HQ37 by Meeting Media Company BVBA

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

Meeting Media Company Meetings Industry Publishers (Belgium) Afgiftekantoor 2800 Mechelen 1 Bureau de D茅p么t 2800 Malines 1 Published 6 times a year: February, April, June, September, October & December Edition February 2010 - P3A9029

ESTONIA

POSITIVELY SURPRISING

ESAE & UIA GROWING YOUR REVENUE

WWW.SECC.CO.UK

HOLD YOUR NEXT CONFERENCE OR EXHIBITION IN GLASGOW, AND IT WILL REFLECT BEAUTIFULLY ON YOUR BUSINESS.

Your next conference or exhibition will say a lot about your business. So choose a venue that’s a work of art in itself - and located in one of the UK’s most vibrant and creative cities.The SECC in Glasgow is one of the world’s favourite venues, and a market leader in the British conference and exhibition market. It’s made a stunning impression not just on aesthetics, but with a level of service and attention to detail that's second to none. For more information, contact Robin Miller, Head of Conference Sales robin.miller@secc.co.uk T: +44(0)141 275 6211.

www.seeglasgow.com

.UK

> M A R C E L’ S PA G E

BIRTH ANNOUNCEMENT: HQ MAGAZINE HAS GOT AN ASIAN-PACIFIC SISTER MAGAZINE In October 2009, when I attended the Annual World Congress SIBOS of SWIFT in Hong Kong, I had the feeling that in that part of the world change - let’s call it growth - was everywhere. In one financial magazine I found there, one could read it was time to look for a close cooperation with Asian banks. I was thinking the same about the meetings industry, especially the association aspect. In Hong Kong I started looking for a definitive answer to: ‘Is there a high demand for an association magazine in the Asia-Pacific region?’

MARCEL A.M. VISSERS Editor in Chief

I went on a journalistic tour of Taiwan, Singapore, Bangkok, Beijing, Colombo and New Delhi. Two of these belong to the so-called BRIC-countries (India and China) and are therefore important for the future. I asked key people in these countries just one question: ‘Is HeadQuarters Asia-Paciﬁc (let’s called it HAP!) welcome here?’ Everywhere the answer was a clear and concise ‘Yes’! ‘We understand the importance of associations for our countries. Their importance is deﬁnitely growing but at the same time there’s also a high demand for knowledge, expertise, communication and management tools. We think the world is ready to support this growing importance with a professional magazine. When that support comes from a continent that stands out because of its expertise, then we will happily welcome HAP.’

Therefore, HQ magazine Europe’s response to these developments is a birth announcement.

We’re starting off the new year with a new magazine: HAP magazine, short for HeadQuarters Asia-Pacific. The first issue will be sent in March 2010 to 2,500 executives of international and regional associations, established in 14 Asian-Pacific countries. HAP is the sister magazine of HeadQuarters Europe, but will boast distinctive features. HAP will serve as a, if not the, face of the Asian-Pacific associations. That’s why the cover of HAP will always show the face of a key player in the industry. The first cover will show Melissa Ow of Singapore Business Travel & MICE. Singapore has succeeded in becoming a world player in association congresses (twice #1 according to the UIA statistics). It also actively tries to attract headquarters of professional meetings industry associations: MPI, Kellen and MCI. HeadQuarters magazine could not not appear in this listing, otherwise we would no longer have been a vanguard magazine.

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

> MEETING FOREST

THE MERGING OF TWO MEETINGS FORESTS TO BE HONEST, WE DIDN’T THINK THAT OUR MEETINGS FOREST WOULD GROW AS FAST AS IT IS GROWING RIGHT NOW. WITH SUBSTANTIAL CONTRIBUTIONS FROM MAJOR PLAYERS IN THE MEETINGS INDUSTRY, OUR MEETINGS FOREST IS DEFINITELY NOT A DREAM ANYMORE, BUT A REALITY. TODAY WE HAVE EVEN BETTER NEWS: HEADQUARTERS MAGAZINE AND THE SCOTTISH EXHIBITION + CONFERENCE CENTRE (SECC) HAVE AGREED TO MERGE THE COMPANY GROVES THEY BOTH SPONSOR WITH THE HELP OF TREES FOR LIFE TO RESTORE THE CALEDONIAN FOREST. THE ULTIMATE GOAL IS TO COMPENSATE THE CARBON EMISSIONS OF THE MEETINGS INDUSTRY AS A WHOLE BY PLANTING DEDICATED TREES, THUS SENDING THE ‘OUTSIDE’ WORLD A MUCH-NEEDED POSITIVE MESSAGE. TEXT RÉMI DÉVÉ

HEADQUARTERS 4

It was almost too good to be true. When the SECC grew aware of our efforts to help restore the Caledonian Forest and when we, at HeadQuarters, realised that they were pretty much doing the same thing, we immediately arranged a meeting during EIBTM with Ben Goedegebuure, Director of Sales. It became obvious, almost in an instant in fact, that we had to join force to give our Meetings Forest more strength. ‘We have been participating in the Trees for Life project for four years now and have been able to plant almost 68,000 trees on behalf of our clients during that period,’ comments Ben Goedegebuure, Director of Sales, Scottish Exhibition + Conference Centre. ‘At the time we decided to give our conference clients a meaningful gift which recognised the importance of our responsibility towards the Environment. We are absolutely delighted to combine our efforts with those of HQ to create a global Meetings Forest.’ To formalise our commitment, we agreed on the following Charter: + So far the SECC has supported the planting of 90 acres and 35 groves of native Scottish trees which amounts to an impressive 67,500 trees altogether. Currently HQ magazine has supported the planting

A FEW THINGS TO KNOW ABOUT THE SECC The Scottish Exhibition + Conference Centre (SECC) is the UK’s largest integrated conference and exhibition centre and Scotland’s premier business venue. Celebrating its 25th anniversary this year, the iconic events venue has hosted a total of 3,889 events and welcomed over 28 million visitors through its doors. SEC Ltd (SEC) is aware of the potential impact that the events staged at the SECC can have on the environment. It is committed to further growth and development of its exhibition, conference and events business and intends to pursue this objective whilst operating the venue in an environmentally sustainable way. In addition to supporting Trees for Life, a number of environmental policies have been introduced, including, for instance, minimising energy wastage or reducing the amount of waste sent to landﬁll. www.secc.co.uk

of 653 trees. Each month we will keep our readers updated on the progress of the ‘Meetings Forest’. + As part of our joint venture the HQ team will visit Scotland to meet the founder of Trees for Life, Alan Watson-Featherstone, and help plant some actual trees. The journey will be extensively documented in the 38th edition of HQ magazine. + The Meetings Forest project will have its own corporate logo, created by HQ and the SECC, with the help of Trees for Life. This logo includes the original tree designed by Trees for Life on a leafy background. + Each party will be constantly looking for new ideas and ways to keep this project alive and how to promote the Meetings Forest as one of the best sustainable initiatives in the meetings industry.

To make donations or to plant a tree visit: www.treesforlife.org.uk/groves/meeting_ media_company.html

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 5,000 COPIES. Subscriptions Subscription amounts to 65 EUR (all incl.) in Belgium, 75 EUR (all incl.) in the EU and 95 EUR (all incl.) in the rest of the world. The subscription entails 6 editions of HQ per year including the special edition Meeting Trends, as well as an online access to the website. Online subscription for digital magazines is 50 EUR. To subscribe: www.HQmagazine.eu Editor in Chief Marcel A.M.Vissers T: +32 (0)3 226 88 81 marcel@meetingmedia.eu Managing Director Cécile Caiati-Koch T: +32 (0)2 761 70 52 cecile@meetingmedia.eu

Cover HQ37: Who would have thought Estonia would surprise us in the most positive way? As a super dynamic country, it could well be THE destination to host a conference..

Editorial Ofﬁcer Rémi Dévé T: +32 (0)2 761 70 56 remi@meetingmedia.eu

MARCEL’S PAGE

MEETINGS FOREST

CONTENTS

NEWS

EMIF

EFAPCO CONGRESS

IMEX

SOFITEL BRUSSELS EUROPE

AIPC MEMBERS SPEAK

ASSOCIATION PORTRAIT: EANM

COVER FEATURE:

Editor Steven Kins Design UPSILON advertising, Gent T: +32 (0)9 267 39 40 info@upsilonadvertising.be Print Cartim - Destelbergen

ESTONIA - POSITIVELY SURPRISING

ESAE: GROWING YOUR REVENUE

UIA: MAKING THE MOST OF YOUR REVENUE

Supported by ESAE and UIA Address 59, rue René Declercq B - 1150 Brussels (Belgium) T: +32 (0)2 761 70 50 F: +32 (0)2 761 70 51 www.hqmagazine.eu

DESTINATIONS

Responsible Publisher Meeting Media Company Marcel A.M. Vissers Mechelseplein 23, bus 1 B - 2000 Antwerpen (Belgium) www.meetingmedia.eu

JAPAN

MELBOURNE

BONN

COPENHAGEN

SEOUL

BRITISH COLUMBIA, CANADA

Cécile Caiati-Koch

STAY TUNED FOR HQ38 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

➔ ➔ ➔ ➔ ➔

A report on the actual planting of trees in our Meetings Forest Three destinations reports: Nantes (France), England and Taiwan A special feature on Corporate Social Responsibility An update on Australia as an association congress destination A portrait of the International Federation of Medical Students' Associations …. And much more!

DON’T FORGET TO JOIN N ONE OF OUR TWO GROUPS ON

➔ ➔

HQmagazine.eu Ambassador Club for associations HQmagazine.eu Club for suppliers

> HEADQUARTERS NEWS

BCEC on Grey Street

BRISBANE’S NEW CONVENTION FACILITIES NOT FINISHED BUT ALREADY IN DEMAND

Brisbane Convention & Exhibition Centre (BCEC) on Grey Street, the new five level boutique meetings and events facility, has 15 confirmed conventions with a further 33 bookings awaiting confirmation. Opening in 2011, the expansion will provide a 52%

increase in the Centre’s convention facilities, enabling the Centre to attract an additional 250 events each year. The 24,000 square metre development is speciﬁcally designed to meet the increasing demand for conferences of 400 and 600 delegates. Of the 15 con-

ﬁrmed conventions, seven are international events. Among the ﬁrst to use the new facilities will be 10th Industrial and Organisational Psychology Conference and World Congress on Agriculture each with 600 delegates. www.bcec.com.au

group signatories undertake to offer speciﬁc and advantageous conditions for this type of event, as much in terms of deposits, cancellations, quotas of rooms, and much more. convention.parisinfo.com

CHRIS GOWE NAMED DIRECTOR OF SALES AT VANCOUVER CONVENTION CENTRE

ICELANDIC NATIONAL CONCERT AND CONFERENCE CENTRE NAMED

Champs de Mars

475 HOTELS IN PARIS UNITE TO SUPPORT CONGRESS PROFESSIONALS Last December, the chairmen and managing directors of some 15 hotel groups representing 475 hotels in Paris and the Paris region came together under the aegis of the Paris City Council, the Paris Chamber of Commerce and Industry and the Paris Convention and Visitors Bureau to sign the Charter for the hosting of major professional events in Paris. This Charter seeks to attract to Paris major events, bringing together more than 1,000 congress attendees over several days, initiated by non-proﬁt making organizations. The hotel

HEADQUARTERS 6

Icelandic National Concert and Conference Centre

The Icelandic National Concert and Conference Centre, which is being constructed at the Reykjavik city centre harbour, was formally named at a ceremony last December. Guests gathered in one of the halls where they enjoyed hot cocoa and doughnuts as they listened to music. Portus chairman Pétur J Eiríksson, assisted by 10-year-old Harpa K. Antonsdóttir, announced the name – ‘Harpa: Reykjavik Concert and Conference Centre’. www.portusgroup.is/en

With its big expansion up and running, the Vancouver Convention Centre has welcomed a new Director of Sales Chris to the team. Bringing Gowe 18 years of experience in sales, leadership and event management, Chris Gowe was appointed Director of Sales to lead a dynamic sales team to promote Vancouver and the Centre as the destination and facility of choice for meeting planners around the world. He will work closely with the Centre’s partners to develop joint initiatives that will generate business and economic beneﬁt for the province. www.vancouverconventioncentre.com

COPENHAGEN WILL BE THE ‘CAPITAL OF SUSTAINABLE MEETINGS’ COP15 has been certiﬁed as the world’s ﬁrst sustainable, international political summit. And the ambition now is to make Copenhagen the world leader within sustainable meetings. The white book, Copenhagen

> HEADQUARTERS NEWS

2010 MEETINGS INDUSTRY FAIRS WORLDWIDE: MAKE YOUR CHOICE! AIME - MELBOURNE - MCEC // 2-3 MARCH 2010 WWW.AIME.AU.COM EMIF – BRUSSELS - TOUR & TAXIS // 17-18 MARCH 2010 WWW.EMIF.COM GIBTM – ADNEC – ABU DHABI // MARCH 29-31 2010 WWW.GIBTM.COM IMEX - FRANKFURT MESSE // 25 - 27 MAY 2010 WWW.IMEX-FRANKFURT.COM

Sustainable Meetings Protocol (CSMP), will cement Copenhagen’s position as a globally leading sustainable meetings destination. And in February the white book was presented to the UN by the Foreign Ministry, with the recommendation that future climate conferences and other international meetings be developed along the guidelines laid out in Copenhagen. It documents how COP15 was organised and held based on sustainable principles, and was the ﬁrst political, international summit ever certiﬁed thus according to an international standard. www.wonderfulcopenhagen.com

ANJA LOETSCHER JOINS DMAI EUROPEAN AVISORY COUNCIL Destination Marketing Association International (DMAI) announced that Anja Loetscher, Director of Geneva Convention Bureau, has joined the DMAI European AdviAnja Loetscher sory Council. Anja started working in the tourism and meetings industry in 1974. After several years in the hotel sector, she moved to Switzerland in 2007 where she started the Geneva Tourism & Convention Bureau. In less than 3 years time the Geneva Tourism & Convention Bureau has made a name for itself and put the city back on the map of the meetings industry. www.destinationmarketing.org

PIERRE-OLIVIER BERGERON NEW SECRETARY GENERAL OF THE BREWERS OF EUROPE Pierre-Olivier Bergeron has taken over as the new Secretary General of The

Brewers of Europe, succeeding Rodolphe de Looz-Corswarem. Trained in Bordeaux as a lawyer and a political scientist, Bergeron specialised in European political affairs at the College of Europe. In the early 1990s he assisted the European Commission in setting up business information services in Central and Eastern Europe. Bergeron then set up a communications ofﬁce at the College of Europe under the supervision of Jacques Delors. Before he joined The Brewers of Europe in 2001, Bergeron was Deputy Secretary-General of the European Committee for Wine Companies. He had been Deputy Secretary General at The Brewers of Europe since 2007. www.brewersofeurope.org

ICCA ANNOUNCES FIRST EVER DATA COLLABORATION WITH UIA 4,500 regularly occuring meetings within ICCA’s extensive database of international association events have now been enhanced through access to supplementary UIA data. This is the ﬁrst time these two long-established organisations have collaborated in this way. ICCA members use this database for their research, marketing and sales activities to identify prospective association clients and to bid for important international congresses. The new data provides valuable background information that will enable more relevant and targetted proposals to be created. www.iccaworld.com / www.uia.org

AIPC JOINS EFAPCO The Association of Irish Professional Conference Organisers (AIPCO) announced that it has been accepted as a member of the European Federation of Associations of Professional Congress Organisers (EFAPCO). Established in 2004 from national associations around Europe, EFAPCO aims to promote the meetings sector within the European Union and garner greater political and economic recognition for this vital sector. With the association giving the PCO sector a united voice in lobbying for recognition of its importance to business tourism within Europe, joining EFAPCO will in turn beneﬁt Ireland in getting their interests onto the international communities’ agenda. www.aipco.ie / www.efapco.eu

An Event to Remember

THE AC FORUM IN LONDON Several European medical associations gained an unprecedented insight into London’s credentials for hosting events last January, when the Associations Conference Forum staged its annual General Assembly in the UK capital. The programme included the body’s General Assembly meetings staged at the Queen Elizabeth II Conference Centre, as well as several opportunities for peer networking against iconic London backdrops. Delegates enjoyed the White Tower at the Tower of London, where guests were ‘commanded’ to attend the Ceremony of the Keys, Park Plaza Westminster Bridge, the 2012 Olympic Park and Park Plaza County Hall. Commenting on the choice to come to London, AC Forum outgoing President Luc Hendrickx said: ‘As one of the positive effects of London hosting the 2012 Olympics, AC Forum members were keen to learn how the congress and events industry can beneﬁt from the Games. They will create an event momentum for sure and we saw one of the tangible effects of this during our visit to see the extension of ExCeL.’ Visit London Business Tourism Director Tracy Halliwell added: ‘We have the product, the desire and talented people in place to well serve the interests of global congress planners. We are currently carrying out three key pieces of research, which will not only determine what more we can do on behalf of clients wishing to come to London, but will also provide buyers with quarterly survey data to assist with planning documents and provide a stronger picture of London’s events offer.’

www.visitlondon.com / www.acforum.net

HEADQUARTERS 7

HQ > EMIF

EMIF 2010 Association programme

heavyweights will guarantee a varied seminar programme. The fact that all seminars will be half an hour in length ensures concise yet complete information; just as we like it!

SPEAKERS

THE EMIF ASSOCIATION PROGRAMME IS AN IDEAL OPPORTUNITY FOR ASSOCIATION MANAGERS TO EXCHANGE EXPERIENCE AND BEST PRACTICES WITH PEERS, AND OF COURSE TO LEARN SOMETHING NEW! THIS YEAR IT HAS BEEN SPLIT INTO FOUR SEMINAR SLOTS, ALL INDEPENDENTLY MANAGED BY EMIF PARTNERS: HQ MAGAZINE, ESAE, KELLEN EUROPE, ASAE AND MCI. With their strong involvement in the world of European Associations and vast knowledge of association management, these true

+ Powered by ASAE: Charles Deale, CAE en Head of Society Relations at the CFA Institute + Powered by KELLEN EUROPE: Pierre-Olivier Bergeron, Deputy Secretary General at Brewers of Europe + Powered by MCI: Greg Sherry, European Region Director at BICSI/ Advancing Information/ Transport Systems + Powered by HQMagazine & ESAE: Thomas Reiser, Executive Director at the International Society for Prosthetics and Orthotics (ISPO)

FUN, FOOD AND DIAMONDSâ&#x20AC;Ś The entire programme will take place

17 March 2010 in Tour & Taxis, with the afternoon kicking off with an Associations Lunch between 12:30 â&#x20AC;&#x201C; 14:00. Beginning at 14:00, the seminar programme will be followed by an evening visit to the exhibition, after which all delegates will be able to let their hair down during the VIP Diamond Networking Party. Association Executives interested in participating are invited to register on www.emif.com with code 409. For delegates residing outside Belgium there is a special Hosted Buyer scheme!

'BODZ PSJHJOBM JEFBT GPS NBOBHJOH ZPVS BTTPDJBUJPO 5IFO KPJO UIF &.*' "TTPDJBUJPO 1SPHSBNNF (FU JOTQJSBUJPO !

&VSPQFBO .FFUJOHT *OEVTUSZ 'BJS

JOTQ

JSJOH JEFBT GPS ZPV S N

.BSDI ] 5PVS 5BYJT #SVTTFMT FF UJO

XXX FNJG DPN H

,FZOPUF TQFBLFST

O DF JO

)PTUFE #VZFS 4DIFNF

YIJCJUJPO OU F FWF F UJW

1SBDUJDBM IBOET PO TFNJOBST 7*1 MVODI EJOOFS OFUXPSLJOH %JBNPOE 4QPOTPS

(PME 4QPOTPS

"TTPDJBUJPO 1SPHSBNNF QPXFSFE CZ

HQ > E FA P CO

AN ACTION-PACKED EFAPCO CONGRESS Held at the beginning of January at the new SQUARE Brussels Meeting Centre, and organized jointly by EFAPCO and BAPCO the Belgian Association of PCOs -, EFAPCO’s 4th Congress was attended by 180 delegates from 17 countries. The programme featured experts commenting on how to implement sustainable solutions, analysing the impact

of new social media, and how to create new opportunities in the overall global crisis. The expectations of PCOs and the upcoming Generation Y were also debated on, while insights were given on new VAT regulations. As EFAPCO President Nicolas Le Brun said: ‘The emphasis was on information-gathering,

business networking and professional education and from what we’ve gathered so far, the feedback has been very positive.’ Highlights of the congress included a detailed, extensive and quite ‘ﬂowery’ description of the state of the meetings industry by Prof Riccardo Petrella, a Future Leaders Forum which attracted some 35 young participants, an impromptu videoconference session due to the heavy snow preventing David Stubbs, Head of Sustainability for the London 2012 Olympic Games, from showing in person, and an interesting report from Jan-Chrtistoph Napierski, Head of Sustainability for COP 15, the UN Climate Change Conference. All in all, the topic ‘Sustainability and competitiveness in the Meetings Industry’ came precisely within the remit of the European Union’s DG Enterprise and Industry and a wide range of topics were tackled by an impressive line-up of keynote speakers. What else were we to dream for?

EUROCONFERENCE 2010, the 10th anniversary edition A stock-taking of the Brussels association environment SOFITEL BRUSSELS www.kelleneurope.com/euroconference

HQ > IMEX

IMEX ASSOCIATION DAY An indispensable industry event IMEX’S HALLMARK ASSOCIATION DAY & EVENING ON MONDAY MAY 24TH WILL OFFER A VARIED PROGRAMME OF CONCURRENT THEMED SESSIONS AND

online content’ and an examination of the real factors that affect decisions about international congresses. Full programme details can be found at www.imex-frankfurt.com/ associationdayprogramme10.html.

ROUND TABLE DEBATES - DELIVERING DEDICATED EDUCATION AND NETWORKING FOR FORWARD-THINKING ASSOCIATION EXECUTIVES FROM ACROSS THE WORLD.

One highlight bound to attract attention will be a snapshot of the early ﬁndings from a new piece of global research - Convention 2020 - of which IMEX is a founder sponsor. Fast Future CEO, Rohit Talwar, will share some of the business-critical highlights and implications for association meetings arising from the ﬁrst phase of the research programme. He will discuss the evolving needs of association event attendees, the challenges for association event design and the implications for event business models in addition to future funding issues. He will also highlight practical examples of how associations are already transforming their events in response to these challenges and opportunities as they emerge. Other sessions will cover ‘Strategic Global Planning for Associations’, ‘How to leverage

HEADQUARTERS 10

Association executives who organise congresses internationally can also apply for the IMEX hosted buyer programme at www.imex-frankfurt.com/imexassociations which includes complimentary transport and accommodation in Frankfurt.

events industry suppliers with Korea, Seoul Convention Bureau, Macau, Sri Lanka and Indian Holiday all expanding their presence. US exhibitors have also conﬁrmed their enthusiasm and commitment with Anchorage, Arizona, Chicago, Texas and New York City already contracted and all those who attended in 2009 expected to exhibit on the IMEX US Pavilion again in 2010.

‘IMEX is the place to ﬁnd the latest developments and trends - a truly visionary show.’ Jason Tang, Chairman, International Society for Pharmaceutical Engineering greater China Steering Committee, China.

IMEX TARGETS BIGGER BUSINESS This year’s IMEX is due to be bigger than ever. Hotel groups continue to be represented strongly with Ritz Carlton, Mövenpick Hotels, Fairmont/Swissotel Rafﬂes and Starwood Hotels & Resorts all increasing their stand space. New exhibitors include Scandic Hotels, Albert Management of Latvia, Columbia, Meeting Point International and Showcare. The IMEX Wild Card Winners for 2010 are also all ﬁrst-time exhibitors in the international meetings and events industry providing new and exciting destinations. This year’s winners are Uganda, Morzine in France and the new Hof Conference and Cultural Center, Iceland. Demand for exhibition space has been particularly strong from Asian meetings and

The Spanish Tourist Office is now firmly established as IMEX’s second largest exhibitor, with Germany under the organisation of the German Convention Bureau being the largest. IMEX Chairman, Ray Bloom, comments on the lead-up to IMEX 2010: ‘Virtually every sector of our industry is consistently prepared to commit to IMEX knowing that they have the opportunity of meeting the right people and doing good business. Association executives looking for new ideas, exciting destinations and innovative services will find a wealth of choice at IMEX 2010.’ “The most business-like show on the MICE calendar” www.imex-frankfurt.com

HQ > SOFITEL

SOFITEL BRUSSELS EUROPE A conference hotel like no other IN THE HEART OF THE EUROPEAN DISTRICT OF BRUSSELS ON THE CHARACTERISTIC JOURDAN SQUARE LIES THE SOFITEL BRUSSELS EUROPE, A MODERN BUT NEVERTHELESS WARM HOTEL, WHERE HUMAN SERVICE IS THE PRIORITY.

Opened in September 2006, the Sofitel Brussels Europe is at the forefront of contemporary luxury hotels in Brussels. With its versatile offering of state-of-the-art meeting space, delectable cuisine and comfortable bedding, the Sofitel Brussels Europe is most attractive for business travellers and meeting delegates alike. Olivier Tombeur, Cluster Director of Sales & Marketing, states that the service there is unbeatable: ‘Our well trained staff is always trying to anticipate customers’ needs and is doing every effort they can to make them as happy as possible. As a result of this intensive work, Sofitel Brussels Europe has been certified one of the best European hotels in 2009, according to Trip Advisor.’

Sound proofed, spacious bedrooms - the smallest of which is 28m2! - will give guests the time and comfort to prepare themselves for an evening event, dinner or just to relax from a hard day’s work. In terms of amenities, there are ‘scart’ plugs behind the flat screen televisions for games machines, cordless telephones and high-speed internet access as well as wireless internet. Each room has a spacious, luminous bathroom with Occitane amenities to start and finish your day with pampering indulgence. But it’s in the meetings area that Sofitel Brussels Europe really stands out. The key to its ‘meeting’ success lies mainly in its ‘hardware’, if one can say so. The entire first floor is dedicated to 11 tastefully dressed conference rooms, for up to 300 delegates. They all boast modern technology and natural daylight, which is not easily found in Brussels. The boardroom of the hotel can host up to 20 people, with top-flight meal service in the adjoining dining room. But what’s more important is the personalized service and the high-quality catering that’s on offer. When all this fit nicely, the budget that organizations want to spend on events becomes a detail! No wonder the Euroconference will take place there next April!

Last but not least, Sofitel Brussels Europe takes part in the Sofitel’s programme INSPIREDMEETINGS™. This is a promise to deliver a meeting organized for talented people by talented people, in a refined environment with the French ‘Art de Recevoir’. As far as associations are concerned, Olivier Tombeur argues: ‘We know the way international associations work: our expertise in this niche market has enabled us to offer them what they expect. More specifically the staff can easily adapt to the specific needs of associations.’

The key to the ‘meeting’ success of Sofitel Brussels Europe lies mainly in its ‘hardware’. The entire first floor is dedicated to 11 tastefully dressed conference rooms, for up to 300 delegates So don’t be afraid to let Sofitel’s professional team help you to create your own event: they will be on hand to provide any assistance you might require. What else is there to dream for?

MORE INFORMATION Sofitel Brussels Europe Place Jourdan 1, 1040 Brussels tel: (+32)2/2355100, fax: (+32)2/2355101 olivier.tombeur@sofitel.com www.sofitel.com

HEADQUARTERS 11

> AIPC MEMBERS SPEAK

CONVENTION CENTRES TODAY A conversation with Edgar Hirt EDGAR HIRT HAS BEEN PRESIDENT OF AIPC FOR 2 YEARS NOW. SO IT MIGHT BE A GOOD TIME FOR HIM TO ASSESS THE CHALLENGES CONGRESS CENTRES, AS WELL AS MEETINGS PLANNERS, FACE IN TODAY’S ECONOMIC CLIMATE. IN THIS INTERVIEW, THE MANAGING DIRECTOR OF CONGRESS CENTER HAMBURG TALKS ABOUT THE PLACE OF AIPC’S MEMBERS IN TODAY’S WORLD IN GENERAL AND IN THE MEETINGS INDUSTRY IN PARTICULAR.

HQ: What impacts are your members facing as a result of the current recession? Edgar Hirt: Many of our member centres have seen significant impacts on their corporate meetings as well as trade and consumer shows that rely on either corporations or general public attendance. Most association meetings have remained stable in the sense that they remain on the books, but as some of these will take place years in the future, there may yet be cancellations. With all events, the big question is what attendance will be once the meeting or exhibition actually takes place, and this will of course depend on the state of the economy at this time. In the end, it is centres with a well diversified business base that have fared best as they have been able to shift their business priorities from one area to another. Having said that, there are very few that have not had significant impacts, in areas like revenue and attendance if not in terms of actual event cancellations. However, there are already signs of economic recovery and there may be even more reasons for meetings in the near future. For example, we believe that there are more reasons than

HEADQUARTERS 12

Edgar Hirt

At AIPC, we believe that there are more reasons than ever to hold international meetings when the global economy is in recession ever to hold international meetings when the global economy is in recession. In particular, they stimulate new research and product development, which stimulates the economy; at the same time, they encourage networks and exchanges that counter the tendency toward protectionism that often accompanies recessions like the one we are now experiencing.

HQ: What about supply are there too many convention centres for today’s market? Edgar Hirt: That is a question that only the market itself can answer, and it will do so over the long term, as centres that cannot compete will simply be eliminated from the equation. However, there can be some real problems in the interim. For example, if a centre is not competitive, it may resort to predatory marketing, offering deep discounts and ‘buying’

business, for example, in order to survive, and that harms everyone in the long term. We continue to emphasise that a centre should only be built where there is a strong and demonstrable business case, and where all the other parts of the congress business equation - things like air access and good hotel accommodation, for example - are in proportional supply. It is far better to make the correct development decision in the ﬁrst place than to have to deal with it once a building is already completed and entering the market.

HQ: Could you expand a little bit on the ‘Green Factor’? Edgar Hirt: A convention centre does not stand alone on the questions of sustainability or carbon neutrality - it is also a matter of the commitment that clients who use their facilities bring with them.

A recent survey of AIPC member convention centres indicated that well over 90% had significant green/sustainability policies and practices in place, including programs designed to enable clients to ‘green’ their own meetings and events. It is our feeling that given this high level of attention to the issue, sustainability has become more of an expectation that an exception, and centres are well out in front of actual demonstrated demand from their clients, few of which make sustainability a ‘decision factor’. Having said that, there are many different definitions in use - which is something characteristic of the ‘green’ area in general. Carbon neutrality is a particular challenge in that it generally depends on the use of offsets to balance the inevitable effects of meetings (such as travel-related impacts). However, a high proportion of the centres that maintain sustainability programs also offer carbon offset programs, and this can further enhance their claim to carbon neutrality. Finally, there typically needs to be a recognized audit process in place to determine any impacts, as each event will differ. Given this wide range of definition, and the high levels of attention given to the green issue by convention centres, clients need to establish for themselves what the exact bases are for the claims of individual centres. It has been our experience that their staff can provide a wealth of information, not only on their own operations but also how they can support a client’s own initiatives.

HQ: How do you view the relationship between convention centres and suppliers at AIPC? Edgar Hirt: One of the most deﬁn-

ing characteristics of convention centres as a group is that they operate in very different circumstances and jurisdictions and must respond not only to the demands of the market but their own immediate legal and operational requirements as well. For that reason, AIPC does not and will not presume to impose any operating restrictions on members that would compromise their business decision process. The tied supplier issues is a good example of such a situation, Centres must take into account many different factors in making decisions in this area, including the availability and reliability of suppliers, health and safety concerns, quality control management and any local regulations that may be applicable. There is no possible ‘one size ﬁts all’ solution but simply a range of possibilities from which centres must choose given their particular circumstances.

Meeting creates Understanding. Understanding creates Networking. Networking creates Experience. Experience creates Knowledge. Knowledge creates Technology. Technology creates Convenience. Convenience creates Well-being. Well-being creates Feeling. Feeling creates Motivation. Motivation creates Participation. Participation creates Meetings!

In the end, clients and suppliers need to make their respective decisions based on how the various options suit their needs. The client will decide, on balance, what works best for them and the supplier will live with the consequences, which is how the market works. Our advice to members is always to engage to the fullest extent in client discussions while exploring their options, and to engage in discussions as to how other are handling similar situations via the networking opportunities we create as an organization.

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

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

> AS S O C I AT I O N P O RT R A I T

EANM09 - Plenary Lecture

THE EUROPEAN ASSOCIATION OF NUCLEAR MEDICINE (EANM) A talk with Andrea Bauer ANDREA BAUER IS THE EXECUTIVE DIRECTOR OF THE VIENNA-BASED EUROPEAN ASSOCIATION OF NUCLEAR Andrea Bauer

MEDICINE. SHE

EXPLAINS HERE WHAT EANM IS ABOUT, HOW THE ASSOCIATION HAS EVOLVED OVER THE YEARS AND WHY AND HOW THEIR ORGANIZE THEIR CONGRESSES.

HQ: Could you brieﬂy introduce EANM? Andrea Bauer: The European Association of Nuclear Medicine (EANM) is a non-proﬁt umbrella organisation of Nuclear Medicine and represents approx. 30,000 professionals working in the sector in Europe. Nuclear Medicine is a cross sectional medical

HEADQUARTERS 14

specialty dealing with prevention, diagnosis and therapy of major health disorders like oncological, cardiovascular and neuropsychiatric diseases. By means of molecular imaging, Nuclear Medicine provides fundamental diagnostic procedures for these disorders and plays an important role in further developing personalized therapy for the beneﬁt of patients and cost efﬁciency of the healthcare system. EANM currently has 4,000 members, 38 national societies, 12 Task Groups and Committees and organizes an Annual Congress, 3 seminars per year in CEE countries and 20-25 courses at its inhouse Educational Facility in the headquarters in Vienna.

HQ: What are the main challenges EANM had to face in the course of its history? Andrea Bauer: Until 1985 the ﬁeld of Nuclear Medicine was represented by two associations, which were competing.

It took ﬁve years to negotiate a merger and to found the EANM. The history of the merger still reﬂects in the bylaws, which integrate the ‘best of both previous associations’. In 2001 EANM had the transition from volunteer based organization scattered around Europe to professional organization with a central secretariat including in house congress management and an own Educational Facility. Of course some people reject professional organizational structures in the beginning, but once the merits are obvious and well-known, it becomes natural and part of association life.

HQ: Have new challenges arisen because of the global crisis? Andrea Bauer: I would say that it you have to negotiate harder to get sponsor money from the interested pharma/device industry, but there is good will toward an European association that is still a main platform toward the specialty. Furthermore, the industry is less focussed on the congress alone, but looks to sponsor the entire association and its mission. Industry is looking for ways the congress to work with the association on a more permanent basis. So there is a window of opportunity for educational or research grants - at least in the medical ﬁeld.

> ASSOCIATION PORTRAIT

EANM ANNUAL CONGRESS HISTORY + Amsterdam 2003 23.08. - 27.08.2003 + Helsinki 2004 04.09. - 08.09.2004 + Istanbul 2005 15.10. - 19.10.2005 + Athens 2006 30.09. - 04.10.2006 + Copenhagen 2007 13.10. - 17.10.2007 + Munich 2008 11.10. - 15.10.2008 + Barcelona 2009 10.10. - 14.10.2009

needs. Then the price has to be adequate for us. Furthermore, we must feel comfortable with the professional sales and then project management team working and ‘teaming’ with us. The entire EANM congress management team needs to feel well in a destination! EANM09 - Industrial Exhibition

HQ: In terms of accommodation, how do thing work? HQ: What is the association’s decision process concerning the organization of a congress? Andrea Bauer: We have a very detailed RFP on our website (www.eanm.org/ann_congr/ ann_congr_venue.php?navId=298) which is sent to our National Societies and these are requested to contact their convention bureaus/convention centers to work out a bid manual answering all question. We then look through the bid manuals and decline venues that do not fulﬁll our requirements. Out of the ones fulﬁlling our needs, we make a list with pro’s and con’s and the Executive Committee makes the decision on the destination.

HQ: Where will the next congresses be held? And why have you picked these destinations? Andrea Bauer: 2010 Vienna, 2011 Birmingham, 2012 Milan. These destinations fulﬁlled our requirements. Furthermore, we try to rotate in Europe North, South, East, West and try to go to destinations we have not been before. We would also go to ‘second tier’ cities that are less known, if they meet our requirements of course.

HQ: How has your Annual Congress grown/developed/ changed in the past years? Andrea Bauer: Since 2002 it has grown

slowly but steadily from 3,000 to 5,700 attendees. The exhibit has been more or less constant with approx. 3,100 sqm, as the ﬁeld is limited and we know the suppliers interested in exhibiting. We are constantly trying to increase the scientiﬁc value of the congress and to make it the networking platform for Nuclear Medicine in Europe. From the evaluations we get from attendees, we have been quite

The industry is less focussed on the congress alone, but looks to sponsor the entire association and its mission successful in achieving our goals and the congress has become a bustling scientiﬁc and networking event with a warm, family atmosphere.

HQ: If you use a congress centre, what criteria must it satisfy? Andrea Bauer: There must be ample meeting rooms for our sessions and the exhibit space must be laid out so it optimally fulﬁlls our

Andrea Bauer: We always designate a hotel preferably within walking distance to the convention centre as HQ-hotel for our ofﬁcers and VIPs. For the delegates we choose an array of hotel categories from 5-star to 3-star for our allotment, so that we can cater to all attendees. Until EANM08 a majority of exhibiting companies and individual participants booked through our allotment, as we were able to negotiate fair deals with the hotels at the respective destination. With the economic crisis in 2009 and the hotels selling their rooms at ‘dumping rates’ we saw a drop of attendees and exhibiting companies booking through our allotment - much more was booked ‘last minute’ via the internet.

HQ: How would you summarize new trends in the association congress world? Andrea Bauer: The congress is becoming a platform for the exchange of science and professional expertise and for networking with peers. Fancy dinners for the ‘lucky few’ have been replaced by ‘welcome receptions’ for all participants and exhibitors in order to kick off the conference. We have seen a decrease in spouses attending the conference and less pre-and post tours being booked. An annual congress of a medical specialty is the platform for science and networking! www.eanm.org

HEADQUARTERS 15

HQ > ESTONIA

Old Town and Harbour Area

TALLINN

ESTONIA Positively Surprising

Modern expertise in a historical background Tallinn Old Town

ACCORDING TO JUHA MÄHÖNEN OF REVAL HOTEL OLÜMPIA THE BALTICS ARE A HIDDEN GEM, A NOVELTY LEFT UNDISCOVERED BY MOST PEOPLE. WE’D HAVE TO AGREE WITH HIM AFTER OUR VISIT TO THE HANSEATIC CITIES OF TALLINN AND TARTU. REPORT STEVEN KINS

Few countries can compete with the technologically advanced facilities you ﬁnd in Estonia. That’s where the ‘positive surprise’ kicks in. You wouldn’t have expected that this former Soviet state - now part of the EU - would be this modern. The biggest cities of the country can also pride themselves in their interesting nightlife and the abundance of nice and cosy restaurants. Still, there’s this very authentic touch to this destination. The two lively and historic town centres we visited were kept or restored in their original state as much

HEADQUARTERS 16

as possible without looking like a ghost town or open-air museums. Tallinn and Tartu may be the biggest cities of Estonia, they still have only 400,000 and 100,000 inhabitants, which ensures you never get lost in them! They also both have their own airport, Tallinn Airport having the most connections. Outside the cities there’s nothing but unspoilt nature and fresh air to be enjoyed. Estonia may be a small country, but you deﬁnitely have everything within arm’s reach to make your event unforgettable.

The capital Tallinn is a coastal town, with ferries coming in from Stockholm or Helsinki all the time. The colourful harbour creates a particular ambiance; Tallinn’s Old Town, which is listed as a UNESCO World Heritage site, is a pleasure to walk around in. Once a separate town, the Upper Town accommodates the Parliament, two cathedrals and various bastions, but from several points you have a magniﬁcent view over the Lower Town and the harbour. Tallinn will also be the European Capital of Culture in 2011, and the city will be packed with events then. If you’re looking for an exclusive venue, the Town Hall can be privatized, at least if your event gets the approval, or you can try the Kumu Art Museum or the historical House of the Brotherhood of Blackheads. There’s no shortage of guestrooms either, with 7,500 rooms spread all over town.

> ESTONIA A VERY DYNAMIC BUREAU

Riine also prided the advanced technology everywhere to be found: ‘98% of bank transactions are made online, we use digital signatures instead of real signatures, we have E-school, E-government, we pay for parking with mobile phones and our ID card can be used as a bus ticket. We have free wireless Internet in every conference and hotel room and we consider it as a human right, not a privilege.’ Tallinn is very informal. People may notice that their Prime Minister is there but they won’t act different. But if you want to see some contrasts, just go to the countryside, the southern regions, the islands or the Russian border. You can also combine meetings in the modern city of Helsinki, which is only 80km away, and the medieval part of Tallinn or do post-tours in Finland thanks to the regular and quick ferry connections. Last May for instance, Australian doctors had an event that brought them to Stockholm, Tallinn and

House of the Brotherhood of Blackheads

Saint Petersburg. Incorporating a Russian theme in your event is not hard either, when you have a real Russian styled prison by the seaside for a KGB interrogation, but beware, it can be really intimidating

UNUSUAL IN A HEARTBEAT The enthusiasm of Riine and her two lovely colleagues Külli and Raili is so catching that they can make you see the potential of Estonia in a summer glow, although my visit was in the depths of winter. Thanks to the international experience of Riine and her team, you can rest assured that any request you send will be met with a response you can’t say no to. As a matter of fact, they - in the past - suggested groups to take a transfer to the seaside during the White Nights in summer for a glass of champagne and strawberries at 3 o’clock. At this time of the year, it is light 20 hours a day and that’s something most of us haven’t seen before! A visit to the 17th century manor in the countryside to have a

KUMU Art Museum

Acting ‘green’ in Tallinn in particular and in Estonia in general is not difﬁcult, they already use special waste systems, use glass instead of plastic bottles, work with e-posters, communicate through e-mail, don’t print programme books, avoid conference bags, plastic cups or paper plates. Here it’s common to bring your computer to a conference so you can read everything on your screen and don’t have to print anything. ‘In 2011 we host a Green conference where we’ll use fair-trade coffee and tea, and every company will be able plant a tree to compensate for their carbon footprint. 50% of our territory is already covered by forests, so you could say we’re green by nature’, says Riine Tiigi.

GREEN BY NATURE

Tallinn will also be the European Capital of Culture in 2011, and the city will be packed with events then © Kaido Haagen

Riine Tiigi has been the manager of the dedicated Estonian Convention Bureau for three years now, ever since it’s been founded actually. Although it’s still a young organisation it unites 25 members that are key players in the industry, like hotels, venues, Estonian Air, PCOs, DMCs and the cities of Tallinn and Tartu. We met in the Vertigo restaurant, perched on the 9th ﬂoor penthouse of a snappy new business complex and providing a warm atmosphere with a splendid view over the city centre, combined with a mouthwatering selection of dishes.

Tallinn Town Hall

traditional evening there was another suggestion they had for a summertime programme.

The programme ‘Promoting Estonia as a Conference Tourism Destination’ is supported by European Union Regional Development Fund

CONTACT Riine Tiigi - Managing Director Estonian Convention Bureau Viru 19, 10148 Tallinn, Estonia Tel: +372 6 450 086 Fax: +372 6 450 057 info@ecb.ee - www.ecb.ee

HEADQUARTERS 17

Riine Tiigi

> ESTONIA

TARTU City of Knowledge IN A UNIVERSITY CITY, STUDENTS LEAVE THEIR MARK THROUGH THEIR DAILY RITUALS AND THEIR OWN PARTICULAR EVENTS, IN THIS CASE THE STUDENT SPRING DAYS FOR INSTANCE. BUT THE UNIVERSITY ALSO BRINGS ASSOCIATION CONFERENCES TO THE CITY. Town Hall Square

The fabulous Assembly Hall in the University’s Main Building with its distinctive six pillars is one of the most prestigious places to hold your event and in the same building you can privatize Estonia’s oldest museum: the University Art Museum. It displays a collection of classical sculptures where you can put your drink on, seeing that they are reproductions, as well as a creepy mummy. If you want to feel closer to the students, it’s even possible to rent a house of one of the student corporations. Choirs, symphonic orchestras and folk dance groups from the university are popular during events. But Tartu has more in store than just its University. There’s also the Toy Museum (voted the best museum), the Eduard Vilde Restaurant where we ate moose that was shot by the owner, or St. Anthony’s Guild where traditional craftsmen and women are prepared to teach you all about leaded windows, tapestry or patchwork. According to Angela Järg of the Tartu Convention Bureau, a lot of new things have developed in the last ﬁve years, like the Dorpat Hotel and Convention Centre. Now, Tartu is ready to welcome large groups with its 2,000 beds in over 13 hotels and 10 guesthouses in the city centre. A little outside the city there are even more.

HEADQUARTERS 18

According to Angela Järg of the Tartu Convention Bureau, a lot of new things have developed in the last ﬁve years, like the Dorpat Hotel and Convention Centre. Now Tartu is ready to welcome large groups University of Tartu History Museum

Raekoja Square

Hanseatic Days

Medieval barge on city square

> ESTONIA

GETTING TOGETHER IN TALLINN AND TARTU KARIN JAANSON, The Spirit of Tartu

The choice is yours! FROM OLD TO MODERN, FROM CLASSICAL TO HYPE, FROM CONVENTION CENTRES TO REAL SPECIAL VENUES, THERE ARE MORE THAN ONE WAY TO MEET IN ESTONIA. WHETHER IT BE IN TALLINN OR IN TARTU, YOU WILL BE AMAZED WITH THE COUNT-

As the Deputy Mayor of Tartu, Karin Jaanson is extremely well-placed to introduce us to her city, and more precisely to the Spirit of Tartu. Being the main university city in Estonia, the people here are obviously more educated, and they’ve always aimed to be independent, so Tartu actually was the spiritual capital of the country. Here everybody knows everybody, and it’s easy to organize something. Karin argues: ‘We’re not only the so-called ‘city of good thoughts’ but also of good actions and good connections, with the professors for instance. Tartu is a real city of knowledge, it’s where most PhDs are obtained, it has the most centres of excellence, and we’re highly accredited in the field of biology, software and nanotechnology, among others.’ She continues: ‘We recently got a flight connection to Riga and Stockholm, and this has increased the number of visitors. It’s only 185 kms to Tallinn and there’s a bus connection every half hour, and every hour there’s a direct bus that has a wifi connection!’ The city is very supportive of cultural events so they provide funds for good projects, because they feel that the people need to love the city. There’s for instance the Summer Theatre on Dome Hill, Tartuff Movie Festival with a big screen on the main square, or the Hanseatic Days. In some cases, big international conferences may get city support too. Since 5 years the city has its own convention bureau and Tartu is also the co-founder of the Estonian Convention Bureau. Karin says: ‘Thanks to tourism and the meetings industry we’re getting better flight connections, so even local companies are benefiting. We’re not afraid of huge projects either.’ ‘Strategic planning goes as far ahead as 2030, including plans for a new science centre, a national museum and an impressive bridge over the river and around the city. And if you want to do something different, a river trip on the replica medieval barge is another way to discover Tartu, or you can find out how they build ships like that. For Christmas, the barge was put on the city square and the sails were replaced by light curtains; we even held our city government meeting there!’

LESS POSSIBILITIES TO GET TOGETHER. IN SHORT, ESTONIA CAN CATER TO ALMOST EVERY TASTE THERE IS!

Nokia Concert Hall

In Tallinn NOKIA CONCERT HALL The largest event hall in Tallinn has only been operating for a few months now as a part of the brand-new Solaris Centre but in the first three months already 53 events were held with 68,000 visitors, even live TV shows! Dates have been booked as far in advance as 2014 and include a big medical conference in April and the Road Construction Association congress in September. It has 1829 seats on the two balconies with catering facilities on the ground, second and fourth floor and several configurations are possible. The 9 cinema halls in the complex can be used as breakout rooms. Everything you can imagine is installed here. The hall has digital and 35mm

Lobby of Nokia Concert Hall

Estonia Concert Hall

projectors that put their images on a 20 by 9 metre screen with Dolby surround, of course. Meyer Sound Laboratories have specially designed the whole setup and they use it as a sound laboratory.

ESTONIA CONCERT HALL This hall is the classical and classy counterpart of the Nokia Concert Hall facing it. Conferences, exhibitions, receptions or dinners for a maximum of 350 people are possible and converting the hall doesn’t take long: in eight minutes all chairs can be moved underneath the stage. For bigger events, the Concert Hall can also be connected to the next-door White and Blue Hall of the Opera. Gala dinners are often graced with some sort of entertainment on stage. In April, the Ministers of Foreign Affairs of the NATO member states will have their gala

HEADQUARTERS 19

> ESTONIA

dinner here and as you can imagine this will involve high-proﬁle security measurements, but that’s no problem.

DORPAT CONVENTION CENTRE

seats, four translation booths and four bright seminar rooms are completely at your disposal. This makes it the biggest conference and concert hall but big does not exclude ﬂexible: catering and equipment can be sourced from elsewhere, and according to your taste, a folk band, choir or symphonic orchestra can be arranged on stage.

The most modern conference centre in town came one year after the hotel by the same name and offers ten rooms in total, all named after famous professors. The biggest one can harbour 560 people and the total capacity is around 1,000. It is located in a complex that offers a shopping centre and other entertainment facilities, just next door to the Dorpat Hotel.

From old to modern, from classical to hype, from convention centres to real special venues, there are more than one way to meet in Estonia

In Tartu

Tartu by night

VANEMUINE THEATRE

University of Tartu

The Vanemuine is the oldest (celebrating its 140th birthday) and largest theatre of the country with its 700 seats, and its main asset is that you can organize a conference with an additional programme here - even when it’s a performance in Estonian it will surely be subtitled. The theatre has three different branches in its regular programme: music, drama and dance. Catering, parties or workshops can be organized in the foyer and if you need more space, there’s also a door that leads straight to the Concert Hall, which makes for a combined capacity of over 1,600 guests.

UNIVERSITY OF TARTU HISTORY MUSEUM On Dome Hill, named after the Dome Cathedral that’s now partly renovated into the museum and partly in ruins, 15,000 people attend events each year. The reading hall which houses changing exhibitions now is home to meetings, conferences or receptions for up to 300 people.

In this building from 1970 it takes only 15 minutes to remove the chairs before the danceﬂoor is yours. Otherwise, the 959

Athena Conference and Cultural centre In this beautifully restored cinema you can not only drink wine and dine but also combine this with different events and performances. Above the Art Deco styled Volga restaurant you ﬁnd a 200-seat cinema hall with a 100-seat balcony where any event is possible. Then there’s the loft-style attic hall that can be used for meetings.

Theatre Vanemuine

Restaurant Volga

VANEMUINE CONCERT HALL

Vanemuine Concert Hall

Dorpat Conference Centre

HEADQUARTERS 20

> ESTONIA

Case Study

INTERNATIONAL MILITARY TESTING ASSOCIATION THE 51ST ANNUAL INTERNATIONAL MILITARY TESTING ASSOCIATION (IMTA) CONFERENCE WAS HELD IN THE DORPAT HOTEL AND CONFERENCE CENTER IN TARTU, FROM NOVEMBER 2ND TILL NOVEMBER 5TH 2009 AND WAS HOSTED BY THE ESTONIAN NATIONAL DEFENCE COLLEGE, WHICH WAS ALSO THE NEWEST MEMBER OF THE ASSOCIATION.

This annual event with a long tradition is always organized by the members, normally in Central Europe or in the US. In June, Lieutenant and psychologist Merle Parmak was asked to organize the November conference, so it had to happen quickly. All procedures have been settled during the long history of the association, so everything took place smoothly in the end. Topics included military personnel selection and classiﬁcation, keeping and growing the morale while avoiding stress reactions, and training systems for soldiers. The more developed countries help the others of course. There were three parallel sessions with a total of around 150 visitors from 22 countries. Accompanying persons could do excursions during the day and there were special offers from spas. The Dorpat people proved to be very good partners in this. A special bonus was the fact that the hotel rooms were practically in the same building as the confer-

51st Annual IMTA Conference

ence. On Friday there were cultural trips to the KGB museum, a beer testing, a tour in Tartu and then Põltsmaa, wine degustation and the day was over after a guided tour in Tallinn and a medieval dinner in Olde Hansa. Merle Parmak states: ‘We got good remarks on the quick and quality organisation. Estonia is quite small, so if you know the right people you can organize everything really fast. The size of our country allows us to avoid timeconsuming bureaucracy issues as well. Instead of an anonymous conference ﬁle, an old lady had sewed ethno bags and a smaller bag with our national liquor, especially for people from warm countries to keep them warm...’ ‘In the university buildings the head of the Psychology Institute of Tartu University held an introductory session about the history of the university and the current trends in research. We also watched an opera spectacle in the Theatre Vainemuine.’

Tartu

‘Most people were here for the ﬁrst time and practically every one of them was positively surprised. It’s all a matter of contrast; the information people have about Estonia is contradictory. They don’t expect anything, so they only get positive emotions: they meet nice people who speak good English, they notice it’s a clean and safe country, the purity of the environment, the high quality of service, ATMs and currency exchange is available everywhere, excellent IT possibilities, and good public transport as they experienced when they took a forced tour from Tallinn airport to Tartu!’ ‘Tartu is quieter and a bit more relaxed than Tallinn, it’s a very nice and classical university city where many famous people have worked or lived. I would even call it a gem of Estonia! Many positive historical events or discoveries happened in Tartu. The University here has survived the Soviet time and now it’s becoming more and more international.’

HEADQUARTERS 21

> ESTONIA

Hotels in Estonia

MODERN AS IT GETS FREE WIFI IS A CIVIL RIGHT, I HEARD FROM EVERYONE IN ESTONIA, SO IT’S NO WONDER THAT EVERY CONFERENCE HOTEL HAS A WIRELESS - OR AT LEAST A WIRED - INTERNET CONNECTION FOR ALL OF ITS GUESTS. HOTELS IN ESTONIA ARE ALL RECENTLY BUILT OR RENOVATED, CENTRALLY LOCATED, OFFER EXCELLENT VALUE FOR MONEY, AND HAVE LOADS OF EXPERIENCE WITH EVENTS. Swissôtel Tallinn

In Tallinn REVAL HOTEL OLÜMPIA Reval Hotels is the only hotel chain in the region that feels so strongly about its green image, according to Juha Mähönen. ‘We do as we preach, for instance, we’re one of the corporations in the Baltic Sea Action Group that aims to protect our sea by making commitments. We use phosphate-free detergents, recycle, have a leading energy-efﬁciency programme and can track our energy consumption. Even at home we can check how much electricity is used in the hotel.’ The hotel comprises of 390 rooms and 13 conference rooms, if you don’t count the suites or the Banquet Hall that can be used as exclusive meeting rooms. The main meeting room with its ﬁve translation booths can accommodate 400 attendants. It opened in 1980 for the Olympics and was rebuilt four years ago. For the NATO meeting it will serve as the media centre and Reval Hotels chain is the partner of the European Film Awards 2010 in Tallinn. They were also the main partner for the Eurovision Song Contest a couple of years ago - after all, Reval stands for REal VALue!

HEADQUARTERS 22

RADISSON BLU HOTEL Rihanna and former president Bush are only two of the VIPs who spent the night here, so the Radisson is definitely able to provide, even though it doesn’t have a star rating. There may be 280 rooms - all with Skype telephones - but the hotel still has small enough corridors so you don’t get the ‘big building’ feeling. The conference floor with 14 conference rooms for 8 to 350 people has a special entrance. Translation techniques and everything else concerning an event can be ordered in-house. The whole floor has already been converted into a forest and a tropical paradise but the NATO held its meeting here as well, so formal and fun is only a small difference! The business class floor houses the presidential suite which can even be rented as a meeting room. Tallinn’s best views can be enjoyed from the lounge and there’s a conference room on the same floor.

SWISSOTEL TALLINN Of the 29 Swissôtels all around the world, this is one of the newest and it is housed in the tallest building in the Baltics. The Estonian design gives it an authentic touch and makes sure that this is more than a 238room business hotel. It may not have a star-

rating but you’re sure to get 5-star service in this deluxe property. Another asset is the restaurant and cocktail bar on the top ﬂoor, and let’s not forget the extensive spa facilities either. Business guests will surely enjoy the distinguished atmosphere of the Executive Club Lounge. On the conference ﬂoor, the biggest ballroom has 300 seats, seven translation booths, breakout rooms and if that’s not enough you can even use the extra space in the adjacent tower. It welcomed the Poker Stars championship with 300 players but also the European Parliament. Meetings up to 500 people are not an issue and neither are high security measurements for international delegations.

NORDIC HOTEL FORUM This 4-star business and conference hotel is part of a smaller company, and aims to be ﬂexible and service-oriented. Since 2007 it has 267 rooms and the Estonian owners thought it was important to use an Estonian designer to create a homely, calm and comfortable atmosphere. The ergonomic seats in the conference area are only one part of that. Behind the hotel lies an industrial area which was recently upgraded and received a Dutch design award.

> ESTONIA

Hotel London

Swissôtel Tallinn Ballroom

Nordic Hotel Forum entrance

SOKOS HOTEL VIRU The hotel dates back to 1972 and it’s still the biggest with 516 rooms. The colourful history is still visible: we were allowed to take a peak at the room on the top ﬂoor where the KGB connected calls from Scandinavia to Moscow. The hotel’s meeting facilities welcome 850 conferences per year and that’s no wonder when you can cater for conferences up to 500 people in 11 rooms. The Sokos Hotel offers ample entertainment options as well with the successful Starlight cabaret, the Karaoke Club, the very popular nightclub and the sauna and relaxation area.

Reval Hotel Olümpia

Sokos Hotel Viru

Radisson Lounge

In Tartu DORPAT HOTEL In 2007 the need for a business hotel in the city was fulﬁlled by this three-star establishment with 200 rooms and 5 big and bright suites by the riverside. What’s particularly tempting about Dorpat is its spa facilities with a whole range of private medical and wellness treatments, among which over 30 different types of massages, thanks to the team of 35 professionals. There’s also a salt room for people who have respiratory issues, a sauna or water treatment, a duo massage or even a fourhand massage!

HOTEL TELEGRAAF This very centrally located 5-star boutique hotel with 86 rooms, of which four suites, came into being in 2007 and boasts exquisite spa facilities. Among its guests it counts the Belgian king and queen and Lenny Kravitz, the one more rock ’n’ roll than the other. In the old part of the hotel that used to be a telegraph ofﬁce no room is the same, while the standard rooms are situated in the new wing. The Symphony Lounge can be used as a conference room, but here you really come for the classy design and personalised service you can expect from a true boutique hotel.

situated in the vaulted cellar, the remains of the original building are still visible and one room has a ﬁve-inch thick metal door to enter into the bathroom, since it used to be an ofﬁce of a credit association. The owners aim at a 5-star rating for their 18 rooms.

All hotels are recently built or renovated, centrally located, offer excellent value for money, and have loads of experience with events

LONDON HOTEL Combined with its sister, the 3-star Pallas Hotel, the two facilities offer 120 rooms. This four-star property with its impressive and spacious lobby also has a nice conference room for 100 people, the Oxford Hall. The three suites all have their own sauna.

ANTONIUS HOTEL TARTU Right in front of the University main building a historic venue has been renovated as authentically as possible and turned into a boutique hotel in 2009. In the restaurant

HEADQUARTERS 23

GROWING YOUR REVENUE IN MY VIEW - AND IN MY EXPERIENCE - CLEAR OBJECTIVES, TARGETS AND PRIORITIES ARE KEY TO ACHIEVING REVENUE GROWTH. I PREFER TO CONSIDER REVENUE IN FUNCTION OF WHAT I WISH TO REALISE IN TERMS OF THE GROWTH OF MY ASSOCIATION, BENEFITS TO MEMBERS AND APPEAL TO NEW TARGET AUDIENCES RATHER THAN TO MANAGE THE PROCESS OF INCOME GENERATION BY DEVELOPING ACTIVITIES IN FUNCTION OF THE AVAILABLE RESOURCES. TEXT LUC MAENE DIRECTOR GENERAL OF THE INTERNATIONAL FERTILIZER ASSOCIATION AND PRESIDENT OF ESAE

Core activities and projects with a high priority stand an excellent chance of attaining funding, and a well-presented activity with appropriate and deﬁned funding requirements is a powerful tool for attracting the interest and approval of the Board. Therefore, the fundamental question that an association needs to ask is not simply how to grow revenue, but rather what is it that the association wants to achieve and who should be targeted to help fund the task at hand?

Exploring new activities and partnerships indicates a forward-thinking mentality which can help seal the deal with potential funders, and place an association in a secure position for future development. Of course, as part of

The fundamental question that an association needs to ask is not simply how to grow revenue, but rather what is it that the association wants to achieve and who should be targeted to help fund the task at hand?

To answer this question, associations need to clearly define members’ needs and the support and resources required. Well-defined strategies, a good business plan, clear priorities and realistic budgets go a long way towards securing the resources needed for any association. Defining activities with a clear purpose and a measurable benefit is a fundamental cornerstone of income generation.

the process, associations need to prioritise their activities and must try to use the funds in those areas that provide maximum beneﬁts to members.

At the same time, it is vital to think ahead. Requests for funding are multi-faceted and complex, and an association that plans for future resource requirements as part of the request-for-funding process will position itself for growth in future years.

Depending on the nature of the projects or the activities, a multitude of funding sources is available both in the public and private sectors. Successful association managers will be able to approach the right source for the activity they wish to carry out.

HEADQUARTERS 24

Members are the driving force behind every association, and it is in each association’s best interest to ensure that members receive maximum value. Anticipating the beneﬁts that members prefer - in the form

of products, services, networking opportunities, technology or policy development ensures that stakeholders remain on board. Prioritising your association’s needs and following through with a clearly-deﬁned funding strategy for these needs will mean that funding sources will be particularly keen to engage with your members and with your active and vital association. www.esae.org

HAVING IT W HEN YOU NEED IT: BETTER CAS H FLOW MANAGEMENT IMPROVING HOW AN ORGANISATION MANAGES ITS CASH FLOW IS A COMPLEX TOPIC, AND THERE’S NO EASY FIX THAT WORKS FOR EVERY SITUATION. ESSENTIALLY, CASH FLOW IS AFFECTED BY EVERY ACTION AN ORGANISATION TAKES. SOME OF THE ACTIONS HAVE OBVIOUS IMPLICATIONS. SAY, FOR EXAMPLE, THAT YOUR ORGANISATION BUYS RATHER THAN LEASES A NEW OFFICE BUILDING OR VEHICLE. CASH FLOW IS, NEEDLESS TO SAY, REDUCED. BUT OTHER, SEEMINGLY MORE INNOCUOUS ACTIONS ALSO CAN IMPAIR CASH FLOW. TEXT MURRAY DROPKIN, CPA , DROPKIN & COMPANY, CERTIFIED PUBLIC ACCOUNTANTS

Many association leaders falsely believe that a balanced budget alone will ensure the financial health of an organisation. An organisation can still have a balanced budget, which indicates that it will break even or make a profit for the coming year, and still go out of business or be impaired if bills are not paid on time or, worse, if a payroll is missed something very few organisations survive. Optimising cash flow management is one of the most important tasks in achieving overall financial health. Associations often have cash flow challenges that are unique to their sometimes complex and varied income streams; this makes managing cash flow in an association much different than doing so in a corporate environment. Associations operate in a complicated fiscal environment, one that

includes multiple sources of income and different sets of management challenges. Such an environment demands a well-planned, intensive, and aggressive approach to managing cash flow. Finance professionals who work with and within associations should have a basic understanding of the cash flow issues that most affect associations. Effective cash flow management goes beyond economic or business planning. To convert your budgets and plans to cash flow forecasts means you need to add a time frame to the transactions that generate income as well as those that relate to paying expenses. In addition you need to understand and identify transactions that don’t fall neatly into the categories of ‘income’ and

Optimising cash flow management is one of the most important tasks in achieving overall financial health. Associations often have cash flow challenges that are unique to their sometimes complex and varied income streams ‘expense’ while also identifying such actions as loan repayment and mortgage payments, for example, which also affect cash flow.

HEADQUARTERS 25

TRADE SHOWS AND DUES: THE BIG TWO For many associations, an annual trade show or similar event is a primary revenue source. The cash ﬂow challenge of dealing with a major event, which may take place once a year, versus just collecting interest or dividend income monthly on investments, is difﬁcult.

Effective cash ﬂow management rests upon the fundamental task of forecasting with accuracy when cash will be received and when cash must be paid out

Let’s say that your organisation has a largely successful trade show, but the largest exhibitor goes out of business before paying you or tells you they will be able to pay you in a year. Needless to say, that hurts cash flow. Now is a difficult and challenging time for all organisations, particularly associations. The travel, airline, hospitality, and similar industries, whose economic viability is at least partially interdependent with that of associations, are facing poor, perhaps even life-threatening, economic crises due to a less than vibrant economy, residual aftershocks from 9/11, and significant international problems, such as the recent events in Iraq. It’s not a difficult prognostication to say attendance at trade shows may continue to suffer. If a trade show or other large event is a significant income source for your association, then you need to pay extra attention to your cash flow projections. In addition to the revenue produced by trade shows and other events, associations also frequently depend heavily on dues revenue. Depending on how dues are calculated and collected can have an enormous effect on cash flow. For example, one association changed its dues-billing methodology from an annual calendar year to annual billing on the anniversary date of joining the association. They found their cash flow severely affected, since members (and just about everyone else involved) became confused. Generally speaking, the dues-billing process should see little change, since dramatic changes to it can hurt short-term cash flow. If changes are essential, then cash flow needs to be part of the planning.

THE ART OF FORECASTING Obviously, an organisation’s success in earning income in excess of its expenses is an important factor in its cash flow and its overall financial health. However, making money alone will not ensure optimal cash flow. An organisation may be ‘profitable’ based on its financial statements, yet still be unable to pay bills when they are due. Effective cash

HEADQUARTERS 26

flow management rests upon the fundamental task of forecasting with accuracy when cash will be received and when cash must be paid out. Thus, a cash flow forecast covering a fiscal year should be based on the organisation’s budget and adjusted for the timing of actual receipt and disbursement of cash for each element of the budget. An accurate and detailed cash flow forecast, especially when used in conjunction with a detailed operating budget, will allow organisations to anticipate potential cash flow difficulties and take remedial actions. All organisations should prepare cash flow forecasts. At a minimum a cash flow forecast for 13 weeks into the future should be prepared, since many organisations do not have enough economic strength to survive even a short-term cash flow crisis. For larger, more complex organisations, a monthly cash flow forecast for a minimum of six months should be prepared. For the largest associations, a cash flow forecast for 12 months should be prepared. Regardless of the size or complexity of your organisation, cash flow should be on the front burner in the finance and executive departments. Request that your finance staff, with perhaps the assistance of your CPA firm, start preparing cash flow forecasts. Start with the simplest one for thirteen weeks and then, as you gain expertise, work toward a one-year forecast. The largest organisations eventually will need to do five-year cash forecasts. Proper budgeting is key: the better prepared your budget is, the less time-consuming the forecast process will be. Cash shortages almost always result in increased costs and can create a number of other problems. Consider the following examples. An organisation delays a big membership drive for six months. Such a delay could have serious cash flow implications if fixed costs such as personnel and overhead for the organisation were calculated based on a successful membership drive. The delay may

tion may have a serious cash flow problem. Because many operating costs are ‘fixed’, the organisation may then be forced to borrow money to continue operations, which will result in interest expenses that would not have been necessary with better cash flow planning and management.

Finding the ‘right’ cash flow management strategy is contingent on the types, characteristics, sources, restrictions, and requirements related to the income that represents an organisation’s cash inflow be unavoidable, but at least an accurate cash flow forecast will ensure that no surprises are lurking when hefty cash flow payouts, such as payroll, come due. Another case may not be quite so obvious. The membership delay would be easily seen in the financial statements. But suppose that in a four-month span an association billed a total of €150,000 in advertising. Based on the organisation’s financial statements prepared on an accrual basis, the organisation shows a profit. However, if the advertisers do not pay their bills or pay them slowly, the associa-

It is important to note that borrowing money is a recognized and effective way to manage cash flow. Associations, especially in these difficult times, should have lines of credit available. It’s far better to pay some interest than miss a payroll or anger suppliers. However, it’s better still to accurately forecast cash needs so that an organisation can arrange to have cash on hand to pay its bills. Another common cash flow issue affecting associations is controlling growth by not acquiring too many new members too quickly. The expense to acquire new members through such methods as advertising or direct mail can be substantial. When you add normal member-fulfilment costs, it’s highly likely that, during the first year of a large-scale membership campaign, the cash outflow needed to acquire new members plus the normal cost of membership fulfilment will exceed the cash dues income from new members. Assuming the member stays for a certain number of years and pays dues, positive cash flow can result over time. But if membership turnover is too high, then an organisation may face a poor financial and cash flow future. Frequently updating cash flow forecasts will help an association as it plans such activities.

FINDING THE RIGHT STRATEGY That typical associations rely on more than one revenue stream to earn income can make cash flow management complicated. Finding the ‘right’ cash flow management strategy is contingent on the types, characteristics, sources, restrictions, and requirements related to the income that represents an organisation’s cash inflow. For example, associations dependant on advertising as their primary source of income will find that their budgeting, cash flow

planning, and cash flow management will be quite different from organisations that collect a greater percentage from membership dues. For instance, there is an association with a three million euro annual budget that receives 70% of its income from a yearly publication. Some income is from advertising and some from sale of the publication. This association has a huge jump in available cash during the 90-day period just after the publication is delivered to its members but needs to borrow money for at least six months of each year. An organisation’s major revenue streams will affect every aspect of its financial management system, including the following: + Budgeting processes (e.g., cash flow forecasting, operational budgeting, departmental budgeting, capital budgeting) + General accounting procedures and practices + Billing and collections procedures + Internal and external reporting + Internal controls + Taxation + Audit requirements Some associations count income earned by providing goods or services as a significant revenue stream. This type of income stream may be one of the most complex in terms of cash flow planning and management. These revenue streams will have cash flow considerations that are similar to those of for-profit businesses, yet must incorporate other essential elements unique to the nonprofit operating environment. For example, associations that generate fees for services must invest in financial management systems that can quickly and accurately perform billing and collections, information management, and reporting and analysis functions. Moreover, organisations that generate program service revenue must be capable of accurately recording collections for individual accounts, tracking associated income and expenses, classifying and reporting income correctly on their annual tax information return, and meeting all audit requirements for their programs.

HEADQUARTERS 27

PLANNING FOR CASH FLOW IMPROVEMENT A key step in any cash flow improvement effort is proper training and education for those directly involved in the process. All staff, management, and board members need to understand their roles in effective cash flow management. For example, junior staff often is not exposed to cash flow issues; however, their decisions may have direct and profound effects upon cash flow. If an administrator fails to follow proper procurement policies and procedures in making a purchase for the organisation and acts without considering cash flow forecasts, his or her action will affect cash flow negatively. Procedural guidelines that are understood and supported by all staff members help to avert such problems.

AND NOW, A WORD ABOUT OUR SPONSORS

All organisations should prepare cash flow forecasts. At a minimum a cash flow forecast for 13 weeks into the future should be prepared Your budget creation team and your cash flow management team should be broadly representative of your entire organisation. The best budgets and cash flow forecasts are almost always team efforts. When associations and their boards, consultants, finance and management executives, and all involved staff understand the relevant issues and actively participate in ongoing cash flow management, cash flow - and thus the financial health of the organisation will always be significantly improved.

HEADQUARTERS 28

GIVE YOUR SPONSORS MORE VALUE FOR THEIR MONEY - AND GET MORE PARTICIPATION AND REVENUE FOR YOUR ASSOCIATION. TEXT JAY YOUNGER, VICE PRESIDENT, MCKINLEY MARKETING, INC., CHEVY CHASE (MARYLAND)

Now perhaps more than ever, it’s imperative that you create value for your sponsors. This 10-point plan will help you develop a sound approach to doing just that. 1. Evaluate your current sponsorship levels and components. Start by looking at how you’ve priced sponsorships in the past. If you’ve arbitrarily assigned a ﬁgure based on a revenue goal, you might want to benchmark those goals against the actual monetary value that each

opportunity creates. A number of firms specialize in pricing intangible assets, which can help determine the true value of a sponsorship. Also examine your existing levels of sponsorships to ensure sufficient price points for a range of sponsors. 2. Determine the benefits. Most sponsors are looking for access to a particular audience through tangible sponsorship benefits such as signage, advertisements, and networking opportunities. Create a list of these benefits and other intangible benefits. Hint: Don’t forget about the good will that accompanies an investment in your organization. 3. Develop promotional materials that sell the benefits. In addition to promotional letters, fliers, and brochures that clearly communicate the benefits of sponsorship, make sure you’ve included sponsorship opportunities on your Web site and integrated your sponsorship message with the association’s brand. 4. Build and implement a sponsorship database. Keep track of your sponsors by recording primary and secondary contacts, marketing plans, and past sponsorship data such as total revenue and number of renewals. Future staff will thank you for helping them easily identify contacts’ history of involvement with the association. Most databases also include a customer relationship management element, which can help streamline and coordinate your sponsorship sales activities. 5. Develop a sponsorship qualification sheet. By understanding why your sponsors participate - and by systematically collecting information on their desired levels of contribution and access as well as their decision-making profiles - you’ll know their needs and be able to identify other opportunities for them within the organization.

6. Create and segment your prospect list. Compile a prospecting hit list of past sponsors, associate members, industry leaders, advertisers, tradeshow exhibitors, and so forth. Then dig deeper. Talk to senior leadership and volunteers about their corporate contacts. Ask other departments if they work with organizations looking for more exposure within the association. Take a look at the banner ads on your competitors’ Web sites. And use

prospects might get three mailings, two phone calls, a personal invitation from the CEO, face-to-face visits from senior leadership, and thank-you gifts. On the other hand, a sponsor representing a smaller potential may only receive a solicitation letter and a follow-up e-mail. 9. Monitor progress. Keep in touch with your sponsors before, during, and after their sponsorships to judge their satis-

In order to fully realize sponsorship revenue potential, you need a sales force. This can be internal or external, but someone must be responsible for setting sales goals speciﬁc criteria to categorize your prospects into distinct tiers. Potential statistics can include the total number of past sponsorships, current level of interest, funding capability, and company revenue. 7. Develop staff roles and responsibilities. In order to fully realize sponsorship revenue potential, you need a sales force. This can be internal or external, but someone must be responsible for setting sales goals and incentives, prospecting, building relationships, handling administration and reporting, and managing ongoing accounts. Remember that sponsorships, like most sales transactions, usually come down to relationships, so involve staff members who have strong relationships with your potential sponsors. Have those employees make introductions or set up meetings for your sponsorship sales team.

faction with the experience. If your association has a large sponsorship program, consider designating a coordinator to meet your sponsors’ needs. A checklist can keep important issues from slipping through the cracks. 10. Survey to ensure a positive experience for each sponsor. This step, which many overlook, can hold the key to repeat sponsorships. By taking the extra time to close the loop on the sponsorship experience, you solidify the value for the sponsors and gather important feedback on their experiences. You also demonstrate that you’re working to meet their needs while setting the stage for renewal.

Jay Younger, vice president, McKinley Marketing, Inc., Chevy Chase, Maryland, is a member of the Membership Section Council.

8. Develop a sales strategy for prospects. Deploy your sales force proportionately with the opportunity that each tier represents. For example, top

HEADQUARTERS 29

The path to generating nondues revenue starts with a commitment to increasing member value:

CREATE A FRESH START FOR YOUR NONDUES REVENUE FUTURE THE EASIEST WAY TO INCREASE ASSOCIATION REVENUE IS TO INCREASE MEMBERSHIP, RIGHT? BUT WHAT IF THERE IS NO LIKELIHOOD OF MEMBERSHIP GROWTH, AND YOU WANT TO CONTINUE PROVIDING MEMBER-ENHANCING VALUE? ONE SOLUTION IS TO DEVELOP NEW WAYS OF PROVIDING MEMBER VALUE THAT WILL ADD MORE REVENUE AT THE SAME TIME. TEXT LAURIE FORD, PRESIDENT OF CRITICAL PATH CONSULTANTS

Creating or increasing your nondues revenue, also called earned income, is a challenging change. This change can mean a big investment of staff time and resources, so it needs to be well designed, implemented, and evaluated. Where do you start?

GET YOUR CARDS ON THE TABLE Take a fresh look at your ﬁnancial picture. It is worth investing time and brainpower to see that old familiar spreadsheet with new eyes. Asking these questions can refresh your perspective: 1. What percent of your revenue comes from each of the following? + Fundraising + Meeting registration fees + Trade show sales + Consulting + Print publications + On-site education These are the six most proﬁtable categories of nondues revenue. Help your board

HEADQUARTERS 30

and staff to see exactly how much of your revenue comes from each category. 2. How much does your association spend to bring in each type of revenue? One common failing is forgetting that staff time, printing, and computer support all come with a price tag. Give a ballpark estimate - an approximate ﬁgure - of your expenditures associated with each of the six revenue categories above. You’ll get a new appreciation for the way your revenue cycles; association expenditures create value, and that value creates revenue, which allows you to create more value. 3. Does everyone, including your board, think it’s time to build new or better ways to create more value and bring in nondues revenue? If you’re the only one who sees the need, it’s time to start talking. People want to

see evidence of ﬁnancial trends, along with projections of what this means for your association ﬁve years from now. + Is your total amount of nondues revenue growing every year, or is it staying about the same?

+ If revenue is growing, is it keeping pace with inﬂation? + What will your revenue and expenditure channels look like in ﬁve years?

+ Consider combining two moderately successful products or services into a new package that offers more hands-on value for members. + Maybe there are some items you’ve always included in your membership package that could be dropped or replaced

A FIRST-DRAFT REVENUE CHANGE PLAN The following questions will help you shape a plan, while also getting more people aligned with the idea of growing both revenue and member value: 1. How much more income do we want? Just saying ‘we want more’ is not enough. You have to say how much more you want-an increase of 3-5 percent, or 5-10 percent, or more than 10 percent? When people look at ﬁnances from this perspective, they can imagine a new future. This helps everyone get out of the survival struggle. 2. How can we get what we want? Brainstorming is sometimes overrated, but not in the case of revenue development. Your association already has one or more kinds of nondues revenue. Can you get people talking about adding, combining, or changing what you already produce? Practice exploring all the options. Here are a few ideas:

by something more useful that also takes less time (and money) to produce. + Identify places where you can change existing products or services by extending the variety, depth, or timing. For example, one association added a new educational series by breaking up existing programs into different modules and making them smaller, more locally accessible, and more user-friendly. They also began a partnership with an educational company to improve marketing effectiveness and offer more convenient delivery. Think outside your past. + Develop new ways of using advertisers, such as arranging to sell more ad space in your directories, or on product and service packages and materials. You can improve ad offerings on meeting fliers and programs, sell commercial and classified ads, or Internet banner and button ads. 3. Is it mission-relevant? Make sure your new revenue plans are related to the association’s mission. Programs that have nothing to do with your mission will still use your resources. Members have access to lots of benefits from lots of places, and you want them to see you

as providing distinctive solutions. It helps to get people talking about real member problems. Find out what you really know about the problems members are facing in their daily work and personal lives. + Do your members have revenue-generating problems of their own? Are there solutions available that you could help bring to your members? One grocer’s association brought in local marketing companies to help members design a coupon program and a series of community events, bringing more attention to the quality and value of neighborhood stores. + Do your members have business problems with staffing, operations, or financial processes? A review of their business problems might reveal ideas for the design of new products or services. For example, one medical association partnered with an insurance reimbursement firm to help member physicians improve their billing and collection processes. + Do your members share some social or personal challenges that could be met with education or information solutions of some kind? One hospital association offered a series of stress management programs at a variety of locations tailored to specific types of member professions.

STRATEGIES FOR SUCCESS It’s usually wiser to pick one or two areas to focus on than to try a little of everything. You’ll build stronger expertise and get to know which strategies are most effective. And don’t fall for the idea that making products or services electronic will bring you a quick windfall. Any new revenue initiative takes time, and you want to be sure it ﬁts your board, staff, ﬁnancial, and member enhancement needs.

HEADQUARTERS 31

UIA ı UNION OF INTERNATIONAL ASSOCIATIONS

MAKING THE MOST OF YOUR REVENUE THE EFFECTS OF THE CURRENT ECONOMIC SITUATION ARE A CONCERN FOR EVERYONE. ASSOCIATIONS MAY FEEL THE REVERBERATIONS OF THESE DIFFICULTIES FOR LONGER THAN SOME KINDS OF BUSINESS. THESE ORGANISATIONS SERVE AN EXTRAORDINARILY WIDE VARIETY OF PURPOSES, AND HAVE MANY FEATURES IN COMMON WITH EACH OTHER, ALTHOUGH MASSIVE BONUSES, CREDIT, DEBT AND MORTGAGES ARE NOT PART OF THEIR VOCABULARY. TEXT JUDY WICKENS, VOLUNTEER AT THE UIA, RETIRED SECRETARY GENERAL OF T.I.C. (TANB.ORG)

Most associations have a financial cycle, as well as a cycle of activity, of at least one entire year: income from members in the form of fees or subscriptions is paid on an annual basis, so the majority of this income is accumulated in the first quarter of the association’s year (which may or may not correspond to a calendar year), whereas expenditure is spread more evenly through the twelve months. Collected funds are deposited, then drawn down gradually, but secure short-term savings accounts are paying exceptionally low rates of interest. Most associations have no funds available for long-term investment, although some large charities revealed that they had startling sums at risk when the Icelandic banks failed. In the current economic climate, those responsible for running associations should remain constantly aware of the state of their financial situation in relation to their budget. Associations are advised to maintain

HEADQUARTERS 32

reserves equivalent to six months’ running costs, simply to cover the expense of closing down if they are obliged to do so.

MEMBERSHIP What are the prospects for association membership? It is likely that numbers will shrink before they begin to expand again. Still, retaining members is easier than recruiting new ones. One can imagine that it is a difﬁcult decision for a prospective member to take on a new expense, although some feel the need for greater support when times are poor. Increasing membership fees appears to be a quick way to increase income, provided the association’s own procedures are followed. But members have to agree to stay and to pay - if an increase of 5% in the subscription prompts 5% of members to resign, net

income is lower than it would have been without the increase. Whether members are individuals or companies, people feeling nervous about their finances can cut costs rapidly by cancelling association membership. Associations have to tread a fine line between keeping in touch with ex-members to encourage them to rejoin when confidence returns and sending so many reminders that the former members feel harassed. Cases where a membership fee is levied as a proportion of company turnover may show a considerable delay before association income recovers, as results are assessed after the

close of a ﬁnancial exercise and conditions may take a prolonged period to turn round.

SUBSIDIES AND GRANTS Subsidies or grants from the EU or other public authorities are usually based on a project system as opposed to general maintenance. Promises already made will not be withdrawn, but in the longer term governments’ contributions may be reduced before stability is re-established, resulting in limited funds being available and rejection of a greater proportion of projects. The public body’s own administration would be given priority over grants for projects. Associations’ applications should be meticulously prepared, and, if approval is received, project management and reporting punctiliously observed. It is

relationships as soon as economic recovery allows, meanwhile casting around for potential sponsors whose activity is reviving more quickly. Associations with a slant towards environmental or social purposes can beneﬁt from a sponsor’s contribution of time and effort amounting to a team-building exercise. The company frees employees within working hours to carry out such practical work as nature conservation or redecorating accommodation. Although no money changes hands, all involved feel the advantage.

CONFERENCES Conferences have been money-spinners in the past but are less so at present. Threequarters of respondents to a UIA meetings survey expected participation to drop in the near future. If an annual assembly is a legal obligation, the organising association should maintain close control of expenditure, read the small print on contracts (permanent advice but not always followed) and allow for low attendance until participants once again feel justiﬁed in spending on travel and participation fees.

In the current economic climate, those responsible for running associations should remain constantly aware of the state of their ﬁnancial situation in relation to their budget always worth investigating which funds have money in reserve, as the less obvious or wellknown may not be exhausted and a carefully directed application may succeed.

SPONSORSHIP Sponsorship is subject to short-term decisions and ﬁrms can readily cut expenditure here. Associations can respond by maintaining their networks in the hope of renewing

EXPENDITURE With income at a static level or decreasing, expenditure evidently has to be kept in check. For associations which employ their own personnel, the cost of staff is the largest item in the budget. Associations are renowned for functioning very effectively with small numbers, so it is unlikely that reducing staff will be a possibility - this is not the

moment to allow service to decline and give members any reason to resign. Sharing some administration with similar associations or outsourcing specific regular jobs such as book-keeping can be considered, although the time spent explaining the task or checking the results should not be underestimated. Part-time work is burgeoning and unemployment is high, so if a new recruit is required, potential benefits and grants should be thoroughly investigated. The length of the activity cycle is a benefit for those who work in associations: tasks are not the same day-in day-out, and experience and know-how are built up rather slowly, hence a rapid turnover of staff is a grave disadvantage. Staff members may be apprehensive about their employment prospects, and talking to them will reassure them, or even reveal fresh ideas. Office rent is also a major item of expenditure, but a removal to smaller or cheaper premises is an upheaval which is often painful to contemplate, and is itself a cost in terms of transport, re-connection of services and making known the new address, as well as disruption to normal work. Communication costs have diminished in recent years as electronic means flourished, although the cost of purchasing and upgrading equipment is not negligible. Sending a flurry of words may not be expensive if it is done electronically, but messages only count as communication if the recipient listens, just receiving is not enough. Associations will survive the economic downturn, being creative and flexible, finding solutions, as they have in the past. The Union of International Associations has documented their activities for the past hundred years and will continue to make available its collection of information in the future. www.uia.org

HEADQUARTERS 33

HQ > JAPAN

THUMBS UP FOR JAPAN! A congress to remember in Kyoto JAPAN IS A COUNTRY WHERE TRADITION, CULTURE AND TECHNOLOGY MEET TO DELIGHT ALL THE SENSES. AS THE HONORARY INTERNATIONAL PRESIDENT OF COMITÉ INTERNATIONAL D’ESTHÉTIQUE ET DE COSMÉTOLOGIE (CIDESCO), I HAD THE Helene Bramwell

PLEASURE OF SPENDING FIVE DAYS IN KYOTO AT THE 58TH CIDESCO

WORLD CONGRESS AND EXHIBITION AT THE KYOTO INTERNATIONAL CONFERENCE CENTRE FROM 12 - 14 SEPTEMBER 2009. ALL IN ALL, I WAS IMPRESSED ME WITH THE GRACIOUS AND EFFORTLESS HOSPITALITY OF THE PEOPLE OF JAPAN, THEIR METICULOUS ATTENTION TO DETAIL AND THE EMPIRE’S RICH ARTISTIC HERITAGE. TEXT HELENE BRAMWELL, HONORARY CIDESCO PRESIDENT

Established in 1946, CIDESCO is a voluntary organisation committed to enhancing the standards of education in beauty and spa therapies worldwide. Today, we have a membership that includes 34 countries from ﬁve continents representing over 8,000 qualiﬁed therapists/students, as well as more than 250 CIDESCO accredited Schools and a steady increase in the number of CIDESCO Accredited Beauty Centres. The annual CIDESCO World Congress & Exhibition is a platform for the exchange of ideas, the introduction of new techniques, protocols and equipment, giving delegates the opportunity to network with colleagues from all over the globe. CIDESCO Section Presidents from the 34 countries attend to debate and discuss future activities.

PLANNING A CONGRESS IN JAPAN When planning our annual high-proﬁle gathering of leading beauty therapy industry professionals – this time in Japan – we were certainly spoilt for choice and had a few exotic and alluring alternatives in mind. However, our choice of Kyoto as a host city, the Kyoto International Conference Center as a venue, and Japan as a congress destination, could not have been better. We were delighted with the warm reception and impeccable service we received from our associates and contacts in Japan in general - and Kyoto in particular.

HEADQUARTERS 34

Indeed, what an absolute pleasure the trip turned out to be! On landing in Kyoto at Kansai International Airport, our delegation was welcomed with time-honored Japanese graciousness and hospitality. The seamless organisation of the CIDESCO Congress and Exhibition was evident every step of the way – top marks to the collaborative efforts of CIDESCO Section Japan, the JNTO (Japan National Tourism Organization) and the team at the Kyoto International Conference Center. Their dedication, professionalism and efﬁciency with regard to every aspect of our congress and exhibition ensured a ﬂawless experience. Our national section CIDESCO Nippon was drawn to Kyoto for a number of reasons. Aside from the city’s world-famous cuisine and culture, the ease of transportation, hotels located in close proximity to the venue, a wealth of sightseeing opportunities for delegates during their free time made the venue a perfect choice.

Japan’s efﬁciency and professionalism and its wonderland of exciting cities made it the perfect destination for our congress

Bounded by countryside, the Convention Center and its facilities were spot on for an international congress of this stature; and even more so in light of the environmental theme of the Congress.

during the Congress, some of which included demonstrations of manual techniques, requiring more intimate settings in smaller rooms. At the other end of the scale, the program also included keynote lectures which attracted over 1,000 attendees, all comfortably accommodated in the Conference Center’s Main Hall. Capacity and versatility aside, the Convention Hall also provides good facilities for interpreters, who were necessary for the majority of our events.

The Convention Center was well equipped to accommodate the various sessions we held

We also used the services of a Professional Convention Organiser, which was invaluable

AT KYOTO CONVENTION CENTER

> JAPAN

modern architecture, international fine dining, shopping and round-the-clock entertainment. I would highly recommend Kyoto as an international conference destination, as it is well placed to give visitors a lavish experience of the historical and traditional, alongside the contemporary and technically advanced. It has the ancient historical context and charm, coupled with the benefits of a fast-paced, modern metropolis. Of all the countries we could have chosen for our Congress, Japan’s efficiency and professionalism, its wonderland of exciting cities and exquisite restaurants, and the opportunity for delegates to visit natural wonders that compete with its cultural treasures all along the archipelago made it the perfect destination for our important event. It is a place that continually delights and surprises. Kiyomizu Temple

in arranging such a large-scale event. They worked closely with both CIDESCO and the Kyoto Convention Bureau teams, assisting us with liaison on all levels - from producing the brochure to sourcing interpreters and vendors; selecting appropriate accommodation, venues and menus; and planning social events like the Gala Party - always a highlight of our social calendar. The Gala Party had a band and two geiko - trainee geisha - sponsored by one of the CIDESCO schools.

Kyoto International Conference Center

research and technological advancement. We were impressed to learn that, aside from its well-known history, Kyoto is home to thirty seven institutions of higher learning, as well as to the international headquarters of market leaders like Nintendo, Kyocera, Wacoal and Shimadzu.

JAPAN IS ALL ABOUT HARMONY

Having reigned as the imperial Japanese capital for over 1,000 years, the legacies of tradition and elegance are evidenced throughout the city in all facets of life. Kyoto’s designated seventeen Cultural World Heritage Sites offered the perfect setting for a congress dedicated to the global development and future of the beauty therapy industry. Indeed, it was the popularity of performing arts in Kyoto that spawned the cosmetics industry in Japan centuries ago.

The theme of the Congress and Exhibition – Harmonising the Skin and the Environment – was well suited to the host city, as Japan prides itself on its contribution to global efforts on sustainable living through initiatives like the renowned Kyoto Protocol of 1997. Moreover, the centuries old culture of innovation is substantiated today in the city’s position as a thriving centre of academic

Framed by the striking sights and sounds of its ancient cultural legacy, modern Kyoto is bustling and progressive. Aside from taking in its arts and crafts and splendid historical sights, we sampled its excellent public transport facilities via an extensive city subway system, which whisked us from one end of the city to the other, also giving us a taste of its

The Welcome Party, too, was an illustrious affair, sponsored by Nippon Esthetique Kyokai (meaning ‘organisation’) with an entertainment line-up that included a band and stirring performances by taiko drummers.

MORE INFORMATION + On CIDESCO: www.cidesco.com + On JNTO: www.jnto.go.jp

CONTACT In order to work closely wit Europeanbased associations, the JNTO has a dedicated Convention Manager located in London. Any congress organizers interested in looking into Japan as a meeting destination should please contact JNTO’s London Office. Chad Shiver Japan National Tourism Organization London Office 5th floor, 12/13 Nicholas Lane, London, EC4N 7BN - United Kingdom Tel +44 20 7283 2130 Fax +44 20 7626 0224

HEADQUARTERS 35

HQ > MELBOURNE

MELBOURNE A city of substance, style and sustainability

MCEC

MCEC Grand Banquet Room

Melbourne night skyline

MELBOURNE IN VICTORIA, AUSTRALIA, IS A VIBRANT CITY BY THE BAY OFFERING

to manage environmentally responsible events, green incentive experiences to re-energise, and a CSR-awarded Convention and Visitors Bureau providing advice on all Business Events needs, Melbourne’s expertise in environmentally and socially responsible events is second to none.

THE BEST IN WORLD-CLASS INFRASTRUCTURE AND COSMOPOLITAN CITY EXPERIENCES, WITH A PROVEN RECORD IN HOSTING MAJOR INTERNATIONAL BUSINESS EVENTS.

Melbourne’s many attractions include world acclaimed art galleries and museums, a yearround calendar of sports and cultural events, including the Melbourne Spring Racing Carnival, and impressive landmarks such as Federation Square and the Arts Centre. As Australia’s fashion capital, Melbourne’s stylish shopping complexes include GPO and Chadstone Shopping Centre. For luxury shopping, Crown and Collins Street exude sophistication, while bargains are available at outlets such as Harbour Town and DFO South Wharf. Some of the city’s best retail can be found in its labyrinth of laneways. Explore unique boutiques and admire the architecture of these historic walkways, such as the 19th century Royal Arcade. When it comes to food and wine, Melbourne exceeds expectations with more than 3,000 restaurants, cafés and bars and around

HEADQUARTERS 36

75 ethnic cuisine types. Fusion food, Italian, Chinese and Indian are all on the menu, while celebrity cuisine is on show at Bistro Guillaume and the Press Club. The city’s night scene includes quirky rooftop bars like Madame Brussels, friendly pubs, ‘hidden’ laneway clubs, and upmarket cocktail lounges such as the Middle Eastern inspired Spice Market. Melbourne’s comprehensive infrastructure includes an excellent selection of more than 24,100 accommodation rooms, providing a wealth of choice and price points for conference delegates.

CSR EVENTS MADE EASY IN MELBOURNE With the world’s ﬁrst ‘6 Star Green Star’ environmentally rated convention centre, new tools

MAXIMISE REWARD, MINIMISE ENVIRONMENTAL IMPACT Melbourne proves that business can be mixed with pleasure, and can actually beneﬁt the environment. Delegates can participate in coastal regeneration programs along Victoria’s Surf Coast - a great way to contribute to the environment’s sustainability, whilst also enjoying a uniquely Australian experience. Other experiences include learning about and sampling delicious, sustainable Australian ‘bush tucker’ with celebrity Indigenous Chef, Mark Olive, as he hosts a ‘Chef’s Table’ at one of Melbourne’s environmentally-awarded ﬁve star hotels. Melbourne is also surrounded by wildlife parks and sanctuaries, including the Koala Conservation

> MELBOURNE Specific features include an expansive glass façade providing an abundance of natural light to the foyer and pre-function spaces; solar hot water systems; light fittings and switches selected and positioned in order to minimise energy consumption; and radiant slab heating and cooling to provide energy efficient occupant thermal comfort and to reduce air conditioning requirements.

Boutique shopping at Alice Euphemia

Phillip Island Nature Parks

ENVIRONMENTAL TOOLS EMPOWER EVENT PLANNERS Melbourne offers a suite of innovative, Australian-ﬁrst tools for planning low carbon impact events.

Mark Olive hosts a Chef’s Table

Centre at Phillip Island, allowing delegates to meet ‘face-to-face’ with wildlife in their natural habitat. Incentive programs can be low carbon impact, whilst also giving back to the community. Melbourne’s largest incentive event to date, the 2008 Amway China Leadership Seminar Program, raised $57,000 through a health run around Melbourne’s Royal Botanic Gardens, with money raised supporting Berry Street - a charity caring for Melbourne’s most vulnerable children.

These include the free Melbourne Convention + Visitors Bureau (MCVB) Carbon Calculator. Developed with the Carbon Reduction Institute, it calculates the carbon emissions of events held in Melbourne, including those held at the Melbourne Convention and Exhibition Centre (MCEC), and provides advice on offsetting carbon emissions. Other tools include MCVB’s green incentive travel website, including itineraries, and ‘Melbourne’s Green Credentials Report’, detailing the green initiatives of local Business Events suppliers, including caterers and venues. The MCEC also offers green tools, such as ‘green power’, where equivalent power usage is purchased from a renewable energy source, and has created the M Green micro-site which includes information and advice on incorporating green solutions into events.

SUSTAINABILITY MADE SIMPLE

Melbourne offers a suite of innovative, Australian-ﬁrst tools for planning low carbon impact events For indulgence with minimal environmental impact, Li‘tya Spa treatments re-energise through Aboriginal healing techniques, followed by a spa overlooking Melbourne’s picturesque bay.

Holding meetings at the MCEC demonstrates a commitment to sustainability. The Melbourne Convention Centre is the ﬁrst and only convention centre with a ‘6 Star Green Star’ environmental rating, representing world leadership in ‘green’ design and operational features. The achievement of a ‘6 Star Green Star’ environmental rating is based on a mix of initiatives that creates a natural environment, reduces overall energy consumption and uses minimal non renewable resources, ensuring conference delegates experience a natural and healthy environment.

The MCEC’s commitment to sustainability goes beyond the design of the building and into the chef’s kitchen. The MCEC food and beverage team pride themselves on delivering the best quality produce provided exclusively by local and regional producers and farmers. The MCEC supports local wine growers, with all wine sourced from a variety of boutique and small vineyards across Victoria’s world-renowned wine regions.

BENEFIT FROM MELBOURNE’S AWARD-WINNING WAYS Both MCVB and MCEC have been awarded for their CSR initiatives, and can provide advice and assistance in holding a socially and environmentally responsible event in Melbourne. In 2009, MCVB was awarded Australia’s Best Convention Bureau, and was awarded a CSR award, at the Meetings & Events Australia State Awards. The MCEC’s string of environmental awards include the 2009 IMEX Green Meetings Industry Council Award for environmental innovation, the 2009 Urban Development Institute of Australia Environmental Excellence Award and the Banksia Foundation Built Environment Award 2009 - Australia’s most prestigious environmental award.

HELP AT HAND MCVB assists in Business Events bidding, planning and budgeting - be it a meeting, conference, incentive group or special event - and provides specialist CSR advice.

TO FIND OUT MORE: Janet Sealy Director - European Ofﬁce Melbourne Convention + Visitors Bureau T: + 44 1753 481 540 europe@mcvb.com.au www.melbourneconventions.com

HEADQUARTERS 37

HQ BONN > BONN

Back in business LET’S BE HONEST. WHEN I FIRST HEARD I WAS INVITED ON A FAMTRIP TRIP TO Kunst-und Ausstellungshalle

BONN, I WASN’T THAT THRILLED. THE LEAST WE CAN SAY IS THAT THE CITY DOESN’T HAVE A VERY GLAMOROUS, SEXY IMAGE AS A CONGRESS DESTINATION. SO MY HOPES WERE NOT THAT HIGH. I WAS ALL THE MORE SURPRISED TO DISCOVER THE FORMER GERMAN CAPITAL HAS NUMEROUS ASSETS THAT WOULD SATISFY

Münster Carré

Petersberg

THE MOST DEMANDING ASSOCIATION PLANNERS. AND WITH THE EXTENSION OF THE WORLD CONFERENCE CENTER BONN AND THE FAST DEVELOPMENT OF NEW INFRASTRUCTURES IT MIGHT WELL BE THE PLACE TO BE. REPORT RÉMI DÉVÉ

In the past, for about 50 years, Bonn was where politics happened. Then the government decided to move to Berlin and things quickly changed. But to this day the ex-capital has remained an international city. In addition to several associations both national and international - being based there, 19 UN organizations and more than 150 governmental and non-governmental institutions have their headquarters in Germany’s ex-capital, putting Bonn on the cooperation map. This multicultural, cosmopolitan feature is best seen in Bonn’s former government area, where the WorldCCBonn welcomes participants from all over the world.

CONGRESSES MEET HISTORY Beethoven

When it comes to conferences, the World Conference Center Bonn is precisely what

HEADQUARTERS 38

Kameha Grand Bonn

gives the city a unique character: only here can an event be held where parliamentarians once debated. You should definitely see it for yourself: the former Plenary Chamber of the Parliament and the Waterworks are such one-of-a-kind, history-filled facilities that your delegates will sure remember your event a long long time after it’s finished. The good news is that an annex is scheduled to complement the existing center from mid-2010 (see box). Because even though it’s officially unique, the current facility is a bit small to meet the big demands of some international associations, especially regarding exhibitions. When it opens, the three buildings will be able to be combined, becoming the ideal setting for any big event.

SUSTAINABLE BONN Bonn doesn’t take the concept of sustainability lightly. In fact they can be considered pioneers in this particular area. Initiated in 2006, Sustainable Bonn aims to position Bonn as an all-round sustainable conference location. Sustainability is not simply to be the key topic of many conferences, but it is also to be practiced in everyday life in business and industry. This project is primarily meant for the hotel, catering and conference trades and wishes to establish in daily practice the principle of sustainability with an emphasis on ecology, economy and human resources. www.sustainable-bonn.de

> BONN - its ‘Kameha Dome’ accommodating up to 1,500 people. With a stunning and quite ‘ﬂowery’ interior design by Dutch artist Marcel Wanders, it aims to combine the vibrant and lively atmosphere of a business hotel with the style and intimacy of a grand hotel. And I have to say it works quite well!

the hard facts WORLD CONFERENCE CENTER BONN + Comprises of the Waterworks, the Plenary Chamber and the extension opening in 2010 + Capacity Plenary Chamber: 1,275 pax + Capacity Waterworks: 600 pax + Capacity of largest hall: 2,650 pax & 835 pax in the small hall + Events for up to 5,000 people + 5,000 m2 of exhibition space + 4-star superior hotel, the Ameron World Conference Hotel, directly on the premises with 336 rooms and suites

I was personally impressed by a few other venues, which have everything to do with Bonn being a very attractive cultural destination. Indeed the city looks back at a rich and more than 2000-year-old history. For example, since it’s the birthplace of Ludwig van Beethoven, the house where the worldfamous composer was born, can be visited and behind its charming walls hides the lovely ‘Kammermusiksaal’ which of course can be used for chamber music but also for private events with its 199 seats.

In order to distinguish the congress center from other convention centres the WorldCCBonn has based its marketing strategy on so-called competence fields in which target groups are approached. These competence fields are founded on the existing strengths of Bonn. In these singular areas not only events will be acquired, but together with partners also new events will be initiated. The fields of competence that the WorldCCBonn occupies are: sustainability, telecommunication, logistics, wellness, science/research, automobiles, culture and international reconciliation.

I also liked the Münster Carré very much. Situated right downtown, it’s a part of the Basilica of Saint Martin and has just been renovated in the most hi-tech way to hold intimate, rather small events. Its blend of Romanesque and gothic elements makes it surprisingly harmonious - its bigger room accommodates up to 140 people. Part of the ‘Museumsmeile’ (there are more than 30 museums in Bonn!), the Kunsthalle also deserves some pointing out. In addition to its spacious lobby area where you can hold cocktails or walking dinners for 2,000 people, it boasts 2 unique, very arty meeting rooms and an amphitheatre with up to 500 seats.

When it comes to conferences, the World Conference Center Bonn is precisely what gives the city a unique character What is even better news is that the Ameron World Conference Hotel will be integrated directly into the facility. Just a short step from the conference center - you can actually not go outside if the weather’s not glorious for instance -, it’s the perfect location after a hard day’s work. There you deﬁnitely have to check the spa out, which is integrated with Roman baths that were accidentally discovered during construction, and the executive lounge on the 17th ﬂoor with its breath-taking view of the River Rhine and Bonn altogether.

NOT ALL WORK AND NO PLAY But don’t get me wrong. Although with a ‘serious’ reputation, Bonn is not only about all work and no play when it comes to hold international events such as association meetings. The best example of that is the Kameha Grand that just opened last November. Situated right on the the river bank, offering a unique combination of design, trendy atmosphere and sustainable ecological responsibility, it’s set to become one of Bonn’s architectural and meeting landmarks

CONTACTS Eva Lenz PR Manager World Conference Center Bonn +49 (0) 228 92 67123 e.lenz@worldccbonn.com Christina Brackebusch Director of Sales Ameron World Conference Hotel Bonn +49 (0) 228 92 67 547 christina.brackebusch@wchbonn.com www.worldccbonn.com

HEADQUARTERS 39

HQ > COPENHAGEN

Bella Center

COPENHAGEN

Scandic Palace Hotel, situated in the heart of Copenhagen, right on the Town Hall Square. All in all, the hotel, part of the Swedish chain which started taking green initiatives in the early nineties, can advise you on how you can meet and not have a heavy impact on the environment. For instance, the hotels of the Scandic chain provide white boards, eco-labelled papers, Freetrade coffee and offer organic food if needed.

ATTENDING THE BEGINNING OF COP15 LAST DECEMBER IN COPENHAGEN WAS QUITE

GREEN TRAVEL & FOOD

AN EXPERIENCE. FIRST BECAUSE IT FELT LIKE YOU WERE AT THE CENTRE OF ALL THE

The good thing when commuting in Copenhagen is that a) it’s easy b) everything can be done by public transport. The city indeed boasts quick metro lines and a vast network of buses. If you’re in a sporting mood - and if the weather allows it - you can also grab a bike, like most of Copenhagen’s commuters, and cycle to your meeting: it’s safe as most of the roads have built-up bike lanes!

green from top to bottom

WORLD’S ATTENTION. SECOND BECAUSE I GOT TO HAVE A KIND OF ‘BEHIND THE SCENES’ LOOK AT HOW A BIG, GREEN CONGRESS IS ORGANIZED IN THE CAPITAL OF DENMARK. AND LET ME GET ONE THING STRAIGHT RIGHT AWAY: WHEN IT COMES TO TAKE GLOBAL WARMING SERIOUSLY, COPENHAGEN TAKES PRIDE OF PLACE. REPORT RÉMI DÉVÉ

GREEN MEETINGS With an attendance of more than 17,000 people from 193 countries, COP15 was the biggest conference the Bella Center ever organized - especially of this duration, i.e. 2 weeks! And because of the exposure the city got worldwide, the timing was ideal to profile the Danish capital and differentiate it from other European capitals. First, the Bella Center heavily invested to be one of the greener centres in the world. In addition to energy-saving measures - like installing LED lights and more efficient heating systems - it now only offers filtered tap water, Freetrade coffee and will prepare organic meals on demand. During COP15, 65% of the products served were organic and there was even a ‘climate kitchen’ for the hardcore fans of organic food. Of course, one must not forget the big windmill currently dominating

HEADQUARTERS 40

the parking lot of the centre, which produces electricity corresponding to the daily consumption of 300 households.

Because of the exposure Copenhagen got worldwide during COP15, the timing was ideal to proﬁle the Danish capital and differentiate it from other European capitals GREEN HOTELS For smaller meetings, hotels are deﬁnitely another option worth considering. In this particular area, I was impressed by the

A green stay in green Copenhagen would not be complete without a meal in one of the city’s organic restaurants. I personally enjoyed a night out in BioMio, in the former meatpacking district, which has nothing to do with the organic, most of the time vegetarian restaurant you can expect. In addition to catering for large parties, it serves meat and ﬁsh, along fresh organic food as lamb meatballs or spinach salad!

CONTACT Wonderful Copenhagen Steen Jakobsen Convention Director stj@woco.dk tel. +45 3355 7404 www.visitcopenhagen.com

OPEN HOUSE Come on in, we’ve got plenty of room for all of you

Feel free to bring your next convention to Copenhagen – the capital of sustainable meetings. Feel free to be inspired by Denmark’s wide open spaces – indoors and outdoors. Denmark – where restrictions don’t apply. For Copenhagen enquiries: +45 3325 7400 kongres@woco.dk meetincopenhagen.com

For the rest of Denmark: +45 3288 9937 conferencesales@visitdenmark.com visitdenmark.com

HQ > SEOUL

C40 Large Cities Cimate Summit - Seoul 2009

IT&CMA 2009

A YEAR OF EXCITEMENT AHEAD FOR SEOUL WITH THE NEW YEAR WELL UNDERWAY, THE CITY OF SEOUL IS IN FULL GEAR CELEBRATING ITS OFFICIAL ROLES AS THE DESIGNATED WORLD DESIGN CAPITAL 2010, SPONSPOR CITY FOR THE INAUGURAL YEAR OF THE NATIONAL TOURISM CAMPAIGN VISIT KOREA 2010-2012 AND HOST CITY OF THE NOVEMBER G-20 SUMMIT. The year is shaping up to be a busy one for the Seoul Tourism Organization. The ofﬁcial tourism marketing representative for Seoul, STO is already celebrating its second birthday. To showcase the city’s international standard of excellence in hosting meetings of all kinds, staff members of the Seoul Convention Bureau, an STO division, are heading to Australia to exhibit at AIME 2010 in Melbourne. The South Korean capital now ranks among the world’s most sought after convention destinations, with a proven track record for hosting international events. AIME is the ﬁrst of a total of 16 international events that Seoul is slated to participate in this year, while the city will welcome convention industry experts as hosts for the Korea MICE Expo in November. Central to Seoul’s message this year will be an emphasis on design, eco-tourism and Korean cuisine. As the World Design Capital 2010, Seoul continues to unveil edgy architecture and fashion forward design all year long. In selecting Seoul as this year’s WDC, the council of internationally acclaimed designers praised Seoul’s achievements in design-led social, economic

and cultural development. Past accomplishments and future dreams will be highlighted at the third annual Seoul Design Olympiad set for September 17 to October 7, whose theme is ‘Design for All’. And if this was not enough, the New York Times recently placed Seoul third on their list of ‘31 Places to go in 2010’.

Central to Seoul’s message this year will be an emphasis on design, eco-tourism and Korean cuisine Green tourism is a high priority for the city and Seoul has ambitious plans to transform itself into both an environmentally friendly city and sustainable tourism destination. The United Nations World Tourism Organization has taken note of the Seoul’s efforts and is reviewing Seoul’s many successful eco-friendly urban initiatives. A cornerstone for tourism development, the Hangang River Renaissance Project is aimed at restoring the riverfront to a natural environment that can be enjoyed by all. Building on the success of last year’s ‘Amazing Korean Table’, Korean cuisine is captivating

EIBTM 2009

the taste buds of gourmands and ordinary people alike. Seoul’s first gourmet food festival in November 2009 attracted celebrity chefs from around the world and sparked the globalization of Korea’s unique cuisine. Plans are underway for the next event with the date to be revealed soon. Meanwhile, the restaurant review guide Zagat Survey released their first Seoul edition. Founders Tim and Nina Zagat praised Seoul for becoming an exciting world-class culinary destination and hoped their guidebook would serve to introduce Korean cuisine abroad. With all that is going for it, Seoul was a fitting choice for the November G-20 Summit. What better way for Seoul to roll out the welcome mat for the Visit Korea with Seoul campaign than by hosting this group of world leaders?

FOR MORE INFORMATION Seoul Convention Bureau, Seoul Tourism Organization Contact: Ms. Christina Song song.jee@seoulwelcome.com Tel: 82-2-3788-0877 www.miceseoul.com

HEADQUARTERS 43

ÂŠ Steve Rogers

Need inspiration for your next event? Look out our window.

www.canada.travel

>BRITISH COLUMBIA

BRITISH COLUMBIA land of diversity SET BETWEEN THE PROVINCE OF ALBERTA AND THE PACIFIC OCEAN, BRITISH COLUMBIA IN CANADA IS A LAND RENOWNED FOR

Green roof of Vancouver Convention Centre

ITS REMARKABLE DIVERSITY AND MILD CLIMATE, GIVING RISE TO AN ENDLESS ARRAY OF PLACES TO SEE AND THINGS TO DO ACROSS THE PROVINCE. MOUNTAINS TO MARVEL AT AND CLIMB; HISTORY TO DISCOVER; ART TO ADORE; ENDLESS BEACHES AND COSMOPOLITAN CITIES TO EXPLORE… YOU NAME IT, THEY HAVE IT! AND AS THE HOME OF THE VANCOUVER 2010 OLYMPIC AND PARALYMPIC WINTER GAMES, IT IS ALSO A GREAT PLACE TO HOLD A Whistler summer alpine hiking

Whistler Conference Centre

MEETING. FROM FIVE-STAR RESORTS TO RUSTIC BACKCOUNTRY CABINS, LAID BACK RELAXATION TO WHITE KNUCKLE ADVENTURE, THE POSSIBILITIES ARE ENDLESS.

British Columbia is Canada’s ‘outdoor playground’ - offering year-round outdoor adventure such as river rafting on the mighty Fraser, world class skiing at Whistler Resort, kayaking around the Gulf Island, whale watching in Victoria, dude ranch vacations in the Cariboo or wine tours around Kelowna in the Thompson Okanagan. Also, as a congress destination, it has a great deal to recommend it.

IN VANCOUVER Vancouver is a dynamic, multicultural city set in a spectacular natural environment. It consistently rates as one of the top 10 meeting and convention destinations year after year - voted most popular city in North America for international meetings by ICCA three years in a row! Selected as one of the most livable cities in the

world, Vancouver is the proud host of the 2010 Olympic & Paralympic Winter Games. An icon on the downtown waterfront and deﬁnitely the city’s main asset when it comes to meetings, the Vancouver Convention Centre is renowned worldwide for service excellence, technical capabilities and distinctive West Coast Cuisine. Comprised of two uniquely designed buildings - Vancouver Convention Centre East and West - the Centre is centrally located, surrounded by ocean and mountains, and perfectly balanced by a vibrant, urban downtown inhabited by world-class restaurants, hotels and shopping. The facility covers 111,500 m2 or four city blocks, with the West building built 60% on land and 40% over water. With one of the largest living green roofs in the world, which features more than 400,000 indigenous plants and four beehives, Vancouver Convention Centre has deﬁnitely taken a big step towards the future.

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! From five-star hotels to university residences, there are more than 24,000 rooms available in Greater Vancouver including 15,000 rooms within walking distance of the downtown convention facilities. And with hundreds of thousands of square metres of meeting space you’re sure to find something to suit your needs.

IN VICTORIA There are many great reasons to choose Victoria as a host city. Mild climate, spectacular setting, friendliness and culture are among them. Once voted #1 City in the Americas by the prestigious Conde Nast Traveler, Victoria is located on Vancouver Island, just 30 kilometres from Vancouver’s mainland. As the capital city of British Columbia, Victoria has a rich cultural and architectural

HEADQUARTERS 45

> BRITISH COLUMBIA taking, from a simple walk by the sea to great hiking in the many parks and forests around.

IN WHISTLER World-renowned as one of North America’s top golf, mountain biking and skiing resort destinations, Whistler is nestled amongst the spectacular Coast Mountains of British Columbia. Located a scenic two-hour drive north of Vancouver up the spectacular Sea to Sky Highway, Whistler has long established itself as a leading destination for conferences and events. New meeting locations and tourism opportunities further add to the appeal of this destination which is the Host Mountain Resort for the 2010 Winter Olympic Games.

Vancouver Stanley Park

Victoria Conference Centre

VANCOUVER, THE FACTS HARD FACTS Number of international ﬂights per week Number of airlines that service the destination Total number of rooms in the greater city area

224 50 36,000

MEETING/VENUE FACILITIES Venue Name

Largest Largest Plenary Banquet Number Dels (ﬂat/tiered) Space (sq.m.) Round Table

Largest Exhibition Space (sq.m.)

Vancouver Convention & Exhibition Centre

8,000

8,473

6,080

2009 Expansion

15,000

20,905

11,180

20,905

BC Place Stadium

13,508/60,000

14,307

6,000

22,947

General Motors Place Stadium

2,106/ 20,000

2,230

1,000

8,452

University of British Columbia

3,200

1,533

1,200

1,635

Fairmont Hotel Vancouver

1,500

1,025

1,000

3,437

Hyatt Regency Vancouver

1,650

1,295

1,300

4,180

Sheraton Vancouver Wall Centre

1,350

975

900

4,520

The Westin Bayshore, Vancouver

2,000

1,441

1,400

4,459

heritage, with a distinctly British twist - from brew pubs to carriage rides, famous castles and heritage buildings. The Victoria Conference Centre (VCC) offers 6,780 m2 of functional meeting space with 16 meeting rooms, a large exhibit hall, and a 400seat lecture theatre. An open plaza and magniﬁcent entry foyer create a bright, welcoming environment indoors and outdoors. This mix of multi-purpose function space is ideally

HEADQUARTERS 46

8,473

suited for groups from 400 to 1,500. The VCC recently acquired an additional 2,325 m2 of function space. The Crystal Garden, a historic icon of the city adjacent to the existing facility, is also available for hire and is simple a gem! Last but not least, incredible eco-adventures are literally steps from the Centre, where you can hop on a salmon ﬁshing charter, head out for a whale watching trip or kayak around our beautiful coastline. The environment is breath-

Whistler offers approximately 14,000 m2 of conference space in a variety of venues. The renovated Whistler Conference Centre offers a central meeting location with 3,700 m2 of usable space. A total of 3,200 hotel rooms, and more than 5,000 other tourist accommodation units including condos, B&Bs and chalets are available - allowing Whistler to accommodate in excess of 24,000 overnight visitors. In addition to the Whistler Conference Centre, the resort boasts an impressive range of meeting space among several branded hotels including Four Seasons, Fairmont, Westin, Hilton, Delta and the Pan Paciﬁc. It’s worth noting that Whistler is keen to be green: it boasts some exciting new meeting locations, built with sustainable practices to suit their alpine setting.

CONTACTS + In Canada: Susan Frei, Director Canadian Tourism Commission Tel +1 703 825 1134 Frei.Susan@ctc-cct.ca www.meetings.canada.travel + In Europe: Roger Bradley, Axis Travel Marketing Ltd Tel +44 (0) 208 686 2300 roger@axistravelmarketing.com www.meetings.canada.travel

SAY

VANCOUVER AND PEOPLE WILL COME.

VANCOUVER. SPECTACULAR BY NATURE . ™

TOURISMVANCOUVER.COM

VANCOUVERCONVENTIONCENTRE.COM

POWERPOINT WON’T BE YOUR ONLY VISUAL AID. theinspirationcentre.ca