HQ32 (Vancouver)

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

a Comp mpan anyy M et Me etin ings gs Ind ndus ustr try ry Pu Publ blis isheers r (Belg l ium) Affgi gift ftek ekkannto toor or 2 280 800 80 0 Me M ch chel elen el en 1 en B reau de D茅 Bu D茅p么 p t 28 p么 2800 00 Mallin ines es 1 PPublis Pub blished hed 6 tim i es a year year:: Febr Februar b uar br u y, Apr Ap il, June, Jun e, Sep Septem tember er,, Octo October berr & Dec Decembberr Ed tion Apri Edi prill 200 00 0 09 - P3 P3A A9 A90 902 90 29 9

VANCOUVER NEW LIFESTYLE CONGRESS CITY ESAE & UIA TALK TECHNOLOGY

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> M A R C E L’ S PA G E

I CAN’T SEE THE TECHNOLOGY WOOD FOR THE TREES ANYMORE During a congress I’ll always be the first to follow a session on meetings technology or related subjects, and each time I leave the room thinking: ‘I can no longer keep up, I can’t see the wood for the trees.’ There’s so much stuff on the market that you should be using, but there’s also a lot you don’t need or which is mainly commercial. And that’s exactly the problem many of us are dealing with: choosing between different technologies. There’s only one solution, people think: calling upon a supplier and asking for personalized advice. Beware! That’s not always the right way to go. A key figure from the association world told me you have to look out for some suppliers, more specifically technology suppliers.

This is what he explained: ‘Unfortunately, it is not uncommon for some technology suppliers, when at first encounter with an association, they adopt a sort of superior take-it-or-leave-it attitude towards the organising association and expect to get away with it. For one of our congresses, we invited tenders for a substantial quantity of audiovisual material and services for an equally significant budget. As a first proposal, the AV company gave a quote from what they had in stock, thereby trying to pass off the available material they had, instead of quoting to specification and meetTHERE’S SO MUCH STUFF ON THE MARKET ing the client’s needs. It is needless THAT YOU SHOULD BE USING, BUT THERE’S ALSO to say that we were unimpressed A LOT YOU DON’T NEED OR WHICH IS MAINLY and gently sent them back to the COMMERCIAL. AND THAT’S EXACTLY THE PROBLEM drawing board. Their second proposMANY OF US ARE DEALING WITH: CHOOSING al was a whole lot more thoughtful, BETWEEN DIFFERENT TECHNOLOGIES so we decided to assign them a portion of the AV job. However, had they taken us a bit more seriously from the beginning, a lot of frustration and unnecessary loss of time could have been avoided, and they might even have come away with a significantly larger slice of pie. Overall, associations are becoming more professional. As associations grow, we either in-source or partner with experts in the field to broker and advise on rapidly evolving fields like audiovisual equipment and services.’

MARCEL A.M. VISSERS Editor in Chief

Now I can better understand his point of view. The way we think it’s perfectly normal to hire experts to do the bookkeeping, many of us will have to hire an expert or enter into partnership with a company that can respond to the typical needs of the organization. Even better, we will appeal to affiliated associations that are already familiar with the subject and asking about their experiences, or which technology suppliers have a good reputation. The main thing, however, is to stay away from fancy talkers and know-it-alls.

» READ MORE OF MARCEL’S STORIES ON HIS BLOG: MARCELSBLOG.HQMAGAZINE.EU !

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Milan is the fashion, design, finance and business capital of Italy. Right in the centre of town, extension work is steaming ahead on the Milano Convention Centre: by 2011 the MIC will become MIC plus, with seating capacity for 18,000 people in 73 rooms from 20 to 2,000 seats, a plenary room with 4,500 seats and an auditorium with 1,500 seats. Its architecture, cutting-edge design, huge exhibition space, the quantity and excellence of the services offered will make MIC plus one of the world’s finest international convention venues.

In Italy, Fiera Milano Congressi has been a leader in international convention centre management since 1994. It is a Gruppo Fiera Milano company and every year it manages over 500 events for a variety of occasions, in its convention centres in Milan, Como and Rome. These include: conventions, conferences, gala dinners and product launches. The aim of FMC’s management model is excellence: first-rate all-round services, qualitatively superior facilities, versatile spaces, state-of-the-art technology and Italian design.

Fiera Milano Congressi spa Direzione e coordinamento di Fiera Milano SpA • 20149 Milan - Italy - P.le Carlo Magno, 1 • T +39 02 4997.7134 • www.fieramilanocongressi.it • info@fieramilanocongressi.it

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HQ > CONTENTS

COLOPHON

CONTENTS

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.

MARCEL’S PAGE

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CONTENTS

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HEADQUARTERS NEWS

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IAPCO

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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

Cover HQ32: The Vancouver Convention Centre, the congress pearl of Canada, is a landmark facility with one of the biggest green roofs in the world

AIPC MEMBERS SPEAK

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ASSOCIATION PORTRAIT: ESTRO

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INTELLECTUAL PROPERTY AND THE WORLD OF CONFERENCES AND CONVENTIONS

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VANCOUVER SPECIAL FEATURE

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Editorial Officer Rémi Dévé T: +32 (0)2 761 70 54 remi@meetingmedia.eu

ESAE - THE KEY ROLE OF INFORMATION TECHNOLOGY

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Editors Nathalie Rega Steven Kins

OF AN OLD TIMER

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AUSTRIA REVEALED

41

GRAZ

45

Print Cartim - Destelbergen

PALEXCO

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Supported by ESAE and UIA

LISBON

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BEST CITIES GLOBAL ALLIANCE

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HEADQUARTERS MAGAZINE.EU

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Managing Director Cécile Caiati-Koch T: +32 (0)2 761 70 52 cecile@meetingmedia.eu

UIA - TECHNOLOGY: THE RECENT EXPERIENCE

Design UPSILON advertising, Gent T: +32 (0)9 267 39 40 info@upsilonadvertising.be

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

DESTINATION SUPPLEMENT - MELBOURNE

STAY TUNED FOR HQ33 - JUNE 2009

Cécile Caiati-Koch

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LOOKING FOR CONGRESS PEARLS PART II: our feature on congress centres around the world - Jewels from the past and gems for the future

Rémi Dévé

HQ magazine sets great store by sustainable development and therefore chose environment-friendly FSC certified paper which comes from a controlled source.

More info: www.fsc.org ® FSC, A.C. FSC-SECR-0045

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PARIS DESTINATION SUPPLEMENT: Why you should go to Paris and nowhere else AUSTRALIA: Brisbane, a new-world destination MAASTRICHT: Conferencing in the heart of Europe STAR ALLIANCE, the world’s first and largest airline alliance: What they can do for you

… AND OF COURSE ALL THE LATEST NEWS OF THE INTERNATIONAL ASSOCIATIONS WORLD

gressi.it

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> HEADQUARTERS NEWS

practitioners in the world. During the five day meeting, participants discuss the latest issues and policies in the field and have numerous opportunities to continue their education, network with colleagues and meet with new and current clients.

WWW.VIENNA-CONVENTION.AT

Henrik von Arnold

HENRIK VON ARNOLD NEW DIRECTOR FOR CONGRESS STOCKHOLM LONDON ACCOMMODATION CHARTER FOR ASSOCIATIONS Last February at International Confex trade show, Visit London launched the first ever London Accommodation Charter for the associations sector. The charter has been created by Visit London’s association team who have worked with 12 major hotel groups to create the charter terms. The hotel groups represent over 39,598 bedrooms hotel rooms in London, which is approx. 39% of the overall bedrooms available in the capital. The aim is to simplify the process of sourcing London hotel rooms for events that require 1,000 beds or more.

WWW.VISITLONDON.COM

As from mid-April, Henrik von Arnold will be the new Director for the Convention Bureau within Stockholm Visitors Board. Von Arnold has extensive experience of international events and is a reoccurring lecturer in the subject of destination development. During 1997-2007 he was director of Gothenburg Convention Bureau. He resides in Austria where he is responsible for the meeting industry and management course at the Modul University of Vienna.

WW.STOCKHOLMTOWN.COM

IMEX ASSOCIATION DAY’S AGENDA IMEX has announced a full programme of educational sessions and round-table discussions for its next Association Day, featuring advice from leading industry experts and tailor-made peer-to-peer networking opportunities. The event will take place in Frankfurt on Monday 25 May 2009 - the day before the exhibition opens. Carina Bauer, IMEX Marketing and Operations Director, comments: ‘This year’s programme has been designed to cover the key areas of interest for association delegates in order to guarantee that they will take home some valuable lessons and new ideas. IMEX is unique in that over 450, or 12.5%, of its hosted buyers are association professionals.’

WWW.IMEX-FRANKFURT.COM

VIENNA LIKES BIG ASSOCIATION CONGRESSSES TASMANIA CREATES NEW INTERNATIONAL MARKETING ALLIANCE

A SUSTAINABILITY COORDINATOR IN TORONTO Demonstrating its commitment to leadership in environmental sustainability, the Metro Toronto Convention Centre (MTCC) has hired Tonya Lagrasta for the role of Sustainability Coordinator. Tonya will focus on minimizing the MTCC’s operational footprint by enhancing the several environmental and social initiatives currently in place, expanding the MTCC’s roster of green meeting services including the increasingly popular Zero Waste events - and further infusing sustainable approaches to everyday operations.

WWW.MTCCC.COM

From May 5-9 the 2018 Annual Meeting of the International Trademark Association, run

by Executive Director Alan C. Drewsen, will take place at the Austria Center Vienna. More than 9,000 delegates are expected to attend.

INTA’s Annual Meeting is the largest gathering of intellectual property professionals and

Tasmania has formed a new international strategic marketing alliance with the East Malaysian state of Sarawak. The Tasmanian

HEADQUARTERS 6

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> HEADQUARTERS NEWS

Convention Bureau Chief Executive, Denise Bradley, has indeed signed a Memorandum of Understanding (MOU) between the Sarawak Convention Bureau and the Tasmanian Convention Bureau. The MOU provides for a working partnership between both Bureaus under which lead generation activities, information sharing, sales and training support will be undertaken for the mutual benefit of both destinations.

WWW.TASMANIACONVENTIONS.COM

A NEWCOMER: SEOUL CONVENTION BUREAU

ICS. Inge is a well-reputed and seasoned professional in the conference industry with a 23 year track record of success both in sales and management.

WWW.ICSEVENTS.COM

TWO THINGS TO KNOW ABOUT SUNTEC SINGAPORE

Arun Madhok

Suntec Singapore International Convention & Exhibition Centre recently announced the expansion of its team with the appointment of Arun Madhok as Director of Business Development. Prior to his appointment at Suntec Singapore, Madhok garnered extensive experience in the airline and hospitality industries. In other news, Suntec Singapore has been conferred a Silver Award for ‘Best Overseas Conference Centre’ at the Meetings and Incentive Travel Industry Awards in London last February. Suntec Singapore is the first Asian and only non-European venue to win this title.

WWW.SUNTECSINGAPORE.COM

» FOR MORE HQ NEWS CHECK OUT THE RENEWED WEBSITE: WWW.HQMAGAZINE.EU

To actively respond to the stiffening global competition for attracting meetings from all over the world, Seoul launched the Seoul Convention Bureau dedicated to meetings, incentives, conferences and exhibitions.

The high value-added industry was recently selected as one of the Korean government’s 17 new growth driver industries. The same line of thoughts led earlier to the creation of the Seoul Tourism Organization (STO) tasked with managing the city’s convention marketing.

WWW.MICESEOUL.COM

INGE TREMMEL JOINS ICS

A BRAND NEW VENUE DOWNTOWN COPENHAGEN: TIVOLI CONGRESS CENTER In summer 2010 will open at the heart of Copenhagen a new conference center, Tivoli Congress Center, and its adjacent thematic companion, the 402-room Tivoli Hotel. ArpHansen Hotel Group bought this centre city site in the spring of 2008 and in partnership with Danish architect Kim Utzon, set about building this exciting edifice, which besides

2009 MEETINGS INDUSTRY FAIRS WORLDWIDE: MAKE YOUR CHOICE!

Inge Tremmel

International Conference Services (ICS) announced the appointment of Inge Tremmel, CMP, as ICS Managing Director - Europe. Inge will work with the ICS team at their Vancouver Headquarters as of March 2009, before she will initiate European representation of

IMEX – Frankfurt // Messe Frankfurt May 26-28 2009 – www.imex-frankfurt.com CIBTM – Beijing // China National Convention Centre September 8-10 2009 – www.cibtm.com ACCESS – Vienna // Hofburg Vienna October 5-6 2009 – www.access-austria.at IT&CMA + CTW – Bangkok // Bangkok Convention Centre at CentralWorld October 6-8 2009 - itcma.com.sg EIBTM – Barcelona // Fira Gran Via December 1-3 2009 – www.eibtm.com

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> HEADQUARTERS NEWS

AIM AND AIMS JOIN FORCES

a vast Congress Hall accommodating up to 2,500 delegates, boasts 2 auditoria with seating capacity of 200 and 400, respectively, along with a total of 20 larger and smaller conference and meeting rooms catering for groups of 6 to 180.

WWW.TIVOLICONGRESSCENTER.DK Brisbane

BRISBANE CONVENTION BUREAU NAMED QUEENSLAND’S BEST

ExCeL London

The Brisbane Convention Bureau has taken out the top title in Queensland’s business events industry winning the best Metropolitan Convention Bureau/Tourism Organisation category at the Meetings and Events Australia Industry Awards (Queensland). The Award win - the third of its kind for the Bureau - recognises the Bureau’s commitment to excellence and the outstanding results achieved during the 2007-08 period.

WWW.BRISBANEMARKETING.COM.AU

WORK PROCEEDING ON SCHEDULE AT ADNEC’S EXCEL LONDON VENUE According to Abu Dhabi National Exhibitions Company (ADNEC), work is proceeding on schedule for the Phase 2 development of its London exhibition complex - ExCeL London.

On completion of Phase 2 in spring 2010, ExCeL London will be the largest exhibition centre in the UK capital - even one of the largest in Europe with a total exhibition floor space of almost 100,000m2. ADNEC acquired ExCeL London in May 2008 as the first stage of developing a world-wide network of stateof-the-art exhibition and conference venues.

WWW.EXCEL-LONDON.CO.UK WWW.ADNEC.AE

» SEND YOUR PRESS RELEASES TO PRESS@MEETINGMEDIA.EU

Two of the leading European companies in the congress and event management industry, AIM and AIMS, announced last March their synergic merger. Together they create a strong international group with 400+ staff, more than 125 million Euro turnover and offices in 10 European countries and in China: a new indubitable benchmark in the international meeting industry.

WWW.AIMGROUP.EU

Fiera di Milano

FIERA MILANO CONGRESSI AND THE HOTELS OF MILAN CREATE ‘DESTINATION MILAN’

KASSEL EXPANDS ITS CONFERENCE FACILITIES The city of Kassel, in Germany, is planning to strengthen its reputation as an attractive location for meetings and conferences by expanding its conference centre, the Kongress Palais Kassel. Led by a Kassel firm of architects called Reichel, the project aims to add 2,000m2 to the existing 5,000m2 of the facility. Civic Conference Centre in Kassel (TSK) Managing Director Peter Rey hopes the expansion plans would be completed in time for the World Solar Congress in 2011.

WWW.KASSEL-TOURIST.DE

Fiera Milano Congressi, in conjunction with hotels offering business facilities, has come up with ‘Destination Milan’, a project aimed at promoting Milan as a conference venue, optimising all its areas of potential. A brand that ‘brings together’ one of the Europe’s conference organisers - Fiera Milano Congressi, a company belonging to the Fiera Milano Spa group created in 1994 to manage convention centres - and 18 hotels equipped with conference venues. Objective: to guarantee the city’s ability to meet all needs, catering also for small to medium conferences and similar events, with top levels of professionalism and service.

WWW.DESTINATIONMILAN.IT

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HQ > IAPCO

IAPCO: THE FITTING END OF ITS 40th ANNIVERSARY IAPCO, THE INTERNATIONAL ASSOCIATION OF PROFESSIONAL CONGRESS ORGANISERS, HELD ITS ANNUAL MEETING AND GENERAL ASSEMBLY IN GHENT, BELGIUM, LAST FEBRUARY, PROVIDING A FITTING END TO THE 40TH ANNIVERSARY YEAR OF THE ASSOCIATION.

Ghent

REPORT CÉCILE CAIATI-KOCH

obtain a better collaboration with convention bureaus. Becoming member of a convention bureau and playing an active role in its board was another quite pertinent suggestion.

IAPCO’s Meeting Quality has developed into a real programme: Jurriaen Sleyster, member of the Quality Committee, gave an in-depth presentation of the results of the quality seminar programme. According to the study, the members think they’re good as logistic providers, but evaluate themselves less as marketers. The self-assessment programme gives members a good insight on how they

position themselves among their peers, thus stimulating them to perform even better in the future.

The keynote speaker, Robert Wright, of the Davies Tanner Company (UK), explained how to use PR to add value to an event or business. To him, providing content is one of the key factors in the media, and brand and entertainment also play an important role.

The president of IAPCO, Patrizia Semprebene Buongiorno, thanked the local organiser, Semico in Ghent, and the host of the event, Gent Congres.

www.mad-kommunikation.de

The program was very much driven by IAPCO’s continuous search for self-improvement and commitment to quality. About 65 members from all over the world attended the meeting and showed a great interest in the discussed subjects.

CSR issues of course appealed a great deal to the audience, but my personal interest went to the working group ‘How to make CVBs use IAPCO members only’. The findings of this workshop were the following: perhaps IAPCO should communicate even more and better about itself and its standards in order to

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> AIPC MEMBERS SPEAK

CONVENTION CENTRES PLAY A CRITICAL ROLE IN ECONOMIC RECOVERY LIKE MOST OTHER KINDS OF BUSINESS OPERATIONS, CONVENTION CENTRES ARE HEADING INTO WHAT PROMISES TO BE A VERY CHALLENGING YEAR. JUST HOW CHALLENGING WILL DEPEND ON THE MIX OF BUSINESS THAT ANY PARTICULAR CENTRE HAS. TEXT EDGAR HIRT – AIPC PRESIDENT AND MANAGING DIRECTOR OF CCH, CONGRESS CENTER HAMBURG

Associations seldom cancel their conventions, because they are such a fundamental part of their raison d’etre and a big factor in their annual budgets. However, there may still be declines in attendance and associated spending, which obviously has important revenue implications to the host centre.

In fact, meetings are a big part of how the current crisis is going to get resolved. People need to get together, not just from the big institutions, but also those representing individual business areas as well, in order to develop strategies for reconstructing their business models.

But this isn’t just about how well a centre is doing, because the level of activity in a centre is also an important factor in gauging how the overall economy is progressing.

Convention centres are economic drivers, and the kinds of events they accommodate are key factors in everything from business growth and investment to training, technology and professional development. When the centre is busy, it’s a sign that things are moving ahead in these important areas.

When they’re not, it means that the kinds of activities needed to stimulate growth and development are simply not happening.

They need to restore confidence and comfort levels in the market, and history has shown that this is best done face to face. As a result, anything we can do to promote and encourage these kinds of activities not only helps the industry but supports overall economic recovery as well.

Meetings, conventions and exhibitions are how the world shares information and builds business relationships face to face. As a result, the level of activity in this sector is both an indicator and a facilitator of economic growth. In times like now, when the world needs all the economic stimulation it can get, we all need to think more creatively about how we can encourage even more of these kinds of events.

And what can we do? For a start, we can make it easier to develop, manage and promote these meetings. As centres, we need to be working harder than ever to remove any obstacles to staging events in our facilities, recognizing the kinds of pressures our clients are now under, and encouraging our suppliers to do the same.

Edgar Hirt

people and professionals to play in both encouraging more diversified events and in helping attract them to their own city or region. This traditional ‘ambassador’ role not only encourages more productive meeting activity overall, but can help individual destinations build their profile as a meetings location.

Just as the “canary in a cage” was a symbol for environmental quality, so the level of activity taking place in convention centres is a key measure of business activity and, ultimately, economic recovery. More than ever, facilities, clients and suppliers all need

MEETINGS ARE A BIG PART OF HOW THE CURRENT CRISIS IS GOING TO GET RESOLVED. PEOPLE NEED TO GET TOGETHER to be working together to ramp up this kind of activity as a way to help grease the wheels of the economy.

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

There is also a role for individual business

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Book Glasgow now... and see what you can save.

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P Book a delegate room now... and your partner stays free.

WWW.SEEGLASGOW.COM/BOOKNOW

Gold for Glasgow Best UK Convention Bureau. Third year running.

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HQ

> ASSOCIATION PORTRAIT

THE EUROPEAN SOCIETY FOR THERAPEUTIC RADIOLOGY AND ONCOLOGY

INTERVIEW WITH MURIEL HALLET FOUNDED IN 1980, ESTRO EXISTS TO ADVANCE ALL ASPECTS OF RADIATION ONCOLOGY THROUGH A RANGE OF ACTIVITIES FOR ITS MEMBERS, THE HEALTHCARE AND PATIENT COMMUNITIES. AND THEY OF COURSE ORGANISE EVENTS. MURIEL HALLET, EVENTS & INDUSTRY RELATIONS SENIOR MANAGER, TELLS US ALL ABOUT IT.

HQ: Could you briefly describe ESTRO? Muriel Hallet: ESTRO stands for European Society for Therapeutic Radiology and Oncology. The association was created more than 25 years ago and aims at clinicians, physicists, biologists, technicians specialised in radiotherapy and in a broader perspective at anyone active in the Oncology field. It has around 5,000 members throughout the world, even though we are a European organisation.

The key role of ESTRO is to ensure the international exchange of information and knowledge in the field of radiotherapy. Therefore we organise courses, conferences and congresses, mainly in Europe but some of our teaching activities take place all over the world.

Altogether, we organize 6 conferences on a regular basis: four (PREVENT(1), ICHNO(2), GEC/ ESTRO(3) and our Biennial Conference) on uneven years, for 200 to 2,500 participants, and two (MIRO(4) and our Annual Congress) on even years, for up to 5,000 participants.

HQ: What is the Society’s decision process concerning the organisation of a congress?

Muriel Hallet: Generally speaking the conference/PCO department of ESTRO takes the decision of where conferences and congresses are going to take place according to specific criteria. In case we can’t decide between two destinations - and this can happen - we leave the decision to our Presidents or the Board.

Exhibition area at ESTRO 27, Göteborg, Sweden

HQ: Where will the next congresses be held?

And why have you picked these destinations?

Muriel Hallet: Our next conference will be held in Porto in May 2009, for approximately 500 delegates. The decision process for this conference was a bit different than usual as we are dealing with a scientific group that was used to organising the conference on their own. This time, the scientific group proposed three destinations: Brighton (instead of London for budgetary reasons), Warsaw and Porto. Warsaw was eliminated quite quickly because of lack of availability; it was a tight match between Brighton and Porto which was finally won by the latter.

When it comes to choosing a destination, there of course can be an indication from

our President or the board that we have to follow. In general, we try not to have anyone frustrated and to diversify our offer, so that one particular geographical region is not privileged to the disadvantage of another.

Destinations in Northern Europe have the same chance to welcome us as destinations in Southern Europe. However when it comes to the Annual congress, it becomes a challenge to find a suitable venue in the South offering the required capacities (5,000 participants, 8 rooms in parallel and 10,000 m2 of exhibition space). Nevertheless Barcelona met this challenge since they have been selected for the 2010 Annual Congress.

In August-September 2009, the 10th Biennial conference will take place in Maastricht. We expect around 2,500 delegates. Maastricht

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> ASSOCIATION PORTRAIT

ORGANISING CONFERENCES CAN BE A RISKY BUSINESS BUT WHEN YOU DO IT, IT GENERATES IMPORTANT REVENUE THAT SERVES BETTER THE RADIOTHERAPY COMMUNITY

Poster area at ESTRO 27

has been in the bidding process for 6 years and they were really eager to get this conference. The main problem, and the reason why they have failed in the past, was their hotel capacity. For the 2009 conference, they have met the challenge by booking 90% of the hotel capacity… So we finally have the opportunity to work together.

As for hotels, the majority of our participants pay everything for themselves - a very small number of delegates are sponsored - so we use a limited number of 5-star hotels.

Students, for example, need affordable accommodation.

HQ: When choosing a congress centre, what criteria must it satisfy?

Muriel Hallet: A congress centre is the very first thing we look at in a destination. It comes even before the convention bureau. The size and capacity of the venue come first. The teams working there must be easy to work with and have the ability to set up a conference in an efficient way. Everything has to be at reasonable walking distance. The services a centre provides, the flexibility it can boast and the willingness to work with us are of course aspects we take into consideration.

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

Muriel Hallet: ESTRO works with a PCO when it comes to accommodation. A PCO will always be able to negotiate better rates

Muriel Hallet

Plenary session at ICHNO, Barcelona

and services, as we are a ‘one-shot buyer’.

They also usually provide a very good level of service.

exhibitors. As very few of our participants are sponsored, we probably suffer less than others, but we can definitely feel an impact.

For other services, we usually don’t work with a PCO but it all depends. If the PCO is able to better negotiate prices than we would on our own, then I don’t see the reason why we shouldn’t work with a local PCO!

www.estro.org

HQ: Do you foresee changes to the way in which you operate over the next few years?

Muriel Hallet: There have already been many changes so I would say first let’s stabilise.

But I would always push for a change if it is a constructive one. Associations can be very conservative and being too conservative can prevent you from improvement and innovation.

Nowadays more and more associations tend to be better organised, in a more professional way. Organising conferences is a risky business but when you do it properly and you have a good market for it, it generates important revenue. I strongly believe that better organised associations serve the community to which they belong more efficiently.

HQ: Have you been affected by the current global crisis?

Muriel Hallet: Yes we have. Unfortunately cancer does not decrease because of the financial crisis, but budgetary restrictions do affect hospitals and mainly sponsors and

(1) PREVENT: Prediction, Recognition, EValuation and Eradication of Normal Tissue effects of radiotherapy (2) ICHNO: International Conference on innovative approaches in Head & Neck Oncology (3) GEC/ESTRO: Groupe Européen de Curiethérapie / ESTRO (4) MIRO: Molecular Imaging in Radiation Oncology

ESTRO EVENTS 2004 GEC-ESTRO-ABS-ALATRO – Barcelona – 650 part.

ESTRO 23 – Amsterdam – 3,600 part.

2005 GEC-ESTRO – Budapest – 550 part.

8th Biennial ESTRO Conference – Lisbon – 1,800 part.

2006 ESTRO 25 – Liepzig – 3,850 part.

2007 ICHNO – Barcelona – 1,100 part.

GEC-ESTRO – Montpellier – 550 part.

9th Biennial ESTRO Conference– Barcelona – 2,200 part.

2008 ESTRO 27 – Göteborg – 4,450 part.

2009 PREVENT – Brussels – 200 part.

2nd ICHNO – Barcelona – 1,100 part.

GEC-ESTRO – Porto 10th Biennial ESTRO Conference – Maastricht

2010 MIRO – Brussels ESTRO 29 – Barcelona

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Megaron_AD_21_27cm_Fnl.pdf

3/20/07

3:16:03 PM

Megaron Athens International Conference Centre …In a Class of its Own The MAICC is an exceptional new meetings venue offering stunning aesthetics and cutting edge technology.

A landmark in the centre of a most unique city, Megaron has a total offering of 143,000m2, a choice of 18 meeting spaces, expansive exhibition areas and sweeping foyers.

Megaron Athens International Conference Centre Vass. Sofias & Kokkali, Athens 115 21, Greece T: +30 210 728 2000 F: +30 210 729 0174 e-mail: maicc@megaron.gr www.megaron.gr

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What’s more there’s a year round world-class performing arts programme so you can offer your delegates an unforgettable experience.

Megaron. In Pursuit of Excellence.

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HQ > RESEARCH

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UBBO EMMIUS COLLEGHIE OF THE GRONINGEN CONVENTION BUREAU

INTELLECTUAL PROPERTY AND THE WORLD OF CONFERENCES AND CONVENTIONS IN A WORLD DOMINATED BY ELECTRONICS AND DIGITAL COMMUNICATION, IT IS PROBABLY WISE TO GIVE A THOUGHT TO THE PROTECTION OF INTELLECTUAL PROPERTY IN THE WORLD OF CONFERENCES AND CONVENTIONS.

In the old days a speaker would take his own slides along and make sure that they were loaded into the carousel of the projector in time for the presentation. Nowadays, things are clearly different. Speakers are often asked far in advance to submit their intended presentations electronically; during the actual conference the latest version can then be added to the conference file. No more collecting slides afterwards but just back to conference-business-as-usual with, possibly, a virus on your memory stick.

But what about intellectual property, e.g. the copyrights on audiovisual materials such as videos and PowerPoint presentations? What will the conference organizers do with the materials they so easily obtained, and who

will have access to this material? Which guarantees do the conference organizers offer in advance and what assurances does the presenter have in terms of property rights?

The Ubbo Emmius Colleghie of the Groningen Convention Bureau has given these questions some thought and drawn up the following advisory directives for both conference organizers and speakers.

INTELLECTUAL PROPERTY DOCUMENT FOR CONFERENCE ORGANIZERS In a system to protect the intellectual property rights attached to audiovisual materials, including PowerPoint presentations of speak-

ers, meticulous care and a clear and simple speaker’s agreement are essential elements.

Publication rights in proceedings are usually well protected by general copyright law, and they are by and large owned by the publisher who signed a publishing contract with the conference organization. This is not the case with audiovisual materials to be used during the presentation at the conference itself. It is therefore recommended to formulate a clear policy on the basis of which rules can be drawn up.

Determining the policy The conference organizer has a choice of various options, including e.g.: + Informing participants that no liability whatsoever is accepted with regard to submitted materials and their intellectual property rights; + Setting up a series of measures that offer protection against undesired and unauthorized use of PowerPoint presentations, videos or other materials;

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> RESEARCH + Offering the assurance that all submitted electronic material will be deleted immediately after the session.

Standard Operating Procedure (SOP) for employees of conference organizers An Employees’ Manual - including volunteers and people hired from third parties for the duration of the conference - outlining the formulated policy may be drawn up. A manual of this kind is the practical translation of the formulated policy.

Storage and deletion control and verification of e-documents: documentation Actions to be taken in matters involving protection and liability require documentation. In such matters, the Quality Principle (Care Principle) applies: ‘Write down what you do and do what you have written down’.

There need to be documents, for instance, for the handing over of the manual to employees and the receipt of instructions by the employees.

crucial to the protection of rights and statement of duties. A speaker’s agreement is a formal legal document stating the obligations of best intents of both parties in clear language.

allowances, conference costs, special ‘social events’ etc., it should also include information about the ‘fate’ of the presentation, from the moment it is sent in or submitted to the moment the conference ends.

Warranty provisions and liabilities There is no such thing as ´zero risk´, particularly not when dealing with electronic data transfer. However, assurances that make the signed agreement workable can be given within reasonable limits. Warranties and related liabilities can best be included in a clause or paragraph in the speaker’s agreement.

Protection of presentations Speakers are mostly asked to submit PowerPoint presentations or other electronic types of presentation ahead of the actual conference date. This means that the author loses sight of his presentation, i.e. loses control over any use of this material that may be in violation of intellectual property rights. He must be informed ahead of time about what will happen with the presentation after he has submitted it, and how the presentation is secured against abuse of and unauthorized access. It is therefore important to add at least a formal copy right symbol © to the materials.

INTELLECTUAL PROPERTY DOCUMENT FOR SPEAKERS AT CONFERENCES AND CONVENTIONS People who speak at a conference are usually invited to do so by the conference organizers. A speaker needs to know his obligations and rights. In view of this, correct information and a clear speaker’s agreement

AUDIOVISUAL MATERIALS USED DURING THE PRESENTATION AT CONFERENCES ARE NOT PROTECTED BY GENERAL COPYRIGHT LAW. IT IS THEREFORE RECOMMENDED TO FORMULATE A CLEAR POLICY ON THE BASIS OF WHICH RULES CAN BE DRAWN UP Information to speakers Speakers should add a copyright notice to all their materials, e.g. on every single PowerPoint slide: © [year of publication] [author’s name or name of the institution claiming the copyrights], e.g. © 2009 Prof. Dr. W. Jansen.

It is also recommended to clarify what kind of information will be put on the public domain part of the website and what information will remain restricted to the private domain of the conference website.

Speaker’s agreement A correct and clear speaker’s agreement is

are crucial (Care Principle). The conference organizers are responsible for the provision of clear and unambiguous information and for drawing up and providing a transparent speaker’s agreement in which the ‘joys and burdens’ are stated in a comprehensible manner.

In addition to basic information such as time and location of the conference, the duration and the type of presentation, the framework and the session within which the presentation is held, the need for an abstract and/ or a manuscript, travel and accommodation

Temporary storage on the central laptop/PC of the conference organizers Generally, conference organizers will store materials temporarily on a central laptop or PC in session files created especially for the occasion. Access to these files needs to be secured with unique passwords for the duration of the storage. Obviously, this means that both access codes and user names of people who have access need to be documented.

Destruction of the files after the presentation session Depending on the conference organizers’ policies, it may be decided to hold on to the materials for a particular period after the presentation, or to destroy them. It is recommended to inform the speaker about the policy and the conditions, and to include this information in the speaker’s agreement.

Only keep and/or copy materials after written permission of the owner/author Possibly the speaker may not want his materials to be made available to third parties without his knowing. It is therefore necessary that the procedure to be followed in such matters is clear in advance.

The full version of this article can be read on www.groningencongresbureau.nl/en/gcb/news/gcb-uec-groningen-manual-intellectual-property

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Meet us at IMEX

REGISTER NOW Association executives who organise congresses internationally are invited to apply for the IMEX hosted buyer programme.

Registering couldn’t be easier: go to www.imex-frankfurt.com/imexasscregistration by the end of April.

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ASSOCIATION DAY 25 MAY 2009

The essential worldwide exhibition for meetings and events

www.imex-frankfurt.com | info@imex-frankfurt.com | +44 (0)1273 227311

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> TO U R I S M VA N CO U V E R

VANCOUVER

LEADING CONGRESS CITY IN A LAND OF NEW VALUES SEVERAL NEW, HIP CITIES HAVE APPEARED ON THE WORLD SCENE THAT HAVE RECEIVED A LOT OF RESPECT IN A SHORT PERIOD OF TIME. AND THAT’S NOT DUE TO THEIR HISTORICAL CHARACTER, BUT TO THE MANY INNOVATIVE PROGRAMS THAT THESE CITIES HAVE RAPIDLY BROUGHT TO LIFE OR BETTER: TO THE VISION THEY HAVE DESIGNED FOR THE CITY. THE PRINCIPAL CITIES ARE: VANCOUVER IN CANADA, SYDNEY AND MELBOURNE IN AUSTRALIA, CAPE TOWN IN SOUTH AFRICA, AND DUBLIN IN EUROPE. THESE FIVE CITIES HAVE THREE THINGS IN COMMON: SUBLIME LOCATION ON A NEWLY DEVELOPED WATERFRONT; LIVELY, INNOVATIVE AND MULTI-CULTURAL LIFESTYLE; AND ALL FIVE HAVE AN INSPIRING CONGRESS CENTRE THAT EXCELS IN GREEN MEETINGS. WHICH IS WHY THEY’VE ALL BECOME SUCCESSFUL CONGRESS DESTINATIONS TOO. I HAD THE GOOD FORTUNE TO ENGAGE RICK ANTONSON, PRESIDENT AND CEO OF TOURISM VANCOUVER, IN A SPIRITED CONVERSATION. GOOD FORTUNE BECAUSE RICK HAS A GREAT DEAL OF HISTORICAL KNOWLEDGE AND HE WRITES A BOOK FROM TIME TO TIME AS WELL. AND HE’S A PARTICULARLY IMPASSIONED STORYTELLER. Rick Antonson

Marcel Vissers: In Europe, we know Canada mostly as dreary, cold and far too large to live in. And I’ve not even heard a word mentioned about Vancouver!

Rick Antonson: There’s in fact something to be said about this perception of many Europeans. We’ve let this image exist for much too long but over the past five years we’ve been showing other colours. We are

REPORT MARCEL A.M. VISSERS, EDITOR IN CHIEF

a country in which quality of life is highly regarded and where ‘thinking green’ has become a part of our daily conduct. In this second largest country in the world, nature predominates, with its spaciousness, healthy air and abundance of green. All of these are highly regarded values in these times. In the last few years, Europeans have discovered this aspect of our country, and each year

we’re seeing more and more visitors making their way to Canada. And among the four great Canadian cities, Vancouver has even developed into a City-Trip-Topper. Vancouver stands out by virtue of its location on the ocean, its mild climate, and the city’s high quality of life. In particular, Vancouver has become a lively city, a city that has developed into a Lifestyle City. The old image no

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> TO U R I S M VA N CO U V E R

RICK ANTONSON PRESIDENT AND CEO OF TOURISM VANCOUVER

‘VANCOUVER HAS DEVELOPED INTO A LIFESTYLE CITY’ longer fits! We’re going to really show the new image in 2010, when the whole world will be looking at us during the Vancouver 2010 Olympic and Paralympic Winter Games.

Marcel Vissers: I myself (and many others too, I think) have a very limited historical knowledge of Canada, and British Columbia in particular.

I know that you’re an expert in this field.

Rick Antonson: In comparison with Europe, we have a young ‘western’ history, though our indigenous peoples have been host nations for countless years. Often Europeans wonder at the differences between Canada and the US, the parliamentary system in our country and our links to the Queen of England, our rich fabric of multinationals which is characterized as the ‘Canadian Mosaic’, the Canadian emphasis on diplomacy in foreign affairs, the inventions few people know came from Canada: Blackberry technology, basketball, telephone, electric lightbulbs, and the reputation of Vancouver as “Hollywood North” because of the number of films made here each year.

Marcel Vissers: The 2010 Olympic Winter Games do indeed mean a lot for a region and for a city. I’ve seen the promotional film, and it certainly predicts big things for British Columbia and Vancouver in particular.

Rick Antonson: First of all, there’s the opening of the new extension to the Vancouver Convention Centre, which will serve as the International Media Centre for the Games.

The whole world will become familiar with this iconic building. For us, the Winter Games are the definitive, figurative springboard to a larger reputation in the world. Vancouver is already a well-known city in the congress world. According to the ICCA (2007), we’re in 26th place, in front of other Canadian (North American?) cities (only Montreal does better:

the UIA ranks it in 15th place). Everybody in this city has their eyes on 2010. The world will be watching. It’s catalysing a great solidarity and future-directed thinking. And for Vancouver? We have everything to entice a congress delegate and also to make him or her come back.

Marcel Vissers: How should I now view Tourism Vancouver, Meetings & Conventions in this overall picture?

Rick Antonson: Tourism Vancouver is a business association representing approximately 1,050 members in tourism and related industries and activities. And we have a terrific partnership with the Vancouver Convention Centre. Our purpose is to effectively market Metro Vancouver as a destination for leisure, meeting and event travellers. Our goals are to attract visitors to the region, encourage them to stay longer, and ensure they return. This is done through the coordinated group action of members and staff working together. On our (green) website, we make a clear distinction between ‘Book Your Meeting’ and ‘Service your Meeting’. This last point is very important to us: first of all, it’s all about ‘building exceptional customer relationships’.

Marcel Vissers: Green is paramount for Vancouver. To what extent is this a marketing tool?

Rick Antonson: Future-oriented, responsible thinking is indeed paramount for us, that’s true. And green thinking is one example of that. We’re a land of mountains, sparkling ocean, cosmopolitan flair and we’re especially a multicultural city. In no way do we want to give up these values. For us, green thinking and green meetings are actually put into practice. They’re used less as marketing

False Creek

tools - they are Vancouver’s reality. Did you know, by the way, that Greenpeace was created in Vancouver? In our Leadership report, we say clearly that we’re ‘Green Vancouver’ … and that’s not black and white!

CONTACT Richard Yore, Director of Sales ryore@tourismvancouver.com tel 604 631 2803 Dorte Ottesen, International Sales Manager dottesen@tourismvancouver.com tel 604 631 2853 Meetings & Conventions Tourism Vancouver www.tourismvancouver.com Exceeding Expectations A BestCities Global Alliance Member

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> VA N CO U V E R CO N V E N T I O N C E N T R E

A CONVENTION CENTRE FOR A NEW WORLD AT THE BEGINNING OF APRIL THIS YEAR, ONE OF THE MOST BEAUTIFUL EXTENSIONS TO AN EXISTING CONVENTION CENTRE WAS OPENED. UNRIVALLED IN ITS LOCATION ON THE WATERFRONT, AND WITH ONE OF THE LARGEST LIVING GREEN ROOFS IN THE WORLD, THE NEW VANCOUVER CONVENTION CENTRE HAS TAKEN A BIG STEP TOWARDS THE FUTURE. AN EXPERIENCED INDIVIDUAL IS IN CHARGE OF A PRESTIGIOUS UMBRELLA PROJECT: VANCOUVER CONVENTION CENTRE EXPANSION. WE HAD A LIVELY AND FROM TIME TO TIME A Warren Buckley

PHILOSOPHICAL-HUMOROUS CONVERSATION WITH THE PRESIDENT AND CEO, WARREN BUCKLEY.

Marcel Vissers: After years of success leading Suntec Singapore, you’re back in your native land leading another large project in Vancouver. I see a happy Warren Buckley sitting before me.

Warren Buckley: You would probably have seen a happy Warren Buckley sitting in Singapore, too. I had a great time there, with so many new experiences that I can put to very good use here. But I must honestly admit that it’s really good to be back in my home country. I have the feeling that I’ve embarked on a new youth in my career. The project that I’m leading in Vancouver is more than the

Convention Centre alone.

Marcel Vissers: Indeed, I read here about ‘BC Place’ as well?

Warren Buckley: The Olympic Winter Games are just around the corner, and we mustn’t lose a moment in showing the world this unique event in all its beauty. So, the City of Vancouver has drawn up a master plan for 2015. There are three large investors involved in the project: the Federal Government, the province of British Columbia, and the public sector. BC Place is a world-class venue that was erected in 1983 and has an

air-supported dome. In 2011, we’ll unveil an innovative, energy-saving retractable roof.

It will become the home of the greatest moments in BC’s sports history and future host of the 2010 Winter Olympic Games’ opening and closing ceremonies. You should also look at the Convention Centre’s new extension in this context. Building for a new world. More than ever before, we want to put Vancouver and Canada on the global map!

Marcel Vissers: How do you see the Vancouver Convention Centre’s future?

Warren Buckley: When we look at the suc-

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> VA N CO U V E R CO N V E N T I O N C E N T R E

cesses that were achieved in Barcelona and Sydney where the Olympic Games were also held then, I see a great future in store for Vancouver as a destination. The Vancouver Convention Centre with its Five Sails is already a Vancouver landmark. And we’re also an award-winning Centre. There are more than 7,000 bedrooms on walking distance from the Convention Centre. And a new hotel on the site in under construction.

We’re now resolutely taking the global lead for everything concerning sustainability. The building is a fine example of this. We’re also very strong in the area of congress bidding.

My image of the Centre’s future is extremely positive.

WE HAVE MORE THAN 7,000 BEDROOMS ON WALKING DISTANCE FROM THE CONVENTION CENTRE

Vancouver Convention Centre Ballroom View

THE HIGHLIGHTS OF THE VANCOUVER CONVENTION CENTRE’S ABILITY TO HOST GREEN MEETINGS, OR ‘ZERO-WASTE’ EVENTS The new expansion is constructed to LEED (Leadership in Energy and Environmental Design) Gold standards and is at the forefront of environmental design and sustainability.

Key Green Design features: + Marine habitat design built into foundations + Seawater heating and cooling and on-site water treatment + On-site grey and black water recycling systems + Use of natural light and natural ventilation + Carbon neutral by 2010 + Zero-waste targeted via reducing, reusing and recycling + Current facility-wide recycling program recovers nearly half of the total volume of waste generated. + Source fresh, locally and organically produced foods for ‘scratch’ kitchens + Sustainable BC forest products are key in the design of the expansion.

Many of the interior walls and ceiling details showcase BC wood products, featuring fir and hemlock

GOING GREEN ENVIRONMENTAL SUSTAINABILITY If you’ve ever had the chance to listen to Catherine Wong, Vice President Operations, on the topic ‘Going Green Environmental Sustainability’, you know how passionate she is about the Vancouver Convention Centre. During the last AIPC congress in Singapore, I sat listening to her with my mouth open. That was also the beginning of my fascination with one of the world’s largest green roofs better known as the ‘Living Roof’ whose most prominent features are: + A 6-acre (2.4 hectares) green roof + Housing over 20 species from the Northwest, totalling almost 400,000 indigenous plants and grasses + Grown in lava rock, topsoil and gravel approximately 6 inches deep + Drainage and water recovery systems collect and use rainwater as irrigation

A CONGRESS CENTRE IS A LITTLE LIKE A HOTEL

Ken Cretney

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Ken Cretney is the new GM of the Vancouver Convention Centre. Because I was so inquisitive about the living green roof of the new extension, he led me on a tour of the convention centre. We took the stairs, and finally (breathless) reached the roof. I saw the grass growing I swear! Sheep and goats could graze on it. To my mind, this is the loveliest green work of art that there is.

Ken is of the same opinion: “We’re a conference centre, but especially a waterfront building where three things predominate: glass, light and water. The

wood comes from the region, the glass from overseas, and the water is from Vancouver. Delegates will have the time of their life here. But a Centre is more than materials you also have to infuse it with a soul. That’s why we devote so much attention to art (literally) and service. I myself come from the hotel sector, and I adhere to the notion that a conference centre must be managed like a hotel. There’s only one difference between the two: there are no guest rooms. Delegates can’t sleep here, except on their chairs during the congress...”

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> VA N CO U V E R H OT E L S & V E N U ES

VANCOUVER: TRENDY CONGRESS CITY

Fairmont Hotel Vancouver

Westin Bayshore

Sheraton Wall Center

VANCOUVER IS A FAVOURITE CITY TRIP TOWN IN CANADA SIMPLY BECAUSE IT HAS EVERYTHING THAT A DEMANDING VISITOR IS LOOKING FOR THESE DAYS. ON TOP OF THAT, YOU’RE BOUND TO HAVE MILD WEATHER IN VANCOUVER. I VISITED THE CITY FOR A COUPLE OF DAYS IN THE COMPANY OF AN EXCELLENT HOST: RICHARD YORE, DIRECTOR OF SALES, MEETINGS & CONVENTIONS, FOR TOURISM VANCOUVER. HE HAD ME ENJOY THE CITY AS IF I WAS A WEEKEND CONGRESS DELEGATE. WE TOOK A LOOK AROUND THE FOUR OF THE LARGEST CONFERENCE HOTELS AND VISITED ALL OF THE SPECIAL VENUES THAT VANCOUVER HAS TO OFFER.

THE LARGEST CONFERENCE HOTELS IN VANCOUVER Whether it’s a large citywide event or a small conference, finding the right convention hotel is an all-important task, and in Vancouver it’s easy!

In the downtown area alone, there are more than 15,000 hotel rooms with hundreds of thousands of square feet of meeting space to accommodate your event. We visited four of the city’s largest conference hotels, all located in the city centre within walking distance of the newly expanded Vancouver Convention Centre:

A LANDMARK HOTEL: THE FAIRMONT HOTEL VANCOUVER A landmark hotel, the Fairmont Vancouver Hotel is the perfect venue for meeting in the midst of Vancouver luxury: close to Stanley Park and Vancouver’s restaurants, bars, shops and sports stadiums. The hotel houses 556 guest rooms, and meeting facilities that include 2 grand ballrooms and 12 function rooms with 3500m2 of meeting space. www.fairmont.com/hotelvancouver

A TOWER HOTEL: SHERATON VANCOUVER WALL CENTRE The largest hotel in Vancouver, the Sheraton Vancouver is a luxury high-rise business facility in the heart of Vancouver’s shopping and entertainment areas, surrounded by the trendy Robson Street and Yaletown boutiques, outdoor Markets and art galleries. The hotel has 736 guest rooms along with meeting facilities that include a trio of ballrooms, 35 meeting rooms and 4600m2 of meeting & exhibition space. www.sheratonvancouver.com

A DOWNTOWN RESORT HOTEL: THE WESTIN BAYSHORE On the shores of Coal Harbour, overlooking Stanley Park, the Westin Bayshore offers the best of both worlds: an invigorating urban lifestyle and a relaxing resort-like experience. The hotel has 511 guest rooms with 5600m2 of meeting space that includes the largest ballroom in Western Canada and 35 meeting rooms. www.westin.com/bayshore

Hyatt Regency

A DOWNTOWN LUXURY HOTEL: THE HYATT REGENCY Surrounded by the bustling business center moments from shops and entertainment - the Hyatt Regency is the ideal starting point to explore everything this dynamic city offers. The hotel boasts 644 guestrooms and over 4200m2 of function space including 30 meeting rooms, two ballrooms and unique rooftop venues with breathtaking views. www.vancouver.hyatt.com

WHAT TO VISIT? WHERE TO ORGANISE AN EVENT? There are countless unique venues in Vancouver and they all offer something you won’t find anywhere else – a place to visit and meet. These venues can host groups as small as 50 to events of 1000 or more attendees. We visited 9 such venues, and each is as exciting to visit as it is to host an event at:

BC PLACE In 2011, BC Place will unveil an innovative, energysaving retractable roof. A world-class venue since the raising of its air-supported dome in 1983, BC Place will continue to make history with a modern state-of-the-art, sustainable design. Nestled in the heart of one of the most beautiful, pristine, and active cities in the world, Vancouver, British Columbia, BC Place is a place where the community comes to live their dreams. It is the home to some of the greatest moments in BC’s sports history and future host of the 2010 Winter Olympic Games Opening and Closing Ceremonies. www.bcplacestadium.com/

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> VA N CO U V E R H OT E L S & V E N U ES

THE UBC MUSEUM OF ANTHROPOLOGY Dramatic and intimate spaces at the Museum of Anthropology can be rented during non-public hours for meetings, weddings, receptions, dinners, cultural performances, awards ceremonies, workshops, and salmon barbecues - all with opportunities for exclusive enjoyment of the Museum’s Galleries and stunning ocean views. In late spring, the Michael M. Ames Theatre, including a stage and multimedia projection suite, will reopen.

This newly refurbished space presents an ideal venue for workshops, lectures, seminars, and film screenings for up to 90 guests. www.moa.ubc.ca/index.php

THE VANCOUVER ART GALLERY The Gallery stands in the centre of a city recognized as a nurturing ground for artistic talent.

Through cutting-edge exhibitions, they feature the work of leaders in the field of contemporary art and Vancouver’s internationally renowned artists, including Jeff Wall, Ian Wallace, Stan Douglas, Rodney Graham, Roy Arden and Brian Jungen, serving as a portal for their remarkable achievements while furthering British Columbia’s artistic legacy. The Gallery also houses the magnificent works of significant historical artists, including the most extensive collection of the work of Canada’s beloved Emily Carr. www.vanartgallery.bc.ca/index.html

THE ORPHEUM THEATRE Originally opened in November 1927 as a vaudeville house, the Orpheum was the largest and most opulent theatre on the Pacific Coast.

The City of Vancouver purchased the theatre in 1974 and undertook a complete restoration of the theatre’s interior. The Orpheum re-opened in

Stanley Park

1977 as the permanent home of the Vancouver Symphony Orchestra and a restored concert hall that hosts a variety of pop, classical, choral and chamber recitals. It is also an ideal venue for concert recordings, conference sessions, seminars and film shoots. www.vancouver.ca/Theatres/

STANLEY PARK Stanley Park is recognised internationally as one of the world’s great parks. Vancouver’s first park and one of the city’s main tourist attractions, Stanley Park is an evergreen oasis of 400 hectares close to the city centre. Its natural west coast atmosphere provides a backdrop of majestic cedar, hemlock and fir trees, transporting visitors to an environment rich in tranquillity. There is always something happening in the park check the Events Calendar for listings. www.city.vancouver.bc.ca

VANCOUVER AQUARIUM Promising to ‘Engage, Amaze and Inspire’ visitors, the Vancouver Aquarium is a self-supporting non-profit association dedicated to the conservation of aquatic life. Groups hosting an event at the Vancouver Aquarium directly support the Aquarium’s efforts. The Catering & Events team has developed a number of initiatives designed to reduce impact on the environment. These include success stories like the ‘Zero Waste to Landfill’ events or the commitment to 100% compliance with the Aquarium’s own sustainable seafood program, Ocean Wise. The team will also work with you to provide custom-designed menus, highlighting local cuisine and ingredients to reduce the carbon footprint. www.vanaqua.org

Vancouver Aquarium

Capilano Suspension Bridge

CAPILANO SUSPENSION BRIDGE You breathe in the cedar-scented rainforest air as you make your way across Vancouver’s famous landmark. Only minutes away from Vancouver’s city centre, Capilano Suspension Bridge takes you to the natural splendour of rainforest trails through magnificent evergreens and the unique perspective of Treetops Adventure, a walk high in the trees. www.capbridge.com

GROUSE MOUNTAIN, THE PEAK OF VANCOUVER Grouse Mountain is a year-round mountaintop playground offering exceptional recreation and magical views of Vancouver. Just 15 minutes from Vancouver’s city centre, Grouse Mountain offers customised recreational options for every season, along with the technical and presentation tools to support any business meeting. There are full catering capabilities as well as a choice of unique venues, from intimate to large. www.grouse-mountain.com

THE MORRIS J. WOSK CENTRE FOR DIALOGUE The Morris J. Wosk Centre for Dialogue is a conference centre dedicated to understanding effective communication. The only facility in BC certified by the International Association of Conference Centres, it adheres to the highest standard of conference meeting space. Since its opening in September 2000, the Centre has been the catalyst for issues ranging from restorative justice and international law to health care to art.

Innumerable smaller but important conversations, arbitrations and seminars take place there daily. www.sfu.ca/dialog/

The Morris J. Wosk Centre for dialogue

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> VA N CO U V E R CA S E ST U DY

A WORLD CONGRESS ON TRANSPLANTATION IN VANCOUVER INTERVIEW WITH PROF. DR. PAUL KEOWN, CHAIR OF THE CONGRESS IN 2010 ‘The Transplantation Society is an international forum for the worldwide advancement of organ transplantation and it organises a world congress every two years.’

That’s how the engaging Professor Dr. Paul Keown, who is member of the University of British Columbia, sums up the world congress that will be held in Vancouver in August 2010.

He is the Chair of this 23rd Congress. He also had me understand immediately that, in the preparation and follow-up of the congress – from bid to chair, if you will – the Vancouver Convention Bureau has been a great and active support. And he mentioned the individual by name: Richard Yore, Director of Sales, Meetings and Conventions

Marcel Vissers: Professor, how should I picture ‘The Transplantation Society’?

Paul Keown: You will undoubtedly remember 1967, when South Africa’s Dr. Christiaan Barnard accomplished the world’s first human heart transplantation. Since then, this medical speciality has undergone an unprecedented evolution and local, national and regional transplantation associations have sprung up all over the world, including in Canada. You should view TTS as a coordinating organisation that gathers together all possible disciplines around transplantation.

The bi-annual world congress is a good example of TTS’s activities. Our very first congress was in 1966 in Paris.

Marcel Vissers: And how would you explain organ transplantation to our readers?

Paul Keown: Organ transplantation is a successful therapy for end-stage organ failure of the kidney, liver, heart, lung, pancreas or intestine. Transplantation of cells and tissues is the most recent great gain in this medical discipline. The access of patients to transplantation therapy varies widely across the globe, partly determined by the underlying level of economic development in different countries and partly determined by other factors such

as the availability of organs. And it is to the Transplantation Society’s great credit that it has decided to seek to address global inequities in transplantation therapy in order to facilitate appropriate access to transplantation for all patients who would benefit.

Marcel Vissers: And then suddenly there’s the good news that TTS is organising the biannual congress in 2010 in Vancouver!

Paul Keown: Suddenly is not really the right word. As is the case for all large medical congresses, the preparatory route is a long one and requires the cooperation of all kinds of local and national organisations. We’ve been planning this congress for six years.

And here I should pay high tribute to the Vancouver Convention Bureau, which has helped us enormously in drawing up the bid and pulling in the congress. There’s a lot of hard work involved in bringing more than 4000 delegates to a city. Especially lots of collaborative work!

Marcel Vissers: Was it an easy decision for the council?

Paul Keown: We have a very democratic decision-making process when a decision needs to be taken about where the world congress is to be held. It always begins with a call for bids. TTS’s council has made a number of important alterations to the way in which its congress will be organised in the future. I suggest you take a look at the TTS website under the category ‘Call for bids for congress venues’. Whoever submits a bid should of course also have quite a bit to offer in the way of local transplantation expertise.

You should be able to show credibility. The host country and the convention centre need to be able to provide top guarantees to the organiser. And the local or national association needs to demonstrate that it has worked innovatively. Fortunately, we in Canada - and, more specifically in Vancouver - are very strong in this area.

Professor Dr. Paul Keown

Marcel Vissers: Do you work with a PCO in Vancouver?

Paul Keown: We have a number of very good PCOs and DMCs in Vancouver. For the congress in 2010, we’ve selected International Conference Services. As you undoubtedly know, it’s an internationally renowned PCO, specialised in the organisation of superior congresses, particularly in the medical field.

Marcel Vissers: The destination and the venue are also important for a world congress.

As a resident of Vancouver, how do you yourself view your city and conference centre?

Paul Keown: First of all, I should say that our congress in 2010 is the same year (albeit a different month) that Vancouver is hosting the Olympic Winter Games. Which is already an attraction in its own right. And this year, in April, the new extension of the Vancouver Convention Centre will open, which will also provide sufficient exhibition space for our congress. That’s an iconic event. Vancouver is consistently ranked as one of the world’s most beautiful cities. It is a city of stunning natural beauty - nestled between the snow-capped Coastal Mountains and the blue waters of the Pacific Ocean - as well as being a cosmopolitan city, bustling with activity. In Vancouver, you can golf, swim and ski all in the same day, if you’re so inclined!

PAST AND FUTURE TS CONGRESSES 2016 XXVI 2014 XXV 2012 XXIV 2010 XXIII 2008 XXII

Open bid – expectation: 5,000 delegates San Francisco, USA Berlin, Germany Vancouver, Canada (approx. 4,500 delegates) Sydney, Australia (4,400 registrants)

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Let us take care of the details (and meet the deadines)!

Experience

Internationally

Experience Venue West’s excellence – we’ve been in business for more than 38 years, serving the needs of Associations and Congresses.

We are a full service company – conferences, trade shows, events, and tours - and our mission is to deliver outstanding results.

Venue West is part of an international network that provides conference services around the world. So whether you’re coming to Vancouver, or Mexico City, or Nice, or Singapore, we have the expertise and the drive to make your meeting the best it can be.

CONFERENCE SERVICES

Suite 100, 873 Beatty Street, Vancouver, BC V6B 2M6 Canada Tel: (604) 681-5226 s Fax: (604) 681-2503 Email: congress@venuewest.com s www.venuewest.com

Advance Group is not your standard Professional Congress Organizer. ŽŶŐƌĞƐƐtŽƌůĚ ŽŶĨĞƌĞŶĐĞƐ /ŶĐ͘ ŝƐ LJŽƵƌ WƌŽĨĞƐƐŝŽŶĂů ŽŶŐƌĞƐƐ KƌŐĂŶŝnjĞƌ ;W KͿ͕ ĚĞĚŝĐĂƚĞĚ ƚŽ

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tĞ ĂƌĞ ĐŽŵŵŝƚƚĞĚ ƚŽ ŽƵƌ ĐůŝĞŶƚƐ ĂŶĚ ƚŚĞŝƌ ĚĞƐŝƌĞ ĨŽƌ ĞdžĐĞůůĞŶĐĞ͘

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ŽŶŐƌĞƐƐtŽƌůĚ DĂŶĂŐŝŶŐ WĂƌƚŶĞƌƐ :ŽƌŐĞ ĂƐƚĞdž͕ >ĂƌƐ ŚƌŝƐƚĞŶƐĞŶ͕ :ĂŶ ZĞƵƚŚĞƌ͕ ^ƵƐĂŶ ZŽďĞƌƚƐ

ŽŶŐƌĞƐƐtŽƌůĚ WĂƌƚŶĞƌƐ Θ ůůŝĂŶĐĞ ĂŶĂĚĂ ; ŽŶŐƌĞƐƐtŽƌůĚͿ Ͳ ŚŝůĞ Ͳ LJƉƌƵƐ Ͳ ĞŶŵĂƌŬ ;/ ^ Ͳ /ŶƚĞƌŶĂƚŝŽŶĂů ŽŶĨĞƌĞŶĐĞ ^ĞƌǀŝĐĞƐͿ Ͳ ^ŽƵƚŚ ĨƌŝĐĂ ;dŚĞ ŽŶĨĞƌĞŶĐĞ ŽŵƉĂŶLJͿ Ͳ dƵƌŬĞLJ ;^ĞƌĞŶĂƐ 'ƌŽƵƉͿ

We will: t Be your most important strategic business partner t Focus on building successful opportunities t Create value that contributes to the bottom line t Provide innovate ideas and adjust our services to fit your needs t Create positive and lasting relationships.

We have built our reputation on this.

For more information please visit our website or contact us at: www.advance-group.com Website: Email: sales@advance-group.com Telephone: 604.688.9655

providing

SMART SOLUTIONS

ǁǁǁ͘ĐŽŶŐƌĞƐƐǁŽƌůĚ͘ĐĂ ŝŶĨŽΛĐŽŶŐƌĞƐƐǁŽƌůĚ͘ĐĂ dĞůĞƉŚŽŶĞ͗ ϭͲϲϬϰͲϲϴϱͲϬϰϱϬ

^ƵŝƚĞ ϳϮϱ Ͳ ϭϭϱϱ tĞƐƚ WĞŶĚĞƌ ^ƚƌĞĞƚ Ɣ sĂŶĐŽƵǀĞƌ͕ ͕ ĂŶĂĚĂ Ɣ sϲ ϮWϰ

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HQ

> VA N C O U V E R P R E- A N D P O S T-T R AV E L

VANCOUVER, SPECTACULAR BY NATURE

Hiking Whistler

Alaska Cruise ship

Rocky Mountaineer

IT WOULD BE A SHAME FOR A CONGRESS DELEGATE TO LEAVE VANCOUVER WITHOUT

VANCOUVER - ALASKA CRUISE

VISITING ONE OF THE NATURAL TREASURES IN THE VICINITY OF VANCOUVER, BRITISH CO-

Vancouver serves as the home port for the renowned thousand-mile Inside Passage cruise, offering some of the world’s most spectacular scenery. Passengers will be enthralled with the wondrous maze of forested islands, glacier-carved fjords and Southeast Alaska’s most popular, frontier-friendly ports.

LUMBIA. WE’VE SELECTED 5 GEMS FOR YOU. AND IF YOU’VE NEVER FLOWN IN AN AMPHIBIOUS PLANE, PLEASE DON’T LET THE CHANCE IN VANCOUVER PASS YOU BY. A ROUND-TRIP FLIGHT TO VICTORIA, THE CAPITAL OF BRITISH COLUMBIA, IS AN UNFORGETTABLE SPECTACLE FOR THE EYE AND THE HEART. AND BE SURE TO VISIT THE ROYAL BRITISH COLUMBIA MUSEUM THE BEST GUIDE BOOK THERE IS FOR ANYONE WHO WANTS TO KNOW MORE OF THE HISTORY OF CANADA AND OF BRITISH COLUMBIA IN PARTICULAR.

WHISTLER From Vancouver, a scenic 90-minute drive north along the Sea to Sky Highway leads to Whistler, North America’s #1 ski resort.

Along the way are excellent photo and hiking opportunities, including spectacular Shannon Falls and the stunning Stawamus Chief rock face. Once in Whistler, stroll the cobble-stoned streets, enjoy a wide selection of restaurants and outdoor cafés, or

Whale watching

Okanagan Valley

take in year-round special events and street performers. Winter activities include world famous skiing, snowboarding, snowmobiling and snowshoeing on Whistler and Blackcomb Mountains. In the summer, enjoy championship golf, hiking, mountain biking, canoeing, guided nature walks, swimming, and other watersports.

ROCKY MOUNTAINS Whether you are looking for peace and solitude or outdoor adventure, travel onboard the Rocky Mountaineer train & head to the breathtaking Canadian Rockies. Here, the landscape is as diverse as the views are spectacular. You’ll discover cool glaciers and natural hotsprings, dense forests and wide open meadows. And there is plenty to do, everything from hiking, mountain biking and horseback riding to canoeing, kayaking, and fishing.

VICTORIA & VANCOUVER ISLAND Victoria, BC’s capital city, is accessible from Vancouver by passenger/vehicle ferry, floatplane or helicopter. Better yet, take a whale watching tour in an open vessel and sea Orca whales, sea lions, and other marine wildlife. In Victoria, experience the old English charms with double-decker bus ride or traditional afternoon tea at The Fairmont Empress hotel. Other attractions include the Parliament Buildings and Butchart Gardens.

Just north of Victoria, there are wineries in Cowichan Valley, native totems in Duncan, and art galleries in Chemainus.

OKANAGAN VALLEY Situated in central British Columbia, the Thompson-Okanagan region is one of the province’s most beautiful and best-kept secrets. With its green valleys, bountiful orchards, crystal clear lakes and mountain resorts, the area abounds with things to do and see year-round. From wine tasting tours to whitewater rafting, golfing and sailing to skiing and snowboarding, the Okanagan Valley has it all.

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WE’VE OVERLOOKED NOTHING. YOU’LL OVERLOOK EVERYTHING. People come to conventions to get inspired. That’s why when we had the chance to design a new convention centre from the ground up we did things a little differently.

See what we’re talking about at theinspirationcentre.ca

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Vancouver

ONE OF THE WORLD’S PREMIER MEETING AND CONVENTION DESTINATIONS Bring your next meeting or convention to Vancouver and discover why this spectacular city is consistently rated as one of the best places in the world to live and one of the top delegate draws. Vancouver offers exceptional cuisine, first-class hotels and outstanding facilities including our award-winning, recently expanded convention centre.

Make Tourism Vancouver your first point of contact for a successful meeting. We provide assistance with securing guestrooms and meeting space, bid presentations, site inspections, delegate air services, promotional material and other convention services.

Contact Richard Yore in the Meetings & Conventions department at ryore@tourismvancouver.com or 604.682.2222 or visit our website tourismvancouver.com.

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HQ

> BEST CITIES

DO YOU KNOW THE BEST CITIES GLOBAL ALLIANCE? THOUGH IT’S SOMETIMES HARD, THE HQMAGAZINE.EU TEAM IS THRIVING TO BE THE BEST. THAT’S WHY WE ALSO LIKE TO PROMOTE THE BEST DESTINATIONS WHERE TO HOLD CONGRESSES AT. VANCOUVER AND MELBOURNE, ON WHICH WE HAVE WRITTEN EXTENSIVELY IN THIS ISSUE, ARE PART OF THE BEST CITIES GLOBAL ALLIANCE. BUT WHAT IS THAT ABOUT EXACTLY? LET’S FIND OUT! Comprised of Cape Town, Dubai, Singapore, San Juan, Copenhagen, Edinburgh, Melbourne and Vancouver, the Best Cities Alliance has established the meeting industry’s first global Client Service Charter which guarantees member convention bureaus service levels built around five key attributes: reliability, assurance, innovation, empathy, and responsiveness.

It’s almost like meeting planners can select a ‘best city’ with a blind eye: choosing a ‘best city’ partner guarantees the highest possible standards in the provision of expert

information on the destination, specialist assistance in planning and putting together a bid package, assistance in the initial planning stages of a convention, maximising delegate attendance, and providing value added services onsite to complement an event.

What else could you dream of?

On a digital note, the Alliance website comes complete with a RFP booking engine, and provides meeting planners, who increasingly rely on internet-based information, with guidelines and tips for planning a meeting, incentive, convention or exhibition.

Melbourne

Stay tuned: we will keep you updated on this Best Cities Alliance on www.hqmagazine.eu!

And if you would like to receive sample copies of the reports on Vancouver and/or Melbourne, please contact cecile@meetingmedia.eu www.bestcities.net

London oond on nnd ddooonn 80' 80 Am Am mst ms sterdam am 2h40

Bru Br Brussels ruusss ssse sseeelllss 34 34'

Liilill Li Lil Lille ille llllle llee

Paris arris aari rriis is 60'

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THE KEY ROLE OF INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY HAS BECOME A NECESSITY OF THE BUSINESS WORLD THAT IS GRADUALLY BECOMING INTEGRATED INTO TODAY’S CORPORATE AND IT STRATEGIES. THIS LEVEL OF ALIGNMENT IS REMARKABLE AND AFFECTS ALL OF US IN OUR DAILY PERSONAL AND PROFESSIONAL LIVES. TEXT LUC MAENE - ESAE PRESIDENT AND DIRECTOR GENERAL OF THE INTERNATIONAL FERTILIZER ASSOCIATION

In trade associations, IT is not only part of the way our organisations are managed from an administrative and project management standpoint. IT should also be conceived as a tool to improve our services or even create new ones. As part of service provision to members, remote technology and web 2.0 offer a diverse array of opportunities by, in particular, allowing greater information tailoring, service customisation and interactivity. The first and most important use of IT investment for a trade association is its website. Brochures, flyers, business cards now need to be complemented by more interactive presentation materials.

At the International Fertilizer Association (IFA), we recently revamped our website entirely and opted for a content management system. With such a team structure in place, any IFA staff member can create and edit web pages. This decision marked an important change in our association’s culture. The website is now no longer the webmaster’s turf. Providing content is everybody’s responsibility. fertilizer.org now has become a onestop information place to communicate with all stakeholders, from members to journalists and the general public. Our primary audience is our membership. To reach out to them in

a more personalised manner, a member-only section was created that addresses members’ information needs. To improve further interactive and remote collaboration, we have also just started using online workspaces for document sharing, such as MS Live Workspace. Our overall communications strategy now tackles the challenge of improving our

Luc Maene

web presence, in particular through web 2.0 tools (YouTube, SlideShare, LinkedIn, etc.)

In addition, we are currently trying to improve our internal knowledge management by using project management and team workspaces, such as MS Sharepoint, to communicate better among ourselves, collaborate more effectively, improve workflows and

ESAE CALENDAR 2009 LOOKING BACK ESAE/EMIF ASSOCIATION PROGRAMME MARCH 18, 2009 - TOUR & TAXIS, BELGIUM IN CONJUNCTION WITH

ESAE was pleased to partner with EMIF in Brussels on 18 March, 2009 for a first-ofits-kind dedicated association programme.

We’d like to thank all delegates and speakers who helped make this a valuable, content-rich morning and a basis for partnership building.

‘Strategies for challenging times: building your thriving association’ was the theme giving speakers and participants the chance to discuss the challenge of members’ en-

gagement in today’s climate. Gérard Legris, Head of Unit at the European Commission, provided new insights into the workings of the organisation. We also welcomed Karin Wouters who offered first-hand case studies on crisis management.

SAVE THE DATES! ESAE provides a range of opportunities throughout the year to develop and exchange your knowledge and understanding of issues affecting European associations.

> 16 JUNE, 2009 - BRUSSELS, BELGIUM > MORNING MASTERCLASS Embracing the Revolution: Building the Association’s Innovation Capacity Jeff

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facilitate administrative procedures.

The next step in our efforts will be to leverage IT in the context of our events. So far, we have been using limited new technology.

The format of the IFA meetings has remained quite traditional because IT has not yet delivered innovative solutions that can replace face-to-face networking. We are, however, exploring the possibilities of making greater

THE LATEST TECHNOLOGY REVOLUTIONISING THE EVENTS INDUSTRY

The power of new technologies can be utilised for trade associations to communicate better among themselves use of tele/web-conferencing for smaller meetings. In fact, the power of new technologies can be utilised for trade associations to communicate better among themselves. In this capacity, ESAE is tasked with an important role: to bring together information from its members and share it widely through its website and other interactive means.

HOW USING THE LATEST SOFTWARE CAN HELP SIMPLIFY ADMINISTRATION AND IMPROVE COMMUNICATION BEFORE, DURING AND AFTER AN EVENT. de Cagna, chief strategist and founder of Principled Innovation LLC. You will explore the unprecedented revolution taking place in the broader operating environment, helping you make the case for innovation. You will distill key ideas and insights from an innovation case study, and walk away with key concepts and strategies for designing an open innovation system for your organization.

> 22 OCTOBER, 2009 - BRUSSELS, BELGIUM > ESAE ANNUAL CONGRESS

TEXT SIMON YOUNG

Organising any type of event nowadays involves using some type of technology to process data. However it cannot be underestimated the number of people in the industry who are still totally mystified or baffled as to what the latest technological developments are and more importantly how it impacts on them or their future business.

Most event organisers would consider themselves familiar with the Internet and perhaps use it on a daily basis. However few are taking full advantage and utilising web based technologies to improve their overall business efficiency and increase results. Searching for a venue on-line or offering web registration just scratches the surface of what is now possible.

MAKING THE MOST OF THE INTERNET For more information, please visit www.esae.org / info@esae.org

Totally web-based solutions provide dedicated event websites to manage the whole event from start to finish using the Internet. This means no software installations on individual computers at the office relying on one person to do everything. The benefits of this type

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The key benefit of these type of web based solutions is that information can be constantly updated anywhere, subject to internet connection and is available 24/7

Simon Young

of approach are numerous as instead of just the event organiser having access to the data, anyone with the correct security password worldwide can either simply view or be allowed to edit the data. This could include other organisations and coordinators at different locations, hotels, speakers or abstract referees.

DESIGNED FOR THE DELEGATE For the delegate this type of web based system also has advantages, or example activities such as workshops, dinners and tours can be listed and anything the delegate signs up for can be incorporated into a final, personalised participant agenda. Again this is available for the delegate to view at their leisure any where keeping the profile the event constant in the delegates mind.

The allocated hotels or the event can be represented on the event website enabling full descriptions of the hotels and their activities as well as virtual tours etc. Individual hotel reservations, room block selling and automatic hotel booking per participant and room-sharing management all becomes easier to manage. Reservations can be modified or cancelled online and rooming lists forwarded to each hotel simply and quickly.

are constantly available and up-to-date.

Evaluation forms and questionnaires can be created and arranged in different customisable folders. Statistics can be gathered and reports defined.

Another important element of many events which is difficult to coordinate is abstract handling. The full workflow from abstract submission to notation by referees, editing and the insertion of images, to publication of the proceedings can all be done online.

Additionally and perhaps more importantly for the event organiser communicating with delegates or other participants in the event becomes easier automatic emails can be created and sent to one or a group of selected people and personalised. Text messages can also be personalised and sent to mobile phones.

IMPROVING COMMUNICATION THROUGHOUT THE EVENT The key benefit of these type of web based solutions is that information can be constantly updated anywhere, subject to internet connection and is available 24/7.

PUSH ASIDE THE PAPERWORK

The results lead to improved communications, better e-marketing of the event and easier data analysis or event organizer, delegate and supplier. The cost associated with organising an event in this way does not have to be astronomical as these types of solutions can be rented per event so they are available and affordable to everyone.

Other reports, such as participant and activity lists, transport, budget and billing reports, which can be time consuming

So what are the downsides to this alternative to traditional event organising methods? The

speed of the Internet connection seems to be the main concern as access to the event is solely based on this and as an organiser this needs to be quick and reliable.

MANAGING YOUR MOBILE Another exciting technology that is revolutionising the events industry is interactive mobile technology. Simply using your mobile phone as a means of communicating and participating throughout an event.

Today, 94% of the population of Western Europe owns a mobile phone, 66% uses it for text messaging and 32% accesses the internet through their mobile phone. The trend for mobile internet access is just beginning - this number is forecast to rise dramatically in the next 5 years.

The service work on any device such as a mobile phone, PDA or laptop on any kind of internet connection (i.e. W-LAN, Wi-Fi, GPRS or fixed line and regardless of the network operator) is therefore available for almost anybody. Not only does it provide delegates with all the information regarding an event they require via their mobile phone, it also helps to reduce operational costs by reducing staff numbers and paperwork. There is also the added benefit generating additional sponsorship revenue through mobile advertising.

KEEPING ON TOP OF TECHNOLOGY In an unpredictable and often difficult business environment, making use of all the available technologies can provide that margin that will make an organisation more efficient saving time and money. But more importantly the key is to be fully aware of what is currently on the market to decide whether that technology will benefit you.

With a lot of high-tech jargon it is very easy to confuse the different options available and make a wrong investment which can be very costly financially and otherwise. Research the market carefully asking any unfamiliar terminology to be fully explained and always demand a demonstration.

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REDUCE REPORTING WORK

HOW ONLINE REGISTRATION REDUCES WORKLOAD AND SAVES VALUABLE TIME In Meeting Planners International Future Watch survey, event organisers positioned Workload as the number one issue impacting their job and industry. Overworked and underpaid could not be a more appropriate way to describe event organisers today juggling location logistics, hotels, catering, agendas, marketing and the many other details relating to registering people to their events.

‘Event organisers are reducing their workload by 50% using online registration and why it is the fastest growing solution in event organising today.’

According to industry expert Corbin Ball, 80% of event organisers are really being disadvantaged by managing their registrations using non-online methods. They are missing out on cutting their workload in half because they are not using an online registration system. In a recent survey, 342 event organisers estimated their workload was reduced by 55% on average after switching to an online event registration system. A good online registration system eliminates a lot of work by automating tasks that event organisers used to do manually, like data entry, reporting, mailing and payment processing work. Below are seven ways a good online registration system can cut an event organisers workload in half.

REDUCE DATA ENTRY WORK Using paper registrations or web forms becomes a time consuming process that leaves you struggling with illegible handwriting and correcting wrong information. An online registration system takes the registration data right from the online form, stores it in an online database where you can access any delegates’ information at anytime and runs an unlimited number of reports with a click of a button.

REDUCE ACCOUNTING WORK Collecting payments from those who have forgotten to pay is an ongoing issue before, during and after events, turning into too many mailers, phone calls and keeping up-to date on your accounts receivable tracking.

An online system automatically accounts for who owes what and produces reports where you can email personalised letters with amounts due at just a click of a button.

REDUCE MAILING WORK Registration using paper or a web form can increase manual work i.e. printing, copying, folding, mailing, emailing etc. An online system will eliminate these time-consuming activities by automatically emailing everyone when they register with their receipt, invoice and event materials. It also makes reminders easy when you can email everyone with a click of a button.

If you use Excel spreadsheets or home-grown databases to organise your data, then you have the ongoing task of transferring and compiling data to get the totals you need for your event. An online registration system will automatically compile and tally all of your data for you in real-time. You can run summary reports that tell you how many people are attending, how much they paid, and what dietary requirements you need to order. You can also give links to these reports to your clients or vendors so they can get up to the-minute information without you having to send updates.

REDUCE CREDIT CARD & PAYMENT PROCESSING WORK Accepting non-online payments is manual processing, with data entry, wrong credit card numbers, declined cards and accounting complexities. An online system will eliminate these extra steps with real-time credit card processing and built-in automated accounting doing the job the moment someone registers.

REDUCE DELEGATE CHANGES Delegate changes and cancellations are a necessary part of registration, creating many calls and email requests that interrupt you at your busiest time, right before the event! With an online system, delegates can go online and make their own changes and cancellations without ever having to bother you. You just get the email notification that it took place.

REDUCE ALLOCATION MANAGEMENT TIME Managing allocations for events, breakout sessions and room blocks can be a time consuming and intensive task. A good registration system automatically manages allocations, waiting lists and automatically notifies your delegates when a place is not available.

For more information or questions: simon.young@missioneventsoftware.eu or visit www.missioneventsoftware.eu.

Simon Young is an online event technology specialist and MISSION event software Ltd, a leading European event management software company.

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FACEBOOK FOR ASSOCIATIONS

YOUR TOP FIVE QUESTIONS ANSWERED, FROM HOW TO GET STARTED IN THIS POPULAR FORM OF SOCIAL MEDIA TO HOW TO MEASURE THE RETURN ON YOUR INVESTMENT. TEXT MADDIE GRANT CHIEF SOCIAL MEDIA STRATEGIST FOR SOCIALFISH

Facebook is the number one social media tool deployed by associations, according to a summer 2008 Association Social Technologies Survey. It’s made up of more than 52 million people in the US alone. It’s the online hangout of young professionals - as well as a growing number of young-at-heart professionals. Plus, setting up an official presence for your association is free.

1. You’re always saying ‘start by listening’ - but what does that mean, exactly?

And how do we know if our members are on Facebook?

‘Listening’ means finding where your members

are hanging out and paying attention to what they’re discussing online. On Facebook, you can start by simply searching. To do that, just: 1. Set up a Facebook account.

2. Look for a search box at the top right the screen, where you can type in the name of your association (or related acronym and keywords) to see what comes up.

Another easy way to start listening is by personally connecting to your members.

Do you have members in your email address book? Facebook’s Friend Finder walks you through the process of importing email addresses from your webmail (Gmail, Hotmail, AOL, Comcast, etc.) or

email client (Outlook 2000 or above).

Then, Facebook will automatically find everyone in that list who is already on the network.

Checking this way is important because the last thing you want to do is spam your members. But if they are already on Facebook, they will usually be glad to get an invitation from you to connect.

2. What if we find an existing group on Facebook claiming to represent us even though we didn’t have anything to do with it?

A group like this is another good thing. It is visible proof that you represent something of value that people want to share. In response: • Join the group or page and connect with the administrator.

• Let him (or her) know that you’re really happy he’s bringing members together.

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• Ask what you can do to help - from simply feeding content or logos to actually taking over the work of administering the group.

• Offer to link to the group from your website. Be as friendly as possible and you may reap the benefits in new members. You will certainly get some free word-of-mouth marketing.

3. Which should we set up… a Facebook Group, a Facebook Page, or both?

This issue is still being debated. For-profit businesses tend to prefer Facebook Pages.

Pages are like a company profile. They let you track traffic and demographics and then target ads to group members and their friends.

I think, though, that as a membership association, you have an inherently special relationship with members that may enable you to get more out of a Facebook Group. Groups are intended to encourage interaction at a peer-to-peer level. In a Group, for example,

As a membership association, you have an inherently special relationship with members that may enable you to get more out of a Facebook Group you can send all your Group members messages that will reach them in their Facebook inbox. In contrast, on Pages you can only post ‘updates’ that people may or may not see.

4. OK, so now we have a group.

How do we keep the activity going?

Nurturing your Facebook Group takes time

IF YOUR GOAL IS TO… THEN YOU SHOULD… … find your stakeholders on Facebook

… track the number of group members or fans you get

… generate word of mouth

… track the number of pass-along event invitations

… track traffic back to your website

… use your site’s landing page to generate that metric

… reach younger members

… track the demographics of your fans on your Page

… attract a new audience

… try Facebook Ads, which have powerful demographics and metrics you can use

and a little bit of regular effort, but it’s not hard to do.

A crucial element is fresh content on a regular basis. Any time a group member posts content to your group, an update is posted in their friends’ newsfeeds. So recruit a few champions - staff and members who have other members as Facebook friends. Ask them to upload photos of your events, tag people in the photos, post discussion topics, and otherwise participate in the group.

If you don’t get members involved as champions, the group can very easily wither and die.

Remember, even if you want to use the group to market your stuff, peer-to-peer interaction is the key to a viable Facebook Group.

you will start to see benefits, especially if you are actively using event invitations and group messages with your Group or Page. The bottom line is this: A successful presence on Facebook can help you turn your membership base into a community of people who feel a connection with your organization. So go ahead – tap into the social graph. There is little risk in trying and a whole world to gain.

Maddie Grant is the chief social media strategist for SocialFish, a company that helps associations get the most out of social media.

Maddie blogs at www.diaryofareluctantblogger.com Contact: maddie@socialfish.org

5. How do we measure success?

What’s the return on investment?

There are a lot of ways to measure your success on Facebook. The metrics you choose will depend on your goal for being in the space.

It will take time to start seeing a real ROI. Facebook is essentially a word-of-mouth engine; the more connections you can make with members, the more the engine can work for you. Once you establish yourself in the space and make connections with your stakeholders,

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10 TECHNOLOGY TIPS

FOR MEMBERSHIP RECRUITMENT & RETENTION TAKE ADVANTAGE OF NEW TECHNOLOGIES TO BETTER SERVE YOUR MEMBERS - AND EVEN INCREASE YOUR MEMBERSHIP BASE. TEXT CAROLYN HOOK - MEMBERSHIP/OPERATIONS DIRECTOR AT THE NEW JERSEY SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS, ROSELAND, NEW JERSEY

Using technology in the membership function is more than data mining, keeping your Association Management System (AMS) data clean, and providing podcasts and blogs. Organisations can use technology to recruit and retain members and provide member services that go above and beyond the member expectations. Here are 10 easy - and mostly low-cost - ways to use technology to achieve your membership goals.

1. Provide a member service through voicemail messaging. When members reach your voicemail message, take the opportunity to help answer frequently asked questions. Are members always calling to get their ID number or website password? Incorporate directions for retrieving this information online without waiting for your callback.

2. Use PowerPoint - movie-theater style.

While attendees wait for their seminar to start, run a presentation loop promoting member benefits, upcoming events, products, and services. Throw in some fun facts and trivia. Add in advertisers for some revenue.

3. Include email tags on staff signatures.

Remember the saying, ‘Membership is everyone’s job’? Instruct all staff to include short messaging in their email signatures. Create a schedule, and send new tags regularly.

4. Invest in on-hold messaging. Everyone has heard music or the static of a poorly tuned radio when they’ve been on hold; background music neither recruits nor retains members. Create announcements that tell members how to renew or how to get involved, as well as announcements that tell prospects why they should join. Your messages should be short enough to fit within your onhold wait-time goals.

5. Conduct quick, informal opinion surveys.

Survey software has made it almost too easy to conduct surveys. While straw polls are not always ‘statistically valid’, they can offer insight into member likes, habits, and so forth, or provide direction for in-depth surveys. Include one- or two-question polls regularly on your website and in electronic newsletters, along with instant results to build a following.

Remember to tell participants that they will be recorded.

8. Make the most of your ‘on vacation’ assistant. How many times do you get an automated reply message that just says, ‘I’m gone from the office until Tuesday. I’ll contact you when I return.’

Often, there isn’t even a signature.

Take the opportunity to provide a full-service automated reply message: ‘I’m sorry I can’t help you right now.

I’m gone from the office until Tuesday.

If you need to renew your membership, contact Sue Jones at ext. 245 or sjones@abc.org or visit abc.org/renew.

If you are looking for a list of affinity programs, visit abc.org/memberssave.

If you have an urgent need, please call William Baker at ext. 266. You can always visit the ABC Web site at abc. org for more information or send e-mail to membership@abc.org. Thanks. I’ll contact you when I return.’

6. Use pop-up alerts in your AMS. Set automatic alerts when members and customers have an outstanding balance, are missing an address, have special needs, or require other attention. When staff members access the members’ records, they’ll be able to update the record as needed and serve the member more effectively.

7. Conduct and record conference-call focus groups. Conference-call focus groups are appealing because members can participate fairly anonymously, at their desks (without commuting). New phone systems often have the ability to easily record a conversation and save it as a .wav file to access at any time. There are plenty of resources for conducting conference call focus groups online.

9. Use Google alerts to find info about your audience. Go to www.google.com/alerts to have Google send you a weekly email with the latest relevant Google results based on your search criteria. You may find prospects to recruit, members to congratulate, and potential exhibitors and advertisers. You can keep track of the competition.

10. Expand your online existence. Step out into the virtual world by creating a Wikipedia entry about your organization or posting videos on YouTube or photos on Flickr. Customers looking for information on your organization can learn about you in numerous ways.

Contact: chook@njscpa.org

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EVENT MARKETING AND MANAGEMENT THE DIFFERENCE BETWEEN GOOD EVENTS AND GREAT EVENTS IS MARKETING, AUTOMATION OF ADMINISTRATIVE TASKS AND GOOD MANAGEMENT. FOR OVER 15 YEARS REGIS SOFTWARE HAS BEEN PROVIDING TECHNOLOGIES FOR EVENT ORGANISERS, FOR OVER 5000 EVENTS WORLDWIDE. WITH THIS EXPERIENCE WE THOUGHT IT WOULD BE HELPFUL TO WRITE ABOUT BEST PRACTICES FOR MEETING ORGANISERS. TEXT SIMON YOUNG

EFFECTIVE INVITATIONS The first element of a successful event is effective promotion through email invitations, automated online event registration and additional integrated marketing efforts such as direct mail, phone calls and an informative event web site. Email invitations are the most economical event marketing method and undoubtedly drive more attendance for organisers than any other marketing medium. Post event data analysis on over 3,500 events showed organisers can achieve up to three times the standard response rate after implementing integrated email marketing with direct mail and outbound calling campaigns.

perience for all parties involved. Each group of invitees should receive specific messaging tailored to their interests. Response rates for a one size fits all invitation can be 50% less than invitations for specific groups of attendees such as VIP clients, prospects, different levels of association members etc.

THE EVENT WEBSITE It is very important for an event website to allow attendees to register and pay for an event online. There are various website oriented marketing initiatives that can be used to promote registration and attendance, such as early discounts, group rates, and promotion codes. Without a solid online registration solution and the capability to track these logistics, organisers often overbook a venue or undersell the space they have bought.

A good event website should present attendees with an event agenda and streamline the registration process for all parties.

Online registration systems can pre populate attendee data into registration forms and provide a simple click registration process proven to dramatically increase response rates. No one likes to fill out long forms.

Organisers can take segmented registration a step further by presenting various registra-

A good event website should present attendees with an event agenda and streamline the registration process for all parties E-MARKETING Support your event marketing efforts with targeted and personalised emails to invitees.

As stated in the EventView’05, the annual event and marketing trends study conducted

by Meeting Organisers International, ‘enhancing the customer relationship’ was recognised as the most important criteria for successful events by over 73% of global respondents.

Customisation is a powerful tool to strengthen relationships and improve the event ex-

tion paths on the web sites for different types of attendees.

COLLECT PAYMENTS ONLINE Logistical headaches often stem from undertaking the task of manual event payment processing. Whether you practice payments onsite or prior to the event, a substantial amount of time and energy will be invested in manual fee collection. The ideal solution is simple: automation. Attendees can pay event fees securely during the online registration

process and the funds are automatically deposited into the designated bank account.

Automation can also apply to early discounts.

Then organisers do not have to handle manual payments. All refund policies should be clearly outlined in the registration process so attendees have the necessary information up front. Further, online payments allow attendees and organisers to track their finances instantly.

USE TECHNOLOGY Streamline administrative tasks through automation. Software systems can automate manual functions such as creating reports and data entry to enable the planner to focus on more important tasks. Automation can yield cost savings up to 92% while simultaneously making event campaigns more strategic. In addition, the Meeting Organisers Foundation noted that ‘event professionals who step up and effectively advise stake holders in this new context are likely to see their personal importance to the organisation rise.’

The final key to successful events is to manage your success and strive for improvement with data analysis. Compare logistics across multiple events to determine trends among your attendees. Event technology has become a fundamental tool for today’s event organiser.

Contact: regis@missioneventsoftware.eu REGIS web based automated event management system is a leading European software solution for meeting & event organisers to manage their events.

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THE TECHNOLOGICAL CHALLENGES OF TODAY: THE RECENT EXPERIENCE OF AN OLD TIMER IN THE GOOD OLD DAYS, A MEETING MEANT A NICE CONFERENCE ROOM, COMFORTABLE ARMCHAIRS AND A LECTURER SPEAKING FROM A LECTERN TO AN AUDIENCE WHO HAD SENT A REGISTRATION BY REGULAR MAIL AND HAD PLAIN BADGES WITH THEIR NAMES AND LOTS OF RIBBONS TO IDENTIFY THEM….

TEXT DAPHNÉ ROMY - CEO AND FOUNDER OF THE DRM-DESTINATIONS AND RESOURCES MANAGEMENT AGENCY

My first large conference which implied a higher use of ‘state-of-the-art’ technological devices dates back from a little while now...

1990 with an IBM users group called Share Europe. The Internet Revolution was in its early stages. In those days, emails were brought to our desk by an appointed staff member who had downloaded it from an obscure intranet. As fastidious and obsolete as this may sound today, this was then magic for us.

A fax was somewhat of a novelty and we still used telexes. This first technologically advanced meeting took place at the brand new CNIT in October 1990. We were among their very first clients and our request to have a room filled with some 20 PCs and printers was seen as totally extravagant, not to mention our fabulous spreadsheets for our budget!

A couple of years later, in 1992, I started working for a pharmaceutical researchers association, the Controlled Release Society. My

office being located at the University of Geneva, a partner of the CERN, I discovered the Internet, had a mobile phone and gave out walky talkies during my conferences as a way to communicate with my staff. The technological innovations included an extensive use of Excel based programs, lists of participants, online registrations and new websites.

I started my own communication agency in 2001, as a virtual office with minimal office charges and maximal use of electronic devices to compensate staff and office space.

Technology then really meant a gain of time and a shift from a purely administrative workforce to a multifunctional team of highly educated partners.

At our Geneva headquarters, our rather unique profile in the meeting industry in these financially constraint moments has enabled us lately to be appointed for the meeting preparation of two new but extremely prominent Organizations chaired by former UN Secretary General, Mr. Kofi

Annan, the Global Humanitarian Forum (GHF, www.ghf-ge.org ) and the Kofi Annan Foundation.

We held the first Forum of the GHF in June 2008 for an audience of 400 participants and some media coverage. For us, it was a real challenge, in the world’s rather exclusive group of ‘Meetings where you have to be’, as we work as a catalyst for environment and humanitarian NGOs and organizations.

Both organizations imply extreme security, total dedication to ethics, environment compliance and major media impact. Scanning badges which include photos is a must as we have to be able to know where is at any given moment each of these VIPs (our attendees include a large number of Heads of States, CEOs, ministers, etc.). This puts our suppliers, both on the AV and online registrations in a rather tense pressure to be particularly inventive in the way to approach these meetings while maintaining a very ‘green’ approach.

Excel has thus been replaced by Eventure, a software allowing us to minimize the work on online registration including assessment of rooms and maximum capacity of each session. I had observed Parthen for 15 years before being able to use their efficient and user-friendly technology. We obtain a very high degree of security with

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Daphné Romy

the new Quick Response Code, a 2D bar code originally designed for the automobile industry which is now, thanks to the mobile phone cameras, a precious tool allowing my meeting participants to exchange their personal and business data in the easiest, simplest and most effective way, while allowing us to scan our participants in a least offensive manner.

Dorier panoramic projection screen

with the ROHS, an EU environmental law which, among other elements, regulates electronic equipment. Only reduced use of chemicals and heavy metal in the manufacturing process is now tolerated in the EU and the usage of LED lights now divides by 10 our electrical consumption. Usage of videoconference, Satellite downlink and web casting can also reduce the environ-

NETWORKING HAS ALWAYS BEEN ESSENTIAL AND IT IS HARD TO BE AT THE SAME TIME PERMANENTLY EXPOSED ON THE WEB WHILE MAINTAINING A LEVEL OF PRIVACY AND SECURITY We also face the double requirement of a highly sophisticated stage management and the highest possible degree of respect for environment. This still implies erasing our meeting’s carbon footprint but we can limit that carbon footprint by carefully identifying our partners. In this respect, our AV suppliers, Dorier, were selected on the basis not only of their long experience, but also of their green approach to audiovisual for conferences. This meant in our case that displays should be built with recycling material, and that the AV supplier should carry equipment complying

level of privacy and security. We certainly experience the era of ‘having our cake and eating it’ in terms of having the world at our fingertips and obtaining information.

What still remains a challenge is to identify the proper partner and the accurate piece of information. I am constantly working on it and, as much as I am Facebooked and Linkedin, smart-phoned and ultra-connected, I admit that nothing really changes in the fact that our delegates still eat (even though it tends to be more organic and healthier food than a couple of decades back), sleep and want the human connection… with a higher degree of concern for the environment. So comfortable armchairs are still a must even if the lecturer is now sometimes a virtual one!

mental trace by reducing CO2 caused by air transportation.

Dorier also came with a panoramic projection with ‘picture in picture’ into it, making my stage set a projected image and allowing for multiple pictures inserted into it. A must for my delegates under 30 who apparently suffer from a ‘constant attention deficit’ to remain attentive to our panelists.

Networking has always been essential and it is hard to be at the same time permanently exposed on the web while maintaining a

A Paris born and raised Communicator, Daphné Romy holds a Ph.D. in sociolinguistics. She has over 20 years experience serving Civil Society Organisations and International Associations.

A Swiss resident since 1985, she has the double specialization in multicultural and civil society issues. She is a Council Member of the Union of International Associations (UIA).

www.drmglobal.com www.uia.org www.kofiannanfoundation.org

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HQ > AUSTRIA

AUSTRIA REVEALED: HOLD YOUR MEETINGS WHERE OTHERS GO ON HOLIDAY THINK ABOUT AUSTRIA AND IMAGES OF SNOWY MOUNTAINS WITH GREAT SKIING OR SUN-BATHED SUMMER LAKES COME TO MIND. WHY NOT COMBINE YOUR NEXT CONGRESS OF CONFERENCE WITH AUSTRIA’S STUNNING NATURAL SURROUNDINGS AND RICH CULTURAL HERITAGE? HOLDING YOUR EVENT IN AUSTRIA WILL MAKE IT SOMETHING OF A VACATION TOO. AND IDEAL LOCATIONS FOR ALL KINDS OF MEETINGS, FROM SMALL GATHERINGS TO INTERNATIONAL MEGA-EVENTS, CAN BE FOUND ALL OVER THE COUN-

conference metropolis if you consider the number of conferences and congresses held there every year. In 2007, the city scored the first rank in the ICCA city ranking for the third time in row. In other words, no other city in the world hosted as many congresses as Austria’s capital.

TRY. THE VARIETY OF UNIQUE CONFERENCE VENUES AND LEISURE ACTIVITIES FULFILL EVERY WISH. HERE IS JUST A SAMPLING OF WHAT AUSTRIA, LAND OF GREAT HOSPITALITY, HAS TO OFFER.

A PROMINENT PLACE IN THE CONFERENCE AND CONGRESS SECTOR The congress and meeting industry is an ever growing sector. Europe, whose countries and cities dominate the global meeting associations’ statistics, continues to be an unchallenged player in the industry. The statistics of both ICCA (International Congress and Convention Association) and UIA (Union of International Associations) illustrate the Austria’s pole position as a congress and meet-

ing destination. In both rankings, Austria occupies ninth place among the most popular destinations for international congresses and meetings (2007).

The great variety of convention, congress and event locations and hotels, together with the many leisure activities and the superb natural environment, are the ingredients of Austria as a meetings destination. Austria’s excellent position is partly due to the attractiveness of the capital Vienna, a true

Vienna © Wien Tourismus / Willfried Gredler-Oxenbauer

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INTERNATIONAL CONGRESSES IN AUSTRIA IN 2009 + 7th Annual Meeting of the Austrian Society of Neurology - Congress Center Villach in Carinthia – March 25-28, 2009 – 600 participants + 10th Annual NATA Symposium on Transfusion Medicine and Alternatives - Design Center Linz April 15-17, 2009 – 800 participants + 10th Annual Carinthian Lake Symposium for Dentistry - Casino Velden in Carinthia, May 7-10, 2009 – 400 participants + EUROMEDLAB Congress - Congress and Messe Innsbruck, June 7 -11, 2009 – 4000 participants + Robocup 2009 - Stadthalle Graz, June 29-July 5, 2009 – 2,000 participants + 28th Annual Congress of the European Society of Regional Anaesthesia & Pain Therapy Salzburg Congress Centre, September 9-12, 2009 – 1,500 participants + 17th International Stereoscopic Union Congress - Toscana Congress Gmunden, September 9 -14, 2009 – 400 participants + European Health Forum Bad Hofgastein Kongress in Salzburg, September 30-October 3, 2009 - 550 participants + 45th Annual Meeting of the European Association for the Study of Diabetes (EASD) - Messe Wien Exhibition & Congress Centre in Vienna September 29-October 2, 2009 – 15,000 participants

Messe Wien Dachstein Skywalk

network centered on Vienna International Airport also contributes to the city’s position as a hub between western and eastern Europe. Presently, around 65 airlines offer more than 400 flights per week to 40 destinations in Eastern Europe and another 130 destinations to all metropolises in Western Europe, Asia, Australia and the USA. Graz, Innsbruck, Klagenfurt, Linz and Salzburg offer convenient connections to the international air traffic network as well. The modern and efficient public transport infrastructure ensures flexible and easy connections to all destinations within Austria and to neighbouring countries.

© Christian Husar

THE GREAT VARIETY OF CONVENTION, CONGRESS AND EVENT LOCATIONS AND HOTELS, TOGETHER WITH THE MANY LEISURE ACTIVITIES AND THE SUPERB NATURAL ENVIRONMENT, ARE THE INGREDIENTS OF AUSTRIA AS A MEETINGS DESTINATION

AN INNOVATIVE CONGRESS INDUSTRY Because Austria is located in the very heart of Europe, it is a gateway to the East. The choice for Austria can be made from a strategic point of view. The proximity to the eastern and central Europe creates interesting opportunities for both participants and organisers of a convention. The dense route

Without innovation, competitiveness in the international convention and meeting business is hard to maintain. To this end, convention bureaus in Austria have undertaken major efforts to strengthen the country’s congress industry. To meet the demands of the international conference and congress

Vienna © Wien Tourismus Claudio Alessandri

Scalaria

sector, abcn, the austrian business and convention network, has made innovation its guiding principle. The abcn, not to be confused with the ACB, the Austrian Convention Bureau, was founded in 2003 as a specialized division within the Austrian National Tourist Office. ‘In the future, innovations will play a decisive part in the successful development of Austria’s tourism trade’ comments Petra Stolba, Chief Executive Officer of the Austrian National Tourist Office.

With that in mind, the austrian business and convention network has been restructured and efficient cooperation between abcn and Austria’s eight regional convention bureaus and leading commercial partners established.

The abcn manages core tasks of meeting and convention marketing. The abcn’s website, www.abcn.at, provides comprehensive information concerning Austria’s convention and congress industry.

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Salzburg Congress

Mariazeller Europeum

In Vienna, the continuous innovation of the convention industry is illustrated by new locations like the revitalised Schönburg Palais and Todesco Palais. A new underground connection to the Exhibitions & Congress Center Messe Wien is another infrastructural renewal. Austria’s provinces do not lag behind when it comes to the ever-changing conference industry. Several provincial convention bureaus are investing in infrastructure and continue working on new venue concepts. In Upper Austria, members of the Upper Austria Convention Bureau have invested more than 188 million euros in conference tourism infrastructure since its foundation in 2006.

In Carinthia conference business is experiencing an astonishing development, and figures show that it is gaining popularity as a congress, conference, event and incentive destination. In close cooperation with the Carinthian conference business, Conventionland Carinthia (CLC) has developed numerous new conference opportunities as well as promotional media. In recent years, the province has made major investments in new hotel constructions – like the revitalized five-star Hotel & Location Schloss Velden, directly located at Lake Wörth, or the Holiday Inn Villach****, a state-of-the-art design busi-

ness hotel with direct access to the Congress Center Village, renovation, extension and adaptation of seminar facilities, as well as the creation of additional services such as spa areas and supporting programmes.

In an effort to attract and support conference organisers, Conventionland Carinthia provides intense services. Carinthia inaugurated a conference subsidy, creating a model that is unique in Austria, because

Design Center Linz

customised information on venues, hotels, arrivals and the region, are among the other services offered by Conventionland Carinthia.

Two awards, recently presented to the province of Salzburg, are another proof of how successful developments in the provinces have been. Saalfelden Congress in Salzburg was honoured with the Best Centre Award 2008 by the European Association of Event Centres, while the Conga-Award for the

PETRA STOLBA, CHIEF EXECUTIVE OFFICER OF THE AUSTRIAN NATIONAL TOURIST OFFICE: ‘IN THE FUTURE, INNOVATIONS WILL PLAY A DECISIVE PART IN THE SUCCESSFUL DEVELOPMENT OF AUSTRIA’S TOURISM TRADE.’ it covers not only a specific city or facility but the whole province with its meeting infrastructure. With the subsidy Carinthia aims to support new scientific conferences with international participants. The amount of the subsidy ranges between 1,500 and 8,000 euros, depending on the number of overnight stays. Providing advice regarding suitable locations, responding to accommodation request, drafting a bid book, containing

best congress and conference destinations worldwide was given to Salzburg last year in the category ‘International Destinations’. The city of Salzburg offers a splendid combination of venues and experiences, with its immense variety of musical events and rich cultural programme.

Situated in the province of Upper Austria, Linz also deserves to be pointed out. Being

Salzburg

Salzburg Saalfelden

Carinthia

© Alpine Palace

© Congress Saalfelden

© Capella Schloss Velden

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Hofburg Vienna © Hofburg Vienna

Messe Wien © G. Szuklits

a place of recreative tranquility on premises of 60,000 m2 surrounded by forests and nature preserves. + In Burgenland, Bliem’s Wohnreich will open May 1st, 2009. Its well balanced architecture with traditional Pannonian details will fit seamlessly in with nature; its two seminar rooms will boast stateof-the-art equipment.

Sporthotel Wagrain © Sporthotel Wagrain

the European capital of culture in 2009, the city has gained the attention of congress operators worldwide. Last March, the Design Center Linz, characterized by an iconic architecture and natural use of daylight, hosted the SMAG Conference, an international airport congress. In April, it will welcome the tenth annual NATA Symposium, an international medicine congress with around 800 participants.

Other examples of recent developments: + A new event centre, Europeum, recently opened in the north of Styria: the venue comprises 6 conference and function rooms for up to 1,200 people. An 800 m2 exhibition area also shows what Mariazell has embodied for centuries: a truly European community as a collaborative effort by people from different nations and cultures. + In Linz, the Castle Museum was extended with a south-wing containing an event hall for 400 guests. + A new 4-star Blumenhotel has been completed in St. Veit, the so-called ‘town of flowers’ in Carinthia. The hotel is a member of Vienna International Hotels & Resorts and provides 110 rooms and two conference rooms with space for up to 176 people. + the brand new Lindner Seepark Hotel - Congress & Spa**** in the city of Klagenfurt, on the shores of Lake Wörth, with 146 rooms, 5 meeting rooms for up to 244 people.

Vienna © Wien Tourismus / Maxum

+ Two new top-ranking members, the Alpine Palace New Balance Luxus Resort in Saalbach-Hinterglemm and the Sporthotel Wagrain, recently joined the Salzburg Convention Bureau network.

That brings the capacity within the network to a total of 6080 hotel beds in hotels specialised in congresses and seminars, and 73,800 m2. + In 2007, Convention Partner Vorarlberg (CPV) came up with a novelty, the Convention Card Vorarlberg. The card can be fixed to any data carrier and charged with the individual services of your choice. It permits more convenient organisation and contributes to greater flexibility in convention programmes. + The Festspielhaus Bregenz in Vorarlberg, distinguished in 2004 by the International Association of Congress Centres as one of the three best congress centres in the world, was renovated in 2006. The building, a remarkable composition of glass, steel, wood and concrete, has an extraordinary design, which differs from room to room. The building provides space for up to 2,150 persons. + Opened in 2008, the Hotel & Spa Linsberg Asia in Lower Austria offers

VIENNA: WORLDWIDE TOP MEETING ADDRESS Vienna, capital of Austria, and the atmospheric heart of the former Habsburg Empire, holds a special position as a congress destination. Not only is it one of the most popular cities for international congresses according to ICCA and UIA international statistics, but it is also a city that breathes magic. Transport is incredibly convenient: The City Airport train provides a non-stop 16 minutes connection between airport and the very centre of Vienna, and the network of underground lines, tram and bus routes, is known to be one of the most modern and efficient in the world, allowing conventions delegates to explore Vienna easily.

Throughout the city you can experience the cities’ rich historical heritage combined with a great musical tradition. As the birthplace of the waltz and operetta, and the hometown of many famous composers, Vienna is an undisputed music metropolis. Conference delegates will also be inspired by the wonderful baroque Schönbrunn Palace, Spanish Riding School and the Hofburg Imperial Palace, or by the latest achievements in architecture and art. Modern architecture, like the MuseumsQuartier, one of the world’s ten largest cultural complexes, complements the heritage of bygone days. With its large parks, tree-lined avenues, countless vineyards and

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MEMORABLE MEETINGS IN AUSTRIA …MEMORABLE MEETINGS IN GRAZ IT COMES AS LITTLE SURPRISE THAT GRAZ DID SO WELL IN THE LATEST ICCA (INTERNATIONAL CONGRESS & CONVENTION ASSOCIATION) RATINGS. AT 126TH, THE CITY FINISHED WITHIN THE TOP THIRD OF CONFERENCES DESTINATIONS – A HIGHLY RESPECTABLE RESULT FOR A CITY OF ITS SIZE.

Graz is a university town. It is an intelligent place brimming with ideas and is renowned for its research and education facilities.

These points aside, Graz has a number of other aces up its sleeve. The city is the ideal size for conference delegates. It is easy to find your way around the centre with all the major amenities within easy walking distance, including hotels, restaurants, shops and the conference centre itself. The range of hotel accommodation is continually growing.

Graz is also well known for its leading companies in the timber and automotive components industries which drive the local economy. The city’s commitment to renewable energy projects is an additional draw for a wide variety of event organisers.

The city’s restaurants are also held in high regard. As a culinary capital, Graz offers everything from regional specialities to international cuisine.

Stadthalle

Messe Congress Graz has a full range of services which will satisfy the precise requirements of any customer. Messe Congress Graz comprises the largest event venues in the city, effortlessly combining past and present, splendour and simplicity.

The splendid neoclassical congress|graz building stands out for its acoustics and state-of-the-art conferencing technology.

Entrance of Congress Graz

MESSE CONGRESS GRAZ COMPRISES THE LARGEST EVENT VENUES IN THE CITY, EFFORTLESSLY COMBINING PAST AND PRESENT, SPLENDOUR AND SIMPLICITY Congress Graz

The stadthalle|graz at the Messegelände site boasts 6,500 m2 of open, pillar-free space and a further 19 rooms in the adjacent messecongress|graz. Customers reap the benefits of ultra-modern architecture and a highly versatile venue. stadthalle|graz is also connected to the two-storey, 13,500 m2 Hall A which opened in 2008. This powerful combination is perfect for a range of purposes from large-scale conferences and sports events, to seminars and rock concerts. Messe Congress Graz is the professional partner of choice for your event in the city of Graz.

Messe Congress Graz Messeturm, 6. Stock, Messeplatz 1, A-8010 Graz Tel: +43 316 8088-245 Fax: +43 316 8088-250 office@mcg.at - www.mcg.at Heinz Klatschmidt Graz Convention bureau Messeplatz 1 +43 316 8075-0 hk@graztourismus.at

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NOWADAYS, VIENNA PROVIDES EXCELLENT CONFERENCE FACILITIES, HOTEL ACCOMMODATIONS AND SUPPORT SERVICES. AT LEAST 30 PALACES AND MUSEUMS CAN SERVE AS VENUES FOR YOUR CONFERENCE the 21 km long Danube Island, Vienna can be regarded as one of Europe’s greenest cities.

And of course, Vienna has numerous restaurants, coffee houses, bars and shops.

The significant role of Vienna as a major conference site has a long tradition, dating back to the Congress of Vienna in 1815, when peace talks were held following the Napoleonic Wars. Nowadays, the city provides excellent conference facilities, hotel accommodations and support services. At least 30 palaces and museums can serve as venues for your conference. The Austria Center Vienna, the largest convention facility in town, has space for up to 10,200 persons, and consists of 17 halls with capacities for 100 to 4,320 persons, and 170 side rooms. It is the ideal spot for large conventions with related exhibitions, cultural and public events, balls and banquets.

Unique among congress centres and one of Europe’s premiere addresses is the Hofburg Congress Centre Vienna. This former imperial palace with its glittering rooms has been maintained its original state and offers a large and sublime backdrop, together with the required modern technical equipment, for conventions, conferences and events.

Austria’s convention industry has created an ideal forum for convention, congress, and meeting operators: access. The fair took place for the first time in 2004, as a joint initiative of the Austrian National Tourist Office, Austrian Airlines, Austrian Convention Bureau (ACB), Vienna Convention Bureau (VCB), and Round Table Conference Hotels (RTK). access has since gained international recognition: more than 200 Austrian exhibitors - congress centres, meeting hotels, event locations, agencies, convention bureaus, tourism organisations, marketing and sales pools and service providers - present themselves in an imperial ambience, providing a market place for innovative planning and successful event organisation in Austria. The theme of access 2009 in the Vienna Hofburg, October 5-6, will be ‘Talk is Golden – The Essence of Successful Communication’.

To register please visit: www.access-austria.at

As a more recently built congress centre, the Reed Messe Wien Congress is a steel and glass building completed in 2004 and situated near one of Vienna’s largest parks.

The 15 halls, with possibilities for flexible configuration and a seating capacity of 3,300 each, offer a wide range of opportunities for conference organisers. In addition, delegates can choose from different hotel categories ranging from family-run establishments to luxury hotels in former palaces.

2009 promises to bring growth for the Viennese conference business. It got off to a good start with two leading associations on the international congress scene celebrating their anniversaries in their birthplace Vienna.

Hotel InterContinental was the stage for the annual congress of the International Pharmaceutical Congress Advisory Association (IPCAA), which was founded in 1989 and whose members are representatives of the world’s leading pharmaceutical companies.

IPCAA celebrated its 20th anniversary in true Viennese style at Schönbrunn Palace.

Soon after, the annual congress of the Associations Conference Forum (ACF) took place. ACF was founded in 1999 and is the only exclusively customer-oriented association on the international congress scene. The AC Forum celebrated its 10th anniversary at Palais Todesco.

Other major congresses planned for 2009 in Vienna include the Alzheimer Conference (6,000 participants), European Congress of Radiology (17,000 participants), and European Respiratory Congress (15,000 participants), all demonstrating the importance of Vienna as a venue for medical congresses.

access © Michael Grinner

Vienna © Wien Tourismus

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Tirol, Congress Centrum Alpbach

Congress und Messe Innsbruck

© CBT Partner

© CBT Partner

Burgenland

WHEN MOUNTAIN VILLAGE MEETS CONFERENCE EVENT At first thought, Austria might seem like the typical destination boasting ski resorts to satisfy the wishes of millions of winter season guests. However, conference, meeting and seminar delegates can constitute a similar grateful public to the land shaped by mountains, valleys, lakes and crystal-clear rivers.

Throughout the country professional and ultramodern conference locations, events and meeting facilities are offered, together with a variety of leisure activities. For event organizers who would like to combine business with pleasure, Austria is perfect. What more can you wish for your conference participants than the opportunity to take a deep breath in a natural environment during breaks?

Whether it is the high peaks of Styria or the romantic landscapes of Upper Austria, the natural surroundings of Austria surely are a stimulating background for your conference.

Delegates can take advantage of superior sports facilities, or try out the many thermal spas, sample culinary delights and an impressive cultural diversity. An equal variety of activities is to be found in Lower Austria, one of Europe’s oldest cultural regions. The wine-growing region of the Wachau, one of the most famous in the world, has gained a deserved place in the UNESCO World Heritage List, together with the Ghega railroad, a hiking trail along mountain Semmering in the same province. As for meetings locations, the Kongress & TheaterHaus Bad Ischl, Upper Austria is just one example of the many Alpine conference venues all over Austria.

If you are not looking for an Alpine backdrop, you can always go to Austria’s most eastern province, Burgenland, characterized by its hilly landscape, Mediterranean climate with

Burgenland

Tirol Europahaus

© Pannonia Tower

© CBT Partner

300 sunny days per year, vast vineyards and hospitality. The proximity to Vienna and Bratislava makes it a strategic place to organise a congress. Lake Neusiedl, the ‘sea of the Viennese’, in the north of the province, is regarded as a paradise for water sports and is part of a Europe-wide unique nature preserve. From the tower lounge in Business Hotel Pannonia Tower in Parndorf, the highest hotel in the country, you can catch a magnificent view over the lake and nearby national park. The hotel boasts 119 modern rooms and 6 conference rooms with space for up to 220 people, making it an ideal location for conferences.

And if you would like to include in your preor post-congress tour some relaxed times in ultramodern thermal facilities you will have no lack of choices. In Burgenland, an extensive wellness offer is provided in the St. Martin’s Thermal Spa & Lodge, situated along the edge of the national park. The four-star lodge features 150 rooms that makes it excellent for all congress participants. In the historic spa town Bad Tatzmannsdorf, well-known for its curative resources and open-air museum, a conference becomes a memorable event. Another location where conference delegates can refresh their mind is the new Falkensteiner Hotel & Spa in Bad Leonfelden in the scenic Mühlviertel region of Upper Austria. Its doors will open in the spring of this year.

Last but not least, the Tirol is another great place to meet. The ‘Heart of the Alps’ has

Kongress & Theaterhaus Bad Ischl

Burgenland © St. Martins Therme & Lodge

THROUGHOUT THE COUNTRY PROFESSIONAL AND ULTRAMODERN CONFERENCE LOCATIONS, EVENTS AND MEETING FACILITIES ARE OFFERED, TOGETHER WITH A VARIETY OF LEISURE ACTIVITIES numerous assets: a worldwide reputation for hospitality, easy accessibility, first-class infrastructures, and a striking mountain landscape. Its three convention centers host many European and international congresses. Congress and Messe Innsbruck with congresspark igls and the Innsbruck fairgrounds offer more than 27 halls and meeting rooms with a maximum capacity of 8,000 persons. The convention centre in Mayrhofen - the Europahaus - will be completely renewed this year and open in

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> AUSTRIA

Lower Austria Grafenegg

Conference Center Laxenburg

© NÖ Werbung

© NÖ Werbung

MS Sönnenkönigin in Voralberg Lower Austria Trend Eventhotel Pyramide Vorarlberg Kulturhaus Dornbirn

Lower Austria Casino Baden © NÖ Werbung

May 2010 with 10 plenary and seminar rooms for from 12 to 1,200 delegates. As for the Congress Centrum Alpbach, it is situated in a very modern building in the middle of a picturesque Alpine village: Alpbach’s small size offers event organizers an opportunity to rent the village centre in its entirety. Talk about one-of-a-kind conferences!

Styria, the green heart of Austria, is versatile like no other province! The possibilities for your event are innumerable. The figures speak for themselves: it boasts no less than 26 conference hotels, 6 convention centres, 4 event location, 3 convention bureaus and 2 event agencies! It’s a destination of choice for many meetings: in Schladming, the UniCredit group SkiMeeting (4,000 participants) will take place in March; in September, Bad Radkersburg will

© NÖ Werbung

IN THE AUSTRIAN PROVINCES, THE NUMBER OF UNCONVENTIONAL VENUES, CONFERENCE CENTRES AND EVENT LOCATIONS, IN GENERAL EQUIPPED WITH THE MOST MODERN CONFERENCE TECHNOLOGIES, IS IMPRESSIVE welcome the 500 delegates of the ÖGATAP Kongress (Österreichische Gesellschaft für angewandte Tiefenpsychologie und allgemeine Psychotherapie). Besides the many options Graz can provide (see page 41), conference hotels worth taking into consideration are Schloss Pichlarn, a 900-year old castle that has been transformed into a state-of-the-art, exclusive conference and media centre for up to 200 people, the Lindner Hotel & Spa - Die Wasnerin, surrounded by a fascinating mountain panorama, boasting 3 conference rooms, the Ramsau Zentrum, where you can dance, meet and dine at the foot of the Dachstein, and the Congress Ausseerland which offer incomparable surroundings for staging events and celebrations in an elegant rural scenery.

Aviva

A RICH DIVERSITY OF VENUES The meeting industry of Austria’s provinces may be less known, compared to the popular convention and congress city of Vienna, nonetheless they offer an attractive range of options for an event or conference.

In the Austrian provinces, the number of unconventional venues, conference centres and event locations, in general equipped with the most modern conference technologies, is impressive. A variety of conference centres and appealing locations is to be found in Carinthia, which is best suited for medium-scaled conferences for up to 600 people. The Aviva Seminar Resort & Spa, the Hinterstoder’s Hoess Hall, with its strikingly modern structure, both located in Upper Austria, and the Casino Velden, on the shore of Lake Wörth, are just a few examples of the exceptional array of regional conference centres.

Austria’s historic past is indissolubly intertwined with that of ruling dynasties and noble families, which has left the country with numerous castles and palaces. These remnants of the past are often chosen by

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> AUSTRIA

congress organisers as an alternative to more traditional venues. At Knappenstöckl in Burgenland you can reside and have a conference in the feudal setting of the stately baroque palace of Halbturn, once owned by Empress Maria Theresa. The Knappenstöckl motto, ”Dining - Drinking - Having a Conference - Living”, speaks for itself. Especially charming is Aurolzmünster Castle in the Innkreis region of Upper Austria, a venue that opens its doors to all kinds of events.

In the area around Vienna, you can book baroque castles, medieval monasteries and even find a significant archaeological excavation site and Europe’s largest casino.

Very special venues also include abandoned industrial factories, museums, and even ships. You can opt for the Leather Factory in Linz, a historic industrial building, the Gramaphon Center in Gramastetten, or choose the Working World Museum in Steyr.

The Kulturhaus in Dornbirn, a vibrant student town in Vorarlberg, showcases events in a more cultural setting, boasting rooms that can accommodate up to 730 visitors.

Perhaps one of the most fascinating venues that have recently been developed is the MS Sonnenkönigin, a futuristic ship made of glass and steel that cruises beautiful Lake Constance in Vorarlberg, Austria’s westernmost province. This unique 70-meter long floating venue accommodates a maximum of 1,000 people and can be transformed into a theatre, concert hall, banquet hall, conference centre or catwalk centre.

Known as ‘the cradle of Austria’s history’, Lower Austria is another must-see, where some 60% of Austria’s grape harvest is produced. The region is also home to more than a dozen spa resorts, including Baden, the most frequented. In terms of meeting venues, you will have countless possibilities to choose from.

Congress Casino Baden, the largest in Europe, is an ideal setting for events involving up to 1,100 people. In the Conference Center Laxenburg, up to 500 delegates can enjoy symbiosis of imperial elegance and comfortable setting in history-filled halls. Located outside of Vienna, Austria Trend Event Hotel Pyramid is a spectacular 42-meter high glass pyramid whose unique surroundings are perfect for staging events involving up to 4,000 guests -

the complex also boasts a 3,500 m2 congress center. Set amidst newly erected vineyards, the Loisium Hotel plunges its guests into the world of wine, from its interior cork motif to ‘vinotherapy’, a selection of treatments involving grape and wine products. Last but not least the Kaiserliches Festschloss Hof is your chance to hold an international congress at a festive imperial venue: its baroques setting can welcome up to 1,500 guests.

To help you choose the right venue for your event, Austria’s regional convention bureaus will be pleased to provide professional assistance, from the organisation of site inspection and transfer management, to conference follow-up. More information can be found on their websites and in brochures.

CONTACTS ABCN AUSTRIAN BUSINESS AND CONVENTION NETWORK Austrian National Tourist Office Margaretenstrasse 1, 1040 Vienna Tel.: +43(0)1 588 66 350 Fax :+43(0)1 588 66 42 abcn@austria.info www.abcn.at

CONVENTION BUREAU TIROL Maria-Theresien-Strasse 55 A-6020 Innsbruck convention@gstirol.at Tel.: +43 (0)512 9008 633 Fax: +43 (0)512 9008 926 33

SALZBURG CONVENTION BUREAU Auerspergstrasse 6 A-5020 Salzburg Tel.: +43 (0)662 88987 271 Fax: +43 (0)662 88987 535 convention@salzburgcb.com

STEIERMARK CONVENTION St.-Peter-Hauptstrasse 243 A-8042 Graz Tel.: +43 (0) 316 4003 0 Fax: +43 (0)316 4003 10 info@steiermark-convention.com

CONVENTIONLAND KÄRNTEN Feldkirchnerstrasse 140/4 A-9020 Klagenfurt Tel.: +43 (0)463 507355 14 Fax: +43 (0)463 507355 30 convention@kaernten.at

CONVENTION BUREAU NIEDERÖSTERREICH Niederösterreichring 2, Haus C A-3100 St. Pölten Tel.: +43 (0)2742 9000 19825 Fax: +43 (0)2742 9000 19802 convention@noe.co.at

VIENNA CONVENTION BUREAU CONVENTION PARTNER VORARLBERG Römerstrasse 2 A-6900 Bregenz Tel.: +43 (0)5574 43443 23 Fax: +43 (0)5574 43443 4 service@convention.cc

CONVENTION BUREAU OBERÖSTERREICH Freistädter Strasse 119 A-4041 Linz Tel.: +43 (0)732 7277 100 Fax: +43 (0)732 7277 130 tagung@oberoesterreich.at

Untere Augartenstrasse 38/Top 5 A-1020 Wien Tel.: +43 (0)1 21114 500 Fax: +43 (0)1 21461 17 convention@vienna.info

BURGENLAND TOURISMUS Schloss Esterházy A-7000 Eisenstadt Tel. +43(0)2682 63384 0 Fax +43(0)2682 63384 20 info@burgenland.info

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HQ > PALEXCO

PALEXCO,

WHERE WATER, LIGHT AND GLASS MEET A CORUÑA HAS EMBRACED THE 21ST CENTURY WITH ENTHUSIASM AND SELF-CONFIDENCE. WITH ITS 300,000 INHABITANTS, THIS LUMINOUS MARITIME CITY IN THE NORTH-WEST OF SPAIN IS WITNESSING AN EXCITING PROCESS OF MODERNISATION, WHICH EXPLAINS ITS GROWING LEADERSHIP IN CONGRESS TOURISM. NEW COMMUNICATION NETWORKS, HOTELS, SHOPPING CENTRES, CULTURAL AND LEISURE INFRASTRUCTURES MAKE UP THE

traffic away from the city centre and bring the old port lands back for public use. This new phase of town planning took its first steps when PALEXCO, the congress centre of A Coruña, was built on the Transatlantic Dock, opposite the leisure harbour.

NEW FACE OF A CITY THAT IS LOOKING TOWARD THE FUTURE, WITH ITS GLORIOUS PAST AND ITS STUNNING NATURAL LANDSCAPE. AN ESSENTIAL PIECE OF THIS SCENARIO IS PALEXCO, THE CONGRESS AND EXHIBITION CENTRE OF A CORUÑA. SINCE IT OPENED IN 2005 ALMOST 600 EVENTS HAVE BEEN HELD THERE, VISITED BY HALF A MILLION PEOPLE.

PALEXCO forms part of a complex that also holds a shopping and leisure centre. Its glass walls make it a privilege location to admire the bay. In addition to its multipurpose

IT IS NOW PUTTING THE FINISHING TOUCHES TO THE ORGANISATION OF THE MAIN INTERNATIONAL TOURISM FORUM, THE AIPC ANNUAL CONFERENCE, TO BE HELD EARLY JULY. On the Galician light-chiselled seaside, A Coruña breathes avant-garde and creativity. Its powerful design and fashion industry, with internationally incomparable brands, have aroused the interest of academics and travellers alike. The city’s fishing port is one of the most significant in Europe and for some years now has boasted one of the most modern docks as far as structure and management are concerned. It is visited and admired by experts from many different countries. Of course other industrial and

energy-based activities have sprung up around the port, even if the driving force of the city lies in its growing services sector.

Tourism forms part of this, especially congress tourism.

AN EVER-CHANGING CITY WITH WORLD-CLASS SERVICE Just like other port cities, the seafront of A Coruña is being subject to extensive rebuilding. This includes a new outer port, already underway, which will take contaminating

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> PALEXCO

IN ADDITION TO ITS MULTIPURPOSE FUNCTIONALITY, SPREAD OUT OVER A FLOOR AREA OF 10,000 M2 AND ENDOWED WITH STATE-OF-THE-ART TECHNOLOGY, PALEXCO PROVIDES QAUALITY MANAGEMENT functionality, spread out over a floor area of 10,000 m2 and endowed with state-of-theart technology, PALEXCO provides quality management: it was the first congress centre in the north-west of Spain to receive the ISO9001 quality certificate, in recognition of its excellent processes and services. In its first years of life, PALEXCO management has also received various awards, both domestic and international, among which are the OPC Award for the Best Congress Centre in Spain 2005, and finalist at the APEX Award for the Best Congress Centre in the World 2006, organised by the AIPC. A Coruña and its congress centre have also benefited from the notable improvements in land and air communications in Galicia in recent years. Apart from the network

PALEXCO, THE HARD FACTS Total floor area: 10,000 m2.

Total capacity of Palexco: 3,000 pax Number of auditoriums: 2 (500 and 1,500 pax) Number of meeting rooms: 13 (capacity ranging from 55 to 105 pax) Exhibition area: 3,500 m2

of motorways that joins the main cities of Galicia together and to the capital of Spain, A Coruña boasts an airport just 10 minutes away from PALEXCO, providing numerous daily flights to Madrid and Barcelona, with various international routes as well.

Air access to A Coruña is completed by the international airport of Lavacolla, in Santiago de Compostela.

A GEM ON THE SEASIDE PALEXCO lies right in the heart of the city, just five minutes away from the best shops and hotels and from the cultural centres with the best programmes, including shows, operas, exhibitions and leisure events all throughout the year. It seems as if the city was built for pedestrians: in A Coruña visitors will peacefully and easily find their way by day and by night alike. You can choose from among the lengthy promenade, the beaches or the historical parts of the town rich with churches and squares, narrow streets full of lively bars where you can wash tapas down with drinks!

Among the monuments the city is proud of are the oldest working Roman lighthouse in the world, the Tower of Hercules, on its way to being declared a world heritage site.

Half an hour away, there is also an almost

TRY EVERYTHING

THE LOVE OF FASHION

People in Galicia are well-known for knowing how to live and eat well. Come and find out why, trying the best seafood and fresh fish recently unloaded in the port, Galician veal, the popular dish ham with turnip greens washed down with varied local wines, which rub shoulders with the best international brands. You can try all this at elegant restaurants or in informal tapas bars.

If there is anything that identifies A Coruña it must be its universal and avant-garde fashion.

You will find clothes and accessories of all styles and prices at the boutiques in the streets and the numerous shopping centres. Zara, Massimo Dutti, Caramelo, Kina Fernández, Antonio Pernas, Purificación Garcia, Adolfo Domínguez, Bimba & Lola, Carolina Herrera … make sure you leave some room in your suitcase.

compulsory visit to the imposing city of Santiago de Compostela, the religious, cultural and humanistic destination for millions of pilgrims from all over the planet. Another attraction highly valued by travellers is A Coruña’s and Galicia’s extraordinary cuisine; the exquisite seafood, fish and wine are highly praised.

PALEXCO Muelle de Trasatlánticos, s/n.

15003 A Coruña, Spain Tel: +34 981 228 888 Fax: +34 981 229 950 director@palexco.com www.palexco.com

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C

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When the finest becomes a habit.

From next autumn, in Rimini.

societĂ del:

Next autumn Rimini will inaugurate its new Palacongressi Conference Centre: the biggest and finest in Italy, with state-of-the-art technology and services. Will you settle for anything less? www.riminipalacongressi.it

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HQ > LISBON

POSTCARDS FROM LISBON

kleur te bepalen adhv kleurstalen

HQ MAGAZINE AND LISBON HAVE A LONG-STANDING RELATIONSHIP. IT’S NORMAL: IN THE PORTUGUESE CAPITAL, THERE ARE ALWAYS CHANGES WORTH WRITING ABOUT. LET’S FIND OUT WHAT’S NEW IN LISBON THIS TIME AROUND!

Parque das Nacoes

A MUST-SEE DESTINATION The Portuguese capital has been included in ‘Best in Travel 2009’, a tourist guide edited

by Lonely Planet, as one of the top ten cities in the world to visit. Considered an ideal destination for people who are looking for an urban experience, Lisbon is described as a city that ‘combines Old World charm with youthful vibrancy.’ The emphasis is laid on the discovery of the city through its Santos Populares festivities, its various festivals and the daily cultural events, along with the simmering of conversations in cafes and the restaurants, described as a ‘gourmet dream’.

Would it be the best time for congress delegates to check it out?

run five flights a week between Toronto and Lisbon, starting from summer next year.

has now 119 rooms, a restaurant and several meeting rooms.

LISBON ACCOMMODATION AT ITS BEST

Corinthia Hotel Lisbon, home to the largest congress centre in a hotel of its category, has also invested in renovations and now houses the largest spa in the country. Similarly, the Dom Pedro Palace now boasts a sumptuous day spa. The new Altis Belém Hotel & Spa is due to open soon. With a prime location at the Bom Sucesso Dock on the River Tagus, this charming five-star hotel has 45 rooms, 5 suites, and several meeting rooms. Located close to the Centro Cultural de Belém and the Centro de Congressos de Lisboa, the Altis Belém is an ideal venue for meetings of any kind, with its three flexible, fully equipped rooms. The hotel’s gardens are also available for outdoor events.

Penha Longa Hotel, Spa & Golf Resort, Albatroz Hotel and Palace, Bairro Alto Hotel, Ritz Four Seasons and Lapa Palace are included in the Top 100 hotels in the world voted by Condé Nast Traveller’s readers. The list, published in November ranked the Penha Longa Hotel, Spa & Golf Resort in Sintra as the best of the 25 best resorts in Europe, receiving the most votes from the 32,500 Condé Nast Traveller readers who took part. The five-star establishment came 51st in the world ranking.

EN ROUTE TO LISBON From June 2009, Lisboa will enjoy direct and regular flights to Moscow, Warsaw and Helsinki on Portuguese airline company TAP. According to Luiz Mor, executive vicepresident of TAP, the three new routes will be served by five weekly flights, which, in the summer high season, could increase to seven. 50,000 visitors from these areas are expected in 2009. From July 2009, Boston will be served by a daily SATA International flight to Lisbon. The same company will also

EXCLUSIVE HOTELS RENOVATED In the past year, hotels in Lisbon have renovated both their physical spaces and the services they provide, in order to keep up not only with the demands of the market, but also with new aesthetic and lifestyle trends.

The Tivoli chain refurbished its Tivoli Lisboa and Tivoli Jardim hotels. In the Tivoli Lisboa hotel, the meeting areas now contain multipurpose rooms equipped with the most upto-date technology. The Tivoli Jardim hotel

CONTACT Lisboa Convention Bureau Rua do Arsenal, 15 - 1100-038 Lisboa Tel +351 210 312 700, Fax +351 210 312 899 atl@visitlisboa.com www.visitlisboa.com

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Who says conventions should be conventional?

In Montréal, we’ve got all the nuts and bolts to help you plan a successful event—like 30,000 m2 of meeting & convention space in the Palais des congrès, our ultramodern convention centre, over 26,000 hotel rooms, a 24/7 online housing system and innovative attendance-building tools.

Plus, we’ll bring creative, customized solutions to create that extra touch of magic your attendees will never forget.

maybe that’s why we’re ranked 2nd in north america for international meeting destinations.*

START PLANNING WITH US NOW!

33 1 47 97 29 06 tourism-montreal.org/meet *Source: The Union of International Associations (2007).

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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

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