HQ41 by Meeting Media Company BVBA

HEADQUARTERS E U R O P E , M I D D L E - E A S T, A F R I C A

the EMEA 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 October 2010 - P3A9029

COPENHAGEN

AN OCEAN OF SUSTAINABILITY ESAE & UIA DECISION MAKING FOR ASSOCIATIONS

SPECIAL ISSUE

> M A R C E L’ S PA G E

THE BEST CONGRESS CENTRE BY 2014? Dublin had to wait for more than 20 years to see the official inauguration of its purpose-built convention centre. Last September, The Convention Centre Dublin (The CCD) opened its large, beautiful venue for an international public of buyers and media, with lots of festivities. I can’t begin to tell you to what extent a convention centre is important to a city like Dublin. Twenty years ago, a convention centre was an (unnecessary) luxury for a city. Few European cities could offer a suitable place where the world could gather and hold a meeting. Back then, purpose-built congress centres were only occasionally talked about, and the facilities already in place didn’t get much attention by the public. The buildings weren’t very appealing either. In fact, most of them were hideous concrete blocks. Big, empty, lifeless spaces that had a real hard time time to make profits. MARCEL A.M. VISSERS Editor in Chief

Look at them now. A congress centre has the same status as a new stock exchange building, but instead of trading goods it trades thoughts. Cities who acknowledge the value of these centres hire famous architects to make major landmarks of the new buildings. Dublin is a good example of a city that understands the importance of a convenA congress centre has the same status as a new stock tion hall in the centre of the city (located on the banks of the River exchange building, but instead of trading goods it Liffey). It is a gift from heaven.

trades thoughts. Cities who acknowledge the value of these centres hire famous architects to make major landmarks of the new buildings

This exciting project was designed by Pritzker Prize-winning and Irishborn architect Kevin Roche. This is the first Irish building for Roche. The CCD’s focal point is a unique glass atrium, which contains 475 panes of different-sized curved glass panels that encompass the full height of the building. Visitors attending events at The CCD (maximum 8,000) will have an opportunity to experience Dublin with extensive views across the skyline, bay and the Dublin Mountains. As the world’s first carbon neutral convention centre, the CCD is committed to long-term environmental sustainability. It could become a serious competitor to the Bella Center and actually Copenhagen as a whole, which promotes itself as the sustainable capital of the world (read more about this in our cover feature page 14).

Should I believe the Dubliners when they say: ‘We are confident we are on track to reach our goal of being recognized as the best conference centre by 2014’? If they succeed to fill this building made of stone, glass and concrete with the so familiar Irish warmth and kindness, I will. I had a blast writing stories on my blog about my experiences in Dublin. You can read them on: www.marcelsblog.typepad.com.

» READ MORE OF MARCEL’S STORIES ON WWW.MARCELSBLOG.TYPEPAD.COM!

> MEETINGS FOREST

A GROWING MEETINGS FOREST THE TREES IN OUR MEETINGS FOREST, PLANTED BY MIM AND HEADQUARTERS MAGAZINE TOGETHER WITH THE SECC, ARE SLOWLY BUT STEADILY GROWING. IN THIS EIBTM SPECIAL ISSUE OF HQ, WE INVITE YOU TO COME TO OUR STAND AND DISCUSS THIS WONDERFUL INITIATIVE WITH US. FOR NOW, LET’S REVIEW WHAT OUR MEETINGS FOREST MEANS FOR THE MEETINGS INDUSTRY. TEXT JONATHAN RAMAEL The whole thing started with the realization that we had to give Mother Nature something back, in compensation for the negative impact the meetings industry has on the environment. So we bought a company grove in the Caledonian Forest, have planted trees on every occasion we thought fit, and encouraged our partners and clients to do the same. Last March, we went to Scotland to officially merge our Meetings Forest with that of the SECC (Scottish Exhibition and Confer-

ence Centre) and visit our now mutual grove that already contains more than 70,000 trees. The good thing is that you can do even more than just buying new trees to rejuvenate the forest. Thanks to the Trees For Life Conservation Holidays, you can now go plant them yourself! The trip consists of seven days of inspiring conservation work with likeminded people, in stunning locations at a very affordable rate. It will bring you in close contact with nature again, educating you on Europe’s

A TREE COST JUST £5 AND YOU CAN BUY/DONATE IT ON WWW.HEADQUARTERSMAGAZINE.COM COME AND DISCUSS THE MEETINGS FOREST WITH US AT EIBTM. WE WOULD LOVE YOU TO MEET THE KOALA, LION AND TURTLE WE HELPED REINTRODUCE. original environment, while helping out the planet.

More info + www.headquartersmagazine.com > meetings forest + www.treesforlife.org.uk

INSPIRATION GUARANTEED

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H ilton Hami Ham n Lu Lu und - Tour T urris To Tou ism sm mN NSW NS SSW W

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HQ > CONTENTS

COLOPHON

CONTENTS

HQ OR HEADQUARTERS IS A NICHE PUBLICATION FOR EUROPEAN AND INTERNATIONAL ASSOCIATIONS HEADQUARTERED IN BRUSSELS AND ALL MAJOR EUROPEAN CITIES DEALING WITH THE ORGANIZATION OF WORLDWIDE CONGRESSES. IT IS PUBLISHED 6 TIMES A YEAR. CIRCULATION IS 5000 COPIES. 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. To subscribe: www.headquartersmagazine.com Editor in Chief Marcel A.M.Vissers T: +32 (0)3 226 88 81 marcel@headquartersmagazine.com Managing Director Cécile Caiati-Koch T: +32 (0)2 761 70 52 cecile@headquartersmagazine.com Managing Editor Rémi Dévé T: +32 (0)2 761 70 58 remi@headquartersmagazine.com Editor Igor Hendrickx Design UPSILON advertising, Gent T: +32 (0)9 267 39 44 info@upsilonadvertising.be Print Cartim - Destelbergen 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.headquartersmagazine.com Responsible Publisher Meeting Media Company Marcel A.M. Vissers Mechelseplein 23, bus 1 B - 2000 Antwerpen (Belgium)

Cover HQ41: Copenhagen has become the capital of sustainable meetings. Thanks to COP15, they’re now riding the sustainable wave like no other.

MARCEL’S PAGE

CONTENTS

AIPC

COLLOQUIUM

ASSOCIATION PORTRAIT: ADFIAP

COVER FEATURE COPENHAGEN: AN OCEAN OF SUSTAINABILITY

ESAE: DECISION MAKING FOR ASSOCIATIONS

UIA: GOOD GOVERNANCE MATTERS

DESTINATIONS BEIJING: CNCC

HONG KONG

BRISBANE

IRELAND: THE CCD

NEWCASTLEGATESHEAD

ICELAND

NANTES

GENEVA

ZÜRICH

LYON

CANADA

DESTINATION SUPPLEMENT

> SEOUL

Cécile Caiati-Koch

GET YOUR OWN FREE COPIES OF HQ MAGAZINE! 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

Headquarters magazine, the must-have publication, is free to all association event planners. Just write to info@headquartersmagazine.com with your name, title and precise contact details and express your interest: you’ll be automatically added to our distribution list. Suppliers (convention centres, hotels, special venues, agencies, etc.) in the meetings industry can benefit from special rates for group subscriptions. Write to info@headquartersmagazine.com - we will happily answer your questions!

HQ > AIPC

CONVENTION CENTRES OF THE FUTURE WE ALL HAVE A ROLE TO PLAY! ONE OF THE MOST INTERESTING CONCLUSIONS TO COME OUT OF OUR AIPC ANNUAL CONFERENCE WAS THE IDEA THAT THE EXPANSION, REDEVELOPMENT AND UPDATING OF CONVENTION CENTRES MAY BE MOVING FROM AN OCCASIONAL UNDERTAKING TO SOMETHING THAT IS TO A LARGE EXTENT CONTINUOUS AND ONGOING. THE REASONS AND THE CONSEQUENCES BEHIND THIS ARE INTERESTING, BOTH FOR CENTRES THEMSELVES AND THEIR SUPPLIERS AND CLIENTS. TEXT EDGAR HIRT, PRESIDENT OF AIPC (THE INTERNATIONAL ASSOCIATION OF CONVENTION CENTRES) AND MANAGING DIRECTOR OF THE CONGRESS CENTER HAMBURG

The essential challenge centres face is that they are basically long-term investments in an industry that is changing rapidly, and that centres must remain competitive for many years. In recent years, changing market expectations have had to do with not just things like programs and services but even the size and arrangements of spaces. In addition, there are a host of other new demands to be met, ranging from new technology to sustainability. Sometimes these can be satisfied with changes to operations; often, it requires a lot more than that. A big issue is the fact that there is a great deal of convention centre product out there and no centre can afford to remain behind in that kind of situation if they want to remain competitive. There are a lot of reasons why organizers choose to go to a particular destination and if a centre is fortunate enough to have good customers they must do everything they can to avoid driving them away through a lack of appropriate facilities. What this means for many managers is a lot more work - a need to become an ongoing project manager as well as an operator. What it means for the customer is more of an opportunity to shape the facilities they use. The greatest imperative in convention centre design to day is flexibility. Multi-purpose

HEADQUARTERS 6

spaces and moveable walls can go a long way toward helping centres respond to changing meeting requirements, while good design can also facilitate changes in how buildings operate when this is required. But it sure helps to have the best possible idea of what the future demands are going to be - and this is where the customers come in. Event organizers are in the best possible position to anticipate the new directions that meeting formats may take - and in taking the time to communicate this to centre managers, they are helping not just the centres but themselves as well. This is something we should all keep in mind as we contemplate a time when centres will have to be updated on a much more regular basis. For their part, centres should be designing their post-event surveys to better capture the insights clients have about how building changes would create a better meeting environment, not just how they felt about the service they got. As for the clients themselves, they should look on the input process as an investment in their own future and take the time to think through what kinds of changes would make the most sense for them. The same thing applies to convention centre suppliers, whether they be food and beverage, security, housekeeping of audio visual. These are the people who often know the

Edgar Hirt

It sure helps to have the best possible idea of what the future demands are going to be - and this is where the customers come in limitations of a centre and the expectations of clients as well as or better than centre staff themselves - yet who may often focus more on day-to-day activities than sitting down to organize this knowledge in a way that can be used for decision making. Letâ&#x20AC;&#x2122;s take advantage of this trend toward more regular updates as an opportunity for everyone and all take a part of the responsibility to get the best possible input to designing the convention centre of the future.

MORE INFORMATION marianne.de.raay@aipc.org www.aipc.org

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> COLLOQUIUM

ASSOCIATIONS: HOW TO MARKET YOUR EVENT COLLOQUIUM’S PROJECT TEAM LOOKS AT SUCCESS THROUGH MARKET ANALYSIS AND STRATEGY.

©Colloquium

Promotion plan was arranged six months before the event and included marketing key concepts for participation. These concepts aimed to attract target groups like partici-

©Thierry Vasseur

The first difficulties revolved around legal and fiscal issues. Intellectual property and contracts defining each association’s role and benefit were the first steps to success. Quickly the participants issue arose and the real question became: What added value will the new event bring the attendees? The marketing approach was the key: ‘At the beginning, each association wanted to keep their own schedule and registration fees rates. It took us two months to convince them that their event had to carry a unique brand and share the values of both associations’, said Laure Machefer, Registration Team Manager at Colloquium.

©Colloquium

In 2008, Colloquium took up a real challenge: the organization of the ‘Journées Francophones d’Hépato-gastroentérologie et d’Oncologie Digestive’, the result of the merger of two high-profile association conferences, maybe the most important French event in its field. ‘There was a lot at stake for both associations’ said Guillaume Cadiot, General Secretary of one of the associations and president of the congress. As PCO, Colloquium helped the two stakeholders set up a consistent strategy. The first year was the most critical; risk was high to lose participants because of the change in the event’s name, image and content. The key success factor was a total trusted and constructive relation between Colloquium and the two associations.

Laure Machefer, Julien Carlier and Ellen Seguin

pants, members, exhibitors and VIPs (including special fees, processes, services and welcome facilities for each targeted group). For example, the group registration package was split into two categories: the first was basic, the second was an exclusive service to sponsors. For members, the service was totally integrated into the association members’ web portal and allowed them to register directly from their own personal area. This system benefited the associations too. It generates important traffic to their website, improving association awareness and technology image. It is also an important tool to increase cash-flow of membership fees by allowing only up-to-date members to benefit from the low member’s rate. ‘The key for success is to define clearly and early what the association wishes to achieve’, says Ellen Seguin Romet, Registration Department Director at Colloquium. There are different strategies for this: from volume to awareness and lobbying, to financial perspectives, options can vary greatly. Events are a media tool for the strategy defined by the association. They must help to achieve this

strategy with targets and KPI’s, both in term of investments and return on investments. But it seems that this analysis is not always so easy to put into practice: ‘Associations are governed by short-term democratic mandates (often between 1 and 3 years). Under these conditions, it becomes very difficult to sustain consistent strategies over time. It is our duty to help associations develop in due course, at the right pace’, says Julien Carlier, Project Management Director at Colloquium. Events are becoming more strategic, targeting participation or brand awareness. The next generation of events will be more and more professional, helping answer the needs of associations.

CONTACTS Hélène Dallais, Communication Manager: h.dallais@clq-group.com Philippe Brégaint, Sales Director: p.bregaint@clq-group.com More information about Colloquium on the website: www.colloquium-group.com

HEADQUARTERS 9

> ASSOCIATION PORTRAIT

ASSOCIATION OF DEVELOPMENT FINANCING INSTITUTIONS IN ASIA AND THE PACIFIC (ADFIAP)

2010 Annual Meeting in Vancouver

Octavio B. Peralta

2010 Annual Meeting in Vancouver - the awards

YOU MUST KNOW BY NOW THAT HQ EMEA HAS A SISTER MAGAZINE BASED IN THE ASIA-PACIFIC: HQ ASIA-PACIFIC (OR HAP). WHEN WE RECEIVED A VERY POSITIVE FEEDBACK ON HAP FROM OCTAVIO B. PERALTA, ADFIAP SECRETARY GENERAL, WE WERE THRILLED, ESPECIALLY WHEN HE SAID: ‘THANK YOU FOR SENDING ME THE SECOND EDITION OF HAP WHICH I READ WITH KEEN INTEREST. I CONGRATULATE YOU FOR COMING TO ASIA AND FOR HAVING A PUBLICATION FOR ASSOCIATIONS LIKE US AND FOR ASSOCIATION EXECUTIVES LIKE ME. YOU ARE RIGHT IN MENTIONING THAT MANY

COUNTRIES IN THE ASIA-PACIFIC REGION HAVE A THRIVING ASSOCIATION SECTOR AND THAT THESE ASSOCIATIONS CONTRIBUTE TO ECONOMIC GROWTH.’ SO WE TOOK THE OPPORTUNITY TO INTERVIEW HIM ABOUT HIS ASSOCIATION - AND WE WERE NOT DISAPPOINTED IN HIS ANSWERS, WHICH COULD BE OF USE FOR MANY EMEA-BASED ASSOCIATIONS!

HQ: Could you briefly present ADFIAP? Octavio B. Peralta: A non-stock, not-for-profit international organization based in Manila, Philippines, ADFIAP is the regional network and forum for development banks, or more broadly, development finance institutions (DFIs) in Asia and the Pacific. Its mission is to advance sustainable development in the region through its members. Founded in 1976, ADFIAP has presently 117 members in 42 countries and territories. The Asian Development Bank, under whose auspices ADFIAP was established, is a Special Member. ADFIAP is also a founding member and currently the Secretariat of the World Federation of Development Financing Institutions that comprises 328 development banks in 154 countries in

Africa, Asia-Pacific, Latin America and the Middle East.

HQ: What is the association community in Manila and the Philippines like? Octavio B. Peralta: The association community in the Philippines, like in the whole Asia-Pacific region, is very much active and thriving. Business associations here, in general, consist of chambers of commerce, professional societies and trade groups. They are usually non-stock, non-profit and non-governmental organizations required by law to register with an appropriate regulatory body, e.g., the Securities and Exchange Commission, as in the Philippines.

Like any interest-oriented groups, these associations are governed by volunteer but elected members in the Board and operationally-managed by professionals. Business associations are thus considered ‘small democracies’ in a sense that they practice elections, equality and free enterprise, among others. Their existence and work also contribute to other societal organizations in terms of economic benefits, product performance and safety standards, continuing education, public information, professional ethics, community service, etc.

HQ: What kind of challenges has the association overcome in recent years? Octavio B. Peralta: Generally speaking,

HEADQUARTERS 11

> ASSOCIATION PORTRAIT

HISTORY OF ADFIAP ANNUAL MEETINGS 2010 - Vancouver, Canada 2009 - Muscat, Oman 2008 - Tehran, Iran 2007 - Hanoi, Vietnam 2006 - Colombo, Sri Lanka 2005 - Nadi, Fiji 2004 - Almaty, Kazahkstan 2003 - Ulaanbaatar, Mongolia 2002 - Beijing, China 2001 - Tokyo, Japan 2000 - Kathmandu, Nepal

while associations are growing in numbers, the challenges are also multiple. These challenges are mainly in the general areas of governance and management and also on specific issues like sustainability in the context of financial and human resources on one hand and, on the other, on continued search for relevance and meaningful innovation to adapt to the ever-changing environment. In terms of governance, there is still a big gap to fill in building capacities of associations to ‘modernize’ their governance policies and practices to a level that is on a par with international governance standards and conventions. In this regard, ADFIAP will soon be part of a global initiative on adopting a set of association governance principles. There is also need to re-equip association executives and managers in new business management tools in marketing, branding, finance and personnel development. While associations are ‘non-profit’ entities, the issue and meaning of profits take a different dimension. Since associations are not legally allowed to distribute dividends to its members for their investments like ‘forprofit’ institutions, sustainable and viable associations nonetheless need to bring in more revenues than they spend and use these ‘balance’ financial resources to expand their services and operations for the benefit of their constituencies. This sustainability and viability issue is always a challenge to strug-

HEADQUARTERS 12

gling associations coupled with maintaining constant relevance and innovation.

HQ: What kind of events do you organize? Octavio B. Peralta: ADFIAP organizes regular conferences, meetings, seminars, study tours and credentialing programs for members, partners and even non-members that are interested in the development banking field. There are three key business units in the ADFIAP Secretariat, namely, the Institute of Development Finance (IDF) which is the professional training and career development unit; the ADFIAP Consulting (AC) which provides business advisory, mentoring and coaching services; and the ADFIAP Responsible Citizenship (ARC) Institute that acts as the outreach and CSR unit. The support units of ADFIAP consist of the Membership and Events Team that manages two annual big events - the Annual General Meeting usually held in April/May and the Chief Executive Officers (CEO) Forum held in October/November and the Knowledge Man-

tion of ADFIAP’s two big annual events. Since ADFIAP has member-institutions in 42 countries and territories in the region, the Board requests for volunteers to be hosts for these events from among themselves and the other members. The ‘country hosts’ see these events as bringing into their countries economic and professional development benefits. For 34 years, the annual general meeting has rotated in 27 countries, with Manila hosting the most at 5. For smaller events, the ADFIAP Secretariat through its business units decide the training venue based on the participant’s needs as well as the business unit’s own judgment as to where the best learning impact can be derived for the participants.

HQ: How would you summarize new trends in the association congress world? Octavio B. Peralta: Attendees to congresses are more and more demanding in terms of expectations on innovative experiences that they want to be provided by the organizers

Generally speaking, while associations are growing in numbers, the challenges are also multiple. These challenges are mainly in the general areas of governance and management and also on specific issues like sustainability in the context of financial and human resources agement Team that handles both printed and Internet-based knowledge resources of the Association. Our big events are usually only for 150 to 200 delegates. Seminars and other training events are usually for smaller groups of from 10 to 50 participants. Most often, 5-star hotels are needed and have the capacity and facilities to service these events.

HQ: What is the association’s decision process concerning the organization of an event? Octavio B. Peralta: The Board of Directors drives the decision process for the organiza-

as well as by the events venue. In addition, value for money seems to be the prevailing mood of delegates especially in this challenging economic situation. Being ‘responsible’ in the context of having an event which has a good impact to the community as well as an environmentally-friendly one is also a noticeable trend. Use of the latest technology that facilitates learning, networking and navigating effortless through the event is also important.

www.adfiap.org

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Our public transport. A Frressh Dutch View on susstainability Superbus is a creation of Holland’s ﬁrst astronaut, Prof. Wubbo Ockels. Ockels has a distinct passion for sustainability. Superbus is an electric vehicle offering hi-speed public transport without any direct CO2 and NO2 emissions. www.superbus.tudelft.nl

HQ > COPENHAGEN

COPENHAGEN

The right environment for your conference

The Black Diamond

NOT SO LONG AGO, COPENHAGEN WAS A SCANDINAVIAN DESTINATION WITH A NOT SO CLEARLY DEFINED IDENTITY. OF COURSE IT HAD A NORDIC FEEL, WITH THIS NICE COMBINATION OF EFFICIENCY, RELIABILITY AND DEDICATION TO EXCELLENCE. BUT IT WASN’T SO DIFFERENT TO OTHER SCANDINAVIAN LOCATIONS. IT ALL CHANGED WITH COP15 LAST DECEMBER AND THE MONTHS LEADING UP TO THE BIG EVENT THAT NEEDS NO INTRODUCTION. NOW COPENHAGEN IS THE SUSTAINABLE CAPITAL OF THE WORLD, AND RIGHTLY SO. I COULD PERSONALLY EXPERIENCED IT DURING A SHORT TRIP IN SEPTEMBER AND NATURALLY AT COP15 LAST YEAR - ALREADY! REPORT RÉMI DÉVÉ

HEADQUARTERS 14

With an attendance of more than 30,000 people from 193 countries, COP15 was the biggest conference the Bella Center ever organized - especially of this duration, ie 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. Copenhagen is now the green meetings destination par excellence. So, if you’re longing to stay at a hotel that minds its carbon emissions, have a board meeting in a venue that serves organic food and attend your seminar by bike, look no further! Turning green was something easy to do, as the framework was already in place, like Ulrika Martensson, Press Officer at Wonderful Copenhagen, points out: ‘Everyone needs something to raise their profile on the international scene and we had a green approach without knowing it. We have a strong cycling culture, our state-of-the-art public transport system is super efficient, minding the environment is important to us, ad we are

> COPENHAGEN

Metro at Ørestad

Nyhavn

A UNIQUE INITIATIVE: MEETOVATION

The spiral staircase at the House of the Society of Danish Engineers

BioM

City of bikes

surrounded by water. Becoming the sustainable capital of the world was only a natural step that we gladly took.’

organic beef and Restaurant Julian offering climate-friendly cuisine based on biodynamic foodstuffs from the Nordic region.

Thus, the key word of the three days I spent in Copenhagen was ‘sustainability’. Whenever I went to a hotel, the emphasis was laid on its eco-commitment, whenever I went to a restaurant it was either organic or at least climate-friendly! In this respect, the Crowne Plaza Copenhagen Towers hotel is definitely a flagship, being located in a CO2 neutral building which is cooled and heated by Denmark’s first ground water-based cooling and heating system and a façade covered with hi-tech solar panels. Let me also mention the two exercise bicycles in the lobby hooked up to generators. Guests are invited to jump on and start pedaling - and if they produce enough electricity they will be given a free, organic meal!

Travelling green is quite easy in Copenhagen. 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! Oh, and did I mention that industry experts from capitals around the world have voted Copenhagen Metro the best metro in the world, thanks to its high operational reliability, the speed with which the new line to Copenhagen Airport was built, high passenger satisfaction and the system’s safety level. It indeed is the best, and the epitome of Copenhagen’s effort to be on the international map, and can take you from the airport to the city centre in no time with a cheap ticket. And if you’re really want to take a taxi, you can always use of those CO2-neutral cabs. Yes, they do exist, they just buy quotas or credits in direct relation to the quantity of diesel used!

Eating organic or at least locally-grown products is a way of life. 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 BioM, 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 offers certified woodwork, paraben-free soap in the restrooms and induction cooking. You could also try Gourmandiet, a high-end butcher shop specialized in

No wonder then that Copenhagen has a deserved reputation as a world leading conference destination. Dedicating much care and attention to 10,000 delegates as just 10, the city will quick enthrall you with its ability to

A uniquely Danish concept using conference facilities and the way they’re set up in a innovative way, Meetovation is all about engaging participants in positive, problem-solving meetings. The aim is to move away from traditional one-way or ‘us vs. them’ conferences and involve all participants, delegates and organizers so that they don’t feel they’re just preaching. Practically speaking, a sense of well-being can be created by increasing participants’ awareness of their eco commitment. Catering based on organic food, recycling bins for paper, USB keys, etc., are factors that help to create good vibes, as participants know that they behave responsibly. As a result, higher levels of learning and comprehension can be achieved. Under Meetovation’s headline, MIND was organized last September with 57 high end buyers/organizers and 10 journalists. Participants had the opportunity to furnish and arrange their own meeting room, cycle on Crowne Plaza’s bikes to generate power, or even have an indoor picnic in Øksnehallen which had been transformed to an artificial park. www.meetovation.com

deliver in a relaxed yet professional way. And with its green commitment to sustainability across the whole field of the local meetings industry, it just won IMEX-GMIC’s Green Meeting Gold Award, as a recognition of its environmental awareness. Who could ask for more?

CONTACT Wonderful Copenhagen Steen Jakobsen Convention Director mailto: stj@woco.dk T. +45 3325 7400 www.meetincopenhagen.com

HEADQUARTERS 15

> COPENHAGEN

SUSTAINABLE COPENHAGEN The COP15 effect

IN DECEMBER 2009, COPENHAGEN HOSTED THE WORLD’S FIRST SUSTAINABLE, INTERNATIONAL POLITICAL SUMMIT - THE UNITED NATIONS CLIMATE CHANGE CONFERENCE (COP15) - ATTRACTING OVER 33,000 PEOPLE. FOR OVER TWO YEARS PRIOR TO IT, THE DANISH GOVERNMENT, THE CITY OF COPENHAGEN AND THE VENUE, BELLA CENTER, INVESTED EXCEPTIONAL AMOUNTS OF TIME, ENERGY AND MONEY INTO ENSURING THE EVENT WAS OF THE HIGHEST POSSIBLE LEVEL OF SUSTAINABILITY. NOW IS A GOOD TIME TO LOOK BACK AT HOW THIS WAS ACHIEVED AND THE LEGACY IT LEFT TO THE CITY. COP15 and climat change COP15 press room

Brøchner hotels - electric car at the loading station in front

HEADQUARTERS 16

Barack Obama at the Bella Center

COP15 at night

> COPENHAGEN

Needless to say that COP15 was a challenge, since it was designed to showcase Danish capabilities in hosting a mega event in the most environmentally and socially responsible way possible. Hard work and creative ideas were demanded as to follow the highest standard to date for a large political summit.

food. Of course, one must not forget the big windmill currently dominating the parking lot of the centre, which produces electricity corresponding to the daily consumption of 300 households.

constraints of course - to prove that sustainability is not just a marketing tool for us. COP15 was the perfect opportunity to take a look at ourselves and see what could be done. I’m proud that we have reduced our

WHERE IT ALL HAPPENED First and foremost, the Bella Center, where the negociations took place and unfortunately failed to come up with a strong agreement, was instrumental in making the event sustainable in every area of endeavour. The largest convention centre in the Nordic countries, it has invested €2.5m in energysaving measures since 2007. In addition to installing LED lights and more efficient heating systems for example, it now only offers filtered tap water, Fairtrade coffee and can prepare organic meals on demand. During COP15, 75% of the products served were organic and there was even a ‘climate kitchen’ for the hardcore fans of organic

COP15’s had an effect on the city of Copenhagen as a whole. A record number of hotels went green in 2009. To date, close to 60% of all hotel rooms are officially environmentally friendly

Lene Mortensen, Head of Congress and Events at the Bella Center, said: ‘The idea was to show our customers and delegates that we take the environment seriously. We did everything we could - within our financial

ACHIEVEMENTS AND LEGACY OF COP15 ACHIEVEMENTS

LEGACY

+ Climate Neutral Conference: Achieved by measuring and offsetting 72,000 tons of delegate travel and local carbon emissions via a Danish Government CDM Project in Bangladesh. + Supplier Eco-Certification: Influenced area hotels to meet environmental certification standards such that Copenhagen can now boast more than close to 60% of all hotels as certified, the highest such percentage of any capital city in the world. In addition, the Bella Center earned the Danish Green Key certification. + Value Chain Management: Revolutionised the concept of collaboration by requiring all COP15 sponsors and suppliers to contractually commit to upholding the United Nations Global Compact ten principles concerning human rights, labour rights, the environment and anticorruption. + Local Transportation: By providing free public transportation and using good communication, 93% of delegates attended the conference using metro, bus and train. + BS8901 Sustainable Event Management Standard: The third party certification that was achieved by COP15 for sustainable event management.

+ Copenhagen Sustainable Meetings Protocol (CSMP): A flexible umbrella framework was created to help event planners to organise large complex meetings in a sustainable way. The CSMP integrates local and international sustainability initiatives, standards, systems and certifications programs, and was this spring awarded with The IMEX-GMIC’s Green Meeting Gold Award. + Carbon Responsibility Project, Bangladesh: The Brick Kilns offsetting project will establish 20 new energy-efficient brick production units in and around Dhaka and will reduce coal usage by almost 50%. It will also improve community air quality and create year-round jobs for an at-risk population. + Capacity and Knowledge: As a result of COP15 Copenhagen now has what may be the largest community group of informed and engaged sustainable event planners and suppliers. The destination now has the capacity to organise huge meetings with an adequate and affordable supply of sustainable food, services and products.

carbon emissions of 20% and that we can now offer new environment-friendly products to our clients. For this, COP15 was definitely a catalyst and it took us a mere 2 years to achieve great results.’

An innovation I particularly like at COP15 was the so-called ‘Climate Kitchen’ concept, where all menus were 100% organic. For COP15 low price for catering was a key factor: all participants should be able to buy food. It showed social responsibility and effort to offer high quality and nutritious food at low cost. Bella Center’s massive buying power has further encouraged supply and demand of organic food. This built capacity into the local marketplace and has left a powerful legacy of health and wellness.

GREEN HOTELS But COP15’s had an effect on the city of Copenhagen as a whole. A record number of hotels went green in 2009. To date, close to 60% of all hotel rooms are officially environmentally friendly. This rise is number is partly due to COP15, as the Danish Foreign Ministry decided to host the sum-

Source: Cop15 Event Sustainability Report HEADQUARTERS 17

> COPENHAGEN

But you don’t necessarily have to be a 4- or 5-star hotel to be green. The 2-star Cabinn Metro, which just opened a mere 5-minute walk from the Bella Center and whose design reminds of a beautiful ship, is the largest in Denmark: its use of energy is remarkable low per room and they only use suppliers with, again, Swan Label products. There is also the sexy Wakeup Copenhagen and its green, obvious commitment. So, no matter what your budget is, you can be sustainable to the extent you wish.

BELLA CENTER, THE HARD FACTS + 4 auditoriums with capacities from 310-930 persons + 63 flexible meeting rooms (from 2-400 persons) + Congress Hall that can seat up to 4,200 persons and an auditorium, with a maximum capacity of 930, that can be devided in to three sections + A unique Center Hall for banquets, parties, welcoming area, etc. + Various halls that can be used as congress and exhibition halls + Own hotel, Bella Sky, opening spring 2011 - with 814 rooms, it will be the largest in Scandinavia and an architectural landmark!

I’ll leave the conclusion to Steen Jacobsen, Convention Director at Wonderful Copenhagen Convention Bureau: ‘Under the headline ‘Copenhagne, the Capital of Sustainable Meetings’ we are continuing to use COP15

Under the headline ‘Copenhagne, the Capital of Sustainable Meetings’ the city is continuing to use COP15 to catalyse its sustainability efforts’ Bella Center

mit at a far greater level of sustainabiltiy than the UN had originally required. This served as a catalyst for the city’s tourism industry to take several sustainable initiatives maybe a bit sooner than they had anticipated. So, in terms of sustainable conference hotels, Copenhagen has nothing to blush about. With six hotels in the Copenhagen area, Scandic, the Nordic hotel chain, is taking his social responsibility very seriously. Not only do they serve organic food and have effective energy usages, but its sheets, towels and furniture are donated to local shelters for the homeless when they need to be replaced they. All eleven hotels of the Danish Arp-Hansen Hotel Group have quali-

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fied for the Green Key certification in recognition of their effectiveness in reducing energy and water consumption, minimising waste, and introducing organic products. The Danish owned Brøchner hotels is also taking a new approach in the global climate initiative by becoming the world’s first CO2neutral hotel chain. On the basis of their heat- and electricity consumption for 2007, the Danish hotel chain has calculated its collective CO2 emissions and subsequently purchased carbon credits corresponding to this consumption level. Last but not least, international hotel chains such as Hilton and Radisson have their own environmental certifications, as both chains also hold the Nordic Eco Label the Swan Label.

to catalyse our sustainability efforts. Green Copenhagen is now one of the four main pillars of our 3-year Business Tourism strategy. With a solid sustainable product portfolio, including close to 60% of the city’s hotels now being eco-certified, sustainability is a unique and credible attribute that offers both event organisers and the local community short and long-term social, environmental and economic value.’ And if I believe all the people I met during my trip, this could be just the beginning. The future indeed looks promising, as there is both political and popular support Copenhagen’s vision to become and remain the eco-metropole of the world.

> COPENHAGEN

On and off-site venues

IN AND AROUND COPENHAGEN

Steen Jakobsen talks at Bojesen at Axelborg

TIVOLI Hotel

Hilton Copenhagen Airport

Kronborg Castle

IN THE FEW DAYS I SPENT IN COPENHAGEN I COULD NOT SEE EVERYTHING THE CITY HAS TO OFFER IN TERMS OF INFRASTRUCTURE AVAILABLE TO ASSOCIATIONS. BUT THANKS TO A NICELY-ORGANIZED PROGRAMME PUT TOGETHER BY WONDERFUL COPENHAGEN CVB, I COULD CATCH A GOOD GLIMPSE OF IT. BELOW ARE ONLY IDEAS TO START WITH - THE CONVENTION BUREAU WILL BE THRILLED TO HELP YOU MEET YOUR SPECIFIC NEEDS.

A FEW CONFERENCE HOTELS TO REMEMBER My journey to Copenhagen started with a visit of Hilton Copenhagen Airport. Honestly, I had no clue why this was on my programme and I thought this would be the typical, nothing-worth-to-say-about airport hotel. How wrong I was! Not only is its location ideal, but once you enter the premises, you completely forget that you’re in an airport hotel, and even in a Hilton, as it boasts a strong Scandinavian identity, with design and art furniture. The only hotel with its own airport, it has 15 meeting rooms for up to 90 participants.

I personally grew fond of the Ellehammer Ballroom, which is ideal for conferences for up to 450 people. In the same line of thoughts, Radisson Blu Scandinavia Hotel, where I was lucky enough to stay, is considered by many to be a small Bella Center. Big as it gets - it served almost as a lighthouse when I wandered around the city, it seems like the perfect starting point for your stay in Copenhagen. Its five-star meeting facilities can take any shape you prefer, whether it be for a grand reception of 2,150 people or a private get-together of a few persons.

And the bit kitschy ballroom right above the casino is definitely worth a visit. Last but not least is Tivoli Hotel, which was just inaugurated when I was there. It is the city’s first theme hotel, co-branded with the famous amusement park Tivoli Gardens, but owned and run by the Copenhagen based Arp-Hansen Hotel Group. Integrated as part of the Tivoli Congress Center (which just opened mid October and accommodates up to 4,000 participants), it has 402 rooms, some decorated with a mere hint of the Tivoli theme, others more so, making it actually fun and

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> COPENHAGEN

National Museum of Denmark

people, its location is perfect and the view from it fabulous!

AROUND COPENHAGEN: WHEN HISTORY MEETS ART The good thing about Copenhagen is that, being such a compact and walkable city, it’s quite easy and fast to get out of it. In no time, you’re indeed in the countryside and there as well there are event and meetings facilities that are definitely worth a détour.

the New Opera House

Said to have inspired Shakespeare and his Elsinor castle in his famous tragedy Hamlet, Kronborg Slot is situated a mere 45 minutes from Copenhagen, with beautiful views of Sweden just four kilometers away. Where sumptuous banquets used to happen it’s now possible to have meetings of any kind, against an excellent, royal backdrop. Inscribed on UNESCO’s List of World Heritage Sites since 2000, Kronborg Slot is the perfect setting if you’re looking for a luxurious, historical venue. Spending a whole evening there, tasting different rooms for a welcolming drink then a dinner for example, is an outstanding experience. Capacity wise, the castle accommodates up to 400 guests inside and quite a few more outside. Hotel Radisson SAS Scandinavia

Louisiana Museum

fabulous, with just the right taste. In terms of meetings, its biggest capacity runs up to 2,480 people.

place. Worth mentioning is that he just took over the restaurant at Copenhagen Opera House.

A HANDFUL OF OUTSTANDING VENUES

Riding the sustainable wave, the National Museum of Denmark offers climate-friendly conference packages, including visits of exhibitions themed on the environmentfriendly life of the Indians in the Rainforest, climate change from the Stone Age up to now and climate friendly food. With its grandiose design from the XVIIth century, its ballroom is ideal for conferences or receptions of any kind. All in all, the museum accommodates up to 700 people. Jesper Moller, the chef of the Museum’s restaurant, just opened a new event venue at the harbor front, right next to the famous Little Mermaid. With a capacity of 600

Situated right at the heart of the city in a former bank, Bojesen at Axelborg offers facilities for meetings, receptions and gala dinners for up to 450 people. The owner, Rasmus Bo Bojesen, is a former chef and likes to offer his guests experiences rather than mere meetings. During my inspection of the site, he constantly emphasized the word ‘taste’ and this is what I got: a good taste of his venue, as he likes traditional Danish food with a modern twist and is an expert chocolatier, which is directly translated into the look and design of the whole

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My journey in Denmark ended up with a visit of Louisiana Museum of Modern Art. Located in northern Zealand with a panoramic view across the Øresund, the museum frames the sculpture park facing the sea and the interaction between art, nature and the museum architecture is quite unique. With a permanent collection of more that 3,000 works - one of the largest in Scandinavia - it also offers space for meetings and events. And I have to confess: it provides quite a laidback atmosphere for them. The open, homelike welcome of the exhibition rooms, the spaciousness of the park, the option of letting yourself get spoiled in the café and the many get-together possibilities in the Concert Hall or in the stylish boat house: all this helps to create a special one-of-akind feeling.

PUB 1/1 HQ 2011 rates and publication planning

Megaron Athens International Conference Centre …In a Class of its Own The MAICC is an exceptional new meetings venue offering stunning aesthetics and cutting edge technology. A landmark in the centre of a most unique city, Megaron has a total offering of 143,000m2, a choice of 18 meeting spaces, expansive exhibition areas and sweeping foyers. What’s more there’s a year round world-class performing arts programme so you can offer your delegates an unforgettable experience. Megaron. In Pursuit of Excellence.

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

ANIAN

PODIS © KATO © KARA

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AKIS

DECISION MAKING FOR ASSOCIATIONS DECISION MAKING - THE THEME OF THIS ISSUE OF THE MAGAZINE - IS CRUCIAL TO OPERATING AN ASSOCIATION SUCCESSFULLY. INDEED, NO MATTER HOW COMMITTED AN ASSOCIATION IS TO PROVIDING MEMBERS WITH EXCELLENT SERVICE, HOW DECISIONS ARE ARRIVED AT AND WHO TAKES THESE DECISIONS GREATLY CONTRIBUTE TO ITS SUCCESS. TEXT LUC MAENE, PRESIDENT OF ESAE AND DIRECTOR GENERAL OF THE INTERNATIONAL FERTILIZER ASSOCIATION (IFA)

Associations come in all shapes and sizes. The decision making process will differ, depending on whether an association has a large staff or mainly depends on volunteers, has a large board or just a few elected leaders, and a host of other structural differences. For the purpose of this column, I would like to focus on the relationship between an association’s CEO and its elected leaders. In this connection, I highly recommend the ASAE & The Center for Association Leadership publication Governing for Growth by Nancy R. Axelrod, which presents an overview of how board dialogue and decision making can be strengthened. First of all, there should be a clear division of responsibilities between the CEO and the elected board, while maintaining transparency. Chief executives must manage the organization keeping in mind that daily challenges require resilience, but also the ability to adapt and innovate. It is very important for the chief executive to have the confidence and support of the elected leaders in this process.

Since board members rotate, ideas will regularly surface with the arrival of new members. The board’s responsibility is to develop strategy based on the association’s vision. The task of the chief executive is to engage the board effectively in the strategic thinking

relevant in the current climate of economic turbulence, competition, and increasing demands from members. Chief executives need to manage an association in accordance with its mission and vision. At the same time, they need to assist the board in formulating

For associations, decision making is a complex issue which will ultimately determine their achievements. This is all the more relevant in the current climate of economic turbulence, competition, and increasing demands from members

process. Board stewardship involves a focus on governance goals and priorities, as well as on long-term strategic issues. For associations, decision making is a complex issue which will ultimately determine their achievements. This is all the more

strategy. Board members should be fully engaged in the process and provide supervision and support. This is a tall order, but one that requires due attention.

www.esae.org

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DECISION MAKING AT ASSOCIATIONS CAN AN AGREEMENT BE MADE OR WILL IT REMAIN AN ONGOING DISCUSSION? REACHING AN AGREEMENT OR DECISION CAN BE CHALLENGING. WHY? BECAUSE IT INVOLVES PEOPLE. THINK OF A RECENT EVENT IN THE WORLD OF SPORTS. TWO TENNIS FINALISTS PLAYED THE LONGEST MATCH IN THE HISTORY OF WIMBLEDON. WHAT WAS THE BREAKTHROUGH THAT MADE ONE THE WINNER AND NOT THE OTHER WHILE THE PLAYERS WERE SO SIMILAR IN THEIR GAME? THROUGH CLEARING THE MIND, A TENNIS PLAYER CAN, PROCESS INFORMATION FROM THE MATCH WITH GREATER ACCURACY. TEXT RACHEL HAMER, COMMUNITY MANAGER, MCI BRUSSELS OFFICE

The two major objectives are awareness and control. Awareness is being able to recognize an appropriate response to situations. Control is the ability to change in accordance to the awareness process. Through the development of these two abilities, a tennis player is able to respond to the fast-paced competition in a more positive and effective manner. A similar situation of awareness and control exists for board members of an association, be it a federation, national or international association or chapter.

ASSOCIATIONS: WHERE VOLUNTEERS COME TOGETHER A Chapter is an affiliate/component or local representation of a not-for-profit volunteer association in a specific state or country. By local we understand national or regional. Call it a Component or a Community, but in Europe the description could best be seen as a representation or affiliation. The chapter model and structure is based on the affiliation the local group has with the

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not-for-profit ‘mother’ association by means of a charter agreement. The agreement states the mission, policies, procedures and rules of the association, the authorised use of the brand and the requirements of the chapter, to which both parties must agree. Another important document for any incorporated association is the Bylaws. The By-laws define the legal structure of the chapter and serve as a constitution on which the chapter, affiliate or association operates. The daily operations of a not-for-profit affiliated association or chapter are handled by a Board of Directors working on a voluntary basis, who are, in most cases, elected by membership voting. Once an organisation becomes of a certain size or complexity, the Board will generally decide to engage paid help – in some cases by hiring a secretary to cover administrative tasks or by partnering with an association management company.

VOLUNTEER LEADERSHIP: CHALLENGES ONLY? A volunteer is a person working on behalf of others or a particular cause without payment for their time and services. Despite their good intentions volunteer leaders are faced with a number of challenges in trying to take care of the daily chapter operations. + Time constraint The biggest challenge nowadays relates to the time necessary for volunteer work given the demands and pressures of today’s working environment and the volunteer’s ‘real’ day job. + Unclear job description Not having a full understanding of the role and responsibilities of a volunteer leader. Smooth functioning volunteer boards are

generally those for whom clear guidelines have been established from the outset. Successful organisations establish a Board or Chapter handbook with a well-defined job description for each position (President, Vice President, Secretary, Treasurer,

plan which should be shared with all chapters, committees and task forces to ensure that alignment is in place. Only with this strategic plan is the association able to grow and establish a recognisable brand name. Alignment with the strategic plan is impor-

fore necessary to have the legal aspects of Chapter operations in place and make sure that all parties are aware of the By-laws and sign a legally binding document in agreement.

Associations need to have a clear strategic plan which should be shared with all chapters, committees and task forces to ensure that alignment is in place. Only with this strategic plan is the association able to grow and establish a recognisable brand name Membership Development, Operations, Marketing). The job description sets expectations and requirements. By agreeing to what is outlined in the handbook the volunteer knows in advance what he or she is committing to, the level or responsibility and authority and the likely time involved in this new â&#x20AC;&#x2DC;jobâ&#x20AC;&#x2122;. + Commitment In Europe, volunteers tend to think more of personal gain and return on investment, whereas in the United States for instance, it is regarded as an honour to serve as a volunteer in a not-for-profit association. For the Europeans and Asians it is vital that the association clearly articulates and markets the advantages of volunteer leadership such as the development of soft skills that he or she might never have the opportunity to develop in his/her professional career. + Recognition Board members need to feel that their input as volunteer to the Chapter is valued. By motivating volunteers, they will feel a valued part of the leadership. Board members become de-motivated and discouraged when their input is ignored or they do not receive sufficient recognition.

THE STRATEGIC PLAN Associations need to have a clear strategic

tant for the associationâ&#x20AC;&#x2122;s brand awareness, reputation and the decision making process. Volunteer leaders typically have brilliant and far reaching ideas, but not everything can be achieved with limited resources. To help determine priorities and recognise which initiatives to pursue, board members should ask themselves whether their ideas are in line with the strategic plan and overarching goals: if yes, they can be further developed; if not, they should be shelved.

HAVE BY-LAWS AND A CONSTITUTION IN PLACE The legislative framework when dealing with daily chapter operations and decisionmaking is key. Implementation according to the By-laws on which the Chapter operates is also essential. If a conflict or an issue of trust arise, chapter leaders can refer to the By-laws which outline the code of conduct, constitution and the policies to which they affiliate themselves. It is quite common for board members to have a conflict mainly due to a lack of trust or insufficient communication amongst the board members. If no signed agreement is in place and there is no Bylaws to fall back on then simple problems can become complex legal issues and can have a significant impact on a chapter. It is thereRachel Hamer

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In most cases, board members are not aware of the legislative procedures where daily Chapter operations are concerned. This is often due to the fact that they have succeeded a former board member and that board member has not left a manual or job description. This will slow down the decisionmaking process and will hinder the growth of a Chapter as a board member needs to start right from the beginning and search for the information. In addition to the By-laws, it is recommended to have a policy manual in place that provides the answers to legal questions and procedures.

PREPARING CHAPTERS FOR LEGAL ISSUES Chapter leaders need to act in a legal and ethically responsible manner. This includes being familiar with all governance documents; local, state, and national business and association laws; and tax related laws and requirements. Over the normal lifecycle of a chapter, leaders will need to be prepared to handle many different types of legal issues. Fortunately many of them are both common and simple to handle. Common legal issues include: + Discrimination + Negligence + Personal injury (slander, defamation) + Violation of antitrust and other government laws + Bodily injury, medical expenses + Property damage, fire damage liability + Bad faith Conflicts can also arise with third parties: if no proper agreements are made and problems arise, the external parties involved can sue the Chapter, implying legal implications. Last year, a Chapter of a large international organisation based in Europe organised an event with some 300 attendees, with the support of a local partner association. For this, the Chapter decided to pay the volunteer who was in charge of managing the full

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event. An hourly rate was agreed upon plus a percentage on the profit. The event eventually went well, but there were many issues in the organisation, mainly due to personal conflicts. The paid volunteer in charge of the project did not accept the final bonus calculation and decided to sue the Chapter. Is intervention of the mother association’s staff needed in such a situation? The answer is yes. Staff will be essential in guiding this conflict through the right legal channels set up within the association and assisting in finding a solution to which both parties can agree.

DAILY STAFF SUPPORT A Chapter counts on the support of the mother association’s headquarters or regional office staff. Their job is to provide chapters

5 6 7 8 9 10

Provide regional support to enhance efficiencies and avoid duplication of effort Have a personal, friendly approach, act as a key communicator, coach

Be quick to respond - volunteer leaders deserve a fast and efficient response Be open to diversity and use creative thinking

Advise on financial issues (local VAT) Advise on legal issues (local legislation)

Compare the structure and formation of a chapter to that of building a house: start with the foundation (identify needs), build it up (attract members) and put a roof on top (result) and align it with the strategic plan of the mother association with regular and informative guidance, to ensure that the local Chapter’s activities are consistent with the association’s strategic plan.

TOP 10 ACTIONS FOR STAFF TO BEST SUPPORT CHAPTERS

Be pro-active with regular outreach to Chapters, providing them with up-to-date marketing tools and online tools for Chapter and membership development

Share best practices amongst Chapters, aiming to enhance the communication and daily activities - this can be done by means of a webinar, web forum or regular touch base calls

Attend local Chapter events to promote the value proposition of the association with promotional materials, personal involvement and relationship building

Facilitate members communication through social media

The smooth and efficient functioning of an association’s chapters or affiliates is fundamental for growth, membership satisfaction and brand consistency. Compare the structure and formation of a chapter to that of building a house: start with the foundation (identify needs), build it up (attract members) and put a roof on top (result) and align it with the strategic plan of the mother association. Within this house the members gain further knowledge by exchanging and experiencing knowledge, and obtain the tools that they need in order to advance to the highest levels of volunteer leadership. If an association has an aligned strategic plan in place, decisions are easier to make in a timely manner, thus enabling volunteers to get maximum benefit from their leadership position.

www.mci-group.com/associations www.growglobally.org

UIA ı UNION OF INTERNATIONAL ASSOCIATIONS

GOOD GOVERNANCE MATTERS ciation’s intentions, its activities must not ignore or avoid legal requirements.

filed or an annual audit to be conducted, the board and staff must ensure that this is effectively carried out. For an association with a very small annual income, an audit may not be obligatory, but in such cases it is advisable to have the accounts inspected by an independent party.

A responsible and rigorously honest attitude to an organisation’s funds is essential, in both commercial and associative groups. Board members have a duty to ensure that they are fully informed of the financial situation of their enterprise and that proper care is taken, since misappropriation of funds is a criminal offence. Where legal or regulatory conditions of an association or its own statutes require accounts to be

The role of different people and the way in which they work for an organisation should be clearly defined. Appointed staff are employees, their situation is separate and distinct from that of board members who are elected: it is unsatisfactory and ambiguous to have a person elected to the board of administration and also partly salaried as a member of staff, this leads to an undesirable confusion. If the associa-

GOVERNANCE REFERS TO THE GENERAL FRAMEWORK OF FINANCIAL, LEGAL AND ETHICAL RESPONSIBILITY IN WHICH AN ORGANISATION IS REQUIRED TO OPERATE. TEXT JUDY WICKENS, VOLUNTEER AT THE UIA, RETIRED SECRETARY GENERAL OF T.I.C. (TANB.ORG)

Forming an association, bringing people together, is a valuable activity in our lives. The aim may be to provide aid, pursue a philosophy, supply training, promote an industry, share knowledge - the possibilities are many and varied. Once an association has been established, the people in charge of running it have to keep in mind all the limitations due to national and international laws and regulations, and to recognise that there are constraints on associations which can be different from those which apply to businesses. However worthy the asso-

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tion’s structure provides for members of the board to be elected among candidates whose employment is elsewhere, the requirement should be scrupulously observed. This parallels legal requirements for commercial firms to have independent non-executive directors on their boards to ensure external scrutiny of decisions, drawing on wider experience. It is possible for associations, being legal personalities, to be taken to court in civil actions for offences not contravening a law (an association could be accused of libel, for example) but this is not a frequent occurrence. Social or environmental campaigners, for instance, tend to rely on making their views known and extending their influence in ‘the court of public opinion’ rather than in a court of law, trying to persuade the public towards their point of view. When people or companies have formed a group specifically to try and influence institutional authorities - a national government or the European Union, for instance - this is known as lobbying. The name originates from the UK Houses of Parliament where constituents could approach their Members of Parliament in the lobby outside the debating chamber as the MPs headed inside to deliberate, in the hope of influencing their vote.

intended to prevent restriction of competition, as the operation of a free market and genuine competition is esteemed as good practice. Article 101 of the EU Treaty (formerly Article 81) sets out the practices which could be obstacles to free trade in the internal market. In other parts of the world, similar ground is covered by such laws as the antitrust legislation of the United States, Trade Practices Act in Australia and Antimonopoly Law effective in China from 2008. When representatives of several companies meet in the context of an association

that discussions do not venture into a forbidden area. If the association’s senior officers, such as the Secretary General or Executive Director, are uncomfortable with the direction a discourse is taking they should halt it immediately. For presentations to assembled participants, it is prudent to guide speakers away from a reference to current price levels or a call for stable prices, which could be understood as an attempt to upset the freedom of the market. Speakers’ texts should be reviewed beforehand and if necessary talks should be cut short. When companies within an association share tech-

Associations have a duty to respect ethical considerations, which may be a written code of conduct or much harder to define, as ethics can depend on the view taken by the outside world of the behaviour of the organisation

The EU has decided that it wants to know which bodies, either associations or public affairs firms which can be engaged by a group for payment, are going to lobby the Commission and it requires the ‘lobby groups’ to declare themselves under the ‘Transparency Initiative’, by means of registration which requires them to submit extensive information. Public affairs signifies representing the point of view of a specific interest group to authorities, whereas the term public relations is used for the way in which an enterprise presents its views and image to the rest of the world, including the media and the general public.

activity they should be constantly aware of the risk that they could be suspected or accused of causing bias to free trade or limiting competition. They must not make agreements among themselves on buying or selling prices, on fixing market shares or restricting conditions of trade. Also, associations must not limit membership in a way that keeps new entrants out of an industry. Huge fines can be inflicted if companies are found to have formed illegal cartels - groups which agree to restrict trade or to collude to charge the same prices. Not all cartels are illegal, however: for instance, the oil producers’ organisation OPEC is a legal cartel as its regulation of price levels is understood to be an advantage in the public interest.

Industry groupings or trade associations must be very careful not to contravene laws

It may be necessary to have a lawyer present at association meetings to ensure

nical information for applications such as REACH, the fine line dividing technical detail from commercially sensitive information is very difficult to draw. In addition, associations have a duty to respect ethical considerations, which may be a written code of conduct or much harder to define, as ethics can depend on the view taken by the outside world of the behaviour of the organisation. So much for associations to think about, in maintaining good governance.

www.uia.org

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HQ > BEIJING

CNCC Plenary Hall

SHOWS, TRADE AND CONGRESSES AT THE CHINA NATIONAL CONVENTION CENTER The bridge of communication with the world CHINA NATIONAL CONVENTION CENTER (CNCC) OPENED FOR BUSINESS A YEAR AGO IN NOVEMBER 2009 AFTER EXTENSIVE RETRO-FITTING CONVERTING THE FACILITIES FROM OLYMPIC GAMES SPORTING HALLS AND MAIN PRESS CENTER TO PROVIDE INTERNATIONAL STANDARD, PURPOSE-BUILT CONVENTION AND EXHIBITION FACILITIES ENSURING

able to accommodate the exhibit and a series of seminars along side in the purpose-built meeting space. A year on, the show grew and moved into the CNCC purpose-built exhibition halls.

EFFECTIVE RE-USE OF A MAJOR NATIONAL FACILITY. Today the CNCC is well established on the prestigious Olympic Green location adjacent to the new icons for Beijing – the National Indoor Stadium with the National Aquatics Center (Water Cube), the National Stadium (Bird Nest) and the Communication Tower forming a spectacular backdrop to events at the CNCC. China’s support for the international convention industry seems encouraging with the country reaching the top 10 (9th position with 245 meetings) for the first time in the 2009 ICCA Statistics with Beijing itself ranking in 10th position worldwide and 2nd in Asia with 96 meetings. Relatively unexplored, China’s meetings industry seems poised to lead the region and the CNCC is an essential part of this growth. Breaking new ground in China for the international meetings market, the new systems of the CNCC were fully tested prior to the complete opening by two international

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events each with their own particular operating requirements. The FISM World Championships of Magic ran in July 2009 requiring stages for complex magic shows and acrobatic performances. With over 100 performances through the week the organizers complimented the CNCC on being able to provide so many staging areas, backstage support and spaces for a Magic Salon under one roof. FISM President Eric Eswin spoke highly of being made to ‘feel at ease’ with CNCC’s facilities and services. Interest from the international industry was sparked when the China Incentive, Business Travel & Meetings Exhibition (CIBTM 2009) was held in September 2009 in the Plenary Hall on Level 4 (Exhibition Floor Area 5,230m2). Co-organized by Reed Travel Exhibitions (RTE) and Beijing Tourism Administration (BTA), CIBTM is the premier event in China for the Meetings, Incentive, Convention and Exhibition industries. The CNCC was well

Industry research launched at CIBTM predicts China will attract larger meetings that could not previously look at China and for overall growth in meetings. CNCC CEO Mr.

CNCC AT A GLANCE Check www.cnccchina.com for comprehensive detailing of the following facilities: Over 23,600m2 (254,028ft2) of meeting space including: + Plenary Hall to seat 6,000 delegates in theatre style + Ballroom to seat 3,500 for banquets + Auditorium to seat 350 + 99 Meeting Rooms from 45m2 to 900m2 - total 11,000m2 (118,403ft2) of function space Six exhibition halls plus general exhibit areas totaling 40,000m2 (430,556ft2) of space

> BEIJING Congress Audience, CNCC

Concierge Desk, CNCC

China National Convention Center (CNCC)

Haiying Liu takes great pride in this position: ‘As the largest and newest congress venue in mainland China, CNCC broke through the bottleneck of inability to hold large scale professional standard congresses and is keeping up closely with hot international industry trends.’

Chefs Serving Buffet, CNCC

of exhibitions and conferences filled the halls and a selection appears below: + The First HK Brands Exhibition, 3,000 Visitors + The China Children and Women Industry Expo, 6,000 exhibitors and approximately

Industry research launched at CIBTM predicts China is set for the larger meetings that could not previously look at China and for meetings industry growth overall. CNCC CEO Mr. Haiying Liu takes great pride in this position Through the year since opening the CNCC has run over 690 events. The split of event type covers Association meetings (24%), Corporate Meetings & Events (38%), stand alone Banquets (9%), Entertainment Functions (8%) and Exhibitions (12%). The International events are proving to be larger in size with 12% of events being international in nature they were attended by 24% of the visitors to the venue. Highlights of the year’s events at CNCC include prestigious international brands from the IT, Telecoms, Finance and Auto industries including Price Waterhouse Coopers, Prudential, SAP, INTEL and Oracle. A busy schedule

50,000 Visitors over the six days of the show. ACHEMA 8th International Exhibition and Congress on Chemical Engineering and Biotechnology, with 173,235 participants from 93 countries and 3,767 exhibitors ISH, China International Trade Fair for Sanitation, Heating & Air-conditioning, with 14,802 visitors from 54 countries and 332 exhibitors 20th Conference of the Asian Pacific Association for the Study of the Liver (APASL) attended by over 3,500 delegates The World Congress of Cardiology, Scientific Sessions 2010 featuring the 3rd

Exhibition in Main Lobby, CNCC

+ +

+ + +

International Conference on Women, Heart Disease & Stroke with 10,245 Delegates The World Psychiatric Association (WPA) International Congress, 1,800 Delegates The 25th Congress of the Asia Pacific Academy of Ophthalmology (APAO), 8,000 Delegates plus exhibitors totaling 11,000 attendees Forum on China-Africa Industrial Corporation and Development, 400 Delegates International Society for Music Education (ISME), 5,000 attendees The 18th China International Medical Instrument & Equipment Exhibition & Seminar, with 200 exhibitors and approximately 10,000 Visitors over the three days of the show China Satellite Navigation Conference, over 1,000 Delegates

Reviewing the range of event types, topics and industries CEO Mr Liu Haiying said: ‘What we are bringing to China is a completely new level of service with a venue offering completely integrated conference, banqueting and exhibition facilities - a “first” for China. The CNCC is a venue any company can be proud to work in to promote their brand or product. We hope our facilities and services will make your time in Beijing a memorable one.’

HEADQUARTERS 31

> HONG KONG

HONG KONG HOSTS WORLD’S LEADING MEDICAL SPECIALISTS RECORD-BREAKING NUMBERS OF THE WORLD’S LEADING MEDICAL SPECIALISTS RECENTLY CHOSE HONG KONG FOR THEIR LANDMARK CONFERENCE. More than 3,500 delegates attended the International College of Neuropsychopharmacology (CINP) 2010 World Congress, staged at the Hong Kong Convention & Exhibition Centre. Hong Kong won the bid to host the event against other Asian destinations, with this only the second time the Congress had been staged outside North America or Europe. CINP, established in 1957, is the world’s global psychopharmacology organisation, numbering psychiatrists, pharmacologists and other scientists as members. The biennial world congress provides a forum for delegates to learn about the latest research work. This year organisers decided on an Asian venue to bring into focus the work being undertaken in this field in China and elsewhere in the region. ‘Our choice of Hong Kong was the correct one,’ commented Prof Robert H. Belmaker, the CINP President. ‘It’s been a very convenient location for a very large number of people in Asia to meet with their colleagues from North America and Europe, to begin collaborative relationships, to learn and to give.’ More than 1,500 delegates attending were from the Asia Pacific region, highlighting Hong Kong’s strategic position and underlining its continuing role as a key platform for Chinese professionals to meet with their colleagues worldwide. Its other advantages include the fact that English is widely spoken, ensuring easy communication for event organisers, as well as between delegates and local residents. Hong Kong’s outstanding range of accommodation is a further major factor in attracting a broad spectrum of delegates.

Hong Kong’s unique ‘East meets West’ fusion offers unbeatable benefits to conference organisers as well as participants

CINP (International College of Neuropsychopharmacology) 2010 World Congress

Hong Kong’s ability to attract a global line-up of speakers, as well as talented local professionals, was demonstrated by CINP World Congress this year featuring twice as many plenary sessions than during previous events Hong Kong’s ability to attract a global line-up of speakers, as well as talented local professionals, was demonstrated by CINP World Congress this year featuring twice as many plenary sessions than during previous events. And ‘Scientific Cafes’ were introduced to allow delegates to interact with leading CINP scientists over open and informal dining. The Congress joins the growing list of world-class events hosted in Hong Kong. Its cosmopolitan character and unique mix of Asian culture and Western heritage give Hong Kong a major advantage over competing destinations, as well as further enhancing its reputation as a crossroads for sharing insight, expertise and knowledge. The successful bid to host CINP 2010 World Congress was backed by Meetings & Exhibitions Hong Kong (MEHK), a division of the Hong Kong Tourism Board (HKTB), which compiled the bid documents and hosted site inspection visits for the organiser’s key decision-makers. It also supported the

promotion of the event through publicity in conventions calendars and e-news bulletins. MEHK promoted the Congress through trade partners and relevant associations around the world. MEHK ensured smooth travel for arriving delegates. Dedicated immigration counters were set up at Hong Kong International Airport, while an on-site visitor information counter was provided at the Hong Kong Convention & Exhibition Centre. All VIP delegates were presented with a Chinese Tea gift set as a token of welcome to Hong Kong. MEHK also ensured CINP opened in style with a grand six-strong Lion Dance during the opening ceremony.

CONTACT Helen Chan +44 (0)207 432 7700 helen.chan@hktb.com mehongkong.com

HEADQUARTERS 33

HQ > BRISBANE

19TH WORLD CONGRESS OF SOIL SCIENCE

Scientists get the dirt about soil in Brisbane WHEN MORE THAN 1800 OF THE WORLD’S MOST FOREMOST EXPERTS ON SOIL, FROM 65 COUNTRIES, CAME TOGETHER AT BRISBANE CONVENTION & EXHIBITION CENTRE LAST AUGUST TO DISCUSS THE IMPACT OF OUR CHANGING ENVIRONMENT ON SOIL, THERE WERE SOME HEAVY HITTING ISSUES ON THE AGENDA. The World Congress of Soil Science is held every four years under the auspices of the International Union of Soil Sciences. The 2010 Congress, hosted by the Australian Society of Soil Science, featured a program of 400 oral presentations over the 6 concurrent sessions,1226 research posters and a dynamic program of public events and Australia wide scientific tours. The principle purpose of the congress is to ensure the advancement of soil science and its application and to provide a forum for

researchers and soil science practitioners to discuss the latest research throughout the global soil science community. A social highlight of the congress was an offsite barbecue held at the Queensland Maritime Museum. The Convention Centre’s Food & Beverage Team provided full catering at the function, providing delegates with the additional interest of an offsite venue with the assured standards of the Centre’s catering and service. One of the major drawcards for delegates

2010 BCEC - Soil Science World Congress

was the presence of a number of major cultural attractions within a few minutes walk of the Convention Centre, which just celebrated 15 years of achievement. A very successful program of pre, post and in-congress tours using the BCEC as the departure and return point was very well received by delegates.

Note: Opening mid 2011, the expansion of the BCEC BCEC on Grey Street – will be specifically designed for smaller and medium sized meetings for up to 600 delegates.

Australia’s most ﬂexible meetings and events venue Brisbane Convention & Exhibition Centre, Australia’s most awarded convention centre expands to provide more choice with ﬂexible integrated space

BCEC on Grey Street opens mid 2011 everything’s covered The Centre is owned by South Bank Corporation and proudly managed by AEG Ogden

+ -

P +61 7 3308 3073 E sales@bcec.com.au W www.bcec.com.au

190 routes to Dublin Airport. 8,000 capacity National Conference Centre. 20,000 hotel rooms. 100,000 welcomes. Most convention centres bid you welcome. In Ireland, we prefer to say 100,000 welcomes or – in the native Irish translation - Cead Mile Fáilte. In Ireland, you’ll ﬁnd the venues, facilities, technologies and accommodation options that can ensure your conference is a success. Beyond that, you’ll ﬁnd a people and a place whose natural creativity can unleash yours. Welcome to excellent conferencing. Welcome to Ireland.

For more information visit

www.meetinireland.be email dneyts@tourismireland.com

HQ > DUBLIN

The CCD

joy and festivities were exuberant, with a lot of singing, poetry, nostalgia, dancing and human warmth in true Irish style.

WHAT A BUILDING! In every speech I heard that night a clear feeling of relief was audible: ‘The opening of The Convention Centre Dublin marks the beginning of a new era for convention and business tourism in Ireland.’ The building has indeed a few exceptional features worth noticing.

A gift from heaven

THE CONVENTION CENTRE DUBLIN OPENING A PURPOSE-BUILT CONGRESS CENTRE IN EUROPE ISN’T A COMMON FEAT ANYMORE. I EMPHASIZE THE WORD PURPOSE-BUILT: WE’RE TALKING ABOUT A BUILDING FOR THE ORGANIZATION OF INTERNATIONAL CONGRESSES ONLY. WHEN THE NEW VENUE

Recognised as the world’s first carbon neutral convention centre, The CCD is located on the banks of the River Liffey and was designed by Pritzker Prize-winning and Irish-born architect Kevin Roche. This is the first Irish building for Roche. The CCD’s focal point is a unique glass atrium, which contains 475 panes of different-sized curved glass panels that encompass the full height of the building. Visitors attending events at The CCD will have the opportunity to experience Dublin with extensive views across the skyline, bay and the Dublin Mountains. ‘It has been an incredible journey,’ said Nick Waight, CEO, The Convention Centre Dublin. ‘The building is one of the best equipped and most flexible convention centres in existence and our magnificently talented and professional team will ensure we can compete with the top conference venues worldwide.’

IS AN ICONIC, ARCHITECTURAL ACHIEVEMENT, THINGS GET EVEN BETTER. EARLY IN SEPTEMBER, THE CONVENTION CENTRE DUBLIN WAS OFFICIALLY OPENED, IN THE PRESENCE OF A WIDE SELECTION OF INTERNATIONAL GUESTS. IT WAS A GIFT FROM HEAVEN. REPORT MARCEL A.M. VISSERS

A WAITING PERIOD OF 20 YEARS Everyone in Dublin’s meetings industry agreed that the project took a long time to finish: more than 20 years to be precise. It is not easy for a city to generate enough money for a big convention centre, because frankly, most people can’t see the use of it. It’s very expensive and it doesn’t make enough money in return, they often think. This is a big mistake. Every city that wants to call itself a congress city should have a

purpose-built congress centre. These buildings, often iconic landmarks, catch the eye, now more than ever. They draw big crowds and their economic impact as a whole is great. To me, Dublin is the finest European example of a city that developed a vision on the matter. It’s not because I called The CCD a gift from from heaven that such a project falls from the sky like manna. Multiple parties are involved with it and lots of meetings and sleepless nights preceded its realization. At the opening party, The CCD was filled with

The CCD is configured to accommodate conferences from 8 to 8,000 participants in 22 purpose-built meeting rooms. It includes a 2,000-seat auditorium, 4,500 square metres of exhibition space and banqueting facilities for up to 5,000 guests. www.theccd.ie www.meetinireland.be

Marcel Vissers and Pritzker Prize-winning architect Kevin Roche

HEADQUARTERS 37

HQ N

> NEWCASTLEGATESHEAD

EWCASTLEGATESHEAD

Get inspired!

The Sage Gateshead

LOCATED AT THE HEART OF NORTH EAST ENGLAND, THE CITIES OF NEWCASTLE AND GATESHEAD HAVE JOINED FORCES AS A UNIFIED TOURISM AND CONFERENCE DESTINATION, WITH A CHARM THAT FOR MANY IS STILL UNDISCOVERED. WITH A

proven track record of hosting successful congresses, we are attracting international events which have not been to Britain in many years.’

RICH ROMAN HERITAGE COMBINED WITH DISTINCTIVE CONTEMPORARY ARCHITECTURE,

CONFERENCE CITIES IN BRITAIN. A RECENT SURVEY BY TRAVELODGE HOTELS EVEN CROWNED NEWCASTLEGATESHEAD THE UK’S ‘FRIENDLIEST CITY’, A FACT DELEGATES WILL QUICKLY EXPERIENCE WHEN THEY ATTEND A CONFERENCE THERE. Jessica Roberts, Head of Business Tourism at NewcastleGateshead Convention Bureau explains: ‘Congress organisers are always looking for places that will surprise and inspire their delegates, and NewcastleGateshead does just that. With a population of around half a million it has all the features you’d expect from a major city - a striking congress venue, an international airport, an extensive selection of hotels and social venues, two major universities and a host of cultural, dining and nightlife options, but it is small enough to retain an intimate feel. It is compact, walkable and friendly, so when there is a large congress in town, delegates can really get to know the place and have a real sense that they are welcome.’

A PROVEN TASTE OF ENGLAND While many congress organisers are familiar with larger UK cities, newer destinations like NewcastleGateshead are increasingly offering an alternative experience which leaves lasting memories for congress delegates. They combine all that is good about English conference cities - experienced event profes-

HEADQUARTERS 38

sionals, low-cost international travel, amazing heritage and beautifully historic settings - with something a little different that will show delegates a side of England that they may not otherwise see. NewcastleGateshead has built a reputation in hosting major international conferences, with a particular emphasis on medical, scientific and engineering disciplines, due in part to the area’s great academic expertise in these areas. Organisations including the European Association for Cancer Education, European Association for the Study of the Liver and the International Society for Priorities in Healthcare have all hosted major meetings in NewcastleGateshead, with future events lined up including the European Society for Paediatric Research, the International Conference on Ageing, Disability & Independence and the International Colour Association. Jessica explains: ‘The physical infrastructure of NewcastleGateshead is perfectly suited for association meetings for up to 1,500 delegates, and combined with a

In 2013, the International Bone Anchored Hearing Aid conference will take place at The Sage Gateshead, after NewcastleGateshead fought off international competition from destinations including Hong Kong. Conference organiser Tom Davison said: ‘Major competition came from around the world, including destinations such as Hong Kong, but it was quite clear that the strengths and expertise that reside in NewcastleGateshead make it such a great proposition for holding major association conferences.’

VENUE VARIETY NewcastleGateshead provides conference organisers with a diverse mix of inspiring and quality venues to choose from. Its flagship congress venue is The Sage Gateshead - a stunning landmark building and the area’s largest venue which offers a main auditorium for up to 1,650 delegates, a range of breakout spaces for up to 370 delegates and a stunning concourse with city and river views, ideal for exhibitions and poster sessions.

BALTIC Centre for Contemporary Art

NEWCASTLEGATESHEAD IS ONE OF THE MOST STRIKING - AND UNEXPECTED! -

> NEWCASTLEGATESHEAD

NewcastleGateshead Convention Bureau is the official conference office for the area and works closely with venues and suppliers across North East England. The Bureau offers free and impartial advice designed to make it easier to host an event in NewcastleGateshead. They also provide a range of support designed specifically for the organisers of association congresses, including a conference travel card for delegates, online accommodation booking and popular delegate welcome packs, giving delegates access to a range of special offers and discounts across the region.

NewcastleGateshead Quayside

The area’s major universities provide excellent meetings facilities for up to 450 delegates. They offer extensive meeting space and onsite, low-cost accommodation, combined with attractive and accessible city-centre locations. Congress venues are complemented by a range of hotels and accommodation options, offering something for every budget from city-centre university accommodation and discrete boutique hotels to big brand names including Hilton and Marriott. Inspiring and memorable social events can be the crowning glory of a successful congress and NewcastleGateshead and the surrounding area has an impressive choice of social venues. The beautifully restored Great North Museum makes the most of the area’s Roman roots with a recreation of Hadrian’s Wall and even comes complete with its own planetarium and T-Rex skeleton! Alnwick Castle and The Alnwick Garden are located to the north of the city and the former, as the setting for Hogwart’s School in the Harry Potter films, is always a hit with international visitors. And we didn’t even mention the many opportunities for delegates to treat themselves

SEEK ADVICE FROM THE CONVENTION BUREAU!

too, from fine dining in a Michelin-starred restaurant to traditional fish and chips by the sea, from sophisticated cocktails in an English pub to cutting-edge contemporary art in trendy museums…

EASY, ACCESSIBLE AND GREAT VALUE Time is of the essence when choosing a conference destination and NewcastleGateshead is an easily accessible destination for conference delegates. Located close to the city centre, Newcastle International Airport is connected to over 250 destinations worldwide and enjoys direct connections to a range of major international hubs. The ease of access is driving many congress organisers to choose NewcastleGateshead. Conference organiser Dr Nathan Sankar, of the 2011 British Association for Sexual Health and HIV Conference, explains: ‘Our conference will attract up to 500 experts from the UK, US, Canada, Australia and Europe. The excellent transport links and the wealth of quality accommodation, dining, entertainment and shopping options were integral to the decision.’ In addition, the compact character of NewcastleGateshead makes it easy to get

Angel of the North

around: you can do pretty much everything by foot - a nice change to bigger metropolises! There has never been a better time to hold a congress in Britain, with European associations in particular benefitting from recent moves in the currency exchange rates. This is complemented by a generous tax (VAT) reclaim scheme for international conferences and lowcost international travel into British airports. As a major city located outside London, hotel and venue hire rates are considerably more cost effective in NewcastleGateshead. All of this means that an impressive gala dinner or Champagne reception is still within reach without breaking your budget!

Alnwick Castle

To discuss bringing your next event to NewcastleGateshead, call the Convention Bureau on +44(0)191 440 5757, visit the Britain Pavilion at EIBTM, Barcelona or go to www.newcastlegateshead.com/meet

HEADQUARTERS 39

NU E V W

A World Class Conference Centre in Reykjavik

OPENS IN MAY 2011 HARPA

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Reykjavik Concert Hall and Conference Centre XJMM GFBUVSF UIF CFTU conference facilities JO *DFMBOE

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ISLENSKA/ SIA.IS / POR 51583 09/2010

For further information please visit our website www.harpa.is or contact us at conferences@harpa.is

HQ > ICELAND

Harpa Concert Hall and Conference Centre

WARMEST REGARDS FROM ICELAND THE LEAST WE CAN SAY ABOUT THE RECENT TURMOIL FOLLOWING THE ERUPTION OF THE EYJAFJALLAJÖKULL VOLCANO IS THAT IT HELPED ICELAND BE MORE VISIBLE ON THE INTERNATIONAL MAP. NOT NECESSARILY IN THE WAY THAT THE LOCAL MEETINGS INDUSTRY WANTED TO, BUT AT LEAST THEY GOT SOME KIND OF GLOBAL RECOGNITION. NOW I WANT YOU TO FORGET ALL ABOUT THE ASH CLOUD AND HOW IT PARALYZED AIR TRAFFIC FOR A FEW LONG DAYS AND FOCUS ON ICELAND AS A GREAT MEETINGS DESTINATION. INDEED, WITH ITS VIBRANT CULTURE, RICH HERITAGE AND MODERN FACILITIES BALANCED BY STIMULATING NATURAL SURROUNDINGS, ICELAND IS MORE THAN JUST A DESTINATION: IT’S AN EXPERIENCE BY ITSELF. REPORT RÉMI DÉVÉ

For my first time in Iceland, the people from the Iceland Convention and Incentive Bureau had arranged a nice programme so I could taste all the flavours that the island can offer. Although it is now well-know as an incentives destination - located on the Mid-AtlanticRidge near the Arctic Circle, it’s a hotbed of extreme natural phenomena, providing the ideal setting for all kinds of team-bulding, sporting activities -, they now want to promote the destination to the association planner. Rightly so, I must say, thanks to a host of conventional and unconventional

venues, and an ease of access by air - London is only 3 hours away and New York at 5!

THE NAME IS HARPA Because of its geographical location midway between North America and Europe, Iceland has a tremendous advantage when it comes to hosting conferences and meetings. Now, with Harpa, the new 28,000 m2 Concert and Conference Centre set to open in May 2011, Iceland will easily accommodate large international conferences, conventions with accompanying trade shows and promotions

ALREADY BOOKED! One of the conferences already booked is the European Orthodontic Society’s Congress 2013. Kristín Heimisdóttir, Chair of the Icelandic Orthodontic Society, praised the foresight and determination of those who battled for the completion of construction of the Harpa Concert Hall and Conference Centre: ‘Despite the economic collapse, there was great interest in holding the Congress here in Iceland, and we decided to give it a go. There are no financial risks attached to this event. However, we will have to provide professional services such as artists, performers, chefs and technological experts. Over 2,000 people will come to Iceland, stay in hotels for a week, dine in restaurants and bring in the foreign currency the Icelandic nation so desperately needs.’ Among other congresses closer in time The European Association for Behavioural and Cognitive Therapies (EABCT) in autumn 2011 and Via Nordica in summer of 2012 can be mentioned.

Harpa Conference Hall

HEADQUARTERS 41

> ICELAND

Blue Lagoon

for any group meetings of large organisations and companies.

array of accommodation, shopping and entertainment facilities, and friendly Englishspeaking locals, and you will wonder why you haven’t chosen Iceland before!

the world. If you’re into residential conferences, you always have the more ‘classic’ hotels like Radisson Blu Hotel Saga, boasting 14 meeting rooms with a total conference area of over 1500 m2 that can seat from 12 - 450 people, or Hilton Reykjavik Nordica, located a bit on the outskirts of the city, which can host meetings of up to 650 guests in the main conference hall/ballroom and banqueting area, in addition to 11 meeting rooms.

Situated in the old harbour between Reykjavík city centre and the North Atlantic - literally minutes from the city centre - Harpa Concert Hall and Conference Centre already stands out as a unique architectural landmark. Influenced by Iceland‘s exceptional and dramatic nature, like a bridge connecting the land and the sea, with breathtaking views of Reykjavik and the natural surroundings equally (there’s a beautiful glacier at a distance!) the building made me think of a sculpture reflecting both sky and harbour space as well as the vibrant life of the city. And it was not even finished when I took a tour of it!

Because of its geographical location midway between North America and Europe, Iceland has a tremendous advantage when it comes to hosting conferences and meetings

Harpa Concert Hall and Conference Centre will have four halls, the largest one can accommodate up to 1,600 delegates theatre style. In addition there will be various smaller meeting rooms and a spacious exhibition area. The building has been really well thought out: although the centre is ideal for hosting large events, smaller meetings are welcome thanks to a host of separated conference halls. This makes it possible to host events simultaneously without one interfering with another.

spa is a must. Everyone must have heard about its warm geothermal seawater and its clean fresh air. Having experienced it myself, I can tell you the sense of relaxation and the wonderful feelings you’re left with after a morning there are one-of-a-kind. The good news is that the place can provide welldesigned conference rooms on the premises themselves or at nearby Eldborg, for up to 200 delegates, which could be ideal for a small or even a board meeting.

IN AND AROUND

Associations should also be aware that Reykjavik is home to world-leading enterprises in the field of medical and genetic research and development. It’s also one of the best connected cities in the world: Internet and mobile phone usage is among the highest in

With a well-deserved reputation of being a particularly safe country, Iceland provides a stress-free environment for any kind of meeting. Add to that a modern infrastructure with cutting-edge technologies, a diverse

HEADQUARTERS 42

Of course Harpa is not the only place to meet in Iceland. Reykjavik and its surroundings boast in fact a lot of venues that will satisfy the most demanding meeting planner. In this respect, a visit to the famous Blue Lagoon

With the powerful forces of nature serving as the backdrop for modern facilities, Iceland seems to be the perfect destination for inspiring new ideas and innovations in groups of all sizes. Isn’t that precisely what meetings are all about?

CONTACT Anna R. Valdimarsdóttir Manager, Icelandic Convention & Incentive Bureau anna@icetourist.is Tel: (+354) 562 6070 www.icelandconvention.com

Acclaimed by the industry, extraordinary level of equipment, reduced environmental impact, time and money saver, plus your CFO’s smile… The Grimaldi Forum Monaco. For the price of a convention center.

Challenging your imagination C

10 years

For more than ten years the most prestigious companies in the world have relied on our extraordinary resources: 3 auditoriums (1800, 800, 400 seats), 22 conference rooms, 10 000m² of exhibition space and 3 restaurants. Only a short walk from the hotels and less than 20mins from Nice international airport (with nearly 90 direct-ﬂight connections), the Grimaldi Forum Monaco is the optimal solution tailored to your needs that will surprise you with its excellent value for money. Our commitment: to constantly reinvent ways to contribute to the success of your business events ! www.grimaldiforum.mc

HQ > NANTES

CASE STUDY the 22nd Conference of the European Association for International Education (EAIE) in Nantes IT SEEMS LIKE NANTES, CAPITAL OF WESTERN FRANCE, IS GROWING MORE AND MORE INTERNATIONAL. THAT IS MAINLY

LA CITÉ IN FIGURES

DUE TO THE REWARDING EFFORTS OF ITS INTERNATIONAL CONVENTION CENTRE,

+ 2 hours by High Speed Train and 1-hour flight from Paris + nearby the train station + 15 minutes drive from the airport + 3 auditoriums (450, 800, 2,000) + 30 meeting rooms + 6,000 m2 of exhibition space

WHICH MOST PEOPLE KNOW AS ‘LA CITÉ’. LAST SEPTEMBER, LA CITÉ NANTES EVENTS CENTER HOSTED ITS LARGEST INTERNATIONAL CONVENTION TO DATE, THE 22ND CONFERENCE OF THE EUROPEAN ASSOCIATION FOR INTERNATIONAL EDUCATION (EAIE). WHAT WAS IT ABOUT EXACTLY? AND WHY DID EAIE CHOOSE NANTES? LET’S FIND OUT. The largest event of its kind in Europe, the Annual EAIE Conference took place from 15-18 September in Nantes. Over 3,600 international higher education professionals from 83 countries attended hands-on workshops and cutting-edge sessions highlighting the latest trends in the field. A large exhibition was held (over 3,400 m2 gross) with over 384 institutions exhibiting from 41 countries. Lisa MacPherson, EAIE Conference Manager, explains: ‘We chose Nantes over four years ago because of the large support demonstrated by the region and higher education institutions in the bidding process. Nineteen Grandes Ecoles of the region Pays de la Loire came on board as the Conference Host Committee and played a major role in the organization of various aspects of the conference. Of course, our numbers were smaller four years ago, and our growth in attendance was larger than expected since then, so some challenges (such as hotels and accessibility to Nantes) were presented.’

Needless to say Nantes in general, and La Cité Nantes Events Center in particular, responded to those challenges quite effectively. As a major partner, La Cité brought its expertise in a number of areas from the very beginning (in 2005): bidding to host the event in Nantes against Berlin, welcoming the EAIE delegation for a site inspection, providing host staff in the social venues and federating the local partners. For example, 3,000 hotel rooms were allocated for the event (14,400 overnights in total) and a partnership was set up with the local public transports to offer customized services. Indeed La Cité made carbon footprint reduction one of its major priorities and Corporate Social Responsibility a key element of its general strategy. Bruno Salmon Legagneur, Chairman of the local host committee, praised the suitability of the venue, as well as the team of La Cité Nantes Events Center as the whole for its management of the event: ‘The venue is perfectly appropriate for events like ours, not too big, not too small, extremely functional, pleasant, light and beautiful. The team was remarkable, delivering high-quality services, paying attention to minor details, always

available and reactive during the four days of the convention.’ Lisa MacPherson is obviously on the same page: ‘The staff of La Cité was very professional and provided quality service. They showed flexibility and were quick to react to problems. From the technicians to the project managers, they all provided above average service.’ It’s easily understandable, then, that the EAIE Congress lived up to everyone’s expectations, with record attendance, the largest exhibition to date and very positive feedback from delegates.

CONTACT Elodie Coudre Marketing and Business Development Manager La Cité, Nantes Events Center +33 (0)2 51 88 20 08 elodie.coudre@lacite-nantes.fr www.lacite-nantes.com

HEADQUARTERS 45

HQ > G E N E VA

The biggest international village

GENEVA

REFRESHING SURROUNDINGS OF ALPINE SCENERY AGAINST A BACKDROP OF GREEN COUNTRYSIDE. THE CITY DRAWS THOUSANDS OF PEOPLE EACH YEAR TO EVENTS SUCH AS CONFERENCES, CONVENTIONS AND MEETINGS - MOST OF THEM AT THE INTERNATIONAL CONFERENCE CENTRE GENEVA (CICG) AND GENEVA PALEXPO, WHICH MARCEL AND I VISITED LAST AUGUST DURING A KIND OF UPDATE TOUR OF THIS INTERNATIONAL VILLAGE. REPORT RÉMI DÉVÉ

Geneva is known the world over as the United Nations headquarters and the head office of the International Committee of the Red Cross. Distinguished by its unique geographical position in the heart of Europe, state-of-the-art technology, high-quality services and ranking as a world-class city, it also bears all the advantages of a small town. We personally experienced it: you can do pretty much anything either by foot or public transport and getting from the airport to the city centre is super easy… and free if you choose to take the train - just don’t forget to take a ticket while you wait to collect your suitcase. I believe no other European capital can boast such a thing. I had never visited the meeting facilities on offer in Geneva, but Marcel had and he was pleasantly surprised to find that most venues he remembered to bit a little passé or dull have been completely refurbished. We were particularly impressed by the handful of hotels and palaces on the waterfront. For example, the old Hilton hotel has been replaced by Grand Hotel Kempinski after a top-to-bottom renovation - the look-through perspective is just one-of-a-kind! Just a little further up, right next to the UN headquarters, the Intercontinental Hotel also welcomes you in the most refined atmosphere - the refur-

HEADQUARTERS 46

bishment has given wood, light and space pride of place. In terms of congressing, the International Conference Centre Geneva (CICG) and Geneva Palexpo are the places to be. François Dricourt, of the CICG, was proud to show us around : even if the last makeover dates back 5 years, the facility has still this brand-new feel and is highly flexible (the main auditorium can be combined with ground floor rooms almost in a blink of an eye), for up to 2,200

SITUATED BETWEEN THE ALPS AND THE JURA MOUNTAINS, GENEVA, RENOWNED FOR ITS MAJESTUOUS LAKE, PRESENTS

CASE STUDY 2010 ITI WORLD SYMPOSIUM THE ITI WORLD SYMPOSIUM WAS ORGANISED IN GENEVA FROM THE 15TH TO THE 17TH OF APRIL 2010 AT GENEVA PALEXPO. MATTHIAS JOESCH, COMMUNICATIONS DIRECTOR, EXPLAINS WHAT IT WAS ABOUT AND WHY THEY CHOSE GENEVA.

Geneva Palexpo

HQ: Could you briefly present the ITI World Symposium?

CICG

Matthias Joesch: The International Team for Implantology (ITI) is a leading academic association dedicated to the promotion of evidence-based education and research in the field of implant dentistry. Since its inception in 1980, the ITI has become one of the largest global interdisciplinary organizations in the field with a membership of more than 8,000 professionals and 26 national Sections. The regular ITI World Symposium is the organization’s flagship event which brings together top speakers and opinion leaders

> G E N E VA

2010 ITI World Symposium

from all over the world to discuss questions that have strong topical value for clinicians and practitioners active in implant dentistry. With more than 4,000 participants form overt 80 countries, 113 speakers from 26 countries, an industry exhibition with 38 exhibitors, the 2010 edition of the ITI World Symposium was the most successful to date. HQ: Why did you choose Geneva for your event? Matthias Joesch: It has become a tradition that the ITI World Symposia are held alternately in Europe and the USA. The 2010 edition was scheduled to be held in Europe. As the ITI at the same time celebrated its 30th anniversary in 2010 it was self-evident to look for an appropriate venue in Switzerland, the organization’s country of origin. After some evaluation, the ITI Board of Directors concluded that Geneva, located ‘at the heart of Europe’, was the ideal location for the event. The decisive factors were the city’s excellent infrastructure, in particular in terms of hotel rooms for the expected 4,000 participants and accessibility for an international audience, in combination with the Palexpo congress centre, which excellent conditions for such a large-scale congress. HQ: What are Geneva’s main assets as a congress destination? Matthias Joesch: Geneva hosts hundred of conferences and exhibitions each year and fulfilled the

2010 ITI World Symposium

ITI’s needs to an extremely high standard. The ITI welcomed participants from more than 80 countries who were ideally served in terms of air, rail and road facilities. The town offers high-quality services, the prestige of an international and multicultural city combined with all the advantages of a medium-sized town in terms of accessibility and charm. Another criterion during the selection of the congress city was its broad and varied accommodation offering with over 10,000 rooms in more than 130 hotels. HQ: How was Geneva Convention Bureau helpful? Matthias Joesch: Geneva Convention Bureau offered us all the support anyone could wish for. They were very professional from the beginning of the selection process of the congress city through to the detail of the organization. They provided us with a link to many services and locations for the social activities that were part of our event. Overall the Geneva Convention Bureau offered us a very professional service which they managed to combine with a friendly and personal touch.

www.iti.org

people. As for Geneva Palexco that’s a mere 10 minutes away from the airport by foot, it’s an exhibition venue par excellence with 102,000 m2 of inter-connected, modular and flexible space, but it also takes pride of its quite elegant conference centre, whose biggest room accommodates 2,500 participants. I personally liked the Villa Sarasin right next door, a beautiful XIX-century restored ‘maison de maître’, perfect for any board meeting. I’ll leave the final word to Anja Loetscher, Director of the Geneva Convention Bureau: ‘There is definitely a city spirit in Geneva: the proactive approach of everybody involved in the hosting of conferences is almost tangible. Welcoming international associations is a big responsibility and we never take it for granted. We always ensure they will get the best service and infrastructure when they choose our international village.’

CONTACT Aline Christen Project Coordinator, Association Meetings Geneva Tourism & Conventions Tel: +41 (0) 22 909 70 64 christen@geneve-tourisme.ch www.genevaconventionbureau.ch

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HQ > ZÜRICH

REGARDS FROM ZÜRICH AS A ‘METROPOLIS OF EXPERIENCES’ BY THE WATER, WITH A MAGNIFICENT VIEW OF THE SNOW-CAPPED ALPS ON THE HORIZON, ZÜRICH OFFERS A UNIQUE MIXTURE OF ATTRACTIONS - OVER 50 MUSEUMS AND MORE THAN 100 ART GALLERIES, SHOPPING PARADISE WITH INTERNATIONAL BRANDS, TRADITIONAL BUSINESSES AND URBAN ZÜRICH LABELS, AND THE MOST FLAMBOYANT AND LIVELY NIGHTLIFE IN SWITZERLAND. RECREATIONAL ACTIVITIES RANGE FROM A VISIT TO THE RIVERSIDE AND LAKESIDE BATHING AREAS IN THE VERY HEART OF THE CITY, TO A SPECTACULAR HIKE ON THE UETLIBERG MOUNTAIN. ZÜRICH IS LIKE A GOURMET MENU - ITS SECRET LIES IN THE QUALITY OF THE INGREDIENTS.

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The latest ICCA (International Congress & Convention Association) ranking confirms that Zürich is becoming increasingly popular for conventions: with 57 congresses, Zürich jumped from rank 45 in 2008 to rank 30 in 2009. And since a testimonial says more than a few, descriptive words, we have decided to let Prof. Harald Wild, Conference Chair, talk about his experience in Zürich, where he organized Mechatronics 2010.

MECHATRONICS 2010 ‘Over 120 delegates from over 24 countries participated in June at the 12th Mechatronics 2010 International Conference. The Conference has its origin in England, first launched in 1994 by the Mechatronic Forum of the IMechE (Institution of Mechanical Engineers). The Institution is a worldwide network linking both, scientists and engineers from industry together.’ ‘This year’s Conference was held in the main building of ETH Zürich (Swiss Federal Institute of Technology Zürich), located in one of the most scenic spots downtown Zürich. The

feedback we were getting by the delegates was overwhelmingly positive. Everybody seemed to enjoy the stay in Zürich. After his trip back to the UK, one of the attendees said: “ETH and Zürich were the greatest venues for the Conference. Zürich has just become one of my favourite cities”.’ ‘Besides having been a terrific team at ETH Zürich, we were grateful for the professional and efficient assistance of Zürich Tourism. Its Convention Bureau was of great assistance. This organization helped find the venue for the Gala Dinner, which eventually took place in a beautiful old Guild House in the centre of Zürich and also was in charge of accommodating the delegates. Within a short time an Internet link was ready for delegates to book hotel rooms at special Conference rates and for the social program a City Tour was organized.’

HOTEL ACCOMMODATION IN AND AROUND ZÜRICH Zürich is prepared for your event, no matter how long it lasts. Approximately 250 hotels

> ZÜRICH

FIVE GOOD REASONS FOR ZÜRICH 1. Zürich has been awarded the distinction

of having top quality of living for many consecutive years. This survey is based on criteria such as safety, cleanliness, political and economical stability. Zürich is situated in the heart of Europe: International flights from over 160 destinations as well as many non-stop flights of low-fare carriers are arriving at Zürich Airport. Zürich’s public transportation network is one of the densest in the world. The transfer between the airport and the city center takes just 10 minutes. Zürich is the city of lake breezes and alpine panoramas and offers a large cultural and gastronomical variety. Zürich is known as the gateway to the Alps, Switzerland’s top destinations can be reached easily.

with 13,400 rooms in Zürich and its surrounding area are ready to host you and your guests. The choice is yours - luxury or basic, in the Old Town or on the lake: + International Chain Hotels: 1,121 rooms + Deluxe***** Hotels: 1,305 rooms + First Class**** Hotels: 5,288 rooms + Upper Middle Class*** Hotels: 3,054 rooms + Other Hotels: 2,630 rooms

HOTEL OPENINGS Renaissance Zürich Tower Hotel: The fivestar hotel is being built in the rapidly developing district of Zurich West, opening in April 2011. It will feature 284 rooms and suites over 11 floors, executive levels with views of the city and lake, and a 24-hour executive lounge on floor 14. The hotel will boast 1,050 m2 of meeting and events space including a large ballroom, a junior ballroom, four conference rooms and an executive boardroom. Ramada Hotel Zürich City: Due to open in spring 2011, the four-star hotel is being built directly opposite the Letzigrund footballarena close to the city centre. There will be

165 comfortable rooms, equipped with stateof-the-art technique, a restaurant, bar as well as a fitness and wellness area. Meetings will take place in the three meeting rooms with a capacity for up to 65 persons. Sheraton Zürich Hotel: The four-star superior hotel is due to open in spring 2013 in the district of Zürich West. On 10 floors there will be 196 rooms, a conference area

for the Study of Ingestive Behaviour SSIB (400 participants). Check the congress calendar for further events: www.zuerich.com/congress

SERVICES OF THE ZÜRICH CONVENTION BUREAU The Convention Bureau of Zürich Tourism provides a wide range of complimentary

The latest ICCA (International Congress & Convention Association) ranking confirms that Zürich is becoming increasingly popular for conventions: with 57 congresses, Zürich jumped from rank 45 in 2008 to rank 30 in 2009 with various meeting and board rooms, a wellness and fitness area as well as different restaurants. Next to the Sheraton a hotel of the “25hours” hotel group is due to open in 2012, offering 125 rooms.

services to conference organisers including: venue location and reservation, preparation of bid documents, accommodation booking service, organisation of site inspections, arranging social events and many more.

COMING EVENTS 2011: Congress of the International Federation of Landscape Architects IFLA (500 participants) 2011: European Management Assistants EUMA 37th Annual Conference (350 participants) 2011: Congress of the Young Women Christian Association YWCA (1,000 participants) 2012: ICSE International Conference on Software Engineering® (800 participants) 2012: Annual Conference of the Society

CONTACT Zürich Tourism Convention Bureau Romy Brändli Convention Marketing Manager Phone +41 44 215 40 73 Fax +41 44 215 40 99 romy.braendli@zuerich.com www.zuerich.com

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WANTED

LOONEY, VISIONARY PROJECT BUILDERS OBSESSED WITH WILD DREAMS OF BUILDING AN EXHIBITION Have you ever dreamed of building your own exhibition? Are you always keen to follow the hottest trend? Lyon Tourism and Conventions bureau and its partners can help turn your dreams into your very own business. Let us make your exhibition a success story. Development Support| Partner Research Financial Support | Event Venue For more information visit www.expobooster.org

HQ > LY O N

Eurexpo

Lyon Convention Centre

THE ‘EXPOBOOSTER’ INITIATIVE IN LYON AN EXCLUSIVE NEW INITIATIVE HAS BEEN DEVELOPED TARGETING PROSPECTIVE COMPANIES AND AGENCIES WITH LESS THAN 3 YEARS OF ACTIVITY LOOKING TO BRING BUSINESS TO LYON. Established in 1986, the Lyon Convention Bureau is the business travel department of the Lyon Tourist Office. (Lyon Tourisme et Congrès). The recently renamed ‘Bureau des Congrès et des Salons’ offers a host of free services to facilitate the success of events in Lyon and constantly promotes the destination around the world. The Lyon Convention and Exhibitions bureau has released the ExpoBooster initiative aimed at those wishing to hold professional trade shows in Lyon. This invaluable tool was showcased in September 2010 through a dedicated marketing campaign. The ExpoBooster initiative is purpose built to facilitate bringing successful professional trade shows to Lyon and is specifically targeted at starting professional exhibition plan-

ners with less than 3 years of activity who have possibly never dared to take an idea further in the past. Eligible projects must be innovative, have a true growth potential and should be related to areas of local industrial excellence and generate interest on a national scale. A selection committee will verify the eligibility of projects submitted and will validate successful candidates. Two projects per year will benefit from the Expobooster initiative which will include financial aids, special prices for room and space hire for 3 years in a row: free space hire for the 1st year, 50% off the 2nd year and 25% off the 3rd.

PARTNER VENUES OF EXPOBOOSTER + The Lyon Convention Centre - Cité Internationale. This-state-of-the-art 25,000 m2 complex has 3 amphitheatres, 26 fully equipped breakout rooms and 6 exhibition forums totalling 8,400 m2 exhibition space. + Eurexpo. 100,000 m2 of exhibition space spread across 12 same level adjoining halls is ranked France’s 3rd largest exhibitions complex and is located just 10 minutes from Saint Exupéry International Airport. From October 2010 Eurexpo will have completed a 10,000 m2 extension and a modular amphitheatre named after Paul Bocuse, able to hold from 1,000 to 2,400 people. + Tony Garnier Halls with a total surface area of 17,000 m2 of modular spaces. + Espace Tête d’Or, which is ideal for smaller events with 2,400 m2. + The Double Mixte 10 000 m2 complex able to host events from 500 to 4,000 persons.

reality and a success. Other free services will be determined as the project matures. The initiative is fully backed by local authorities and is detailed on the website: www.expobooster.org

Expobooster beneficiaries will enjoy special attention from site holders and receive everything they need to make their event a

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We have our meetings up close and personal

www.meetings.canada.travel

HQ > CANADA

Peggy’s Cove Lighthouse

CANADA’S EAST COAST Nova Scotia, Newfoundland & Labrador

THE ATLANTIC OCEAN DEFINES CANADA’S EASTERNMOST PROVINCES. THUS, PARTICIPANTS OF ANY CONFERENCE, MEETING OR OTHER EVENT IN THESE TWO PROVINCES WILL SURELY BE INSPIRED BY THE SPRAY OF THE SEA, THE FRESH AIR AND THE CRY OF THE FREE SEABIRDS. IF THAT WON’T DO IT, THE EXCELLENT FACILITIES CERTAINLY WILL. TEXT IGOR HENDRICKX

Nova Scotia is a province located on Canada’s southeastern coast. Its capital, Halifax, is the major economic centre of Atlantic Canada. The province of Newfoundland and Labrador actually comprises two parts: mainland Labrador and the island of Newfoundland.

NOVA SCOTIA Nova Scotia has long been a centre for artistic and cultural excellence. Halifax has emerged as the leading cultural centre in the Atlantic region, as well as a multicultural municipality, ready to welcome international delegates. The heart of Halifax has more than 3,500 hotel rooms. Almost 1/3 of these are conveniently connected by an enclosed pedway system to our premier meeting facility, the World Trade & Convention Centre. Halifax has the feel of a small town and the amenities of a big city, so getting around is easy and hassle-free. Whether serving 10 people or 1,000 people, the service, and food and beverage offerings are first class. Being centrally located in down-

town Halifax also gives delegates a chance to step outside during a break and enjoy the city’s delights. And we don’t even mention Halifax Metro Centre, the wonderful 10,000seat entertainment/sporting facility!

reception at The Maritime Museum of the Atlantic, located on the Halifax waterfront, where guests can mingle amongst traditional Nova Scotian wooden vessels. Nightly live music, renowned restaurants and special

Nova Scotia is a province located on Canada’s southeastern coast. Its capital, Halifax, is the major economic centre of Atlantic Canada Halifax is home to many performance venues, namely the Rebecca Cohn Auditorium, the Neptune Theatre, and The Music Room. Major cultural attractions include the Symphony Nova Scotia, the Art Gallery of Nova Scotia and Neptune Theatre. Unique venues include the Halifax Citadel National Historic Site, where delegates can participate in the ‘Soldier for a Day’ incentive programme alongside kilted 78th Highlanders. Take a cruise around the Halifax Harbour aboard a fully-catered Tall Ship or have a cocktail

events ensure that delegates are entertained after hours. A wide variety of festivals celebrate the local music, history, culture, arts, food and wine of the region. The Atlantic Film Festival, The Royal Nova Scotia International Tattoo, The Multicultural Festival, periodic Tall Ship events, the Nova Scotia Fall Wine Festival and Shakespeare by the Sea are just a few of the highlights of a packed events calendar year-round.

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> CANADA

Halifax

Cabot Tower in St. John’s

Autumn leaves in Nova Scotia

From glorious green springs to the vibrant colours of fall and the warmest winters in Canada, Halifax and Nova Scotia offer numerous things to do, see and experience year-round. Whether it is a round of golf, the one-of-a-kind scenery at Peggy’s Cove Lighthouse (one of the most photographed and well known lighthouses in the world), wine tasting in Grand Pré or a coastal drive to Lunenburg, you’re never far away from the ocean in Nova Scotia. With US pre-clearance, Halifax Stanfield International Airport has direct air access to 9 primary US cities, with direct air access to Frankfurt, London, Heathrow and Gatwick, Reykjavik and France, Iceland and the Caribbean, and of course, across Canada. The Halifax harbour is the second largest deepest natural harbour in the world and welcomes more than 250,000 passengers annually from 20 cruise lines.

NEWFOUNDLAND & LABRADOR Where else in North America could you see ten thousand year old icebergs cross paths with migratory humpback whales? Newfoundland and Labrador of course! The province’s capital, St. John’s, has the look and feel of a larger city, but with its colourful houses, history and warm friendly people it leaves delegates with a unique sense of place that they can’t experience anywhere else. Associations are attracted by the ever-growing Oil and Gas industry and oil related conferences and

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WTCC Halifax

meetings follow. This lucrative industry has improved the economy of the region and thus also the infrastructure. More hotels have been built and existing hotels are increasing in size and are constantly making improvements to their facilities to meet market demands.

why not? Attending a meeting or conference here allows you to taste, feel and experience a destination that leaves you with a sense of longing for more. This explains why we see so many delegates returning to vacation with families in future years.

St. John’s is a meeting planners delight. Groups feel like they ‘own’ or ‘take over’ the city when they are there. With over 25,000 m2 of meeting space and over 1,000 hotel rooms in the downtown core, groups of up to 2,000 can experience a city that not only extends a welcome sign in their store windows to groups, but they know who you are and why you’re here. It’s a growing city with the feel of small town hospitality that invites you to relax and experience all it has to offer.

The air access is also a bonus! Direct air access from Europe through Heathrow Airport via Air Canada. St. John’s is only a 5 hour flight from the UK and the flight schedule offers excellent connection times from European gateways.

There is no such thing as an accidental tourist in Newfoundland. One would have to choose to come here to experience all the island has to offer. There is an increase of about 15% in delegate attendance for conferences that hold their event in Newfoundland and Labrador in summer as it gives delegates an opportunity to visit a place they have never been before but a place they have always heard about and wanted to experience. Through conference surveys, delegates attending a conference in St. John’s come early or stay late to visit the rural areas and maximize the opportunity to explore the region. Some delegates bring families and make it a family vacation. Why choose to attend a meeting in St. John’s…

CONTACT In North America: Susan Frei, Director International Meetings and Incentives T. +1 703 825 1134 Frei.Susan@ctc-cct.ca www.meetings.canada.travel In Europe: Roger Bradley Axis Travel Marketing Ltd T. +44 208 686 2300 roger@axistravelmarketing.com

a breath of freshh air

Located in the heart of downtown Halifax, the World Trade and Convention Centre is just a leisurely stroll to major hotels, shopping and tourist attractions – so no commute is required to get you where you need to be. That’s a double bonus: we’re happy about the reduced greenhouse gas emissions, and we’re thrilled to show you our vibrant seaside culture and lifestyle. Where else can you squeeze in a whale-watching eco-tour between a lunchtime meeting and an evening convention banquet?

6 hours - direct from Europe 30 minutes from Halifax 10 minute walk - sailing, whale watching, shopping, museums, universities Walking distance to restaurants, pubs, nightlife, casino Walking distance to 2,400 hotel rooms; connected to 1,000 hotel rooms via Link tunnel Four refreshingly distinct and colourful seasons

T: 902.421.8686 F: 902.422.2922 E: tclsales@tclns.com www.wtcchalifax.com

100,000 square feet of meeting and convention space Eco-friendly programs

World Trade & Convention Centre - Halifax l PO Box 955 l 1800 Argyle Street l Halifax l Nova Scotia l Canada l B3J 2V9

44° 03’ 02.47 N 12° 34’ 01.06 E

New coordinates for success.