 2009 - www.imex-frankfurt.com

» REGISTER NOW ON THE NEW HEADQUARTERS MAGAZINE WEBSITE! WWW.HQMAGAZINE.EU

HEADQUARTERS 7

> HEADQUARTERS NEWS

while UFI, the Global Association of the Exhibition Industry has agreed to cooperate with other JMIC members in support of its mandate to provide a forum for overall industry issues and take action to enhance industry profile and a better understanding of the benefits it generates to the broader global community.

WWW.THEMEETINGSINDUSTRY.ORG

Festhalle Messe Frankfurt

Park Plaza Westminster Bridge London

Plaza Westminster Bridge London promises to cater for a wide range of events.

WWW.PARKPLAZAWESTMINSTERBRIDGE.COM

Cape Town Convention Centre

FOUR INTERNATIONAL CONGRESSES TO BE HELD IN CTICC Four new international congresses have been won by Cape Town International Convention Centre (CTICC) which will bring nearly 5,000 delegates over the next few years. The list includes: the 62nd International Astronautical Congress (IAC) in October 2011 (2,000 delegates), the December 2014 congress of the UNI-Global Union Congress (2,000 delegates), the 8th International Aquarium Congress in September 2012 (500 delegates) and the Youth Nuclear Congress 2010 (350 delegates).

WWW.CAPETOWNCONVENTION.COM

NEW PARK PLAZA HOTEL IN LONDON Once voted the ugliest building in the English capital, Park Plaza Westminster Bridge London is about to put a huge smile on the face of the rejuvenated South Bank. Due to open in early 2010, the hotel is set to become one of the city’s premier meeting places. Featuring a Grand Ballroom big enough to house an Olympic-sized swimming pool, and over 30 fully flexible meeting rooms, Park

HEADQUARTERS 8

FESTHALLE MESSE FRANKFURT JOINS HISTORIC CONFERENCE CENTRES OF EUROPE The German league of the Historic Conference Centres of Europe has grown again with the membership confirmation of its 9th German member, the historic Festhalle, the oldest facility of the Messe Frankfurt Venue GmbH & Co. KG. This location will celebrate its 100th anniversary in 2009. It can host up to 4,880 people theatre style on the ground floor and up to 9,500 incorporating the two balconies. There are four additional meeting rooms in the same building.

WWW.HCCE.COM

Amelia Roziman and Jill Henry

SARAWAK’S MARKETING PROGRAM VOTED WORLD’S BEST Sarawak Convention Bureau’s destination marketing programs have won the International Convention and Congress Association’s (ICCA) Best Marketing Award at the Association’s International Convention held in Victoria, Canada. Competing against two finalists from Liverpool, United Kingdom and Salt Lake City, USA - Sarawak’s campaign ‘Harnessing The Power Of Story Telling To Launch A New Meetings Destination’ was voted the winner of the 2008 Award by a panel of international judges and 740 delegates from over 20 countries.

WWW.SARAWAKCB.COM

» SEND YOUR PRESS RELEASES TO PRESS@MEETINGMEDIA.EU AND MARCEL@MEETINGMEDIA.EU

Milano Convention Centre

MILAN, HOME TO THE LARGEST CONVENTION CENTRE IN EUROPE 18,000 seats, one 1,500 seat auditorium, one 4,500-seat plenary hall, 73 modular halls accommodating from 20 to 2,000 seats, and 54,000 m2 of supporting exhibition space.

These figures define the plans of the new Milano Convention Centre, unveiled this morning at fieramilanocity, which will give Italy the largest convention centre in Europe in 2011.

The design by architect Mario Bellini incorporates the present-day and adjacent MIC. WWW.MICMILANO.IT

> HEADQUARTERS NEWS

KEISKI-TONI MANAGING DIRECTOR OF FINLAND CONVENTION BUREAU Following Tuula Lindberg’s retirement as of January 1st, 2009, Satu Keiski-Toni will take over as the new Managing Director of Finland Convention Bureau (FCB). Keiski-Toni is returning to Finland from Vienna, where she has worked as a business journalist and consultant covering Central and Southeast Europe.

WWW.FCB.FI

Participation creates Meetings.

Meeting creates Understanding. Understanding creates Networking. Networking creates Experience.

Experience creates Knowledge. Knowledge creates Technology. Technology creates Convenience.

Convenience creates Well-being. Well-being creates Feeling. Feeling creates Motivation. Motivation creates Participation!

2008 PCMA AWARD WINNER Each year the Professional Convention Management Association (PCMA) honours outstanding members for their contributions to the meetings industry. Last October it was announced that Sharon Dayal, of the Metro Toronto Convention Centre, won the award. Dayal’s current position at the MTCC is Director of Event Coordination, where she works with a team of 15 people to provide superior customer service to more than 700 events each year.

WWW.MTCCC.COM

SOUTH AFRICAN TOURISM APPOINTS NEW BUSINESS TOURISM MANAGER Nomasonto Ndlovu, better known as Sonto, has been appointed new Global Manager for Business Tourism at South African Tourism. South African Tourism CEO Moeketsi Mosola says: ‘We are thrilled to have Sonto join the team. Business Tourism is both a crucial sector in the South African travel industry and a strong focus of our destination marketing work here at South African Tourism.’

WWW.SOUTHAFRICA.NET

QATAR NATIONAL CONVENTION CENTRE APPOINTS DIRECTOR OF SALES With over 20 year’s convention industry experience, Sue Hocking has recently been hired as Director of Sales at the Qatar National Convention Centre. Opening in 2011 and destined to be one of the Middle East’s largest convention and exhibition centres, the Qatar National Convention Centre (QNCC) will feature a total of 57 meetings rooms and 40,000 sqm of exhibition space.

WWW.QATARCONVENTION.COM

HEADQUARTERS 9

www.austrian.com www.acv.at www.messecongress.at www.vienna.convention.at

HQ > RESEARCH

ROB DAVIDSON’S EIBTM 2008 INDUSTRY TRENDS REPORT

Rob Davidson

THE MEETINGS INDUSTRY HAS EVOLVED IN MANY WAYS SINCE THE 1990S - IN WAYS THAT MAKE US MORE RESILIENT IN THE FACE OF THE CHALLENGES AHEAD. THIS RESILIENCE

✓ Substitutability of virtual meetings: It continues to be regarded as a threat.

IS CLEARLY DEMONSTRATED THE CONTINUING GROWTH OF THE MEETINGS SECTOR,

THE SOCIAL CONTEXT

DESPITE THE PERIODIC GLOBAL CRISES THAT HAVE ARISEN IN THE PAST FEW DECADES.

Corporate Social Responsibility Rising levels of interest in the principles of CSR emerge from the recognition that all organisations are intertwined with society and the environment and must take responsibility for their actions regarding people, planet, and profit. Awareness of the CSR issues raised by organisations’ meetings activity is growing, with companies increasingly setting tough CSR guidelines for their events.

DURING TIMES OF UNCERTAINTY LIKE TODAY, ACCESS TO ACCURATE MARKET INTELLIGENCE IS IMPORTANT. THIS EIBTM 2008 INDUSTRY TRENDS & MARKET SHARE REPORT PROVIDES A COMPREHENSIVE DIGEST OF THIS YEAR’S KEY RESEARCH FINDINGS.

THE MARKET ENVIRONMENT THE ECONOMIC CONTEXT The ‘R-word’ has dominated all discussion of the global economic situation in 2008.

As growth everywhere slowed drastically, halfway through this year there emerged a general consensus that many of the world’s major economies were heading for a recession. The crisis culminated in the massive financial shock experienced in October 2008.

Nevertheless, the economic context is not uniformly bleak throughout the world. A very different situation is to be found in the BRIC economies (Brazil, Russia, India and China). While these countries are widely forecast to experience some slowdown in their growth rates, this is not expected to be as severe as is expected in the US and

HEADQUARTERS 10

Europe. The Middle East’s economy is also widely regarded as being somewhat immune to the world slump.

THE TECHNOLOGICAL CONTEXT A survey conducted prior to the Hospitality Sales and Marketing Association International’s (HSMAI) 2008 Affordable Meetings National and Event Technology Expo in Washington DC revealed that planners are noticing a significant increase in the amount of technology used for meetings. This includes: ✓ Webcasts: A rising use of webcasts is predicted. ✓ Social networking technologies: A significant number of associations have firm plans to create social networking platforms. ✓ Wireless access: Expectations for wireless access at venues are growing.

On the supply-side of the meetings industry, there are also signs of growing awareness of the need to respect CSR principles. There are also encouraging signs that the move towards greener meeting is being driven by associations. However, it is clear that there is much more to CSR than simply ensuring that meetings are as green as possible.

Concern for the wellbeing of those living in the destinations where events take place is a key performance indicator for CSR in this context.

Demographics In 2008, members of Generation X (born between 1961 and 1976) and Generation Y

> RESEARCH

(born between 1977 and 1995) were able to out-vote the Baby Boomers. The needs and expectations of Y-ers regarding participation in meetings are in many ways very distinct from those of previous generations: they use technology in the most effective way, communicate with few words and strong images, want to be involved at every stage of the designing of a meeting and think CSR is of the utmost importance.

ON THE ASSOCIATION MEETING SIDE, IF INDIVIDUAL MEMBERS REDUCE SPENDING, ASSOCIATIONS AND THE EVENTS THEY HOPE TO STAGE COULD BE AFFECTED BY ATTRITION. NEVERTHELESS, ASSOCIATION EVENTS GENERALLY STICK TO THEIR SCHEDULES EVEN IF ATTENDANCE LEVELS DROP

KEY MARKETS THE US Growing concerns over economic matters dominated many of the surveys of US meeting and event planners in 2008. Convene’s 17th Annual Meetings Market Survey revealed planners’ high levels of concern about rising costs of everything from air travel to hotel rooms. But as a destination for meetings and events, the US continues to enjoy considerable popularity, emerging yet again as the top country for international association conferences in the ICCA rankings.

EUROPE Europe’s dominance of the market for meetings of international associations was once again demonstrated by ICCA’s annual statistics. Even if the US is the number one country as measured by the number of international meetings organised there, the vast majority of the other countries in the top 20 are European. Moreover this year, European countries are joined in the Top 10 by 4 countries from other continents. In terms of international conference cities, 8 out of the Top 10 destinations are located in Europe. The two exceptions in the Top 10 are Singapore and Beijing.

ASIA-PACIFIC Since Beijing Olympics and Paralympics in August and September 2008, the Chinese capital has established itself as a successful destination for international conferences.

Other countries in the Asia-Pacific region are also showing considerable promise as destinations for association events. Martin Sirk, CEO of ICCA, reported significant growth in Asia for home-grown association

conferences and regional events as well as Asian events being launched by European and US-based associations.

THE MIDDLE EAST The Middle East is one of the world regions contributing most positively to the global economy. The meetings industry there is expanding fast, and this is reflected in the growth of venues designed for this market. It is also clear that increased competition from other emerging markets could also affect the growth of events business in the Gulf/Middle East. For example, Brazil, the first Latin America country ever to make the ICCA top 10 in 2006 consolidated its position this year.

The Columbian government has also adopted an official strategy of positioning Columbia as a world-class business destination.

the total will still represent a 13% increase in volume and a 13% increase in spend over 2007. Buyers are three times as likely to outsource logistics and meetings services, as opposed to broader meetings strategy development.

MEASUREMENT OF ECONOMIC IMPACTS Something that cannot be measured is rarely valued. For that reason, demonstrating economic impact has become one of the gold standards for establishing that any profession or industry is sufficiently mature and established to be taken seriously. A 2008 study, conducted by Maritz Research Canada and the Conference Board of Canada, was the first to measure the economic activity surrounding meetings in that country.

KEY TRENDS

OUTLOOK

GLOBALISATION

The financial market crisis of the closing months of 2008 has raised fears of a deep and prolonged meetings slump in many of the world’s major economies. The impacts of that crisis will set the context for the meetings industry in the short- and medium-term.

On the association meeting side, if individual members reduce spending, associations and the events they hope to stage could be affected by attrition. Nevertheless, association events generally stick to their schedules even if attendance levels drop.

The past 12 months have witnessed extensive integration and consolidation across many sectors of the meetings industry, reducing the number of small firms but enabling a more global approach to the management of meetings and events and expanding the application of best practices worldwide. An example of a recent strategic alliance? The Energy Cities Alliance formed byAbu Dhabi Tourism Authority, Aberdeen Convention Bureau, Calgary TELUS Convention Centre and Perth Convention Bureau.

www.eibtm.com

OUTSOURCING The MPI FutureWatch 2008 Report revealed that less than one-fifth of meetings business is expected to be outsourced in 2008, but

Rob Davidson is a Senior Lecturer in Business Travel and Tourism at the University of Westminster in London and EIBTM Industry Analyst.

HEADQUARTERS 11

HQ > COLLOQUIUM

COLLOQUIUM TALK: THE IMPACT OF THE GLOBAL CRISIS ON ASSOCIATION MEETINGS WITH 55 YEARS OF EXPERIENCE, COLLOQUIUM IS A MAJOR PLAYER IN THE ORGANISATION OF CONGRESSES, CONFERENCES AND SYMPOSIA IN FRANCE AND ABROAD. NATALIE DE CHALUS, CEO OF COLLOQUIUM GROUP, GIVES HER INSIGHTS ON THE MEETING INDUSTRY AND HOW THE FINANCIAL CRISIS MAY HAVE IMPACTED THE SECTOR.

In its field, i.e. the organisation of events for professional associations, Colloquium can count on an activity level in line with what was expected until the second semester 2009. That is mainly due to the relatively slow decision process from the part of the decision makers, who, in general, prepare their events long beforehand, usually more than a year before the actual event takes place.

HQ: Are all events affected in the same way?

Natalie de Chalus

HQ: Has the global financial crisis had an impact on your activities in Europe?

Natalie de Chalus: Like all activities that are directly linked to the economy, the fairs and professional events sector is not disconnected from the delicate economic phase we are going through at the moment.

HEADQUARTERS 12

Natalie de Chalus: First allow me to differentiate two kinds of events. In our sector, the public can be twofold: it can be constituted by both professional and private individuals.

From what I have heard from my colleagues, general public fairs would seem to be less affected than professional congresses.

As for professional events, they can be divided into two main categories: those which are organized by a private company and those which are organized by professional groups or associations.

Regarding Colloquium, our activity is essentially focused on association. We have devel-

oped a whole range of services which have made us an essential actor in this industry and more precisely on scientific and medical professional associations.

In the services we can offer to the associations, fundraising activities will likely be slowing down a bit due to economic uncertainty - but today that is not the case yet. The traditional partners of the associations will probably freeze the promotion and communication budgets. In the long term, we also have to anticipate the fact that organizers of congresses which are supposed to take place a long time from now will question the legitimacy of their project.

HQ: Wouldn’t this financial crisis also be a good opportunity to reposition your missions and to adapt your offer to the new expectations of your clients?

Natalie de Chalus: Indeed, if you go beyond the difficulties that have stemmed from the global situation we are facing, it has kind of forced us to re-evaluate the way we were working and to question the real meaning and the format of the events we are responsible for organizing in the future.

> COLLOQUIUM

BECAUSE OF THE GLOBAL CRISIS, WE OWE IT TO OUR CLIENTS TO ANTICIPATE THEIR NEEDS, TO MEET THEIR EXPECTATIONS IN TERMS OF THE EVOLUTION OF THEIR EVENTS. WE HAVE TO BE ABLE TO PROPOSE NEW DEVELOPMENTS TO THEM Colloquium boasts almost 55 years of experience in the Meeting Industry: we have realized that it is the congresses that rely the most on an interesting scientific programme that benefit from a better visibility, with a strong, faithful base of attendees. Because of the global crisis, we owe it to our clients to anticipate their needs, to meet their expectations in terms of the evolution of their events. We have to be able to propose new developments to them. Since October 2008, we have created an observatory which evaluates, for our clients, the consequences of the crisis from the partners’ or the market’s perspective. All the people working at Colloquium have been mobilized to update this observatory as often as they can.

HQ: In more concrete terms, how will you work on this transformation?

Natalie de Chalus: Let me reassure you. Colloquium has already addressed these issues with its clients. In the last three months of 2008, we have also carried out an audit of the needs of our clients, in the form of individual interviews. We have carefully listened to them to be able to offer them: + to improve our logistic services so we can do even better what we already do well today + to reduce some of the expenses that can be reduced, but of course without affecting the quality of the event + to invest where needs be so that the participation to the congress is boosted + to review the positioning of some events that are sometimes disconnected from basic marketing principles. It is important to strengthen brandings if you want a strong partners base, if you want to increase the number and the quality of participants.

In short, we make simple propositions like: + the simplification of rates. Congress-goers sometimes do not understand rates at all.

Transparency of the return of investment is of the utmost importance. + innovation in terms of internal and external communication pre-, post- and during the events + for the most ‘daring’ clients, we offer exclusive formats that take into consideration how difficult some participants may find all the travelling.

COLLOQUIUM CONTACT DETAILS James Debos - j.debos@clq-group.com Laurent Durgeat - laurent@prformance.com www.colloquium-group.com

HEADQUARTERS 13

HQ

> AIPC MEMBER SPEAK

Edgar Hirt is the president of the International Association of Congress Centres (AIPC) and managing director of CCH, Congress Center Hamburg

AIPC MEMBER SPEAK

ARE WE READY FOR AN ECONOMIC DOWNTURN? WITH RECENT TURMOIL IN GLOBAL FINANCIAL MARKETS AND INCREASING CONCERNS OF AN ECONOMIC RECESSION, PEOPLE IN EVERY SECTOR ARE ONCE AGAIN CONSIDERING WHAT A BUSINESS DOWNTURN MIGHT MEAN TO THEIR FUTURE PROSPECTS. WHETHER SHORT OR LENGTHY, ANY KIND OF ECONOMIC REVERSAL REQUIRES A STRATEGIC RESPONSE BY THOSE INVOLVED – AND THOSE OF US IN THE CONVENTION CENTRE BUSINESS ARE NO EXCEPTION.

BY EDGAR HIRT - AIPC PRESIDENT

Certainly, much of the business we accommodate tracks the economy to some extent.

Meetings, conventions and exhibitions are all heavily influenced by the state of the economy, and businesses struggling with economic reversals are always looking for ways to cut back expenses. But recent experiences during the last economic downturn suggest that this sector may be a lot more

HEADQUARTERS 14

resilient than might be expected, for a number of reasons.

First, many major events such as international congresses and conventions are booked well in advance. This means that they may actually “straddle” periods of economic downturn such that conditions may be good when they’re booked and good again by

the time they are actually held, regardless of what happens in between. In a rapidly changing world, there’s not much point in cancelling an event that will take place three or four years into the future based on conditions today.

Second, even those event organizers who typically book in the shorter term – corporate organizers, for example – recognize that a period of lowered economic activity is not the time to be pulling out of the market – if anything, it is the reverse. Many corporations and sectors have seen in recent years just how important human relationships are to the kind of confidence required in a world where so many transactions are done via the Internet, and are realizing that conferences and exhibitions provide the best possible op-

> AIPC MEMBER SPEAK

portunity to build this.

Third, convention delegates themselves have proven to be much more resilient in their business travel that in other forms of travel such as leisure. Business travel recovered much faster after the last economic downturn than did other types of travel, with much of that recovery actually being led by delegates and other business travellers, presumably because they recognized the importance of business and professional development to improving their business prospects.

However, if the previous experience is anything to go by, what would likely suffer in a prolonged recession is event attendance rather than the actual cancellation of events themselves. This would obviously have an effect on event economics, which is a big factor for organizers, many of who rely heavily of annual conference or exhibition revenues

to maintain ongoing operations. Fortunately, this is an area where centres themselves can really help.

Centre managers are experts in creating the kind of space and service flexibility needed by organizers concerned about how any particular event may unfold. They can also help address any requirements there may be to come up with ways to achieve economies and at the same time, attract more attendance.

All of these may become much more important factors in a time of slower economic growth – and all are areas where a good partnership between the convention centres and those involved in organizing events can help tremendously.

It’s likely still too early to be anticipating economic recession – but not to be developing strategies for response. We live in a time of recurring economic cycles, so it’s not a matter of if we need to be prepared but rather when.

Ams Am ms

Like every other business sector, the Meetings Industry would likely find itself having to respond to any kind of economic downturn, whether it be short or prolonged. But unlike many other sectors, this is one where recent experiences and a good level of discussion and partnership between venues and organizers can mitigate the impacts to a very great degree. The fact that the benefits arising from meetings, conventions and exhibitions are likely even more important in a recession, should it come to that, is a big motivator to get all the parties together and keep the momentum going.

We’ve done it before and, sooner or later, we’ll be called upon to do it again!

AIPC CONTACT DETAILS marianne.de.raay@aipc.org or www.aipc.org

HQ

> ASSOCIATION PORTRAIT

THE INTERNATIONAL ASSOCIATION OF YOUNG LAWYERS (AIJA) A discussion with Christoph Raudonat, Executive Director, Agnès Proton, Secretary General, and Faty Chaoui, Communication Manager

Christoph Raudonat

What is exactly the International Association of Young Lawyers?

AIJA is the only global association devoted to lawyers and in-house counsel aged 45 and under. Through a wide range of meetings, seminars, law courses and advocacy, we aim to promote professional cooperation and friendship among young career-building legal professionals on an international stage. At the moment we have more than 3,000 members over 85 countries and reach around 100’000 legal professionals worldwide.

AIJA recently underwent a few changes with regards to leadership of the organization with the hiring of an Executive Director.

Furthermore, a more flexible and future-oriented decision-making process had been put in the foreground in recent years to enable the association’s fitness for the challenges of the 21st century. Of critical importance for

HEADQUARTERS 16

Agnès Proton

the survival of an association with predominantly individual members are of course membership satisfaction and sound financial management. To foster and to respond to these two important aspects of association management, AIJA invested in new online technology, saving a lot of resources and turn-around time, and the development of important strategic goals around core values.

What is the Society’s decision process concerning the organization of a congress?

How many congresses/events do you organize a year?

As AIJA is putting a strong emphasis on being an association by the members for the members, events such as seminars, which AIJA hosts between 15 and 25 times a year, the two half-yearly conferences as well as the annual Congress have been, proposed, planned and executed by the respective

Faty Chaoui

membership committees involved. There is thus an internal bidding process in place with the Board taking the final decision with regard also to strategic relevance. These organizing committees are being supported by the Association staff in terms of logistics, finance and budgeting, as well as with regard to the production of marketing materials.

The Congress is falling more into the responsibility area of the central AIJA staff to supervise and be in charge of the organization.

This is mainly due to streamlining certain processes, which recur on an annual basis specific to the congresses, like management of external parties such as suppliers, sponsors and speakers. At AIJA we have noticed that we thus are able to reduce redundancies at the same time as having more control over the success of the Association’s flagship event. Having said that, AIJA still strongly relies on the guidance and local knowledge

> ASSOCIATION PORTRAIT

of its members and these streamlining processes happen mainly in the background.

Do you work with a PCO or a DMC? Why? What do you expect of them?

Why would you choose a destination over another one for your congress?

AIJA has been working with a global PCO for a year now. The experiences were generally good, although as always it is of course a process to align different systems and try out new ways of working. AIJA’s expectations to the PCO are to be able to collect more data on our events, reduce redundancies and simplify processes in the organization of events. So far, we have noticed that we are on track with this project and the future looks promising.

As said, the decision-making process is primarily decentralized, however, there are a few important criteria for us to bear in mind strategically as regards choosing a destination.

Firstly, as a global association, we have to aim at satisfying a rather large group of individuals. Destinations with potential to attract young career-building professionals tend to win the bids for our larger events as ease of access is paramount, certainly not only for our members alone.

Secondly, larger cities offer a lot more possibilities with regard to social activities around the event itself. The choice of hotels and catering services, or be it even the possibility to engage a sponsor because the local market allows so, is a great determining factor for an event’s success.

Thirdly, destinations with networking potential - which tend to again be the larger cities - carry high value for AIJA to host an event such as a Congress. Colleagues meeting other colleagues from either within the same firms or others, the possibility to connect professionally and combing thus business and pleasure have shown to be very successful.

Which hotels do you work with for your congress attendees?

Generally, AIJA aims at contracting a larger upper-class hotel as the main venue, suggesting a variety of other hotels around in varying price classes for members to choose from. The magic is in the mix, while trying naturally to bring in a bit of style and prestige. A nice and friendly environment with a high standard service culture enables so much: it makes people feel comfortable, realize they made the right choice to come to the event, etc.

How would you summarize new trends in the association congress world?

From AIJA’s point of view, we noticed that while trying to focus and streamline activities, we still want and have to respond to many individual needs. We can thus loosely see three basic trends for our Association’s Congresses and congresses in general.

Firstly, a lot can be achieved by offering and combining online or broadcasting technologies with face-to-face events. The future certainly continues to look towards attracting large and growing audiences and while not everyone will be able to afford to come in person, the online world still has great potential for development.

Secondly, we see the need not only for specific professional knowledge but increasingly also ‘soft’ skills. Congresses which offer a varied program will succeed in remaining attractive while at the same time increasing networking opportunities also with people from outside one’s immediate professional circles.

Thirdly, the potential to combine work and leisure, bringing people together not only on a business platform but also add a certain private aspect, is becoming increasingly important. Congress centres that offer not only state-of-the-art facilities with regard to hosting the professional programs but that add an emphasis on social life, ie respond to the newly re-found trend of work/life balance, will probably see an influx of new clients.

Opening Ceremony at the Sorbonne, Paris

Working session at Paris congress

A LIST OF PAST AND FUTURE CONGRESSES 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010

MONTREAL LISBOA EDINBURGH NAPOLI MEXICO GENEVA TORONTO PARIS BUDAPEST CHARLESTON

NB: AIJA attracts around 600 participants for congresses taking place in Europe, while attracting around 400 participants for other locations.

www.aija.org

HEADQUARTERS 17

FROM NATIONAL TO REGIONAL TO INTERNATIONAL: WHAT LEVEL MATTERS FOR TRADE ASSOCIATIONS? THE NATURE OF TRADE ASSOCIATIONS HAS CHANGED DRAMATICALLY WITH GLOBALIZATION MOVING FROM MOSTLY NATIONAL STRUCTURES TO REGIONAL AND, IN MANY CASES, INTERNATIONAL ENTITIES. BUSINESS SECTORS IN THE EUROPEAN UNION ARE VERY WELL AWARE OF THIS BECAUSE OF THE DEVELOPMENT OF EUROPEAN TRADE ASSOCIATIONS EVER SINCE THE ESTABLISHMENT OF THE COMMON MARKET. DESPITE THE NECESSITY TO INTEGRATE AT THE REGIONAL LEVEL, NATIONAL BEHAVIOURS, PRACTICES AND PRIORITIES HAVE NOT DISAPPEARED ALL TOGETHER IN ORDER TO ALLOW A MORE CONCERTED WAY OF DOING BUSINESS. IN FACT, IN MANY COUNTRIES, NATIONAL ASSOCIATIONS HAVE MAINTAINED A STRONG LEADERSHIP ROLE. TEXT LUC MAENE - DIRECTOR GENERAL OF THE INTERNATIONAL FERTILIZER ASSOCIATION AND PRESIDENT OF ESAE

Luc Maene

Having been based in France for the past 20 years as a trade association manager, I have had many opportunities to witness how national behaviours are so deeply rooted in a country’s business culture. I have, in particular, observed the linkages or the lack of them between national, European or international business associations. In fact, ESAE is closely associated with its sister organization in the United States, ASAE, whose numerous activities and initiatives are facilitated by the fact that it is operating at the national level. In

HEADQUARTERS 18

Europe, there is a clear lack of communication, which can be explained by the heterogeneity of the membership: cultural differences, diversity of languages, variation in country sizes all contribute to building obstacles to unified action.

Yet, much can be learned from national experiences and some could be used at regional level. In France, CEDAP (Centre d’Etudes des Directeurs d’Associations Professionnelles) is the national society representing trade association and federation executives.

In 2004, CEDAP worked jointly with the French certification agency AFNOR (Association Française de Normalisation) to establish a quality certification for professional associations named “Quali’Op”. The

certification programme monitors if business associations render the services they advertise to their members. It also aims at sharing best practices.

Another example of a project supported by CEDAP is that of the professional index card.

The profession of association executive is neither well-known nor well-recognized in France. CEDAP decided to advertise this profession more widely by partnering with a leading executive employment agency. A professional index card was drafted defining the function, its main missions, a common career path and its key aspects (skills, personality, compensation, etc.). A survey was undertaken in parallel in order to study the common profile of today’s executives.

ESAE ANNUAL CONGRESS 17/18 MARCH, 2009 SHERATON BRUSSELS, PLACE ROGIER IN CONJUNCTION WITH | TOUR ET TAXIS, BRUSSELS ESAE CLEARLY HAS AN IMPORTANT ROLE TO PLAY IN IDENTIFYING INNOVATIVE INITIATIVES AND EXPERIENCES, ASSESSING WHETHER THEY ARE VERY CONTEXT SPECIFIC OR WHETHER THEY CAN BE OF BENEFIT IN DIFFERENT CONTEXTS I believe that both initiatives are of great value for our profession and could definitely benefit other organizations in Europe especially following its enlargement. Unfortunately, the good examples and lessons to be learned rarely reach beyond the national borders.

ESAE clearly has an important role to play in identifying innovative initiatives and experiences, assess whether they are very context specific or whether they can be of benefit in different contexts. With appropriate human resources and financial means, ESAE could be the vehicle to strengthen the profession of association executive in Europe.

For more information on ESAE please

Get the most out of the ESAE annual congress: a knowledge-rich, networking association event in association with EMIF

STRATEGIES FOR CHALLENGING TIMES BUILDING YOUR THRIVING ASSOCIATION ESAE’s annual congress will help you to get the most out of your association: your Board, your members, your supporters and sponsors - a particular challenge in today’s business climate. We will be talking about 1. Managing event risk: What is the risk and how can you protect your association?

2. Alternative revenue sources: Creative solutions 3. The professional association executive: What keeps us professional?

4. CSR: How best to implement the pro-active CSR policies that bring in revenue?

5. A regulatory briefing from a member of the European Commission. a new-format hosted buyer programme for managers responsible for international association meetings and travel an added incentive helping you to get the most out of this packed event

THIS INFORMATIONRICH COMBINED EVENT OFFERS YOU + a full Association Day programme + top speakers and presentations + access to EMIF - a premier meetings and incentives exhibition in the heart of Belgium + Gala dinner + VIP drinks + and plenty of opportunities to visit suppliers and to network with senior colleagues

FOR MORE INFORMATION AND TO BOOK: Visit the ESAE annual congress microsite: www.esae.org/congress09 Sign up to the congress mailing list: info@esae.org

visit www.esae.org

HEADQUARTERS 19

GLOBAL, EUROPEAN AND NATIONAL ASSOCIATIONS - WHAT DOES EACH DO? HOW DOES IT ALL FIT TOGETHER? IN TODAY’S EUROPE, ADVOCACY HAS BECOME COMMONPLACE FOR INDUSTRIES AS WELL AS INTEREST GROUPS AT ALL LEVELS: NATIONAL, REGIONAL AND GLOBAL. THE QUESTION IS HOWEVER: HOW DOES IT ALL FIT TOGETHER? TEXT SIADA EL RAMLY & MICHEL BAUMGARTNER - KELLEN EUROPE

return to the national level for implementation once such issues have been debated at a European and sometimes global level.

A European association takes on the role of clearing house for information on what is happening at the Member State level and also that of advocacy centre for legislation that is going through the European process.

Siada El Ramly

Michel Baumgartner

It is often debated what the difference is among national associations, European associations and global associations. The reality of the matter is that each has a very distinct role to play in the delivery of a single message.

Last but not least comes the role of global associations. These associations usually act on international regulations that come into play often in areas such as standardisation.

Now that the roles have been outlined one might question why the differing roles of these types of associations come into question at all. The reason is often that, in practice, these roles are not always so

IT IS OFTEN DEBATED WHAT THE DIFFERENCE IS AMONG NATIONAL ASSOCIATIONS, EUROPEAN ASSOCIATIONS AND GLOBAL ASSOCIATIONS. THE REALITY OF THE MATTER IS THAT EACH HAS A VERY DISTINCT ROLE TO PLAY IN THE DELIVERY OF A SINGLE MESSAGE A national association tends to be the association that brings together representatives of the industry in the country in which it operates, which includes small and medium sized industries. National associations are also the foremost port of call in terms of liaising with the national government. In a sense, the national association is the advocating party that brings an issue full-circle as legislative procedures usually originate at a national level and

HEADQUARTERS 20

well-defined. Often the issue of competition among associations at the various levels arises when there is an overlap in the operating space in which each works. There is also the ongoing issue of competition for membership. These issues can lead to a degree of unease between associations at times.

The fact of the matter is, however, that in Europe today, each of these kinds of associa-

tions is dependent on one another. In an ideal world the national legislation should only be dealt with by the national association; there are occasions where the national association might call on the European or even the global association for support. This is usually done either by supporting the positioning or showing that the context in which the national issue can affect the European or even the global arena.

Similarly the European association is often dependent on the national association not only to relay information on possible upcoming legislation or on the implementation of European legislation but also on the reinforcement of the ‘European’ messaging at a national level during the legislative procedure. This echoing of messaging from both parties consolidates the views of the party represented.

Also it is important that legislators understand the tangible affects of what is being discussed, and often hearing about this from the viewpoint of their local constituency or from a local industry representative portrays a clearer image than a view from an ‘umbrella’ European association. In this way, leveraging the network of the national association is inherent to bringing the message across.

The natures of the associations are different but there are always aspects of the advocacy role that can be used within their respective operating arenas and in this way best practices can be followed. National associations are usually very close to the national legislators and this bond is something that is often not as strong at the European level. On the flip side, alliance-building is usually excelled at a European level. In short, it is important that the strengths of both kinds of associations should be used in a collective effort to bring across the core message being advocated.

COOPERATION AT THE EUROPEAN LEVEL NATIONAL ASSOCIATIONS DERIVE MEASURABLE, TANGIBLE BENEFITS FROM CROSS– BORDER COLLABORATION. THE NATURE AND FOCUS OF ASSOCIATIONS IS TO WORK TOGETHER TO PROMOTE AND SHARE COMMON INTERESTS. ACROSS EUROPE, PROCEDURES ARE GROWING WITH THE GOAL OF SHARING GOOD PRACTICE, SKILLS AND EXPERIENCE, AS IN THE CASES OF THE COLLABORATIVE EFFORTS MENTIONED BELOW.

FRANCE AND GERMANY: A HISTORY OF BILATERAL COOPERATION France and Germany have a distinct tradition of cooperation at the association kevel.

Bilateral contacts and summits are commonly held to promote dialogue - a well-documented way of working at the public sector level but also commonly used by non-profit organisations and commercial enterprises as well.

facilitates dialogue, and is the key to inviting participation from far afield.

More information: www.essenglish.org/associations.html

NEW EASTERN EUROPE MEMBER STATE INITIATIVES Case study 2: Association for European Partnership, Bulgaria On the 25th of March 1957 the signing of the Treaty of Rome marked the beginning

BULGARIA PLAYS A KEY ROLE IN CROSS-BORDER ASSOCIATION PARTNERSHIP THROUGH ITS ASSOCIATION FOR EUROPEAN PARTNERSHIP - PROMOTING PARTNERSHIP AND COOPERATION IN THE CONTEXT OF A NEWLY-ENLARGED EUROPE Germany is known to have about 14,000 associations which focus on issues in a wealth of disciplines such as the arts, business, education, culture and social development.

Underlying the strength of many bi-lateral partnerships is the ‘twinning’ of over 2000 towns in France and Germany.

For more information please visit

of the European project - the most successful integration project in the world bringing together countries and peoples and helping them to overcome their differences, unite, and build a community based on democracy, solidarity and cooperation. Since January 2007 Bulgaria has been an integral part of the EU family.

A nationwide communication campaign using the motto ‘The Parliament of all European Citizens - from the Treaty of Rome to the Challenges of Enlargement and the Constitution for Europe’, aimed at raising awareness on the part of several target groups, promoted the activities and role of the European Parliament. The initiative was launched on 25 March 2007 in Sofia with the planting of an ’EP tree’ in front of the Bulgarian Parliament and with the opening of an Information Rally, consisting of 28 Info Days, organised in all 28 districts of Bulgaria, accompanied by a travelling exhibition, The European Parliament - for half a century a Parliament of the Citizens, and cultural events, The European cultural diversities the wealth of the United Europe.

The closing event of the communication campaign was the round table The Parliament of all European Citizens - from the Treaty of Rome to the Challenges of Enlargement and the Constitution for Europe, at which representatives from various localities debated on the political role of the EP in the United Europe.

This organised and coordinated communication campaign invited discussion from throughout Europe, and promoted the idea of a united Europe within the local Bulgarian context.

More information: www.aep-bg.org/index.html

Russian church in Sofia, Bulgaria

www.france-allemagne.fr/Vie-associative-franco-allemande,2188.html

Case Study 1: European Society for the Study of English, France An interesting case is the European Society for the Study of English, part of Université de Rouen, France. Here, a society focusing on using English as a common communication tool is based in France, with clear ties to Anglo-Saxon countries, and a contact point for the exchange of information. Here, the subject matter - a common language -

Fifty years after the Treaty, the EU states are coming closer together. While remaining diverse in culture, language and traditions, the EU unity is based on common values such as peace and stability, freedom and democracy, the rule of law, respect for human rights, and equality.

Bulgaria plays a key role in cross-border association partnership through its Association for European Partnership - promoting partnership and cooperation in the context of a newly-enlarged Europe.

HEADQUARTERS 21

SHAPING RESPONSIBLE LEADERS FOR AN INTERCONNECTED WORLD 2006 MARKED A NEW STAGE IN THE DEVELOPMENT OF THE GLOBALLY RESPONSIBLE LEADERSHIP INITIATIVE (GRLI) A GLOBAL COMMUNITY OF PRACTICE, ACTION AND LEARNING. THIS INITIATIVE WAS LED BY EFMD - THE EUROPEAN FOUNDATION FOR MANAGEMENT DEVELOPMENT (EFMD).

EFMD and the UN Global Compact have committed to building a world where leaders contribute to the creation of economic and societal progress in a globally responsible and sustainable way. Its goal is to do this by developing the next generation of globally responsible leaders through a worldwide alliance of companies and learning institutions, networking, acting and learning together to implement and promote globally responsible leadership. Specifically, it intends to build a body of knowledge on globally responsible leadership, develop globally responsible learning initiatives and promote the goals of the Initiative.

So far, GRLI has built a unique and global platform for action and has accomplished a number of objectives. A key report called Globally Responsible Leadership - a Call for Engagement set up regional champions in various countries and areas around the world, and achieved greatly enhanced global recognition.

Effectively, GRLI is now emerging from its first, entrepreneurial phase and moving into a second action phase. Agreed key dimensions for the second phase are: + Cautious expansion with dedicated and determined partners + Pragmatism - action and results on the ground + Explicit progress and clear outcomes communicated professionally The challenges facing humankind are large, undeniable and global. Economic, social and environmental inequalities abound and are increasing. Businesses are among the most influential institutions worldwide.

They have a tremendous opportunity to

HEADQUARTERS 22

shape a better world for existing and future generations. Business schools and centres for leadership learning can play a pivotal role, alongside business, in developing the present and future leaders required to ensure that business is a force for good.

Globally responsible leaders at all organisational levels face four key challenges.

1. They should think and act in a global context.

2. They should broaden their corporate purpose to reflect accountability to society around the globe.

3. They should put ethics at the centre of their thoughts, words and deeds.

4. They - and all business schools and centres for leadership learning - should transform their business education to give corporate global responsibility the centrality it deserves.

GRLI has developed a number of concrete actions, including: + the launch of a management development programme to develop leaders of the corporation of tomorrow. + Tales of Globally Responsible Leadership: good examples from all parts of the world a compilation of inspiring stories and reflections on generic learning from experiences. + developing a set of standards on training and education in the areas of global responsibility.

The aim is to determine what it takes to be a good institution (academic or corporate) with clear action, examples and evolving standards. + faculty development.

Business schools, other learning institutions and corporate learning centres are working on developing a global faculty development network. + fundraising.

To include the monitoring of - and reporting on - clear objectives and measures of success, collective action, and genuine partnerships with organisations from all parts of the world.

The leadership required now and in the future can be described as globally respon-

DECISIONS MADE BY GLOBALLY RESPONSIBLE LEADERS RELY BOTH ON THEIR AWARENESS OF PRINCIPLES AND REGULATIONS AND ON THE DEVELOPMENT OF THEIR INNER DIMENSION AND THEIR PERSONAL CONSCIENCE The new global business context requires a paradigm shift, meaning that new explanations and reasons will guide our behaviour as individuals and organisations. This shift requires a definition of business that encompasses corporate aspirations, responsibilities and activities in realistic and contemporary terms that go beyond purely financially focused explanations. The purpose of the globally responsible business is to create economic and societal progress in a globally responsible and sustainable way.

sible leadership. Decisions made by globally responsible leaders rely both on their awareness of principles and regulations and on the development of their inner dimension and their personal conscience.

All learning institutions need to make corporate global responsibility their responsibility.

For more information please visit www.efmd.org

A ROADMAP TO ACCOUNTABILITY FOR ASSOCIATIONS AS GLOBAL LEADERS INVESTIGATE THE ROOTS OF THE CURRENT FINANCIAL CRISIS AND ASSOCIATIONS CONSIDER REGISTRATION WITH THE NEW EUROPEAN LOBBYISTS’ CODE OF CONDUCT, ACCOUNTABILITY IS BECOMING THE LATEST TRANSATLANTIC BUZZ WORD. IT EVOKES A GROWING WILL OF BUSINESS AND CIVIL SOCIETY TO ENHANCE THEIR IMAGE IN THE EYES OF THE WIDER PUBLIC, TO WIDEN RESPONSIBILITY AND TO ACT ACCOUNTABLY. THE GROWING ROLE OF ASSOCIATIONS IN A CHALLENGING ECONOMIC CLIMATE UNDERLINES THE INHERENT RESPONSIBILITY OF ASSOCIATION ACTORS IN TERMS OF ACCOUNTABILITY. The following text is an excerpt from the full article A Roadmap to Accountability for Associations written by Rachel Barlow and published in the December issue of the Journal of Association Management - Courtesy of ASAE & The Center for Association leadership

TO BE OR NOT TO BE… ACCOUNTABLE ?

The implementation of an accountability programme should provide tangible benefits for associations. These might include more privileged access to decision makers due to the integrity of procedures used for interest representation, greater membership renewals due to greater levels of communications transparency or clear procedures relating to the democratic aspects of your decision making. Your relationships with partners will be rendered more legitimate as well.

This article seeks to provide a roadmap for accountability for associations, wherever they practice.

TOWARDS A COMMON UNDERSTANDING OF ‘ACCOUNTABILITY’ The definition of accountability in a socio political context evokes notions of transparency, enhanced participatory democracy and

greater legitimacy through a mechanism which holds actors to account.

An accepted definition… and its limits Bovens (2006) defines accountability (at least in European academic circles) as: ‘The relationship between an actor and a forum, in which the actor has an obligation to explain and justify his or her conduct, the forum can pose questions and pass judgment, and the actor may face consequences.’

Bovens recognized the limitations of this definition and developed three perspectives1 to assess accountability systems which should be considered in the drawing up of accountability rules applied to associations:

Democratic perspective: accountability and popular control which would ensure that the accountability arrangement put in place provides sufficiently significant incentives for the actors

Rachel Barlow

to commit themselves to the agenda of their democratically legitimised principals.

Constitutional perspective: accountability and equilibrium of power would ensure that the accountability forum has enough investigative powers and information processing capacity to credibly evaluate executive behavior, particularly regarding conformity of executive action with laws, regulations and norms.

Learning perspective: enhancing effective governance aims to ensure that the accountability arrangement yields an accurate, timely and clear diagnosis of important performance dimensions with a set of interaction routines

HEADQUARTERS 23

encouraging dialogue about performance and related feedback.

Taking a sheet out of the European Transparency Initiative2 - (ETI) book ETI addresses the recognised need for accountability of lobbyists in the EU3 and stems from the European Commission’s commitment to deliver effective policies in the general European interest, to reconnect Europe with its citizens, to make its role more accessible and to address doubts about the legitimacy of the process of adoption of EU legislation.

Key points for associations, are: + The register was launched on June 23rd 2008 and is contained in a website: http://ec.europa.eu/transparency/regrin/.

Details to be provided during registration include a complicated calculation for financial disclosure whose practical application is debatable. + The register’s lifecycle is one year. + The system contains a complaints procedure, with the ultimate sanction being removal from the register - a key feature underlining its role in as an accountability mechanism + registration is not compulsory but ‘expected’. A criticism is that this does not fit with a democratic approach to accountability .

PRACTICAL GUIDE TO INTERNAL ACCOUNTABILITY: GOVERNANCE BEST PRACTICES The bullet points below do not claim to be exhaustive or all encompassing, but serve as a guide: + Accountability implies transparency, democracy, participation, rule of law, cost efficiency and effectiveness. It includes a sound vision and measurable objectives.

The association should be able to boast policies that define how it works and a solid structure and sustainable framework to support the organization through inevitable internal and external changes. + Financial transparency and compliance with antitrust law are a must. + After registration of the articles of associa-

HEADQUARTERS 24

tion or statutes, agreement on an internal document entitled ‘rules of procedure’ or ‘code of conduct’ is a pre requisite. This should include detailed internal guidelines on internal structure, membership rights and obligations and should be regularly updated after approval by the General Assembly. + A clear process needs to be set out for decision making, at all levels of the organization. The consultation processes need to be transparent and consensus oriented.

PRACTICAL GUIDE TO EXTERNAL ACCOUNTABILITY / PERCEPTION ENHANCERS The following basic principles are key to the development of effective accountability instruments: + Clear, standards and guidelines with specific attention to the issue of conflicts of interest + Top-down monitoring systems with independent internal and external auditors.

Bottom-up monitoring systems with well developed complaints procedures public information provision + A clear gradual sanctioning system with appeal possibilities

CONCLUSION This article aims to raise the awareness of accountability as an differentiator for both associations and civil society groups in equal measure. It also hopes to shed light on your next steps on the road to accountability.

REACHING OUT GLOBALLY HOW ONE ASSOCIATION REAPED THE BENEFITS OF A MULTI-FACETED ACCREDITATION PROGRAMME SUCCESSFULLY MARKETING A NATIONAL PREMIUM ACADEMIC PROGRAMME INCREASINGLY DEPENDS ON ACHIEVING INTERNATIONAL RECOGNITION BY EMPLOYERS, PROSPECTIVE STUDENTS AND PEER INSTITUTIONS. PROSPECTIVE STUDENTS ARE PARTICULARLY INTERESTED IN PROGRAMMES THAT CAN ACT AS A DOOROPENER TO PROMISING CAREER PATHS IN MULTINATIONAL COMPANIES. THEY ARE SPECIFICALLY LOOKING FOR MULTICULTURAL LEARNING ENVIRONMENTS WITH WELL-ESTABLISHED INTERNATIONAL LINKS AS WELL AS SUBSTANTIAL ALUMNI NETWORKING.

TEXT ULRICH HOMMEL, ASSOCIATE DIRECTOR, EFMD QUALITY SERVICE

*1 Does Public Accountability Work? An assessment tool by Mark Bovens, Thomas Schillemans and Paul ‘T Hart, Public Administration Vol.86, N°1, 2008 *2 Communication from the Commission, European Transparency Initiative, A Framework for relations with interest representatives (Register and Code of Conduct) - COM (2008) 323 final *3 Fair Law: legal proposals to improve corporate accountability, European Coalition for Corporate Justice (ECCJ) presented a study to the European Parliament on 29th May 2008.

Rachel Barlow is former Vice President of Kellen Europe and a Board member of ESAE. She is currently focusing on governance issues arising from interest representation whilst undertaking a PhD on accountability in business associations. With her 15 years’ experience in association management, Rachel carries out ad hoc projects, and lectures at Lille Université in France and on the Compact Seminar of the College of Europe in Bruges, Belgium

EPAS - the EFMD Programme Accreditation System - serves as an educational partner to accredit and continuously improve the international reach of EFMD members’ programme offerings. Following two successful pilot phases in 2006, ambitious ‘Scale Up’ initiative is in place to expand the portfolio of accredited programmes in order to add brand value to accredited programmes in key business school markets.

EPAS accreditation provides: – a ‘quality first’ approach

TESTIMONIAL

A POSITIVE IMPACT ON OTHER PARTNER INSTITUTIONS… A WORD FROM MICHEL POTÉ, DIRECTOR, ESSCA, GRANDE ECOLE PROGRAMME

– increased brand recognition by key stakeholder groups of accredited programmes – acts as a ‘proof of concept’ for successful internationalization – a useful network – the possibility of serving as a substitute for mandatory national accreditation, depending on context.

However, the most immediate benefit of EPAS accreditation is also the one most often overlooked by programme and possibly even business school management.

EPAS is based on a unique value model embedded in its Standards and Criteria that enforces a quality first approach at all levels without infringing on an institution’s prerogative to differentiate itself from competitors (and also any implicit market standards).

The overall programme assessment is put into the context of the institutional as well as the national and international environments. A programme is evaluated on the basis of its design, delivery and outcomes and, in addition, by appraising the supporting quality assurance processes. The assessment philosophy is designed to add value to a school and not to take an auditing approach. Academic programmes often involve a lot of pragmatism.

Programme officials may focus too much on marketing issues and may apply myopic shortcuts when it comes to the fundamentals of quality management, often driven by the need to respond quickly to market dynamics in the presence of tight budget constraints.

EPAS, however, puts these quality issues at

Institutions of higher learning tend to devote more attention to the production side of their activity scientific work and educational programmes - rather than to their own markets. This is understandable as they are concerned with long-term issues that should not be influenced too much by contextual hazards. In the case of business schools in particular, this might have two negative effects that could impair their relevance, if not addressed properly.

First, business schools tend to live in comfortable isolation from the ‘real world’ and miss opportunities to learn from companies and the business world. Second, they tend to protect with jealousy their idiosyncrasies and only undertake marginal cooperation with partner institutions.

the forefront and thereby enforces principles that ensure the creation of long-term value for the organisation as a whole. It can ultimately create a halo effect for the entire institution and can therefore act as a catalyst for change.

I believe that accreditation procedures are a powerful lever to help institutions clarify their missions and improve their processes but also to relate more efficiently to their environment and learn from it.

ESSCA has gained a lot from its EPAS accreditation process. Its focused approach has allowed an in-depth analysis of its Grande Ecole programme and has served as a powerful lever for innovation and progress.

EPAS has also provided us with an invaluable opportunity to evaluate our programme against international best practices both from the corporate and the academic world.

In addition EPAS will be a powerful reference for our graduates on the world job market.

By contrast, a programme operated out of Russia with non-financial companies as the key corporate stakeholders would necessarily use different geographical reference points and would also need to cope with the fact that the home country already represents a

PREVIOUS EXPERIENCE HAS SHOWN THAT ACCEPTABLE LEVELS AND FORMS OF INTERNATIONALISATION MAY VARY WIDELY DEPENDING ON THE INSTITUTION’S MARKETS In this context, organisational learning takes place in two stages: – preparing the self-assessment report during the accreditation phase – dealing with specific weaknesses identified by the peer review team after having completed the initial accreditation Previous experience has shown that acceptable levels and forms of internationalisation may vary widely depending on the institution’s markets. For example, a Belgium-based programme with strong corporate links to international consultancy firms and investment banks has to adopt a global approach.

culturally diverse melting pot.

Accredited programmes bear witness to the fact that EPAS has already helped schools to attain top positions in national rankings.

The reputational potential will only be fully realised once the EPAS portfolio has crossed a critical threshold. The ‘Scale Up’ initiative aims at achieving this objective within the coming eighteen months.

Adapted and reprinted courtesy of Global Focus - the EFMD business magazine www.efmd.org

HEADQUARTERS 25

BEHIND THE NUMBERS

UIA SURVEY ADDS CONTEXT TO STATISTICS ON INTERNATIONAL ASSOCIATION MEETINGS AS FEATURED IN THE RECENT HEADQUARTERS ISSUE DEVOTED TO STATISTICS, AND AS A TOPIC AT THE UIA-HEADQUARTERS’ ACADEMIC SESSION HELD IN BRUSSELS THIS PAST OCTOBER, THE UIA’S ANNUAL INTERNATIONAL MEETINGS STATISTICS REPORT PROVIDES KEY MARKET RESEARCH. THE GLOBAL NUMBERS GIVE A GOOD IDEA OF THE CURRENT SITUATION IN TERMS OF MARKET SHARE, CHANGING MARKET LEADERS, DEVELOPING NEW DESTINATIONS AND TRENDS OVER DECADES IN THE MEETINGS INDUSTRY.

The UIA’s Annual Report on International Meeting Statistics derives from its work in profiling upcoming events in the International Congress Calendar (quarterly publication and database) and profiling the responsible organizations in the Yearbook of International Organizations (annual publication and database).

The industry picture provided by the annual statistics is enhanced when the opportunity arises to directly question the opinions, attitudes and realities of the international association decision-makers themselves.

In 1985, 1993 and 2002 the Congress Department of the Union of International Associations (UIA) undertook surveys of international organizations holding conferences, meetings, congresses, etc.

Of interest to all parties involved in international association meetings - from the federations and societies to all the meetingspecific partners - these surveys augment and provide greater depth to the market analysis presented in the UIA’s annual International Meetings Statistics Report.

The past editions of this survey have contacted some 8,500 association representatives.

HEADQUARTERS 26

In 2009, the UIA is set to undertake an even more comprehensive census and survey of international associations’ meetings behavior.

Supported by its Associate Members and other sponsors, the UIA will question some 16,000 international bodies. Organizations of all sizes and types from countries and territories across the world will be contacted (see chart).

event coordination responsibility; production of proceedings and websites and more.

The security and technology issues remain of key interest and new topics are high on the industry radar (green issues, current economic impacts, etc.).

In addition to the base set of questions from the prior surveys, new questions will be devised in consultation with UIA’s Associate Members. Further, opportunities for sponsored questions will be made available to those who wish to gather information which will not be shared with others in the final report.

This unprecedented cycle of communication with association representatives worldwide will include a postal mailing, survey website

THE REPORT OF THE SURVEY WILL BE MADE AVAILABLE TO ALL PARTICIPATING CORRESPONDENTS, UIA’S ASSOCIATE MEMBERS AND OTHER PARTNERS. A SUMMARY WILL BE PRESENTED EXCLUSIVELY HERE FOR THE BENEFIT OF HEADQUARTERS MAGAZINE READERS. While a base set of questions remained constant across the three questionnaires, new questions were added in 2002 to reflect changes in the meetings industry following September 11 and other catastrophic events and in light of technological developments.

Questions examine: type of meeting(s); frequency; participant numbers; duration; geographical locations; scheduling; security concerns; technology issues; venue types;

and the final report. E-mail reminders will be used to encourage participation from late responding offices.

The report of the survey will be made available to all participating correspondents, UIA’s Associate Members and other partners. A summary will be presented exclusively here for the benefit of HeadQuarters magazine readers.

A project of this size provides an opportunity to develop a picture of the meetings industry which goes beyond regular market intel-

Y

2002: Who is responsible for the website

ligence. Providing a picture of the development of trends across the decades it will show how both association activities and the meetings industry have changed and grown, and how they are dealing with modern day opportunities and challenges. And, importantly, the commentary and information will come directly from the associations themselves.

For more information on how you can take part in this exciting new edition of the study, contact Joel Fischer at joel@uia.be

ASSOCIATION

40 35 30 25

39,50%

20

OTHER

15 PCO

10

VENUE 9,60%

5 0

PCO

For more information please visit www.uia.org

16,00%

7,20% VENUE

ASSOCIATION

Event Frequency

2009 survey population

50 60% 5%

40

8%

30

1985

1993

41%

41%

24%

25%

23%

20 13%

Africa

Americas

PaciďŹ c

Europe

Asia

2002

45%

7% 25%

OTHER

10

14%

16% 12% 10%

10%

14%

12%

0%

0

ANNUAL

BIENNIAL

TRIENNIAL

4/6 yrs

Others

Replaced event with teleconference / online meeting? (as of 2002) Reviewed event related security issues?

7,6%

75,80%

NO 83,5%

YES Yes

14,40%

No

0

10% 20% 30% 40% 50% 60% 70% 80%

HEADQUARTERS 27

HQ > FLORENCE

FIRENZE FIERA CONGRESS & EXHIBITION CENTRE DISCOVER PALAZZO DEI CONGRESSI, PALAZZO DEGLI AFFARI, FORTEZZA DA BASSO FLORENCE IS ONE OF THE MOST WELL-KNOWN AND BELOVED CITY IN THE WORLD, PLENTY OF ARTISTIC TREASURES AND UNIQUE MASTERPIECES. IN FACT, ITS INVENTIVENESS, INITIATIVE, AND ORIGINALITY HAVE ALWAYS BEEN A SOURCE OF ATTRACTION FOR INTERNATIONAL CONFERENCE AND EVENTS. BUT WHAT DOES FLORENCE HAVE EXACTLY TO OFFER TO CONGRESS DELEGATES? LET’S HAVE A LOOK AT ITS THREE FLEXIBLY STRUCTURED FACILITIES! It seems no other city in the world can offer such modern, efficient and impressive conference premises in such a suggestive and appealing urban setting.The fact that within few minutes of a short and pleasant walk, delegates can move from their work venue to the areas of majestic architecture is worth taking into consideration.

From all points of view, the city is an outstanding congress destination, with three facilities flexibly structured to host anything from small high level corporate meetings to large international congresses with up to 10,000 participants. They are all at walking distance from each other in the so-called ‘congress citadel’.

In Florence, magic happens also when the conference delegates finish their working day. Outside, the city is a marvelous open air museum where there is always something new and different to be discovered in any season. With its typical old cafés, the historical district is a lively stage with a backdrop of stately Renaissance palaces and churches and picturesque piazzas.

Palazzo dei Congressi is part of Villa Vittoria, a Renaissance style Villa built in the first half of the 19th century. The Auditorium for 1,000 people together with the exhibition area of 920 sqm/9,903 sqft enhances the original meeting rooms of the Villa (14 in total). Palazzo degli Affari is a multipurpose and flexible modern building, suitable for any event, consisting of over 4,000 sqm/47,093

HEADQUARTERS 28

Palazzo Degli Affari

Fortezza Da Basso

> FLORENCE

FROM ALL POINTS OF VIEW, THE CITY IS AN OUTSTANDING CONGRESS DESTINATION, WITH THREE FACILITIES FLEXIBLY STRUCTURED TO HOST ANYTHING FROM SMALL HIGH LEVEL CORPORATE MEETINGS TO LARGE INTERNATIONAL CONGRESSES WITH UP TO 10,000 PARTICIPANTS Palazzo Dei Congressi-Auditorium

SOME IMPORTANT INTERNATIONAL CONGRESSES TO BE HELD IN 2009

sq feet split over 6 floors. The largest room can host 500 delegates. Fortezza da Basso is a Renaissance fortress built in 1536 for the Medici Family. The area is easily adapted for all types of event, from conferences and exhibitions to major international congresses up to 10,000 participants. Restaurants and refreshment bars offer a full range of catering services: working lunches, self-service, buffets, cocktails and gala dinners.

tailor made services from the first proposal to site inspection and staging of the event, the congress citadel is situated in front of the Santa Maria Novella Railway Station, 10 minutes from the airport, and literally a few steps from the main hotels, restaurants, shops and world-famous historic, artistic and cultural monuments. Great part of the florentine hotels is few minutes walk away!

FOR MORE INFORMATION Managed by Firenze Fiera Congress &Exhibition Centre, whose professional team offer

THE CONGRESS CITADEL IN A NUTSHELL Location: In the city center, within an enclosed garden, just a few minutes away from all major historical monuments of Florence.

Airport: Amerigo Vespucci Florence International Airport 4 km/2.4 miles Train: Railway station 50 meters/538 feets, in front of the venues.

Firenze Fiera Piazza Adua, 1, 50123 Florence, Italy Tel.: +39 055 497 21 Fax: +39 055 497 3237 info@firenzefiera.it www.firenzefiera.it Member of ICCA, IAPC, MPI

CONTACT PERSON Marina Sablich, Marketing Manager sablich@firenzefiera.it

✓ ‘WORKSHOP ON AEROSPACE EMC’ of the European Space Agency dedicated to the aerospace industry and technology – Palazzo dei Congressi - March 31 - April 1, 2009 ✓ ‘TREATMENTS IN PSYCHIATRY: AN UPDATE’ The international congress of the World Psychiatric Association – The second most attended psychiatric congress worldwide in that year with almost 7.000 participants Fortezza da Basso - April 1-4, 2009 ✓ ‘AATE 2009’ 10th Congress of the Advancement of Assistive Technology in Europe – Palazzo degli Affari –August 31 – September 2, 2009 ✓ ‘EFNS 2009’ 13th Congress of the European Federation of Neurological Societies advancing neurological education in Europe. Over 5.000 attendees. - Fortezza da Basso September 12-15, 2009 ✓ ‘CONTACT MECHANICS 2009’ 8th International Conference on Contact Mechanics and Wear of Rail/Wheel Systems – Palazzo degli Affari September 15-18, 2009 ✓ ‘ESGE 2009’ 18th International Congress of the European Society for Gastrointestinal Endoscopy dedicated to the advance of skilled endoscopic practice - Palazzo dei Congressi September 30 - October 3, 2009 ✓ ‘ISCOS 2009’ 48th Annual Scientific meeting of the International Spinal Cord Society which aims to give a powerful boost to research growth and to raise social awareness on spinal cord injuries. – Palazzo dei Congressi – October 21-24, 2009

HEADQUARTERS 29

HQ > JAPAN

Cherry blossoms © Y.Shimizu/© JNTO

FASCINATION FOR JAPAN JAPAN HAS FASCINATED ME FOR A LONG TIME, BUT UNFORTUNATELY I HAD NEVER HAD THE OPPORTUNITY TO GO THERE. UNTIL LAST JULY, AT THE KIND INVITATION OF CHAD SHIVER, MANAGER OF THE LONDON OFFICE OF JAPAN NATIONAL TOURIST ORGANIZATION, WHOM I HAD MET EARLIER IN A LOUSY CONFERENCE CENTRE SOMEWHERE IN EUROPE! HERE ARE SOME ‘OUT OF THE BOX’ THOUGHTS ON A COUNTRY THAT HAS ALWAYS AROUSED MY INTEREST AND ON WHICH I FIND I HAD A LOT OF PRECONCEIVED IDEAS! REPORT CÉCILE CAIATI-KOCH

When I first received the programme, I thought: ‘Oh my God, I will never survive this!’ From early morning until late in the evening, it was a non-stop programme, visiting hotels, congress centres… I asked them to revise it a little bit, thinking if they don’t I would go back home half-dead. The answer to the mail I sent was clear - ‘This is the Japanese way of working, Cécile-san!’ - but they rearranged the whole thing anyhow, so I was reassured.

On the programme were 3 cities: Tokyo, Yokohama and Kyoto. I am a business traveler who likes to be surprised: I don’t like to read beforehand about the places I am going to, nor do I Google a lot. It keeps my expectations high and here I was not disappointed whatsoever.

SURPRISING TOKYO In my imagination, Tokyo would the least interesting town I was going to visit. My mind

was filled with images of a noisy, packed city, with billboards and neon lights everywhere on the streets. I hoped my 3 days would pass as quickly as possible.

I was picked up at the airport by a charming English-speaking ‘chaperone’, Minako, from the Japanese National Tourist Organization. Soko, from the Tokyo Convention & Visitors Bureau, joined us later. I learned my first lesson there: English is not a problem in

HEADQUARTERS 31

> JAPAN with old-fashioned Japanese structures where you can organize a conference or a cocktail. The director, a distinguished - but quite serious - older gentleman, got inspired by my enthusiasm and loosened up a little.

With a big grin on his face and his hand up he said ‘This is no fake!’ showing me the over 400-year-old bonsai in his garden.

Tokyo Asakusa

Tokyo Happen En

ONE OF TOKYO’S CHARMING QUALITIES IS THE COMBINATION OF TECHNOLOGY AND TRADITION. YOU CAN SHIFT FROM THE SHOGUN PERIOD TO THE BLADE RUNNER ERA IN A HEARTBEAT

Minako, of the Japanese National Tourist Organization, and Soko, of the Tokyo Convention & Visitors Bureau

HEADQUARTERS 32

Japan. Unlike what I had imagined, youngsters speak it fluently and most of the young people I met studied or worked in the States or in Canada.

I was mistaken about another thing in Tokyo.

When we arrived at the underground station, we did not have to cram into the wagon. The city itself is completely different from what I thought: streets are wide with a lot of trees, high buildings rise next to more ‘human’-size apartments where people live. One of Tokyo’s charming qualities is the combination of technology and tradition. You can shift from the Shogun period to the Blade Runner era in a heartbeat; the wooden houses are hidden behind the skyscrapers-filled boulevards.

Meeting places are scattered all over Tokyo, but to my surprise traffic was easy. I visited Happo-en, a wonderful garden in the middle of the city that plays host to several international gala dinners throughout the year.

Once you have closed the gates behind you, you forget you are in a town with millions of inhabitants: no noise, just beautiful gardens

There are more than 170 Michelin restaurants in Japan, serving all kinds of food. There is also a pleasant mushrooming of deluxe boutique hotels. And whereas there were only Japanese hotels before, international chains have all opened hotels. And let me mention - of course! - the Imperial Palace, a secret in the city, lending a kind of mysterious atmosphere to it. Behind high stone walls and a moat you get a glimpse of the tiles shining in the sun. Just in front of it, there is the Peninsula Tokyo, a beautiful modern Japanese style hotel opened in 2007, with a breathtaking restaurant and a bar at the top level. Close to it lies the Imperial Hotel Tokyo, a Lloyd Wright building, with an enormous lobby and nice meeting rooms.

Another convenient location is the Chiba area, right between Narita Airport and the Tokyo metropolitan area. Chiba is the home of a quite famous convention facility complex, Makuhari Messe, with its international exhibition and conference centres, event hall, giant car park and several adjacent hotels.

BUSTLING YOKOHAMA Travelling to Yokohama, I discovered a city with a bustling waterfront area where you can find one meeting venue after the other.

I was particularly impressed by the beautiful congress center they have there, the Pacifico Yokohama, a world-class, really bright facility near the water, with a nice park just beside it. Two prestigious hotels are within walking distance, the Intercontinental Yokohama Grand and the Pan Pacific Yokohama Bay Hotel Tokyu. Needless to say it’s a great place to accommodate big congresses.

As the second largest city in the Greater Tokyo area, Yokohama is always filled with tourists and conventioneers, thanks to its abundant shopping, dining and enter-

> JAPAN

CONVENTION CENTRES AT A GLANCE

IN TOKYO Tokyo International Forum: One of the best convention centres in Japan comprises 8 halls, including the country’s largest hall with more than 5,000 seats, 34 meeting rooms, galleries and others.

Tokyo Street At Ginza

AS THE SECOND LARGEST CITY IN THE GREATER TOKYO AREA, YOKOHAMA IS ALWAYS FILLED WITH TOURISTS AND CONVENTIONEERS, THANKS TO ITS ABUNDANT SHOPPING, DINING AND ENTERTAINMENT OPTIONS

Tokyo Big Sight: Located in the waterfront subcentre of Tokyo, it boasts 80,000m2 of exhibition space suitable for all kinds of events. Its biggest auditorium can accommodate up to 1,000 people. It also has meeting facilities for all sizes and purposes.

IN YOKOHAMA tainment options. This is one of the first Japanese cities that opened up to foreign residents during the Meiji Restoration, and is packed with historic buildings. One highlight definitely includes the spacious Sankei-en Garden.

Chisono was my contact from the Yokohama Convention Bureau, again a girl who studied in Canada. They also provided a translator, Mr. Teruya, a ‘volunteer guide in English et en français’ as is written on his business card. I had a nice conversation with him on the typical Japanese way of living that I had already picked up in this short period of time: I called it ‘sensai’; he translated it as ‘le sens

de l’épure et le sens de la fonctionnalité à toute épreuve’, ie a sense of refined, pure functionality.

HI-TECH KYOTO Then, the famous ‘bullet train’, a high-speed train with white-gloved service, took me in no time from Yokohama to Kyoto. I had in mind the old, quite small imperial town with lots of great gardens. What a surprise when I got off at the station, a brand new hightech looking building, with a lot of glass and light. We walked on the streets and I noticed that Kyoto is a big city with some 1.5 million inhabitants. How could I be so wrong?

Pacifico Yokohama: This world-class convention facility complex comprises the 5,000-seat Convention Hall, the 20,000m2 column less Exhibition Hall, the Conference Centre with 60 rooms of all sizes, and a five-star hotel with a view of Yokohama Bay.

IN CHIBA Makuhari Messe: This convention facility complex contains exhibition halls, meeting rooms and an event hall fully adaptable to all types and sizes of meetings, large exhibitions and events. The biggest hall can accommodate more than 1,600 people theater style.

IN KYOTO Kyoto International Conference Centre (ICC Kyoto): The first and only nationallyowned international conference centre in Japan has about 70 large and small meeting rooms and exhibition halls. The biggest one hall can accommodate more than 2,500 people theater style.

Kyoto Research Park: Just one stop from Kyoto Station, this centre is highly experienced in hosting international conferences, meetings and exhibitions.

Rinkopark, Yokohama

HEADQUARTERS 33

> JAPAN

Hotel Granvia Kyoto

Imperial Palace Kyoto

In fact, I was not completely wrong. After a while I noticed the city still has it all, only it is a little hidden, you have to know it in order to find it: James Kent, my English contact from Kyoto Convention Bureau, had my programme start with a visit and meeting at the Taizo-in Temple where the son of the ‘head monk’ had invited us for lunch. The temple, which can be used for conferences, has a Zen attitude hard to find elsewhere.

Another experience I’d like to share is of course the tea ceremony. I had mine in Kyoto in an old house of a 13th generation kimono wholesaler. In the quietness of the house, the ceremony had a refined feeling. And again, the girl who served me studied in Canada and spoke fluent English.

The Kyoto International Conference Centre (ICC Kyoto) needs no special information: who indeed has not heard of the Kyoto Protocol on Climate Change? This clearly indicates that the congress centre is a state-of-the-art facility where international congresses can be held. The building itself has a specific

HEADQUARTERS 34

Kitanotenmangu Shrine Priests

shape and here again, the surrounding gardens and views are great.

Downtown you have other four- and five-star hotels and each of them is very particular: Kyoto Hotel Okura lies close to the river that divides the town, the beautiful Hotel Granvia Kyoto right next the railway station, Westin Miyako Kyoto and, last but not least, my personal favorite, Hyatt Regency Kyoto.

This hotel has a beautiful lobby and modern Japanese rooms, good service, nice bars and lounge areas.

Ninna Ji Temple Kyoto

TCVB CONTACT Kazuko Toda Director, Convention Promotion Department TOKYO CONVENTION & VISITORS BUREAU convention@tcvb.or.jp www.tcvb.or.jp

YCVB CONTACT Maho Watanabe Sales Executive, Marketing & Sales Dept.

YOKOHAMA CONVENTION & VISITORS BUREAU watanabe@www.welcome.city.yokohama.jp

MEET JAPAN INSPECTION TRIP The Japan National Tourist Organization operates an annual inspection trip to Japan for international association meeting planners called ‘Meet Japan’. The application process for 2009’s trip (Feb. 26 – March 5) is now open, with full details at www.jnto.go.jp/MI/ eng. The trip is an excellent opportunity for association planners to see all that Japan has to offer as a destination, as well as to meet their local Japanese membership.

JNTO LONDON OFFICE Chad Shiver Convention Manager JAPAN NATIONAL TOURIST ORGANIZATION LONDON OFFICE chad@jnto.co.uk Tel +44 20 7283 2130 www.jnto.go.jp/MI/eng/index.html

Conventions A theater with 5,002 seats

Conferences 50 rooms of various sizes and styles

Exhibitions and Events 20,000 square meters of column-free space

Intercontinental Hotel The 5 star Grand Yokohama with 600 rooms

When it comes to making a show PACIFICO Yokohama excels www.paciďŹ co.co.jp 1-1-1 Minatomirai Nishi-ku Yokohama 220-0012 Japan

Tel: +81-45-221-2121

Email: nice-mice@paciďŹ co.co.jp

HQ > KYOTO

Zen monk’s travelling hat and shoes at Taizoin Temple

Roofs Rokuon Ji Temple Garden

KYOTO: WHERE MEETINGS MEET CULTURE AS I MENTIONED BEFORE, I HAD PRETTY MUCH THE WRONG IDEA ABOUT KYOTO. I EXPECTED THE OLD IMPERIAL TOWN, A RATHER SMALL CITY LIVING IN THE PAST. I DIDN’T KNOW KYOTO, WITH SOME 1.5 MILLION INHABITANTS, IS THE HOME OF HIGH TECHNOLOGY AND REALLY MODERN-LOOKING BUILDINGS, AS WELL AS THE WITNESS OF A 1,200-YEAR HISTORY. BUT WHAT EXACTLY DOES KYOTO, WHICH IS OFTEN CONSIDERED JAPAN’S #2 CONVENTION CITY AFTER TOKYO, HAVE TO OFFER TO CONGRESS DELEGATES? HOW DOES IT POSITION ITSELF WITHIN THE MEETINGS INDUSTRY? REPORT CÉCILE CAIATI-KOCH

It is something I could almost touch when I was there: residents of Kyoto regard hospitality as the highest of art forms. Whether the guest is a king, a lord or an association executive, Kyoto provides the ultimate in personalized service and attention. My programme, designed by James Kent from Kyoto Convention Bureau, started with a visit and meeting at the Taizoin Temple where the son of the ‘head monk’ had invited us for lunch. With its beautiful gardens and treasures of Japanese art, the temple can be used for conferences.

TEMPLES AND TEA Of course the Taizoin Temple is not the only

HEADQUARTERS 36

it is possible to have tailor-made receptions where you feel you are in the middle of a Ninja - or even Quentin Tarantino - movie!

Located in the archetypical Kyoto surroundings of Higashiyama, the Garden Oriental Kyoto is an artists’ haven and can be used exclusively for a luxurious evening. Situated near Kamigamo Shrine, one of Kyoto’s oldest Shinto shrines, Azekura, a first-rate restaurant featuring a beautiful bamboo grove, can also be used for cocktails and networking.

temple in Kyoto. In fact there are about 2000 Buddhist temples and Shinto shrines - which makes one marvel at being in ‘real Japan’.

And some of these places can be used for special parties and events. What could be more evocative of Japan than enjoying koto harp music in an ancient temple while geishas mingle with the guests? Local flavour can actually be tasted everywhere, whether it be in traditional merchant houses, prestigious hotel ballrooms or nice-smelling gardens.

One word on the Japanese gardens: they are definitely a must-see. I like gardens: I find they relax your mind and can bring peacefulness. In Japan I felt something different.

The first impression makes you go down the ‘What a beautiful garden!’ path, but after some time you get another feeling, there is something Zen coming to you, whether you look for it or not.

I actually tasted many venues that can be hired for special events. In Toei Uzumasa Movie Studios, the oldest studio in Japan with more than 80 years of film experience,

Another experience I really enjoyed was the tea ceremony. I had mine in an old house of a 13th generation kimono wholesaler. The owner organizes this right where she lives: I tried a

> KYOTO

Reverend Daiko Matsuyama, Heir to Taizoin Temple, Kyoto

Learning about the beauty of kimono at Tondaya with owner Mineko Tanaka

traditional kimono on and this was followed by a bento lunch and a tea ceremony for special groups. In the quietness of the house the tea ceremony got a really unique character. The tea ceremony is of course not the only ceremony there is in Kyoto. You can have a taste of many refined Japanese arts, such as flower arrangement or calligraphy. Just have a look at the pictures: they speak louder than words!

CLIMATE AND HOSPITALITY

Frontier architecture at modernistic Kyoto Station building

Bubuzuke Bento Kyoto Lunch Toei Uzumasa Movie Studios

HOW TO GET THERE Kyoto is one of the most accessible cities in Japan thanks to its proximity to Kansai International Airport gateway and its location on the Shinkansen ‘bullet’ train line. Kansai International Airport can be reached by direct express train in a little more than an hour and two taxi companies offer arrivals-to-hotels fixed-price shuttle services. Tokyo is just over two hours away by train and places as far as Hiroshima are comfortable daytrips. Once in Kyoto, the integrated subway, bus and rail networks allow you to travel between any two points in less than half an hour. Public transport is easy to use with signage and announcements in English and other languages.

Because of the 1997 Kyoto Protocol on Climate Change, Kyoto International Conference Centre (ICC Kyoto) is of world renown.

In terms of environment, service and meeting technology, it’s hard to find something better elsewhere. The building itself has quite a specific shape and here again, the surrounding gardens and views are great. ICC Kyoto is Japan’s first purpose-built convention facility and now boasts 42 years of success in the meetings industry. It is connected to the city by an underground and the prestigious Grand Prince Hotel is at walking distance from it.

Hiiragiya, you will be delighted! Kyoto Hotel Okura welcomes guests in a classic atmosphere combining European charm and traditional Japanese ambiance. An integral part of the hi-tech train station, the beautiful Granvia is quite impressive. With its marvellous lobby and modern Japanese rooms, good service, nice bars and lounge areas, the Hyatt Regency provides support for various events. Ken Yokoyama, the hotel manager, explained how his staff has more personal contact with the customers. Remember when I said Kyoto was particularly hospitable?

That’s when I personally experienced it.

Speaking of hotels, Kyoto offers a wide range of nice accommodation. Whether you like the comfort of world-class chains, national brands or traditional ryokan inns like

And surprisingly this sense of hospitality seems to be infectious. Working for Kyoto Convention Bureau, James Kent, an Englishman who has been living in Japan for 12

years now, welcomed me with the nicest ways ever. He understands the habits of the country like no other, but also understand us Western visitors. This makes it so special to have him in the Convention Bureau… I am quite sure he will greet any congress-goers the same way he did me!

CONTACT James Kent International Marketing Coordinator KYOTO CONVENTION BUREAU kyoto@hellokcb.or.jp http://hellokcb.or.jp Tel. +81 (0)75 212 4110

HEADQUARTERS 37

HQ > RIMINI

REDEFINING RIMINI WE ALL KNOW RIMINI, IN ITALY, AS A MASS TOURISM, LEISURE DESTINATION. WITH ITS ENDLESS BEACHES AND ITS BUSTLING SEASIDE, IT IS INDEED THE FIRST THING THAT COMES TO MIND WHEN YOU GET THERE. BUT YOU HAVE TO GET PAST THE CLICHÉS: RIMINI IS WAY MORE THAN THAT. WITH LITERALLY DOZENS OF URBAN PROJECTS IN THE BOOKS, A BRAND NEW CONVENTION CENTRE SET TO OPEN AT THE END OF 2009 AND A DYNAMIC - ALL FEMALE! - TEAM AT THE CONVENTION BUREAU, RIMINI IS MORE THAN EVER ON THE MAP AS AN ASSOCIATION CONGRESS DESTINATION. REPORT RÉMI DÉVÉ

To be honest, it was my very first time in Rimini. Like many other people, I was not that attracted to the place. I thought it packed, busy, and not that good-looking.

When I got there - after quite an eventful flight over - I realized I was completely mistaken. Of course, the seaside resembles what you can find in the South of France for example, with the hotels and restaurants lining up. But I also discovered Rimini is a cultural, historical town with many interesting stories to tell.

But first a word about hospitality in Rimini.

The city, as a tourist’s capital, seems to have understood a long time ago that, in addition to nice hotel rooms and good restaurants, its visitors have to feel ‘honorary citizens’ for

HEADQUARTERS 38

AS A CONGRESS DESTINATION, RIMINI CAN BE PROUD OF ITS MANY INFRASTRUCTURES. THE WHOLE PROVINCE BOASTS NO LESS THAN SIX CONGRESS CENTRES TO CHOOSE FROM! their entire stay. Anywhere on the Riviera, you are sure to find smiling, countless people at your service. Years of leisure tourism have left marks, but in a very positive way: the range of hotel accommodation is huge, the sense of animation is tangible, it’s like there is everything to satisfy your needs.

Although the historical part of the town is fascinating - try the piazza Ferrari excavations and the Surgeon’s House with the greatest collection of ancient surgery instruments ever! -, Rimini is not absorbed by its

past. In fact, there are many signs that show that the city is changing, entering a new era, full of ideas and investments. The new Palacongressi di Rimini is the best example of this phenomenon (see box) but of course it’s not the only one. Many projects are in the books to give the town a new look.

As a congress destination, Rimini can be proud of its many infrastructures. The whole province boasts no less than six congress centres to choose from. Right outside Rimini,

> RIMINI Riccione Conference Centre just opened in May 2008: it can be divided up to ten congress halls and offers a catering area on the panoramic terrace; its plenary hall has a capacity of 1,393 seats, delicately furnished

by Poltrona Frau. Many Rimini hotels have meeting space as well: I was particularly impressed by the Grand Hotel di Rimini, where Federico Fellini has his own suite, and Le Méridien, where several conference rooms have an awesome view of the sea.

To make your life easy, the whole Convention Bureau della Riviera di Rimini is at your complete disposal. Created in 1994, the seasoned Bureau can assist you and provide information about the facilities and services in the area of Rimini and the Republic of San Marino.

From preparing and supporting your bid for an international congress to arranging inspection visits, there are many ways in which it can help meetings organizers. And last but not least, it manages the current Palacongressi and will do the same with the new one, in which, by the way, it will have its offices.

On a personal note, I have to say the dynamism of the whole team at the CBRR impressed me. There is a sense of enthusiasm and excitement you can actually feel when you are between their walls. And thanks to the new Palacongressi, they now want to go more international than ever. From a strategic plan running up to 2027 to state-of-the art facilities, it seems they have everything they need so that their dreams come true.

It’s all the good we wish for them.

Surgeon’s House

CONTACT Coralie Delaubert Marketing, Promotion and Development CONVENTION BUREAU DELLA RIVIERA DI RIMINI SRL via della Fiera 52 47900 Rimini RN - Italy tel. +39 0541 711504 fax +39 0541 711405 delaubert@riminiconvention.it www.riminiconvention.it Hotel le Meridien

MAIN NATIONAL AND INTERNATIONAL EVENTS, ALREADY CONFIRMED AT THE PALACONGRESSI + International Biotechnology Symposium and Exhibition 15-19 September 2010 - 1,200 delegates and 100 exhibitors + World Leisure Congress - Leisure and Transformation 24-29 September 2012 - 3,000 delegates + Congresso Nazionale Sir (Società Italiana di Reumatologia - Italian Society of Reumatology) 17-20 November 2010 - 1,500 delegates + 70 exhibitors + Congresso Nazionale Siot (Società Italiana di Ortopedia e Traumatologia - Italian Society of Orthopedics and Traumatology) October 2011 - 2,500 delegates - over 100 exhibitors

IL NUOVO PALACONGRESSI DI RIMINI By the end of 2009 Rimini will have a new convention centre, the largest in Italy.

Designed by German architect Volkwin Marg, one of the world’s 15 top names, will occupy a surface area of 38,000 m2 and will instantly take over from the current convention centre.

Rimini’s new Palacongressi is composed of two main bodies. The first one has two floors: at ground level a huge foyer (about 4,000 m2), on the first floor a large shell-shaped amphitheatre with

1,600 permanent seats; this space can be split into two 800-seat halls. The second body, linked and integrated via the foyer, contains the main hall (4,700 seats), which can also be divided into smaller, independent meeting rooms. On the first floor there is a 300-seat hall with permanent fixtures and a sloping floor, as well as several other rooms of various sizes.

At full capacity, Rimini’s new convention centre will offer 42 rooms and 9,300 seats. It will also provide up to 4,000 m2 of exhibition space.

HEADQUARTERS 39

HQ > GERMANY

Dresden

DYNAMIC GERMANY: SOUND ALTERNATIVE IN TIMES OF GLOBAL CHALLENGE GERMAN HOTELS AND LOCATIONS SECTOR OFFERS GREAT VALUE FOR MONEY

GERMANY IS THE NUMBER ONE CONGRESS AND MEETINGS DESTINATION IN EUROPE.

EXCELLENT VALUE FOR MONEY

ON A GLOBAL SCALE, GERMANY RANKS SECOND BEHIND THE USA (ICCA 2008). THE

Germany has always been popular among meeting planners, but traditional strengths such as access, high-tech infrastructure, top service and a safe attractive environment no longer suffice in the face of international competition, global credit crunches and tighter budgets. The reason Germany why has maintained its lead position is quite simple: it offers excellent value for money. A recent study of 4-and 5-star hotel prices in European cities (Jones Lang LaSalle 2007) shows room rates in Berlin averaging €138, the lowest compared to €345 in London, €329 in Paris and €217 in Barcelona.

‘MEETING- & EVENT BAROMETER 2008’ NOTED A TOTAL OF 2.8 MILLION CONFERENCES, CONGRESSES AND MEETINGS HELD IN 2007 (+6%) THE NUMBER OF PARTICIPANTS INCREASED EVEN MORE PERCEPTIBLY - BY 8 %. 314 MILLION INDIVIDUALS ATTENDED MEETINGS AND EVENTS IN 2007 IN GERMANY - ALMOST FOUR TIMES THE POPULATION OF THE FEDERAL REPUBLIC OF GERMANY. THIS CLEARLY DEMONSTRATES THAT MEETINGS AND EVENTS IN GERMANY ARE BEING HELD MORE FREQUENTLY AND ARE ATTRACTING AN EVER GROWING NUMBER OF PARTICIPANTS TO GERMAN EVENTS VENUES. THESE ARE THE CENTRAL FINDINGS OF THE ‘MEETING & EVENT BAROMETER 2008’ - A STUDY OF THE MEETINGS AND EVENTS MARKET IN GERMANY. THIS IS THE SECOND TIME THAT THE GERMAN NATIONAL TOURIST BOARD (GNTB), THE GCB GERMAN CONVENTION BUREAU AND THE EUROPEAN ASSOCIATION OF EVENTS CENTERS (EVVC) HAVE COMMISSIONED THE EUROPEAN INSTITUTE FOR THE MEETINGS INDUSTRY (EITW) TO RESEARCH THE EVENTS MARKET.

HEADQUARTERS 40

And Germany is certainly a viable meetings alternative for associations based in Brussels given excellent rail connections from there to all major German convention towns and

> GERMANY

A PRIME CONTRIBUTOR TO GERMANY’S CONTINUING SUCCESS IN ATTRACTING INTERNATIONAL MEETINGS IS THE FACT THAT GERMANY BOASTS OVER 14,000 ASSOCIATIONS AND ECONOMIC FEDERATIONS WHOSE MEMBERS ARE ACTIVE IN THEIR INTERNATIONAL CHAPTERS AND ASSOCIATED BODIES cities, e.g. InterCity Express (ICE) trains connect Brussels-Cologne (ICE/Thalys) in 1 hour 45 minutes and Brussels-Frankfurt in 3.5 hours. ICE trains also connect all major German cities, e.g. Cologne-Hamburg in ca. 3 hours, Cologne-Berlin in ca. 4 hours 20 minutes and Frankfurt-Munich in ca. 3.5 hours.

A prime contributor to Germany’s continuing success in attracting international meetings is the fact that Germany boasts

over 14,000 associations and economic federations whose members are active in their international chapters and associated bodies. Association conferences, congresses and meetings organised in Germany provide valuable education opportunities along with possibilities for the research and promotion of new trends, technologies, products and services. Medical congresses, in particular, attract experts from all over the world and provide ample evidence of the high esteem in which Germany is held in scientific circles.

Berlin - Brandenburgertor

Stuttgart

SELECTION OF INTERNATIONAL CONFERENCES AND CONGRESSES BEING HELD IN GERMANY IN 2009

Conference / Congress

Dates

City

Number of participants

International Conference on Supercomputing - ISC

23.-26.06.2009

Hamburg

1,400 participants

11th Congress of the European College for Veterinary Pharmacology and Toxicology - EAVPT -

12.-17.07.2009

Leipzig

1,000 participants

th

Mannheim - CC Rosengarten

15 European Cancer Conference ECCO 2009

19.-23.09.2009

Berlin

15,000 participants

13th Congress of the European

04.-06.09.200ß

Munich

800 participants

25th Congress of the European Committee for Treatment and Research in Multiple Sclerosis ECTRIMS

09-12.09.2009

Düsseldorf

4,500 participants

12th European Aids Conference

11.11. 14.11.2009

Cologne

4,000 participants

Federations of Business and Professional Women - EFBPW -

EACS

For a full list International conferences and congresses in Germany in 2009 please see www.germany-meetings.com

Stuttgart

HEADQUARTERS 41

> GERMANY

DYNAMIC DEVELOPMENT IN GERMANY Germany’s competitively-priced meetings sector is well equipped to cope with increasingly price-sensitive demand. Lutz P. Vogt, Managing Director of the GCB German Convention Bureau says: ‘Germany stands out in particular for its wide variety of meeting locations. Some 6,200 hotels, convention centres, attractive and diverse event locations are currently available to meeting and event organisers from all over the world, 6 per cent more than in the previous year.’

Around half of these 6,200 suppliers are in hotels, and one quarter each in convention centres and other locations. Convention and large event centres dominate in terms of

size, accounting for over 88% of total meeting space. Congress centres in major cities cater to larger capacities with auditoria for up to 5,000 persons and total space for up to 25,000. With the online search at www. germany-meetings.com you can quickly find the right venues for the number of partici-

LUTZ P. VOGT, MANAGING DIRECTOR OF THE GCB GERMAN CONVENTION BUREAU: ‘GERMANY STANDS OUT IN PARTICULAR FOR ITS WIDE VARIETY OF MEETING LOCATIONS. SOME 6,200 HOTELS, CONVENTION CENTRES, ATTRACTIVE AND DIVERSE EVENT LOCATIONS ARE CURRENTLY AVAILABLE TO MEETING ORGANISERS.’

Berlin - Andels Hotel

HEADQUARTERS 42

Bonn - WorldCC

pants you envisage.

Constant openings of new hotels and the expansion of convention centres ensure that Germany can consolidate its leading international position.

Examples of buoyant investments being delivered in Germany are: + andel´s Hotel Berlin, opening early 2009, featuring 557 designer rooms, 3,800m2 of banqueting space and meeting space for up to 3,000 people. + Additional capacities for events of up to 5,000 participants will be available from end-2009 along with an extension to the World Conference Center Bonn. The Plenary Hall and the Waterworks will hold up to 3,500 persons theatre style. These lie

Stuttgart - Porsche Museum

adjacent to the World Conference Center Bonn and are currently under construction along with smaller conference rooms, a 4-star Althoff Group Superior Hotel with 336 rooms and a multi-storey car park.

the ground floor area. The new Porsche Museum will be considerable larger than the present museum, presenting some 80 vehicles and a host of other exhibits from the company’s past.

+ the Lufthansa Training & Conference Center Seeheim re-opens as one of Germany’s most modern conference centres early 2009 with 483 guest rooms and 80 seminar rooms. Seven multifunctional banquet rooms in the conference area range from 75 to 600 m2.

+ A new Leipzig University city centre campus designed by Dutch architect Erick van Egeraat is due to open in 2009.

The University, which is home to 31,000 students in 14 faculties and over 150 institutes, also celebrates its 600th anniversary in 2009.

+ the Nürburgring motor-racing circuit will feature all-year-round function spaces from June 2009 including a 2,000 m2 indoor arena with seating for 3,100, business lounge, 30 hospitality lounges and a new 4-star plus Lindner Hotel.

+ Maritim has increased its coverage in Germany and opened a new property in Düsseldorf in December 2007, with direct access to the Airport-Terminal. It is the largest congress hotel in North Rhine-Westphalia and has 533 rooms and suites as well as conference capacity for up to 5,500 people in two large conference halls and 21 further conference rooms and conference suites.

+ The new Porsche Museum in Stuttgart will be available for events in 2009. Designed by the Viennese architects’ office Delugan Meissl, the museum has an exhibition area of some 5,000m2 and is a seemingly detached, monolithic entity which gives the illusion of hovering in mid-air over

GERMANY VISIONS

By courtesy of Richard Walch / United Internet Team Germany

THE REASON GERMANY WHY HAS MAINTAINED ITS LEAD POSITION IS QUITE SIMPLE: IT OFFERS EXCELLENT VALUE FOR MONEY

01 02 03

Meetings Events Incentives

> GERMANY

+ the Palmengarten Gesellschaftshaus in Frankfurt am Main re-opens in fall 2009 with capacity for up to 1,000 persons, six function rooms and historical ballroom.

www.gcb.de/hightech-simplyfun

Nürburgring Boulevard

Düsseldorf - Maritim Hotel

HEADQUARTERS 43

> GERMANY

MEET GERMAN SUPPLIERS The GCB Germany Stands at Salon Bedouk, 4th-5th February 2009 in Paris and at EMIF - The European Meeting Industry Fair from 18th-19th March 2009 in Brussels provide good opportunities to make contact with German meetings experts:

German Exhibitors at Salon Bedouk and EMIF 2009 Salon Bedouk 2009, Germany Stand Berlin Convention Office DüsseldorfCongress. Veranstaltungsgesellschaft mbH ESTREL Hotel & Convention Center German Convention Bureau Leipzig Tourismus und Marketing GmbH MR Congress & Incentive GmbH Regio Stuttgart Marketing- und Tourismus GmbH Sofitel Hamburg Alter Wall Steigenberger Hotels AG Tourismus + Congress GmbH Frankfurt am Main World Conference Center Bonn Management GmbH .de reau u b nntio nve o c nsde .dre w w w

EMIF 2009, Germany Stand-Nr. 3122 Berlin Convention Office Bonn Conference Partners Congress Center Leipzig Dresden Werbung und Tourismus GmbH DüsseldorfCongress. Veranstaltungsgesellschaft mbH ESTREL Hotel & Convention Center German Convention Bureau Karlsruher Messe- und Kongress-GmbH (KMK) MR Congress & Incentive GmbH Munich Convention Bureau

By choosing Dresden, you are electing a great international location for a convention. The state capital, rich in history, offers you a magical atmosphere in which traditional and modern perfectly compliment each another. Take in the international art and culture in this vibrant economic metropolis and City of Science. Benefit from this »city of short distances« which also guarantees you a most pleasant conference atmosphere. Experience Dresden – a convention city with incomparable flair!

Dresden Convention Bureau Tel. +49 351 49192 107/113, Fax +49 351 49192 250 info@dresden-convention-bureau.de

Pullman Aachen Quellenhof Regio Stuttgart Marketing- und Tourismus GmbH Steigenberger Hotels AG Last but not least, 2009 also marks the 20th anniversary of the fall of the Berlin Wall. Many Berlin museums are organising special exhibitions to celebrate this major historic event of our times. Plans are afoot for a large fireworks display and anniversary concert on 9th November 2009 at the Brandenburg Gate. The Peaceful Revolution will also be celebrated by the city and University of Leipzig - where the process leading to the eventual fall of the Berlin Wall and German Reunification was originally set in train.

> GERMANY

GERMANY IS CERTAINLY A VIABLE MEETINGS ALTERNATIVE FOR ASSOCIATIONS BASED IN BRUSSELS GIVEN EXCELLENT RAIL CONNECTIONS FROM THERE TO ALL MAJOR GERMAN CONVENTION TOWNS AND CITIES A FEW THINGS YOU SHOULD KNOW About Bonn: Bonn is an old university town best known as the birth place of Ludwig van Beethoven, whose house has been lovingly preserved in a small attractive museum in the centre of town, (which also has a lovely auditorium accommodating some 300 people). As the former seat of the German federal government, Bonn has surprised the world by rapidly reinventing itself as an international congress destination and home to some of Germany’s largest corporate players in the fields of telecommunications and logistics. It is also the seat of many U.N. offices.

About Berlin: The whole of Berlin is an events planner’s dream. In this city that knows no curfew, railway stations are turned into museums, remnants of the Berlin Wall become open-air galleries, and old factories and warehouses are converted into multifunctional events locations. The list of attractions is impressive and includes some 170 museums, 135 theatres, and three opera houses as well as a world-class arts scene.

It is therefore not surprising that Berlin ranks among the world’s top five international congress and conference destinations according to the ICCA statistics. Central to Berlin’s status as a star destination is the International Congress Centre (ICC Berlin), Europe’s largest conference centre. Berlin will have its special feature in the next issue of HQ magazine.

About Stuttgart: Stuttgart has stepped up its promotion of the Stuttgart Region as a congress venue. The brand new International Congress Centre Stuttgart (ICS), together with the new trade fair centre is one of the

largest and most interesting buildings of its kind in Germany. Adjacent to Stuttgart Airport and integrated into the trade fair complex, which has a total area of 100,000 square metres/1,076,000 square feet, the ICS accommodates up to 9,000 people. Thirtythree conference rooms accommodate up to 1,500 persons.

Four partners have pooled their efforts to ensure smooth management for planners wishing to take advantage of Stuttgart‘s meeting facilities: the Stuttgart Convention Bureau, ICS International Congress Centre Stuttgart, Stuttgart Airport and SI-ErlebnisCentrum Stuttgart work together to offer all necessary services.

About Mannheim: Mannheim, the second largest city in the state of Baden-Württemberg, is a leading cultural and scientific city and home to many important and innovative scientific and economic research institutes.

Frankfurt International Airport is only 30 minutes away, and Mannheim Central Station is an important European long-distance hub with some 185 ICE, IC and EC trains stopping here daily. Located in the heart of the city is m:con Congress Centre Rosengarten. Known for concerts, shows and entertainment events, the Art Nouveau centre also enjoys a reputation as a centre where not only leading German corporations but also scientists, physicians and IT specialists from all over the world meet to discuss new developments, exchange information and further their training. The newly expanded congress centre is conveniently connected to the Dorint Sofitel Congress Hotel.

About Dresden: Due to its location in the south east of Germany Dresden can be seen

M:con Mannheim

Dresden

Seeheim LH Bildungszentrum

Dresden - Convention venue Messe

> GERMANY

YOUR PARTNER FOR EVENTS IN GERMANY The GCB German Convention Bureau is the central office representing the interests and organising the marketing of the congress and event location that is Germany. The GCB gives meeting planners advice and support on planning and organising conventions or events - these services are at absolutely no cost to your organisation.

In 1973, the most important suppliers from all segments of the German meetings and convention industry joined forces to form the GCB. Its current 250 members include leading hotels, convention centres and destinations, car hire firms, event agencies and service providers of the German meetings and convention industry. Strategic partners are Lufthansa German Airlines, the German National Tourist Board and German Railways.

The GCB website www.germany-meetings.com

contains lots of useful information such as conference dates in Germany and a newsletter featuring new conference, congress and meetings locations. The site’s primary attraction is an online search facility which enables planners to research and source suitable hotels, congress centres and meetings suppliers together with suggestions for memorable programmes.

FURTHER INFORMATION GCB German Convention Bureau e.V. Münchener Strasse 48 60329 Frankfurt / Main Germany Tel. +49-69-2429300 Fax +49-69-24293026 info@gcb.de www.germany-meetings.com

www.mad-kommunikation.de

as a point of intersection between east and west Europe. The capital of Saxony has all the assets to host European and international congresses. Blessed with numerous modern meeting facilities, Dresden appears in the top 10 list of German meeting destinations. The city can welcome up to 4,150 people in the new International Congress Center Dresden - based at the river banks of the Elbe - and up to 6,000 people in the new fair ground Messe Dresden. This early-20th century industrial complex was turned into a modern exhibition center with 23,000 square meters of indoor exhibition space. Events can also be organised in special venues such as castles and manufacturing plants or in one of the 37 museums Dresden has to offer. As a city of short distances with modern convention venues, extraordinary locations and its own unique flair Dresden is the perfect destination for any convention.

Daylight changes naturally Naturally with m:con meeting light® From 3,200k to 12,000k: Daylight changes - and with it m:con, too. meeting light®: because, with the expansion of the m:congress center Rosengarten, we have created optimal meeting conditions using natural daylight. The ideal atmosphere for exchanging information, realising visions and developing concepts for the future. Experience the new dimensions of the Congress and Meeting Center Rosengarten Mannheim during a virtual tour at www.rosengarten-mannheim.de. Construct your very own event presentation – including all room facts and impressions, details of neighbouring hotels and important information about the surrounding region. Welcome to the specialists for congress and event management. Call us at +49-621-4106-123/-125

MEET IN STUTTGART Stuttgart-Marketing GmbH · Convention Bureau · Tel. +49(0)711/22 28-228 info@congress-stuttgart.de · www.stuttgart-tourist.de

Bonn. We bring together what belongs together.

Politics and business, people and the media, discussions and solutions: Bonn is a worldrenowned destination with a rich democratic tradition and an unparalleled ambience. And the World Conference Center Bonn is the place where your meetings, conferences and presentations become reality. Unique event spaces are already awaiting you. An additional

wing will also be opened by the end of 2009 and offer you versatile rooms with state-of-theart facilities for up to 5,000 people as well as a four star plus hotel – all of which is connected to the famous Plenary Chamber and the Waterworks.

Welcome to the Rhine!

For more information: Tel.: +49 (0)228-9267-0 www.worldccbonn.com

DDH

8 e\n [`d\ej`fe ]fi \m\i Y\kk\i j\im`Z\ Colloquium, the specialist in congress organization and management of professional associations, is now present in Brussels. Thanks to this European-scale development we are able to boost our international expertise and assistance capacities. We are now even closer and more responsive to you, conďŹ rming our ambition to provide our clients with the best possible consulting services.

To ďŹ nd out more, go to colloquium-group.com

COLLOQUIUM 210x270_GB HeadQuaters.indd 1

11/12/08 11:22:34