HQ44 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 Dépôt 2800 Malines 1 Published 6 times a year: February, April, June, September, October & December Edition April 2011 - P3A9029

ESAE & UIA ON FUNDRAISING & SPONSORSHIP

CELEBRATING SOUTH AFRICA’S CONVENTION CITIES

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INSPIRATION GUARANTEED

Innovation comes from feeling inspired. The world famous Sydney Opera House is a true icon. It represents bold and inspiring thinking. Its greatness stays with you. When delegates arrive in Sydney, they come for a meeting; when they leave, they take a piece of the cityâ&#x20AC;&#x2122;s innovative spirit with them. Bring collective minds to Sydney. Be inspired to create greatness. Business Events Sydney will help you make the connections you need to feel inspired.

> M A R C E L’ S PA G E

REDISCOVERING AMERICA Big numbers are soaring through my head. RTE (Reed Travel Exhibitions) will be hosting 1,000 buyers at AIBTM, its inaugural US fair in Baltimore, this year and claims its international hosted buyer programme to be the meetings industry’s ‘gold standard’ in its field. 700 global exhibitors will be present. That doesn’t sound too bad now, does it? And those thinking the IMEX Group will bow its head in shame while looking at these figures can rest assured. America’s new Worldwide Exhibition for Incentive Travel, Meetings and Events invites even more hosted buyers to its fair. 1,500 of them will travel to Las Vegas to attend IMEX America!

MARCEL A.M. VISSERS Editor in Chief

But rumor has it the available spots in Baltimore and Las Vegas are all but sold out. And the prices per square centimeter aren’t exactly cheap. Organizers of course say there’s almost no place left for late comers. What is actually happening in the world of meeting fairs? This year, the big fairs like EIBTM and IMEX set foot ashore in the United States for the first time. It feels like a new expedition is underway. America is being rediscovered and that’s where all the gold is.

How will the Americans react to the arrival of the Asians and the Europeans and vice versa? If you look at the marketing lingo used by stock gurus, it will be a big success for all parties without a doubt. So success is not a variable anymore? It’s all been decided already?

Writing a bit of history is never wrong. Who was the first to target the United States? I suspect Paul Kennedy was. He was captain of the RTE ships back then. But, really, is it Reed or is it Ray? Versions vary. The organizers of EIBTM chose for one aircraft carrier (EIBTM) and a couple of destroyers, by which I mean that EIBTM is a world fair feeding a couple of regional (or continental) fairs (AIME, CIBTM GIBTM...). Ray Bloom chose for two flagships and let them sail the big seas. In October he’s moving everything to Las Vegas. One organizer chose the Port of Baltimore, and the other the gambling den of Las Vegas. Both places have a historical tinge. Eventually, the choice was most likely made with the best bid in mind. And who benefits from all of this? The exhibitor or the visitor? I think the visitor is winning here, receiving a huge variety of choice. The exhibitor on the other hand is forced to pay more, because he has to choose between four major world fairs. Otherwise the whole thing will get far too expensive. That’s why a few of these fairs will be suffering in the near future. The question is: which of them?

» READ MORE OF MARCEL’S STORIES ON HIS BLOG: WWW.MARCELSBLOG.TYPEPAD.COM

Experience the joie de vivre of Montréal, the only city in the world to embrace North American eﬃciency and a laid-back European mindset. In Montréal, we’ve got all the nuts and bolts to help you plan a successful event—like our ultramodern convention centre, the Palais des congrès (with more than 50,000 m2 of meeting space), over 26,500 downtown hotel rooms and Team Montréal, always on hand to make sure your event runs ﬂawlessly. We’ll bring artfully creative, customized solutions to craft that extra touch of magic your attendees will never forget. tourisme-montreal.org/meet

THERE’S

SOMETHING

different

ABOUT

MONTRÉAL.

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 5 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

GENERAL

Cover HQ44: Celebrating South Africa’s convention cities, starting with Cape Town whose international congress centre will expand very soon

EDITORIAL

NEWS

RADISSON BLU

QUALITY TRACK INTERNATIONAL

IAPCO: A CASE STUDY

ESAE & UIA

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

THE FUNDRAISING AND SPONSORSHIP EFFORTS OF ASSOCIATIONS

Managing Editor Rémi Dévé T: +32 (0)2 761 70 58 remi@headquartersmagazine.com

FUNDRAISING FOR ASSOCIATIONS

Contributors Roslyn McLeod Mark Carrigan Design WALLRUS advertising, Kortrijk T: +32 (0)56 24 94 44 info@wallrus.be Print Cartim - Destelbergen

COVER FEATURE SOUTH AFRICA

DESTINATIONS BRISBANE

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

LAUSANNE

GENEVA

SWISS CONVENTION CENTRES

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

MEETING PLACE BERLIN

COPENHAGEN

Supported by ESAE and UIA

DESTINATION SUPPLEMENT BRUSSELS

Cécile Caiati-Koch

Rémi Dévé

GET YOUR OWN FREE COPIES OF HQ MAGAZINE! 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.

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> HEADQUARTERS NEWS

GDANSK CONVENTION BUREAU PRESENTS AMBER EXPO

BRUSSELS AND WASHINGTON: THE POWER CITIES ALLIANCE

In spring 2012 a new convention and exhibition centre will open, whose main investor is Gdansk International Fair Co. AMBER EXPO will host international trade fairs, conferences, seminars, trainings, workshops and big congresses. Besides its exhibition area, the new Polish venue will boast a plenary room for up to 600 pax and a few breakout rooms for 100 to 150 participants. Amber Expo investment plans confirm that the meetings industry is seen as a strong economic generator in Poland. www.gdanskconvention.pl

Brussels and Washington agreed to form an alliance that supports member destinations, where policies are determined that shape global interactions and in which numerous global and regional institutions and associations have established their headquarters. The Alliance will focus on promoting the member destinations to the decision makers and the meeting professionals worldwide. The Alliance will operate under the name ‘Power Cities’ with the baseline ‘A Capital-toCapital Connection’, referring to the member cities status as world capitals for institutional and association headquarters in the key growth areas in the world. www.visitbrussels.be

ACC LIVERPOOL TO BUILD NEW EVENTS COMPLEX Liverpool’s landmark Arena and Convention Centre is to benefit from the addition of a new 8,100m2 exhibition and events complex open for business in September 2014. The new venue will consist of 8,100m2 of space which will be sub-dividable into three interlinked pillar-free exhibition halls, each 2,700m2 in size. The extension to the existing ACC Liverpool (comprising Echo Arena and BT Convention Centre) will also see the development of an on-site upscale 200-bedroom hotel. The new facilities will be connected with a sky bridge directly in to ACC Liverpool making it the only interconnected arena, convention centre and exhibition facility in Europe. www.accliverpool.com

ACC Liverpool

Paris

PARIS HOSTED A RECORD 959 CONGRESSES IN 2010 For the sixth consecutive year, the Paris Convention Bureau has assessed ‘congress’ activity in Paris Ile-de-France. In 2010 in Paris, the economic spinoffs linked to congresses (accommodation, catering, leisure, shopping and transport) were estimated at more than 414 million euros (411 million in 2009). Business overnights represented 16.2 million overnights (+11.2% compared to 2009), i.e. 45% of global overnights, and overnights linked to the association congress segment, 1.1 million hotel overnights, i.e. 7% of business overnights. In 2010, 959 congresses (672,000 participants) were identified compared to 931 in 2009 (704,000 participants). On average, Paris hosted 80 congresses each month: almost 3 per day. convention.parisinfo.com

Brussels

2011 MEETINGS INDUSTRY FAIRS WORLDWIDE: MAKE YOUR CHOICE! IMEX // 24-26 May 2011, Frankfurt // www.imex-frankfurt.com AIBTM // 21-23 June 2011, Baltimore // www.aibtm.com CIBTM // 31 August - 1 September 2011, Beijing // www.cibtm.com IT&CMA // 4-6 October 2011, Bangkok // www.itcma.com.sg IMEX America // 11-13 October 2011, Las Vegas // www.imexamerica.com ITB Asia // 19-21 October 2011, Singapore // sme-itb-asia.com EIBTM // 29 November-1 December // www.eibtm.com

HEADQUARTERS 6

> HEADQUARTERS NEWS

PAUL KENNEDY TO ADVISE EMIF

Maastricht

MAASTRICHT AMBASSADOR CLUB LAUNCHED Together with Maastricht Exhibition & Congress Centre (MECC Maastricht), Maastricht Convention Bureau initiated the ambassador club Amici ad Mosam (Friends along the river Meuse). For many years now MECC Maastricht and the Maastricht Convention Bureau have been building a relationship with academics from Maastricht and its region. Together with them, they try to get conferences to come to Maastricht. MECC Maastricht and Maastricht Convention Bureau noticed that the academics are quite willing to try and get a conference to come to Maastricht, but that they could use some support. By establishing the platform Amici ad Mosam, they will help to do so. Meetings will be organised on a regular basis, during which information will be given on various topics related to organising conferences. www.maastrichtconventionbureau.com

EMIF continues to invest in a strong Benelux, but also European future, as Paul Kennedy comes on board as adviser on the exhibitionâ&#x20AC;&#x2122;s future development. Paul Kennedy, who is Director and Owner of Kennedy Integrated Solutions and former Group Exhibition Director for the EIBTM Group, has wide-ranging experience of the international meetings, events and exhibition industry. He will focus on devising a strategic business plan to develop EMIF 2012 into a strongly hosted buyer led show. Kennedy will also be advising on the formation of an international advisory panel which will provide insight into how the show will develop in the fast changing meetings industry marketplace. www.emif.com

MORE NEWS ON WWW.HEADQUARTERSMAGAZINE.COM

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WWW.MESSECONGRESS.AT WWW.VIENNA.CONVENTION.AT

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y Ma 26 24-

As the world spins faster, IMEX’s revolutionary approach to business is the answer. Are you equipped for 21st century business? The ground rules of business may be changing fast as technology, environmental and economic issues interact, but IMEX will make every challenge easier to tackle. IMEX 2011, live in Frankfurt 24-26 May, will feature our most spectacular New Vision education programme yet - new dimensions of intelligence, insight and ideas from top experts on topical subjects including social media, industry developments, business know-how and your career path. At IMEX 2011 you’ll meet more top people than anywhere else. The meetings and events industry’s favourite show in the worldwide calendar will be buzzing with new contacts and great deals, as well as great thinking. Come to IMEX in Frankfurt in May. For your business and your career it will be a giant leap forward.

IMEX +44 (0)1273 227311 | info@imexexhibitions.com

pre-register now imex-frankfurt.com

Keeping on top of change. imex-frankfurt.com

HQ > HOTELS

RADISSON BLU WATERFRONT HOTEL

A new flagship with direct connection to the Stockholm Waterfront Congress Centre The new four-star hotel, Radisson Blu Waterfront Hotel has a fantastic location right in the heart of Stockholm. The hotel is just steps away from the central railway station and the Arlanda Express shuttle to the airport. The hotel’s location makes it the ideal choice for business travellers and tourists alike, with its close proximity to Stockholm’s business district, shopping, as well as all the most interesting sights, Gamla Stan (Old City), the Royal Palace and the City Hall. Radisson Blu Waterfront Hotel also provides direct access to the Stockholm Waterfront Congress Centre - one of Scandinavia’s largest facilities for meetings and events.

LARGE HOTEL ROOMS AND FANTASTIC SUITES WITH VIEWS OF LAKE MÄLAREN AND THE CITY HALL The Radisson Blu Waterfront Hotel is a fourstar hotel with 414 modern, non-smoking rooms and three suites styled by RPW Design, one of the world’s leading interior design consultancies. The three suites are

situated on the top floor with panorama windows facing Lake Mälaren, Riddarfjärden and the City Hall. All rooms and suites feature Radisson Blu signature services such as free high speed internet access.

ENJOY SPECIALTIES FROM THE GRILL OR RELAX IN THE LOBBY BAR The Radisson Blu Waterfront Hotel invites guests and locals to the concept restaurant RBG Bar & Grill; a casual venue with a relaxing ambience, offering views of the bustling city streets and waterways of Lake Mälaren. The menu features both national and international dishes, and RBG can host up to 230 guests. A lobby bar with snacks and refreshing beverages as well as 24h-roomservice complement the gastronomic program.

DIRECT ACCESS TO ONE OF SCANDINAVIA’S LARGEST FACILITIES FOR MEETINGS AND EVENTS

the Stockholm Waterfront Congress Centre. The congress centre has 14,000m2 of floor space, including an auditorium with a ceiling height of 17 metres, large enough for a seated audience of 3,000 people. The complex also includes a banqueting hall with space for up to 2,000 guests, and a business centre on the 2nd and 3rd floors with a number of meeting rooms of varying sizes holding up to 1,000 people. Many of the walls and ceilings can be moved around or lifted away in order to section off areas or create larger spaces. Advanced solutions for lighting, sound and telecommunications are also integrated, and Rezidor’s internationally experienced service teams guarantee successful events - from smaller board meetings to big business conferences and music and sport events.

FITNESS FACILITIES The hotels guests can enjoy complimentary use of the hotel’s modern and fully equipped gym, the ‘Exercise Lounge’.

MORE INFORMATION Radisson Blu Waterfront Hotel Nils Ericsons Plan 4 - 111 64, Stockholm T. +46 8 5050 6000 F. +46 8 5050 6001 www.radissonblu.com/waterfronthotel-stockholm

The Radisson Blu Waterfront Hotel adjoins

HEADQUARTERS 9

Convention Bureau della Riviera di Rimini. Everything it takes to ensure success.

Relè/Tassinari Vetta

Convention Bureau della Riviera di Rimini is the key to a unique area. Unique in its broad choice of locations, all within easy reach, from the hills down to the sea. Unique in the quality and range of its venues, suitable for events of all sorts and sizes. Unique in its commitment to innovation, exemplified by Rimini’s brand new Palacongressi convention centre, one of Europe’s biggest and most futuristic. Unique in its event production expertise, honed to perfection over years. Give it a thought. We have everything it takes to ensure your success.

austr alia’s powerhouse of ideas Vast landscapes of epic beauty have made Australia’s Northern Territory one of the most aspired for destinations in the world. Geography rewarded the region with iconic attractions and again takes the credit for the ﬂourishing of world-renowned ingenuity in specialist industries. Innovators across the Northern Territory’s private and public sectors are working on the cutting edge of mining, oil and gas exploration, indigenous health, renewable energy and tropical knowledge. “We invite the world of science and academia to come and discover one of Australia’s best kept secrets,” says Malu Barrios, General Manager of the Darwin Convention Centre in the Territory’s capital city. “Darwin is Australia’s unique innovation hub. Our scientists work with governments and communities across the globe to offer their expertise and contribute our unique perspective,” she adds. Darwin Convention Centre is a powerhouse of knowledge exchange, network building and ideas generation, hosting the world’s most inﬂuential thinkers and doers from an unrivalled harbour-front setting.

Mining Industry production exceeds $6 billion per annum in Australia’s last frontier for exploration. The Territory’s increasing status as a world leader in mineral extraction has made it the meeting hub for tackling challenging issues such as sustainable development, process improvements, security and safety. Oil & Gas The oil and gas industry has long been associated with the Northern Territory. Darwin is a fast emerging industry hub thanks to recent projects like the multi- billion Inpex gas plant development, the Blacktip gas project and the BOC helium plant which is one of only 15 in the world. It is the focal point for knowledge exchange on issues like energy security, emissions trading, research, and training.

Indigenous Health Menzies School of Health Research in Darwin is a highly prized Territory asset producing ground breaking work in Indigenous health issues such as child health, mental health and the prevention of chronic diseases. Menzies is also the centre for research and training in global health spanning some of the major public health problems of the Asia Paciﬁc region. Tropical Knowledge

Renewable Energy

Darwin is located at the centre of tropical Northern Territory, and is the home of key research into tropical medicine, savannas, wetlands, tropical ﬂora and fauna and tropical marine environments.

Clean liquid natural gas (LNG), solar power and geothermal energy – the Territory has the resource base for the 21st century’s emerging green global economy. The Territory is a world leader in remote renewable energy delivery.

World-class research institutions, including Charles Darwin University, Menzies School of Health Research, Arafura-Timor Research Facility and the Australian Institute for Marine Science, support these activities.

Connect. Create. Innovate. Make it Darwin. T. +61 8 8923 9000 E. sales@darwinconvention.com.au

www.darwinconvention.com.au

Solar photovoltaic panels, hybrid energy systems, and solar dish concentrators have been successfully used in several remote communities since the early 2000s.

HQ > HOTELS

CONFERENCE HOTELS The missed opportunities QUALITY TRACK INTERNATIONAL IS A

to the Quality Track SMART call service were excluded. Calls were placed from March 29, 2011 through April 6, 2011.

not picked up within the defined number of rings it was noted as ‘No answer at property’ or ‘No answer in Sales Department’.

INDUSTRY, EVALUATING MORE THAN

CALLING METHODOLOGY

250,000 CALLS ANNUALLY FOR HOTELS

All calls were initiated within normal business hours, between 10:00am and 4:00pm at the local time of the property, Monday through Friday. Calls were placed from a variety of European cities to the main published telephone number of each hotel. The caller posed as a potential group customer seeking to obtain a quotation for a business meeting requiring guestrooms, meeting space and catering. The initial call handling by the hotel operator is tracked to identify issues such as no-answer and transfers to incorrect departments.

If the caller was placed on hold after being answered in the Sales Department, callers waited a minimum of 2 minutes for someone to come on the line; otherwise the call is marked as ‘No Answer in Sales Department’. If the caller is transferred to the incorrect department, the call is marked as ‘Misdirected’. For example the caller is transferred to the Reservations department that does not handle request for groups of rooms or meeting space.

LEADING PROVIDER OF MYSTERY CALL SHOPPING ASSESSMENTS TO THE HOTEL

AND RESERVATIONS CENTER CLIENTS IN 35 COUNTRIES. IN APRIL 2011, THEY CONDUCTED A EUROPEAN SMART CALL TEST TO EVALUATE THE REACTIVITY OF CONFERENCE HOTELS TO ANSWER SALES REQUESTS. HERE ARE THE SURPRISING RESULTS, IN EXCLUSIVITY FOR HEADQUARTERS MAGAZINE.

Quality Track International placed four calls to each of approximately 500 hotel properties in 14 European countries in order to assess the availability of sales managers to potential customers. Hotels from 15 international and European brands were selected for this test. Properties that currently subscribe

RINGS AND HOLD TIMES Callers allow the telephone to ring a minimum of 10 times waiting for the hotel operator to answer plus an additional 8 times if and when transferred to the sales department, for a total of 18 rings. If the call was

CALL HANDLING IN THE SALES DEPARTMENT + If the call is answered by a person in the Sales Department, the caller asks if they are able to provide them with some rate and availability information: • If the answer is ‘Yes’ then the call is marked as ‘Sales Manager Available’ • If the answer is ‘I will take down your

MISSED SALES OPPORTUNITY CAUSES Austria

Belgium

Chech Republic

Germany

Spain

France

Greece

Italy

Luxembourg

Netherlands

Poland

Portugal

United Kingdom

Swizerland

Totals / Averages

18%

21%

11%

21%

16%

15%

9,7%

33%

10%

11%

8,0%

11%

13%

21%

11%

15%

13%

12%

9,0%

SALES MANAGER FAILED TO RETURN MESSAGES 13%

TELEPHONE NOT ANSWERED AT PROPERTY 7%

TELEPHONE NOT ANSWERED IN SALES DEPARTMENT 7%

HOTEL OPERATOR TRANSFERRED CALL TO WRONG DEPARTMENT 3%

1,0%

79%

57%

73%

69%

75%

58%

63%

57%

77%

61%

76%

71%

71,0%

21%

43%

27%

31%

25%

42%

37%

43%

23%

39%

24%

29%

29,0%

SALES MANAGER AVAILABLE 70% TOTAL MISSED OPPORTUNITY 30%

HEADQUARTERS 12

> HOTELS

CAUSES OF MISSED SALES OPPORTUNITY

information and have someone get back to you’ the call is marked as ‘Left message with sales assistant’ and contact information is provided to enable the Sales Manager to call back.

35%

32%

Return calls received within 8 business hours (adjusted for local time-zones) are marked as ‘Return Call Received’. Call-back tracking is done on the basis of business hours and takes into account weekends and holidays. For example a message left at 3pm on a Friday would be considered to have received a call-back if the call was received before 3pm on the following Monday. Calls not returned within the 8 business hours are marked ‘No Call-back Received’.

+ If the caller is forwarded to voice-mail; • A voice message is left including contact information and general information regarding the request. i.e. ‘I am organizing a meeting for 30 of our people during the last week of August next year.’ • Contact information provided: includes a telephone number, company name, contact name.

29%

Hotel operator transferred call to wrong department Telephone not answered in Sales Department Telephone not answered at property Sales Manager failed to return messages

CONTACT Quality Track Europe Yvo van der Tol Yvo@QualityTrack.com T. + 32 2 888 6085

+ If and when a sales manager places a return call the date and time of the call is recorded by the Quality Track telephone system.

SALES MANAGER ACCESS AND RESPONSE TIME - EUROPE TEST APRIL 2011 Chech Republic Germany

Spain

France

Greece

Italy

Luxembourg

Netherlands

Poland

398

294

191

196

280

33%

10%

11%

13%

21%

11%

17%

16%

39%

18%

12%

21%

25%

21%

Sales Manager was available to quote

70%

77%

57%

69%

68%

72%

58%

63%

Sales Manager was not available

13%

12%

19%

21%

11%

Number of messages left

Number of Call Backs received

33%

29%

45%

OVERALL ACCESS

70%

79%

57%

73%

69%

Missed sales opportunity

30%

21%

43%

27%

31%

Austria

Belgium

104

No Answer at Property; Caller waited a minimum of 10 rings

Call was transferred to the wrong department

No Answer in Sales Department: Caller waited a minimum of an additional 8 rings for a total of 18 Rings (No message option available) Total percentage of calls in which the caller was unable to reach the Sales Department

United Swizerland Portugal Kingdom

Totals / Averages

Active SMART Call Clients

122

1983

624

15%

13%

12%

15%

23%

21%

19%

12%

18%

57%

75%

77%

56%

74%

65%

69%

91%

21%

10%

21%

22%

12%

238

29%

23%

33%

30%

19%

89%

75%

58%

63%

57%

77%

61%

76%

71%

97%

25%

42%

37%

43%

23%

39%

24%

29%

NUMBER OF CALLS PLACED TO HOTEL MAIN NUMBER

CALLER UNABLE TO REACH THE SALES DEPARTMENT

SALES MANAGER AVAILABILITY

MESSAGE HANDLING

CallBack Percentage

HEADQUARTERS 13

ALL YOU NEED TO KNOW ABOUT HQ IN 2011 HQ EMEA HEADQUARTERS

HAP HEADQUARTERS

HQ EMEA stands for Headquarters Europe Middle East Africa, the magazine for EMEA-based associations. HAP stands for Headquarters Asia-Paciﬁc, the magazine for Asia-Paciﬁc-based associations.

PROFILE HQ EMEA

PROFILE HAP

Distribution + HQ Magazine is the EMEA magazine for international associations + Circulation: 5,000 copies + Published 5 times a year + Distribution in Europe, Middle East and Africa

Distribution + HAP is an Asian-Pacific magazine + Circulation: 2,500 copies + Published 4 times a year + 14 Asian-Pacific countries

Readership + International associations organizing international congresses in EMEA and other continents (94%) + Members of ESAE, the European Society of Association Executives (1%) + the EMEA meetings industry PCO’s, AMC’s, members of 1% 5% EFAPCO, IAPCO (5%)

94%

Readership The readers of HAP consists of 3 important groups: + the Asian-Pacific associations organising congresses in the region: 65% + the internationanl associations organizing international congresses: 30% 5% + the Asian-Pacifc meetings industry, international agencies (PCO’s, AMC’s, members of IAPCO): 5% 30% 65%

HeadQuarters magazine, The EMEA Magazine for Association Executives

PLANNING HQ EMEA Print Issue # Publication Booking Date deadline Topics HQ43 March 2011 7 Jan. Practical issues (insurance, visas, customs, exchanges, rates, etc.) HQ44 April 2011 22 March Alternative types of events venues HQ45 June 2011 18 April Conference hotels Technology (social media, design, new software, etc.) HQ46 Sept. 2011 22 June Sustainability HQ47

Nov. 2011

3 Oct.

Each issue includes a cover interview, a special feature and destination reports.

HEADQUARTERS magazine, The Asia-Pacific Magazine for Association Executives

PLANNING HAP

Additional Distribution EMIF GIBTM

Print Issue # HAP 5 HAP 6

Publication Date April 2011 July 2011

Booking deadline 25 Febr. 26 May

HAP 7

Oct. 2011

26 Aug.

HAP 8

Dec. 2011

28 Oct.

IMEX AIBTM ASAE Annual Meeting CIBTM IMEX America ESAE Annual Congress EIBTM

IT&CMA and CTW ITB Asia EIBTM

Each issue includes a cover interview, a special feature and destination reports.

Online HQ publishes a Global E-Zine, in which where can choose to promote your activities in one or several of the following sections: meetings professional, events and fairs, destinations, venues, hotels. HQ Global E-Zine is sent out to professional association planners.

RATES HQ EMEA

RATES HAP

Magazine Publicity Size 2/1 1/1 1/2

Publicity 5,500€ 3,750€ 2,500€

Advertorial 6,250€ 4,000€ 2,750€

Covers include a surcharge of 15%

8 pages 12,500€* 14,500€

Publicity 4,500€ 2,950€ 1,750€

Advertorial 5,100€ 3,550€ 1,950€

Covers include a surcharge of 15%

12 pages 16,500€* 18,500€

16 pages 20,500€* 22,500€

*with cover picture of the destination

Online Small banner Big banner Preferred partners Emailing Your logo and URL in HQ E-Zine Special feature in HQ E-Zine

Cultural experiences for association delegates

Additional Distribution IMEX CIBTM

Alliances and partnerships of destinations, venues, etc.: how it is beneficial to associations

Destination reports Within the magazine Loose supplement

Topics Sustainability Alternative types of events venues The services of Convention Bureaus to associations

Destination reports 4 pages 6 pages 8 pages 12 pages 16 pages Within the magazine 7,000€* 8,500€* 10,000€* 13,000€* 16,000€* Loose supplement / / 12,000€ 14,000€ 18,000€ *with cover picture of the destination

400€ / month 600€ / month 350€ / month 3,500€ 650€ 1,600€

Online Small banner 300€ / month Big banner 500€ / month Preferred partners 250€ / month Emailing 2,500€ Your logo and URL in HQ E-Zine 450€ Special feature in HQ E-Zine 1,300€

Note: Agency commission to be added. Prices do not include VAT.

5440

Want to know where to send your press releases? press@headquartersmagazine.com

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> SOUTH AFRICA

CSIR ICC Extension of CTICC view from Herengracht and Coen Stadler

Sandton Convention Centre

SOUTH AFRICA IS UNQUESTIONABLY A WORLD-CLASS CONGRESS AND CONVENTION DESTINATION THAT IS EQUIPPED AND READY FOR ANY TYPE AND SIZE OF MEETINGS FROM ANYWHERE IN THE WORLD. BUT HOW MANY CITIES, OR BETTER PUT, PURPOSE-BUILT CONGRESS CENTRES DOES SOUTH AFRICA HAVE? SOMEONE UNINFORMED ABOUT THE SOUTH AFRICAN MEETINGS INDUSTRY WOULD PROBABLY

SOUTH AFRICA IN THE CONGRESS SPOTLIGHT The Big 6 congress venues and cities in South Africa

ANSWER ‘ABOUT A HANDFUL…’, AND THAT WOULD BE A MISTAKE! DURING MY LAST VISIT TO MEETINGS AFRICA 2011 IN JOHANNESBURG, I COUNTED THEM AGAIN. AND GUESS WHAT? THERE WERE MORE THAN A HANDFUL: NO LESS THAN SIX TO BE PRECISE - JOHANNESBURG, CAPE TOWN, PRETORIA, DURBAN, EAST LONDON AND KIMBERLEY! TEXT MARCEL A.M. VISSERS

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JO’BURG, THE COMMERCIAL HEART OF SOUTH AFRICA Many people think that Johannesburg (fondly known as Jo’burg to the locals) is the capital of South Africa, but that’s not true, though there is a great concentration of banks and business centres there. Johannesburg was one of the official host cities to the massive 2010 FIFA World Cup™. For that reason a lot of developments saw the light of day, for example the

Gautrain, which links Johannesburg and Pretoria to the O.R Tambo International Airport and already benefits congress-goers. Jo’burg is also a leading congress city in South Africa. In this context, one name resounds loud and clear: Sandton Convention Centre. Home to the largest business tourism exhibition in Africa - Meetings Africa - for the past 8 years, Sandton Convention Centre is

> SOUTH AFRICA

tre’s two exhibition levels have a combined floor space of 11,000 m2.

MORE EXHIBITION SPACE IN CAPE TOWN

Conference room in EL ICC

ICC Durban

only a 25-minute drive (24 kms) from the airport and just 12 minutes in the new Gautrain I just mentioned. Located in a sophisticated business and residential district, it’s literally surrounded by hotels of all categories, with over 2,445 hotel rooms (of 3, 4 and 5-star standard) on the venue’s doorstep. Opened in 2000, the 12-storey structure that is Sandton Convention Centre covers 22,000 m2 of multifunctional spaces. The expansive glass frontage ensures that the main foyers and several meeting rooms enjoy excellent natural daylight. The magnificent triple-volume Ballroom is suitable for grand occasions, such as a formal dinner for up to 1,800 guests or a conference accommodating up to 2,400 delegates theatre style. The Bill Gallagher room, named after the worldrenowned South African chef, accommodates 500 guests for cocktails, 270 banquet diners or 240 people in schoolroom-style seating. The seven boardrooms can be arranged to accommodate varying numbers of guests, from as few as 10 to as many as 180. The cen-

Probably the only centre in the world overlooking the majestic and world renowned Table Mountain and surrounded by key South African icons such as Robben Island and Cape Point, just to name a few - probably making it one of the most sought after places to hold a conference - the Cape Town International Convention Centre has definitely done its part to put Cape Town on the map, hosting some key international meetings and events like CT Jazz, World Economic Forum, or the FIGO World Congress. The good news is that CTICC is already planning to expand. CEO Rashid Toefy says that the expansion will help the centre to achieve its vision of being the best long haul convention centre by 2020, as the centre will be able to attract more international meetings and exhibitions to Cape Town. In spite of severe competition, Cape Town has achieved and maintained an impressive 35th position on the ICCA ranking list of international destinations. ‘Despite the fact that only 3.8% of international association meetings come to Africa, Cape Town has the lion’s share of this market’, says Toefy. It is envisioned that the expansion will allow CTICC to double the number of international meetings that it currently hosts allowing it to compete with other international destinations.

PRETORIA, THE CAPITAL CITY Located in Pretoria, the CSIR International Convention Centre (CSIR ICC) is a bit less known, but to me a vastly underestimated congress centre. CSIR ICC is situated in beautiful natural surroundings in the east of South Africa’s capital city within the research, academic and ambassadorial hub of Tshwane. It is located at the Council for Scientific and Industrial Research (CSIR), one of the leading scientific and technology research, development and implementation organisations in Africa. The convention centre has played host to countless local, national and international

conferences over its 32 years of existence and this wealth of experience is a unique benefit to its clients. Boasting thirteen venues, three of which being auditoriums all fitted with state-of-the-art equipment, CSIR ICC is one of the few venues in South Africa that offers the capability to cater for South Africa’s 11 official languages as well as all international languages. The CSIR ICC has also recently introduced internet streaming of conference proceedings as a new standard service. Committed to sustainability, the centre has been awarded a Silver Classification by the Heritage Environmental Rating Company in recognition of its ongoing commitment to reducing the environmental footprint of its operations. The CSIR ICC has also certifications for OHSAS 18001 (Occupational Health & Safety) and ISO 14001 (Environmental Management), and is working on achieving ISO 9001 (Quality) certification.

DURBAN AND THE ICC Durban is located in the Zulu Kingdom, in a heady cultural, historical and natural mix of attractions. The province is known for its particularly good weather as well as two UNESCO World Heritage Sites, Blue Flag beaches, majestic mountains, rolling midlands and incredible wild places that boast the Big 5. Once home to the legendary King Shaka, KwaZulu-Natal also has one of the largest Indian communities outside India and a strong British colonial heritage. What I will always remember about Durban is the opening of the International Library and Information Congress in Durban very clearly. The brand-new Arena was packed with more than 3,500 delegates from all over the world. It was the best opening ceremony I ever attended, because Africa’s vibrant soul was and through music, dance and song. The International Convention Centre Durban (ICC), also known as Nkosi Albert Luthuli ICC Complex (after Africa’s first winner of the Nobel Peace Prize and President of the African National Congress - ANC), is the first ICC to be built in South Africa and the largest in Africa to date. It is one of the most

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> SOUTH AFRICA

SOUTH AFRICAN TOURISM LAUNCHES ECOTHANDA SUSTAINABLE MEETINGS DIRECTORY South African Tourism just launched EcoThanda, its first-of-a-kind Sustainable Meetings Directory. South Africa’s Minister of Tourism, the Hon. Marthinus Van Schalkwyk unveiled this major green initiative for the Business Tourism sector at an eco-friendly reception hosted by South African Tourism in conjunction with the Department of Trade and Industry in Washington. The directory is an online listing of South African suppliers whose products and services have been vetted and approved for sustainable practices by an independent consultant, National Geographic’s Costas Christ, employing world recognized criteria.

CTICC CSIR

‘This directory was developed in response to the demand from the meetings and incentives industry for more sustainable alternatives,’ said Minister Van Schalkwyk. ‘Our goal is 200 suppliers in the first year, and we expect this to number to grow as we expand our outreach for the program.’

advanced conference facilities in the world, purpose-built, fully air-conditioned, with three convention halls that are interlinked but separate. Moveable walls allow for a number of different venue configurations. Alternatively the halls can be opened up to form one large venue with seating for 5,000 delegates or 7,000 m2 of column free floor space. Together with the adjacent Exhibition Centre, the ICC can double its capacity to accommodate 10,000 conference delegates in the Arena. The centres can function independently or as two halves of one whole.

EAST LONDON, SOUTH AFRICA’S NEW CONVENTION DESTINATION The East London International Convention Centre (ELICC) is one of the new kids on the block. It is situated in the beautiful Eastern Cape province of South Africa, also the birthplace of Nelson Mandela and home to a rich Xhosa heritage. Covering over 820 kilometres of pristine coastline, the rugged province is known for its spectacular biodiversity. There are numerous game reserves in the

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Eastern Cape including the well-known Addo Elephant National Park and the world-famous Shamwari Game Reserve. With panoramic views of the azure Indian Ocean, the East London International Convention Centre (ELICC) has placed East London and the Buffalo City region in South Africa’s beautiful Eastern Cape on a firm footing as a competitive conference destination. Located only a 15 minute drive from the East London Airport, it includes a 600-seater auditorium, an exhibition floor (taking up to 90 stands) and a major hall capable of seating 850 ballroom style and 2100 cinema-style. In addition, the conference centre’s proximity to both the new Premier Hotel EL ICC and Premier Hotel Regent mean conference goers have on-site accommodation and top class hotel facilities. Although it’s relatively new, the ELICC has also won an award as Best Conference Venue in the Eastern Cape, hosted a boxing world title fight and major conferences, like the 16th National Congress

of the South African Society of Psychiatrists for instance. In terms of new kids on the block, let me also mention another newcomer on the South African congress market, Kimberly, where a congress centre has been constructed in the architectural atmosphere of the diamond mines of yore. More to come on this real soon! Besides the above-mentioned international convention centres, South Africa has more than a thousand conference venues located in hotels, universities and conference centres. Examples of world-class venues include the Gallagher Estate Convention Centre, the MTN Expo Centre and the OR Tambo Conference Centre to name just a few. In true South African style, the stadiums built for the 2010 FIFA World Cup™ are also being used for conferencing. An example of this is the hosting of the Commonwealth Parliamentary Association Conference in July 2010 - literally a week after the end of the soccer tournament!

> SOUTH AFRICA

MEETINGS AFRICA 2011

The continent’s premier annual meetings industry expo

SOME TIME AGO I ASKED THE BUSINESS TOURISM TEAM AT SOUTH AFRICA TOURISM IF THEY THOUGHT OF MEETINGS AFRICA 2011 AS A SUCCESS. THEY PROMPTLY ANSWERED MY QUESTION BY SENDING ME SOME UNMISTAKABLE NUMBERS, ON THE RISE COMPARED TO LAST YEAR’S. SO NOW WE CAN SAFELY SAY THAT SOUTH AFRICA HAS THE CONTINENT’S PREMIER ANNUAL BUSINESS TOURISM EXPO, MEETINGS AFRICA, WITH A HIGHLY INTERESTING ASSOCIATION DAY.

Taubie Motlhabane

Dancer at Meetings Africa

A CONTINENT IN BLOOM With the big leap forward after the 2010 FIFA World Cup™ in South Africa, we can only expect the meetings industry to grow significantly on the African continent. All in all, there are now 36 African countries hosting a total of more than 600 headquarters of international associations - which is a good start. South Africa leads the race, but we’re not exactly sure about which city is home to the most headquarters. It’s a close call

between Johannesburg and Cape Town for the title of ‘African Capital of Headquarters of International Associations’. Nomasonto Ndlovu, Global Manager of Business Tourism at South African Tourism, explains: ‘Hosting the 2010 FIFA World Cup™ has profoundly changed the perceptions about South Africa’s global event capability. It gave us an opportunity to prove what we were always confident of: that South Africa

the important delegation from Kenya

can deliver and deliver well, against the World’s highest expectations. Infrastructural upgrades ahead of the championship have boosted the capacity of an already wellequipped destination to host big events in any of our six convention centres, the newest one being Kimberly. We are very excited that the Sunhine Tour will host and stage a World Golf Championship in South Africa from 2012. But we have to look further especially regarding international associations.

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> SOUTH AFRICA

Liz Jackson

Nomasonto Ndlovu

I think our leading role can help other African countries. That’s why we were very happy to welcome the delegation of associations from Kenya during our Association Day.’

A FAIR WITH PERSPECTIVE Meetings Africa was created in 2003 and got off to a modest start. This year South African Tourism, the owner of the fair since 2007, hosted 123 international buyers and 32 members from the international media and Association Day was attended by 44 delegates. There were also 212 exhibitors and more than 2,000 visitors. Increase was the keyword: there was an increase of 39% among exhibitors, 21.4% among visitors and 39% among all buyers. Local buyers made up 77% of all the buyers this year, and that amounts to an increase of 57%. There was also a 57% increase in the number of media that registered and attended Meetings Africa 2011 as compared to the previous year. ‘Meetings Africa 2011 has definitely paved the way for South African Tourism’s strategic development to grow the business tourism industry in South Africa,’ says Nomasonto Ndlovu, Global Manager: Business Tourism at South African Tourism. ‘Africa’s flagship business tourism event has been hailed by its attendees as a success and has achieved its goal of showcasing Africa as a world-class international meetings and events destination.’ Over 7,000 official meetings were scheduled during Meetings Africa 2011, breaking all previous records and exceeding the expectations of the show’s owners, SA Tourism. ‘The enhancement of the Meetings Africa

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Farieda Karod Domingo

Matchmaking Programme this year was undoubtedly the strategic feather in our caps. A record 7,387 business meeting requests were sent, of which 6,176, or 83.61%, were already actioned by the end of the first day of Meetings Africa,’ continues Ndlovu. ‘The success of this programme and the enthusiasm with which it was received by our valued stakeholders, exhibitors and visiting buyers is extremely encouraging and a great sign of things to come for our industry.’ The Matchmaking Programme was further supported and extended through the integration of Poken technology - an electronic business card unit that facilitates the exchange of contact information digitally, all but negating the need for printed business cards and significantly modernising the networking experience. In addition to the added emphasis on speedier networking platforms, Meetings Africa 2011 saw the introduction of several additional elements that elevated the event to arguably one of the best in its category globally. Progressive developments to the domestic business tourism agenda included the addition of a Corporate Breakfast and the Meetings Africa Golf Day, offering further opportunities for networking and encouraging greater involvement from the local corporate sector. Meetings Africa also hosted educational seminars that were very popular with the attendees. Topics at the educational seminars included: the Consumer Protection Act of South Africa and how it affects business in

Susan Sarfati

A NATIONAL CONVENTION BUREAU FOR SOUTH AFRICA Plans are well ahead to set up a National Events and Convention Bureau by the second half of 2011. This is according to Thandiwe January-McLean, Chief Executive Officer of South African Tourism, speaking at a media briefing held alongside the Society for Incentive & Travel Executives conference (Site), which took place at the Cape Town International Convention Centre in 2010.

the industry, greening in the business tourism industry and how the industry can better apply and adhere to global greening trends, to name a few. Meetings Africa 2011 was a well organized fair with a lot of spirit. Everywhere you went you could hear positive reactions. Beatrice Makawiti of the Kenyatta International Conference Centre, says: ‘Meetings Africa 2011 was definitely an improvement compared to last year’s edition. There has been a lot of interesting new developments. I was particularly pleased with the increase in the number of buyers interested in Africa’.

A LEADING AFRICAN ASSOCIATION DAY This year’s Association Day was attended by various African association executives. These executives were given an opportunity to share their knowledge and experiences

> SOUTH AFRICA

UPCOMING CONFERENCES IN SOUTH AFRICA Nomasonto Ndlovu, South African Tourism Global Manager for Business Tourism, says: ‘We were very active during recent years to attract big congresses to South Africa. Here are some of the recent bids that South Africa won leading up to and after the World Cup’. Dr. Dave Otieno

Enrico Zuffi

gained through the various biding processes in which they had participated, as well as general advice around association management. Delegates were randomly surveyed on the day of the event, and the feedback gained was extremely positive. Association Day is set to become a permanent feature of Meetings Africa, and looks poised to grow in popularity and value to all who attend. Association Day was a fine example of Africa’s progress in the field of the meetings industry. Leading the sessions were Susan Sarfati (High Performance Strategies, Washington DC), Liz Jackson (Jackson Consulting Inc, Washington DC) and Enrico Zuffi (EZ Associates Switzerland) acted as facilitators.

Meetings Africa 2011 has definitely paved the way for South African Tourism’s strategic development to grow the business tourism industry in South Africa Leading an important delegation from Kenya, Dr. Dave Otieno, of The Kenya Society of Anaesthesiologists comments: ‘Meetings Africa aims to help strengthen associations and societies in Africa. This is in recognition of the fact that associations and societies link humanity. And most of them are performing much below their capabilities, because lead-

ership is not focused. Strong foundations for these organizations build a stronger people who are able to play a major role in defining their destiny in their nations and also in the international arena. Strong associations and societies improve humanity and make strong economies.’ The participation of the Kenyan team was made possible the through the visionary leadership from the Kenyatta International Conference Centre (KICC), led by Beatrice Makawiti and supported by Ben Asoro. Indeed, it is because of this team that Kenya was the only other represented country outside South Africa. In addition the Kenya Society of Anaesthesiologists, the organizations represented included the Kenya Medical Association and the Architectural Society of Kenya. Dr. Dave Otieno even goes further: ‘Meetings Africa needs to be replicated all over the continent to strengthen the capacity and quality of life of our people. We in Kenya indeed are already at advanced stages of holding similar meetings to share this vision with our neighbours. We must congratulate our South African Sisters and Brothers for taking this lead and showing us the way. We must not lose any more time. Like they say in South Africa, “It’s possible!”’ Another highlight of the programme was the case study on the UNI World Congress 2014 or how to bid for an international congress, delegate boosting and working with convention bureaus. There was laughter, dancing, applauding, hugging but also lots of tears

23rd Colloquium of African Geology 2011 UN Climate Change Congress (COP 17/CMP7) 2011 International Small Business Congress 2012. 4th World Conference on Doping in Sport 2013 Pediatric and Cardiac Surgery Conference 2013 World Transplant Games 2013 International Association of Child and Adolescent Psychiatry 2014 + Baptist World Congress 2015 + 14 th World Forestry Congress 2015 + 23rd International World Congress of Nephrology 2015

+ + + + + + +

during the presentation of the DVD specially made for this congress. An absolute success! Representing 20 million members worldwide, UNI sector conferences take place annually, while the world congress takes place every four years. Farieda Karod-Domingo, Chairperson of the UNI Local Organising Committee for the UNI World Congress 2014, explains: ‘One of the big successes of the bid was the creation of the DVD. We wanted it to be high impact and it was. We also gave handmade gifts to all 3,000 delegates at the UNI World Congress 2010 held in Nagasaki, Japan. It was not an easy task, but worth the effort. At the closing ceremony, the entire crowd were on their feet, dancing and blowing vuvuzelas.’

CONTACT Nomasonto Ndlovu Global Manager: Business Tourism South African Tourism Tel: +27 11 895 3000 nomasonto@southafrica.net www.southafrica.net

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> SOUTH AFRICA

CASE STUDY

26th IPA Congress at Sandton Convention Centre SANDTON CONVENTION CENTRE (SCC) HAS ESTABLISHED ITSELF AS A LEADER WITHIN THE INTERNATIONAL MEETINGS MARKET. THE 26TH INTERNATIONAL PAEDIATRIC ASSOCIATION CONGRESS 2010 (IPA) WAS HELD THERE, IN JOHANNESBURG, FROM 4-9 AUGUST 2010. International Paediatric Congresses bring together approximately 3,000 paediatricians from an increasing number of countries such as the Philippines, Indonesia, USA, Argentina, Mexico and Nigeria just to mention a few, and the congress has now been held in almost every corner of the world. The 26th Congress 2010 was particularly special as it was the first Congress to be held in Sub-Saharan Africa. The event ran over 6 days with various presentations, workshops, and events highlighting the latest science in paediatrics and child health along with the global efforts to achieve the Millennium Development Goals for newborns, children, and mothers everywhere. The speakers included leading paediatricians and scientists from all over the world, joined by leaders of international organisations and partnerships, UN agencies, Government, and other luminaries. The bidding process for the 2010 IPA Congress began in 2004, after South Africa had already won the FIFA World Cup bid. This aided in boosting awareness of both South Africa as a country and Johannesburg as a city. The Government of South Africa supported the bid and welcomed the

participants in an open invitation letter. Johannesburg and the Sandton Convention Centre was the venue and city of choice for Professor Keith Bolton, the then Chairperson of the South African Paediatrics Association, who led the bidding process.

The 26th IPA Congress 2010 was particularly special as it was the first Congress to be held in Sub-Saharan Africa The SCC’s prime location is one of its biggest assets, there are 15 hotels, a shopping mall and a variety of excellent restaurants within walking distance of the convention centre. ‘This gave us a competitive edge in our bid for this event as a large number of delegates were international and needed easy access to these facilities’ said Mati Nyazema, Executive Director of Sandton Convention Centre. The opening of the Gautrain station around the corner from the SCC, provided easy and safe travelling from the Oliver Tambo International Airport.

Sandton Convention Centre

The IPA has 146 member countries, each member country being the international paediatrics’ association within their respective country. The association hosts its congress triennially in the hopes of raising funds. Financial support to fund the congress was received from the Sandton Convention Centre, the Johannesburg Tourism Company and the South African Paediatrics Association. ‘With the resounding success of the 2010 World Cup and SCC hosting of the 60th FIFA Congress, so the opportunity for South Africa to host many more international events and conferences increases. Johannesburg is the business portal of Africa, and Sandton Convention Centre will play its role in showcasing our country and the value our continent has to offer the world. It remains our vision to provide our clients with a world-class convention centre where they can welcome and entertain guests of the highest calibre,’ concluded Mati.

CONTACT Sandton Convention Centre Tel: +27 11 779 0000 info@saconvention.co.za www.saconvention.co.za

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THE FUNDRAISING AND SPONSORSHIP EFFORTS OF ASSOCIATIONS WHEN I WAS ASKED TO WRITE A COLUMN ON FUNDRAISING AND SPONSORSHIP

and with a comprehensive portfolio of goods and services to assist the members, revenue generation follows.

EFFORTS BY ASSOCIATIONS, I CONSIDERED THE IRONY OF IT. INDEED, FOR FAR TOO MANY YEARS, ESAE HAS SUFFERED FROM A LACK OF RESOURCES TO OBTAIN THE CRITICAL MASS AND MOMENTUM IT DESERVES. TEXT LUC MAENE, PRESIDENT OF ESAE AND DIRECTOR GENERAL OF THE INTERNATIONAL FERTILIZER ASSOCIATION (IFA)

I have great admiration for the many volunteers who have kept ESAE afloat but it is amazing that no major sponsors have come forward, given the potential market associations represent in the European Union. A strong ESAE with an adequately staffed secretariat would be an asset for the European association community.

Nevertheless, the successful implementation of the associationâ&#x20AC;&#x2122;s business plan in total financial transparency is all important. Using resources efficiently is key and requires continuous planning to assess and redirect resources during the year. Planning, adapting and remaining transparent in resource management are practices that will lead to success. Once a climate of trust is in place and the association can show quality results of its actions, fundraising and sponsorship opportunities will emerge. Coming back to the European situation, I sincerely hope that ESAE can obtain the critical mass required and develop sufficient momentum to truly represent the association community in the European Union. I invite anyone who sees the potential for

The successful implementation of the associationâ&#x20AC;&#x2122;s business plan in total financial transparency is all important. Using resources efficiently is key and requires continuous planning to assess and redirect resources during the year In my capacity of Director General of a well established international trade association, I face a totally different situation. By representing the majority of the sector concerned

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association development in Europe and who is willing to contribute financially to this process to come

forward. Managing nonprofits is increasingly complicated with the regulations that need to be followed and a strong, dedicated team is required to carry out this task. However, with the tools presently available to provide services, associations can greatly contribute to the future development and success of the members. I count on all those involved in the association sector in Europe to join ESAE and contribute to its efforts, for the benefit of its members.

www.esae.org

PROFESSIONAL ASSOCIATIONS IN THEIR SEARCH FOR SPONSORSHIP SPONSORSHIP IS GROWING RAPIDLY IN PROFESSIONAL ASSOCIATIONS. NO MATTER THE PRIME OBJECTIVE OF THE PARTICULAR TRADE BODY, WHETHER THEY REPRESENT SHIPPING COMPANIES OR SMALL DIGITAL BUSINESSES, THEY ALL SHARE IN COMMON THE PREDICAMENT OF SHRINKING REVENUE STREAMS FROM MEMBERSHIP FEES. TEXT JACKIE FAST, MANAGING DIRECTOR OF SLINGSHOT SPONSORSHIP

Professional associations used to be key in growing and developing brands. However, with the ever-present flow of information, documents, best practice guides, white papers, and social networks available for free, membership benefits are now less vital to

success. This puts professional associations in a very difficult situation. They have less revenue to provide membership value, and yet are faced with current members demanding more value from their membership. An almost impossible task. In the past, events tended to be the second main source of revenue for professional associations, with delegate tickets far exceeding the supplementary sponsorship income. However, in a time where free events are occurring daily and webinars are streamed from around the globe directly into people’s homes, even this ‘secondary’ form of income is finding difficulty in meeting targets. Furthermore, our current economic climate continues to add strain professional associations are already feeling. Budgets are being scruitinised and marketing directors

are prioritising gauranteed and tangible ROI before writing any marketing expenses. As a result, professional associations have had to start finding new ways of providing value to their members, which is the reason we are finding an increasing number of sponsorship proposals and opportunities available. Sponsorship has therefore become a key revenue stream for many professional associations, for it reaches both revenue and engagement objectives. Although these sponsorship proposals are on the rise with professional associations, there are nonetheless pros and cons to integrating the two successfully.

PROS + Value for the Professional Association: Sponsorship revenue amongst professional associations accounts for a large

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portion of total sponsorship revenue. Whilst perhaps not as newsworthy as larger sporting events such as the World Cup, it significantly increases funding for many not-for-profit organisations, enabling them to continue to grow in the future. Implementing a successful sponsorship department can thus help to create a sustainable organisation.

This is especially true with professional associations as they tend not to be as forward thinking as brand companies due to a lack of resource and funds. By having a sponsor involved, the professional association has the ability to utilise some of the sponsorâ&#x20AC;&#x2122;s resources and create a more exciting event for the attendees.

CONS + Value for Members: Sponsorship not only provides a new revenue stream, but it also provides values for your current members. A basic key benefit to membership is the networking opportunities and brand awareness professional associations can provide. Sponsorship goes beyond this basic benefit and provides engagement with the members through tangible touchpoints, enabled through sponsorship activation. Providing sponsorship opportunities provides value to your members by helping them to reach their current marketing objectives. + Value for the Audience: Sponsors add significant value to the events and programmes that they support.

+ Lack of Resource: Sponsorship is not just a sales pitch. It requires strategic thinking in developing the programme as well as significant resource in account management. Successful sponsorship only occurs when there is a partnership built between both the sponsor and the rights owner. This can only be built through communication and a very solid understanding of the otherâ&#x20AC;&#x2122;s objectives. Typically, professional associations are under resourced. This means that while sponsorship may be initiated, it is often unable for it to be sustained. This can then create bad blood between the professional association and its members, a result of which may be that the rights owner is pressured to refund the sponsorship money in order to maintain goodwill. In such a situation, it would appear the professional association would have been better off not partaking in the sponsorship deal in the first place. + Lack of Understanding by Members: For professionals outside the world of sponsorship, it can be very difficult to understand its benefits. Particularly in a world where Marketing Directors are under pressure to deliver leads and guaranteed ROI. Sponsorship can thus seem very intangible - in which case, even the best sponsorship proposal cannot compete against pay-per-click advertising. + Lack of Expertise: Sponsorship is complex, and needs to be strategically developed in order to work with all parties successfully. Professional associations rarely have this experience in-house, making it difficult to manage

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and develop. Fortunately, there are blogs, forums and websites dedicated to explaining sponsorship benefits, however none of these can surpass having sponsorship experience at hand.

Although these sponsorship proposals are on the rise with professional associations, there are nonetheless pros and cons to integrating the two successfully

Some key questions professional associations need to ask themselves before undertaking a significant sponsorship programme would be: Find out if sponsorship is right for you. Do you have the resource and time to dedicate to developing this into your organisation? Understand your members and what they want - will members be upset if they are financially unable to take up some of these new sponsorship opportunities? Do you have an audience that is large or niche enough to build an asset from? Do you have in-house sponsorship experience or do you know of a sponsorship agency that can help? Sponsorship is a fantastic way to bring additional value to professional associations, particularly in this current economic climate. However, you need to be very careful in its implementation and development in order to create sponsorship that is sustainable, as well as successful.

The unedited version of this article can be found at http://slingshotsponsorship.com/category/sponsorship-insight-papers

WHY SPONSORSHIP IS THE NEW WAY FOR PROFESSIONAL ASSOCIATIONS SPONSORSHIP REVENUE FOR PROFESSIONAL ASSOCIATIONS IS A BOOMING BUSINESS. WITH MARKETING BUDGETS BEING SCRUITINISED, VALUE FOR MEMBERSHIP IN PROFESSIONAL ASSOCIATIONS IS FIERCE. PROFESSIONAL ASSOCIATIONS HAVE HAD NO OTHER OPTION, BUT TO START THINKING OUTSIDE THE BOX THROUGH MERGERS, PARTNERSHIPS, AND SHARED EXPENSES.

One emerging trend is the value and integration of sponsorship departments being led internally or outsourced by specialist agencies. As sponsorship takes on many different forms, it requires professional associations to think more about integration and relationships for their members rather than monetary expectations, which have been the ways of the past. By maximising their current assets through sponsorship, professional associations have the ability to create value for their members, their bottom line, and prospective members who attend the events. In this type of relationship, sponsorship is exceedingly successful. A great example is the Direct Marketing Association, Europe’s largest trade body in the marketing and communications sector. With over 50 current sponsors, the DMA has been able to successful help its members get in front of a niche audience of marketing professionals. Some companies have also taken advantage of larger packages which encompass the sponsorship of the DMA’s entire activities in a specific sector. One such company is consumer credit and business information specialist, Equifax, which provides a range of services to support companies marketing to consumers and businesses. Reflecting its influence and authority in the marketing data arena, Equifax has become the DMA’s Overall Data Sponsor which includes sponsorship of DataSeal, the

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DMA Awards, regional activity, and the Data Tracking Study. Laura Marlow, Marketing Manager for Equifax Marketing Services, says that becoming the DMA’s overall data sponsor was the perfect way for promoting Equifax as The Heart of Data Intelligence: ‘Marketers have faced some real challenges this year, making it more important than ever that they have access to properly targeted, good quality

number of professional services we provide, as well the number of insight and networking events we offer. These activities are integral to our purpose of promoting the business interests of our members and driving the growth of the direct marketing industry. Of course, through pairing our sponsor partners with suitably themed platforms we ensure maximum relevance and mutual benefit to their target market.’

As sponsorship takes on many different forms, it requires professional associations to think more about integration and relationships for their members rather than monetary expectations data. Our role as overall data sponsor of the DMA has put us in an excellent position to make marketers aware of the services we offer, enhancing our brand and reputation in this important sector. We look forward to continuing to work with the DMA and its members to maximise the full potential of marketing data to create the most impactful and cost-effective campaigns.’ Chris Combemale, the DMA’s Executive Director, states that sponsorship is crucial to the mission of the DMA: ‘Through the additional revenue of sponsorship, we can expand the

Sponsorship agencies have an integral part to play in helping professional associations harness this revenue and creating successful partnerships. By creating a sustainable revenue stream to supplement event and membership fees, sponsorship can help your organisation continue creating value for the industry.

The unedited version of this article can be found at www.utalkmarketing.com/Pages/Article. aspx?ArticleID=18774&Title=Why_sponsorship_is_ the_new_way_for_professional_associations

IS YOUR ORGANISATION READY TO ENGAGE IN PHILANTHROPIC FUNDRAISING? ONE ONLY HAS TO GOOGLE NAMES SUCH AS CARNEGIE, ROCKEFELLER AND GATES TO SEE HOW THOSE WITH CONSIDERABLE MEANS HAVE ENDEAVOURED TO MAKE A DIFFERENCE TO THE CHALLENGES WE FACE AS A SOCIETY. ENCOURAGINGLY HOWEVER, IT IS NOT ONLY THE WORLD’S BILLIONAIRES THAT ARE USING THEIR WEALTH TO SUPPORT ADOPTED CAUSES: AS THE GAP BETWEEN RICH AND POOR WIDENS, COUNTLESS MORE MODEST CONTRIBUTIONS ARE GIVEN TO ORGANISATIONS ALL OVER THE WORLD EACH YEAR IN SUPPORT OF INITIATIVES WHICH HAVE TOUCHED A DONOR AND INSPIRED THEM TO ACT. TEXT MARK CARRIGAN, MANAGING DIRECTOR OF CARRIGAN CONSULTING

This tradition of using wealth to affect positive social change now coincides with unprecedented uncertainty in our global economy and new financial realities are forcing Mark Carrigan many organisations, which have traditionally been dependent on one or two principle sources of funding, to consider alternative income streams. Many organisations would like to pursue philanthropic fundraising. When first contemplating philanthropy as a potential source of funds there are five basic questions which will help to begin the process of determining if it is indeed an appropriate option for you as an organisation.

Are we committed to the process? Fundraising is rarely a quick fire solution to growing an organisation’s income. If you wish to build a sustainable fundraising programme, which provides reliable income, you need to ideally integrate it into your strategic planning and allocate the appropriate time

HEADQUARTERS 28

and resources for the level of activity you intend to undertake. To achieve worthwhile results it requires a considered long term approach and when first starting out, it is best to think of your return on investment over a three to five year period. In many cases your first donations will be more than 12 months away. In choosing whether to build internal capacity or outsource their fundraising activities many organisations believe the latter option is simply a question of selecting a reputable service provider and waiting for the cheques to come flooding in. While it is possible to out-source most of the day to day management and operational aspects of this activity, high-value fundraising is all about the development of meaningful relationships with those who can support your organisation; for best results your top leadership will need to be involved on an ongoing basis.

Do we have a plan? As for any core organisational activity, fundraising requires a plan which details your approach and sets realistic performance

targets. It needs to acknowledge your state of readiness in terms of resources, processes and know-how, as well as the availability of prospective donors who have the ability and inclination to give at the levels you require. When determining your approach, it is important to consider what type of funding mechanisms will fit with your organisation’s structure, stakeholders and objectives. To implement a sustainable operation which will suit your needs, meet donor expectation and satisfy recognised standards, it is necessary to address matters such as good governance, leadership responsibilities, relationship management and budgets.

Is our cause compelling enough to attract support? The presentation of your story to prospective donors will have considerable influence on your success in attracting support. In developing a persuasive message it is best to focus on the wider issues and the impact your work can have, rather than the problems your organisation faces and your shopping list of financial needs. Setting out your mission and vision from the donor’s per-

spective in this way proves more compelling and shows how supporting your goals will satisfy their philanthropic motives. It is advisable to first prepare a â&#x20AC;&#x2DC;case statementâ&#x20AC;&#x2122; which will serve as an internal reference point, for consistent messaging across your organisation, and as a communications tool when first engaging in the cultivation of potential prospects. In time you can produce additional materials such as brochures, flyers, online or other media, and these should be based on your case statement. That said, there is no substitute for the cultivation of personal relationships; simply mailing your story to a database of contacts, before you have mobilized the influence of your leadership, is unlikely to result in significant levels of support being achieved.

Do we have sufficient able supporters? Donors have become increasingly sophisticated in how they administer their giving and most will now evaluate projects based on impact on the cause, ability of their gift to make a meaningful difference to the organisation and the associated costs. In addition, the competition for donor attention continues to intensify, and organisations need to be prepared and professional in their approach if they are going to attract, and retain, support. An obvious requirement for any fundraising

activity is to have sufficient prospective supporters with the ability and inclination to provide you with the level of support required. What may not be so obvious is that in order to ensure the success of your fundraising and avoid falling short of your goal sufficient prospects need to be identified prior to engaging in any public fundraising. Understanding that not every prospect will become a donor and that some are capable of giving more than others is a fundamental part of your fundraising strategy. To give yourself the best chance of success and ensure the best use of your resources it is imperative to begin with those prospects who have both the highest affinity and greatest ability to give to your organisation.

How influential and willing is our leadership? Ultimately people give to people, who have genuine enthusiasm for a winning cause, and fundraising from high net worth individuals and private entities is all about developing personal relationships so that asked for support can be done in an appropriate way. As a result, high-value fundraising relies heavily upon peer networks and the willingness of influential and respected individuals to make themselves and their networks available to you. Apart from the obvious need for donors, the single most important contributing factor to

10 MILESTONES TO GAUGE YOUR FUNDRAISING READINESS 1. A clearly defined plan with realistic timelines, targets and benchmarks has been agreed 2. An appropriate infrastructure with trained staff capable of supporting fundraising relationships is in place 3. All of the necessary legal requirements and organisational policies have been addressed 4. We have a clearly defined and costed list of financial needs for the next three to five years 5. Our story is well presented and provides a compelling case for support 6. We have engaged sufficient influential leadership who understand their role and are committed 7. We know our audience base and have been cultivating relationships 8. Research and prospect identification to identify our top prospects is ongoing 9. There are a number of diverse giving opportunities for donors to engage with 10. A prospect cultivation and donor stewardship plan is in place

HEADQUARTERS 29

your success in fundraising will be the makeup of your leadership and their willingness to get involved. In the best case scenario they are engaged at the early stages of your planning and are often your first donors, leading by example. Leaders can be found beyond existing voluntary leadership but they invariably require a strong personal or emotional link with your organisation and its mission in order to become involved. When recruiting your leadership it is imperative that the responsibilities and expectations of the role you are asking them to play are explained. The idea of philanthropy has been around since Prometheus, yet with the many challenges facing our global society it is perhaps a concept that is more pertinent today than ever before. More importantly when properly harnessed it is a practice that has the potential to be transformational for any organisation. As consultants, our experiences have taught us that careful planning and preparation, together with a good understanding of the processes involved, provides an organisation seeking philanthropic support with the best chance of realising their vision and the greatest possible results. It can be a delicate process, but done properly it will enable outcomes which provide mutual benefit and create shared value for all.

UIA ı UNION OF INTERNATIONAL ASSOCIATIONS

MISSION IMPOSSIBLE Fundraising for associations

THE INTERNET AS WE KNOW IT IS NOW TWENTY YEARS OLD AFTER THE IMPLEMENTATION OF THE WORLD WIDE WEB IN 1991, AN INVENTION OF BRITISH SCIENTIST TIM BERNERS-LEE. IT HAS HERALDED HUGE ADVANCES IN THE WAY WE COMMUNICATE AND SHARE INFORMATION AND ITS CONTINUING EVOLUTION IS BOTH A THREAT AND AN OPPORTUNITY FOR ASSOCIATIONS. ASSOCIATIONS THAT EMBRACE THE CHANGE AND DIVERSIFY THEIR INCOME WILL SURVIVE TO CELEBRATE THE INTERNET’S 30TH BIRTHDAY. TEXT TOM EELES, KENES ASSOCIATIONS WORLDWIDE

CUTTING OUT THE MIDDLE MAN The biggest impact of the internet for associations is arguably the disintermediation information. Or put more simply, Tom Eeles associations, as the traditional middle man in the supply chain, are being cut out as content producers and content devourers interact directly in the web 2.0 world. A trend that will arguably continue in the web 3.0 world just beginning to dawn, where your internet experi-

HEADQUARTERS 30

ence will be ever more personalised. The internet is one of many catalytic factors that have led to increasing threats to the traditional major income sources for associations; member dues and meetings. Increasingly members can get information direct and don’t need the association as an intermediary. Exhibitors can build rich online product experiences, interactive communities with end users that offer budget decision makers a real alternative to attending your meeting. The need for associations to diversify their income streams has never been greater and more and more associations are calling

for increased fundraising, often leaving busy association executives and volunteers wondering where to start....but fundraising needn’t be a mission impossible. The term ‘fundraising’ is misleading in many ways. Fundraisers are actually nothing of the sort; they don’t earn money and give it away. They are actually conduits, facilitators or middle men, sitting between those who need the money (association members and their beneficiaries) and those who have money to invest (donors, sponsors and partners - the people who raise the funds). The first place to start in fundraising is to see your role as a facilitator, bringing

together the right people to make good things happen.

PAINTING YOUR FRONT DOOR Have you ever played the board game Monopoly? A little tip, the oranges will give you the best return on investment for your real estate. What’s the reference to fundraising? Well in Monopoly the dice decide what real estate you can buy, but on the internet your website is your real estate and you can determine how much return on investment it can generate. Now that spring has sprung, there is no better time for a spring clean of the front door to your association, your website. It might seem like a funny place to start and you might be screaming ‘show me the money’ but your website is just like the front door to your house. If you are selling your house you would always tidy up your front garden and paint the front door, estate agents call it kerb appeal.

demonstrate impact. You have to work out what the end impact is for the man on the street. Your members do amazing things, you just need to find out what they are and shout about it. If there have been years of different editors adding information, but no-one removing it, check to see if your mission and passion come across clearly. If in doubt ask a child to look at your website and tell you what the organisation does. At the highest

YOUR WEBSITE’S CHECKLIST + Get a child’s feedback on your website - do they know the answers to why, what and who? + Treat it like holiday packing - half of the content is probably old, outdated and unnecessary, put your holiday clothes on the bed and get rid of half of your outdated content + Demonstrate your impact with member stories, quotes and photos

This two part fundraising series will urge you to spring clean your website, help you build a case for support and finally go after the money. Fundraising is like an iceberg and 90% of the hard work goes unseen. Roll up your sleeves!

ACTIVE, FOCUSED AND EFFECTIVE A potential donor will check out your website as a reference point. They are looking to see if your association is active, focused and effective. So look at your website with fresh eyes, make sure there is fresh content, news items, demonstrations of the impact you have. Use images, quotes and case studies. If you don’t have any material ask board members why they love their profession and what the association means to them. Ask members what the most satisfying accomplishment in their jobs has been. Get photos! Often for professional associations it is not the fact that you’ve distributed a newsletter, organised a meeting or established some guidelines that will enable you to

level page on your website it should be really clear that you are there to make a difference.

SOCIAL MEDIA: THE NEXT BIG THING? Maybe. But really social media is just another way of telling your story and your first task is to dust off your website. There is a lot of chatter about social media revolutionising fundraising and it has a great impact in the best case studies. But as your website is likely to be overly focused on communication to one group of people members and meeting attendees, the first task is to make it communicate to different audiences. At this stage you don’t need to complicate things by trying to run Twitter and Face-

book pages too. It is better to do one thing really well than lots of things badly. Just as prospective donors will check out your website, they will also check out your presence on LinkedIn, Facebook and Twitter. If you have dormant accounts with sparse activity that’s worse than no account at all.

www.uia.org

This article has been contributed on behalf of the Union of International Associations (UIA) by Tom Eeles. Tom works as a Fundraising Consultant with the medical association clients of Kenes Associations Worldwide having previously raised funds for UK medical and health charities. The next article in this series will build on this work to make a compelling case for support that you’ll be able to use in an elevator pitch, corporate proposal or appeal to a major donor.

HEADQUARTERS 31

HQ > RESEARCH

SPONSORSHIP: A CASE STUDY WHETHER IT IS TO BUILD BRAND AWARENESS, FACE TO FACE INTERACTIONS OR TO POSITION A PRODUCT SPONSORSHIP IS ESTIMATED TO ACCOUNT FOR 22% OF MARKETING BUDGETS AND IS CONSIDERED EQUALLY IMPORTANT TO TVC AND DIGITAL MARKETING.

Sponsorhip is an opportunity to attract financial investment; it offers insight into products and services, enhances an association brand by linking with other strong brands. It can reduce costs by obtaining ‘in kind’ or contra services.

HOW DO YOU MAXIMISE SPONSORSHIP REVENUE?

Think commercially Sponsorship is a financial or in-kind investment which provides a commercial return for the sponsor. Always think of sponsorship in marketing terms rather than a philanthropic donation. Just like advertising or other marketing or promotional opportunities it must deliver an acceptable return on investment to a company. Companies purchase benefits not what the event needs. Companies don’t want to align with the association they want to align to reach their target audience/customers. Sponsorship is NOT about who has the most money or who sponsors the most or who ‘should’ sponsor an event. It’s a commercial decision based primarily on ‘best fit’- target markets and objectives.

Who to target? Know your audience and how to target them. What is the Event Profile? What is your brand? Who will attend, what are their demographics and psychographics, is it a narrow or a broad audience?

HEADQUARTERS 32

Develop a wish list. Brainstorm companies interested in your attendees and use your networks. Target list. Be aware of any industry specific requirements, what are the red herrings, go for quality not quantity. Target Audience Profile. Research the major companies marketing and sales objectives. What does your sponsor do/sell? What are their products and their target markets? What is their future marketing strategy? Do they tend to spend big on particular opportunities? Are they planning to release new products? Do they tend to book early or late? Are they decisive or do they procrastinate? Is exhibition location crucial to securing a high investment? Is the size of their logo or location compared to their competitors important to them? Who are their competitors?

Develop a compelling offer - be the best event Understanding the marketing objectives allows you to create the most compelling product offerings.

Product. Think BIG, give the sponsor what they want, demonstrate Cost vs Value and provide the program outline. Price. Make sure it is value-based, benchmark it and don’t discount - reduce the entitlements instead. Pitch. Well written targeted proposals hit the mark. Appeal. It must be commercially appealing, meet their marketing and sales objectives and the program must be relevant.

Relationships really do matter Your sponsors are your partners, stakeholders who want the event to succeed (not shareholders). Keep open communication, not just onsite, listen to feedback.

Always deliver what you promise Create systematic delivery mechanisms to deliver entitlements or rights pre, during and post event. Outstanding resources who are well trained - innovative and opportunity driven service sponsors and exhibitors to gain maximum ROI and leverage

spend. Operate by a code of ethics that demonstrates professionalism and leadership in the industry and promotes transparency and collaboration.

Keep it fresh Seek new companies, create new sponsorship programs - go beyond gold, silver, bronze and introduce new interactive products - internet café, massages, fitness areas, lounge style seating, Nintendo Wii lounge, library for publishers, blow wave bar prior to the gala dinner, exhibition theatre with live demonstrations, short movies, magazine sections, art gallery.

CASE STUDY The following is a recent example of a successful outcome. The PCO Sponsorship and Exhibitions team worked closely with the International Federation of Surveyors (FIG) and Surveying and Spatial Science Institute (SSSI), the Steering Committee (SC) and the Operational Management Committee (OMC) to achieve: + 43% over the original sponsorship target + the largest ever exhibition in FIG history This fantastic result was realised through: + Working in collaboration with the Organising Committee to achieve a shared vision and goal + The production of a creative and relevant Sponsorship Sales Prospectus tailored specifically for FIG 2010 + A personalised approach where top level packages were customised to meet the sponsor’s needs. The PCO then presented a case to each corporate sponsor detailing why they should contribute funding over and above their annual contribution to FIG and what benefits they would receive. Background The International Federation of Surveyors (FIG) is an international, non-government organisation whose purpose is to support international collaboration for the progress of surveying in all fields and applications. It is a federation of the national member

associations and covers the whole range of professional fields within the global surveying community. The commissions prepare and conduct the programme for FIG’s international congresses, held every four years, and annual working weeks, held in the intervening years. The preceding FIG International Congress was held in Munich, Germany, in 2006 which gathered 1,300 delegates from about 100 countries. The Challenge: Unfamiliar Exhibition + GFC = Worrying times! With the the financial crisis playing on the minds of the Steering Committee (SC), the Operational Management Committee (OMC) and the PCO, there was concern as to the unknown effect it would have on delegate numbers, exhibition and sponsorship. What could they do to ensure a sound return on investment was achieved for the stakeholders? In 2006, the FIG Congress had been integrated within the large scale INTERGEO Trade Fair, which attracts over 17,500 participants. The dilution of statistics for the exhibition component of the FIG Congress meant that the PCO and the OMC had no measure about which companies would be likely to purchase exhibition space at FIG 2010. From the Munich Congress in 2006, the only data found was that 12 booths in the INTERGEO Trade Fair had been focused on the FIG Congress, and that all 12 were complimentary! How could the PCO ensure that the correct amount of space was secured for FIG 2010, and that the sponsorship and exhibition budget be soundly forecasted? Solution: partnerships, innovation, and unique selling points The SC, OMC and PCO collaborated on an extensive sponsorship and exhibition plan, with the SC and OMC maximising their networks and keeping sales staff updated on new industry offerings. The SC and OMC’s contribution complemented the detailed industry research conducted by the PCO, and this effective partnership ensured all markets were reached with a relevant message.

To ensure the sponsorship and exhibition marketing plan was effective, the PCO focused on two vital factors to ensure success in the face of the GFC: innovation and a unique selling point. A concept was developed, exclusive to FIG 2010, called the Spatial Innovation Down Under Pavilion. This concept provided a unique product offering for Australian and New Zealand spatial organisations to be in close proximity, making the pavilion a destination in itself within the exhibition hall. Stands in the Pavilion were priced at a premium and Pavilion exhibitors benefitted from an exclusive networking lounge area and a well-defined space in the hall.

Sponsorship is not about who has the most money or who sponsors the most or who ‘should’ sponsor an event. It’s a commercial decision based primarily on ‘best fit’ The unique selling point of the Congress was its record-breaking technical program featuring over 700 speakers. The PCO ensured this was creatively highlighted in marketing activities to emphasise the benefit of exhibiting at the Congress, matching the delegate and speaker profile with the desired outcomes of the exhibitors. The result was an increase of 14% from original expectation, with 91 booths sold, a sheer success.

This article was provided by the International Association of Professional Congress Organisers. IAPCO represents today more than 100 professional organisers, meeting planners and managers of international and national congresses, conventions and special events from 37 countries. IAPCO members organise in excess of 5,600 meetings annually, totaling some 2.11 million delegates and representing an economic impact in the region of 3.43 billion euros. info@iapco. org / www.iapco.org

HEADQUARTERS 33

*2 3/$&(6

EXPAND YOUR VIEW. ENGAGE YOUR MIND. In a World-Class Convention Destination.

Brisbane – Australia’s new world city. Vibrant. Engaging. Warm and welcoming. It’s where you’ll find ground-breaking researchers. It’s where you’ll find innovative thought-leaders. And it’s where you’ll find the Brisbane Convention & Exhibition Centre – recognised as one of the best international convention venues and expanding to bring you even greater scope for boutique events and mid sized conferences. Brisbane – the destination for people who want to go places.

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HQ > BRISBANE

Brisbane River and Story Bridge

BRISBANE Australia’s new world city THE DEMOGRAPHIC AND CULTURAL SHIFTS SHOW THAT BRISBANE HAS BLOSSOMED IN THE EARLY DECADES OF THE 21ST CENTURY. WHEN I VISITED BRISBANE AFTER THE FLOOD THIS YEAR, I DISCOVERED A VIBRANT, FRIENDLY AND LIVELY DESTINATION WHERE BUSINESS AND CULTURE ARE BOOMING. REPORT CÉCILE CAIATI-KOCH

After visiting the AIME fair last February, I decided to visit Brisbane in order to see in what way the flood had affected the city and its region. Annabel Sullivan, Director of Brisbane Marketing’s Convention Bureau, says: ‘We had to turn this flood into an opportunity now that the whole world knows where Brisbane is. The community spirit, the display of hard work, the sense of collaboration and belonging: these features epitomize Brisbane people and will always be present.’

‘MOST PROBABLY THE SMARTEST STATE IN AUSTRALIA’ Let me give you some important key figures about Brisbane as a congress destination. Because not only has it a very busy international airport with flights to the rest of the world, Brisbane is also known for its diverse and innovative economy. Internationally renowned fields are: + Clean technology and renewable energy as the most biologically diverse capital in

Australia and home to the country’s first ecosciences precinct, Brisbane is a green city with a commitment to sustainability. + Mining and Energy - Brisbane is an international centre of excellence for mining techology and services. In 2012 the 34th International Geological Congress will take place in Brisbane. + Digitial and Creative Industries: The fast growing population with fresh creative talent and a high quality environment helped the development of creative industries.

SMART AND BOUTIQUE BCEC To get in line with Queensland’s areas of excellence, BCEC developed the ‘Convention Advocates Partnership’, enabling them to win bids for conferences. Key persons within Brisbane’s academic world help the BCEC through the sharing of networks, convincing their peers to choose Brisbane for their next congress. With a strong academic background, Alison Gardiner leads the International Convention Sales Team. In the second half of 2011, the new expansion, Brisbane Convention & Exhibition Centre on Grey Street, will open, with five levels of boutique events spaces. It has been specifically designed for smaller and medium sized meetings up to 600 delegates, with two dedicated tiered plenary auditoria and several unique function areas. All in all, Brisbane Convention & Exhibition Centre will accommodate from 200 to 8,000 people with 3 auditoria in total.

BCEC on Grey Street

DESTINATION BRISBANE To me, Brisbane looked like the perfect combination of European and American features: the streets and buildings have an American look, whereas the people are definitely European, and of all kind of origins. Although it has more than two million inhabitants, it still gives you the feeling of being some kind of ‘international village’ where delegates can own the city thanks to its compact and easyto-get-around size. The business area has the Manhattan look with its huge skyscrapers and wonderful river-dining area, whereas the South Bank precinct is like a hub to Brisbane’s congress district and thriving arts and cultural activities. My personal favorite? Definitely the famous Gallery of Modern Art, which can also be used for special events. In terms of accommodation, Brisbane has 50 inner city hotels and 2 hotels adjacent to the BCEC with 14,000 rooms in total.

CONTACT Brisbane Marketing Annabel Sullivan, Director, Convention Bureau T. +61 7 3006 6213 asullivan@brisbanemarketing.com.au www.brisbanemarketing.com.au Brisbane Convention & Exhibition Centre (BCEC) Alison Gardiner, Manager International Convention Bidding T. + 61 7 3308 30 34 alisong@bcec.com.au www.bcec.com.au

HEADQUARTERS 35

The 1st Education and Inspiration Meeting & Event Planners Forum

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HQ > LAUSANNE

Switzerland Convention & Incentive Bureau presents

SEDUCED BY LAUSANNE, THE OLYMPIC CAPITAL WITH ITS CENTRE OF EXCELLENCE FOR

OGY, ITS PRESTIGIOUS UNIVERSITIES AND THE 30 SPORTING FEDERATIONS THAT MAKE IT THE OLYMPIC CAPITAL, LAUSANNE OFFERS IMPRESSIVE ECONOMIC DYNAMISM COMPLEMENTED BY A RICH PROGRAMME

MEDICAL RESEARCH AND NEW TECHNOL-

OF INTERNATIONAL EVENTS. Boasting an enchanting natural setting between lake and mountains, the eco-friendly city is an ideal starting-point for numerous excursions. The relaxed pace of life in Lausanne is evident wherever you turn: along the banks of Lake Geneva, at the foot of the cathedral in the old town, and also in the trendy Flon district. Its many different assets are just some of the reasons why it attracts numerous conventions throughout the year, such as the IFSO-EC organised by Professor Michel Suter* in April 2010, at Beaulieu Convention Centre.

HQ: Could you tell us about the IFSO-EC convention you organised in Lausanne in 2010? Michel Suter: This convention, which brings together specialists in obesity surgery, has been meeting every two years since 2004. It represents the European branch of the IFSO - the International Federation for the Surgery of Obesity and metabolic disorders. It was held at the Beaulieu Convention Centre.

HQ: What local assistance did you seek, and how effective was it? Michel Suter: The most attractive package in terms of service and budget came from Lausanne Tourisme. Besides the traditional welcome and logistical services, Lausanne Tourisme handled the registration process and reserved the hotel rooms. I would not hesitate to use Lausanne Tourisme when organising another convention, or to recommend it to colleagues.

HQ: What were the highlights of your convention? Michel Suter: Thanks to the responsiveness of Lausanne Tourisme and Beaulieu, we were able to set up some videoconferences with speakers who were stuck in their own countries, especially the USA, following the closure of several airports due to the volcanic eruption in Iceland.

HQ: Was sustainable development on your mind when organising the convention? Michel Suter: I admit that it wasn’t central, but I do consider it. I encouraged the delegates to use public transport - which was free with the Lausanne Transport Card especially as the convention centre is in the heart of the city. As an Energy City, Lausanne offers many different ways of promoting and participating in sustainable development.

* Prof. Suter specialises in visceral surgery at the Centre Hospitalier et Universitaire Vaudois and is senior surgeon at Chablais hospital. His interview was conducted by Philipp Steiner and Aurélie Moeri.

CONTACT

+ for Lausanne Philipp Steiner Congress & Event Manager T. +41 21 613 73 67 steiner@lausanne-tourisme.ch or visit www.lausanne.biz

+ for Switzerland Myriam Winnepenninckx Switzerland Convention & Incentive Bureau T. + 32 (0)2 345 83 57 myriam.winnepenninckx@switerland.com www.myswitzerland.com/meetings

HEADQUARTERS 37

Co IM at me EX St an 20 an d 11 d vis E1 it 30 us

2 min. from CICG

The International Conference Centre Geneva A flexible and modular infrastructure to guarantee the success of your events 1 plenary conference room for 2’200 participants 22 rooms for 12 to 2’200 participants 4'000 sqm of polyvalent space

17 rue de Varembé CP 13 CH 1211 Genève 20 tél. +41 (0)22 791 91 11 fax +41(0)22 791 90 64 www.cicg.ch info@cicg.ch Owned by Building Foundation for International Organizations Member of

HQ > G E N E VA

CASE STUDY

THE EAHAD CONGRESS IN GENEVA

Everybody knows the trumps of Geneva: Geneva is close to most European countries, has an international airport, is the home of a raft of global institutions such as the Red Cross and the World Health Organization. It is also a centre for art and culture. In February, Switzerland is also very well known for its wintersports facilities. Known resorts such as Gstaad, Zermatt and Verbier are only a couple of hours away, etc. All this made it the perfect place to hold our congress. Let me also mention the beautiful Starling Geneva Hotel & Conference Center: it’s very convenient since it’s situated next to the airport and the train station and is 10 minutes from the city centre by public transport. This made it very easy for everybody to get by and around.

AT HEADQUARTERS MAGAZINE, WE’RE OBVIOUSLY COMPILING A SMALL BOOK OF SUCCESSFUL EVENTS THAT WERE ORGANIZED IN GENEVA. BELOW IS INDEED ANOTHER EXAMPLE OF AN ASSOCIATION CONGRESS WHICH WAS TAKEN CARE OF FLAWLESSLY. PHILIPPE DE MOERLOOSE, PRESIDENT OF THE ORGANIZING COMMITTEE OF THE EUROPEAN ASSOCIATION FOR HAEMOPHILIA AND ALLIED DISORDERS, TELLS US ALL ABOUT IT.

HQ: Could you briefly present EAHAD and its Congress? Philippe de Moerloose: The European Association for Haemophilia and Allied Disorders (EAHAD) is a multi-disciplinary association of healthcare professionals who provide care for individuals with haemophilia and other bleeding disorders. Our purpose is to promote clinical care, education and research for this group of patients across the continent. The EAHAD organizes a yearly congress throughout Europe, and after Amsterdam in 2008, Munich in 2009 and Edinburgh in 2010, the 4th Annual Congress was held in Geneva Switzerland, from 2-4 February 2011, under the presidency of Pier M. Mannucci. The Congress was a big success and 650 people attended it, which is more than at the past congresses.

HQ: Why did you choose Geneva for your event? Philippe de Moerloose: The EAHAD organization choose Geneva because executive com-

mittee members knew that we have the experience to organize important events in the field of thrombosis and haemostasis. Indeed already with MCI, the PCO that helps us organize our event, we organized the Congress

HQ: What are Geneva’s main assets as a congress destination? Philippe de Moerloose: Its central location within Europe is paramount. It’s easily accessible by plane, train and car, and, once you’re there, public transportation is free. It’s an international city with a small size, and 80% of the hotels are centrally located. Thanks to headquarters of renowned organizations, Geneva also gives professional options for all kinds of conferences.

HQ: How was Geneva Convention Bureau helpful?

Geneva is easily accessible by plane, train and car, and, once you’re there, public transportation is free. It’s an international city with a small size, and 80% of the hotels are centrally located

of the International Society of Thrombosis and Haemostasis in 2007, attended by more than 8,000 participants.

Philippe de Moerloose: Geneva Convention Bureau is a wonderful one-stop shop where all the answers we had could be answered in a timely manner. On another hand, MCI Geneva was also a great help and partook in the success of our congress.

CONTACT Aline Christen, Project Coordinator, Association Meetings Geneva Tourism & Conventions T. +41 22 909 70 64 christen@geneva-tourism.ch www.genevaconventionbureau.ch

HEADQUARTERS 39

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> SWITZERLAND

Zürich

SWISS CONVENTION CENTRES Your golden quality partners

SWISS CONVENTION CENTRES IS THE ASSOCIATION OF THE NINE LARGEST AND MOST IMPORTANT CONGRESS CENTRES IN SWITZERLAND - THEY’RE ALL READY TO HELP YOU MAKE YOUR EVENT MEMORABLE, SHOULD YOU WISH TO ORGANIZE IT IN ANY OF THE 9 DESTINATIONS!

The members of Swiss Convention Centres - Beaulieu Convention & Exhibition Centre Lausanne, Congress Centre Kursaal Interlaken, Centre International de Conférences Genève, Congress Center Basel, Davos Congress, KKL Luzern, Kongresshaus Zürich, Montreux Music & Convention Centre and Palazzo dei Congressi Lugano - are all characterized by their great experience, their solid expertise, and their professionalism.

Design Congress 2011

Located at the heart of Europe, Switzerland is quick and easy to reach from all parts of the continent. At home, it boasts an unrivalled network of public and private transport; and it has a well-earned reputation for safety and security. In other words, it’s Meeting Land par excellence. While each of the nine congress centres places great emphasis on individuality and flexibility, they are all committed to quality and share a typical ‘Swissness’ - for example, in their use of the latest conference technology. The issue of sustainability is an important one in Switzerland, and all of the centres take their environmental responsibilities seriously. Switzerland is not, however, expensive: the centres all demonstrate this with their outstanding value for money. The choice is wide, with nine attractive, very different, and richly contrasting destinations - a reflection of the tremendous cultural and

KKL Luzern

NINE REASONS WHY YOU SHOULD HOLD YOUR CONFERENCE IN SWITZERLAND 1. 2. 3. 4. 5. 6. 7. 8. 9.

High quality (‘Swissness’) Central location within Europe Safety Great experience and solid expertise Individuality and versatility of the centres Good value for money Cultural variety Attractive and richly varied destinations Corporate Social Responsibility is high ranked

scenic variety that multilingual Switzerland has to offer. The country’s leisure facilities are also superb. From nights at the opera and museum visits to outdoor sports practiced in spectacular natural settings, the opportunities are endless - so that every conference visit to Switzerland is a memorable one, and not just for the conference itself.

MORE INFORMATION www.swissconventioncentres.com

HEADQUARTERS 41

7thâ&#x20AC;&#x201C;11th July 2011 A warm welcome to Meeting Place Berlin!

Berlin â&#x20AC;&#x201C; the place to be for conventions. www.meeting-place-berlin.de

HQ > BERLIN

RENDEZ-VOUS WITH A GLOBAL METROPOLIS

Meeting Place Berlin - 7-11 July 2011

TION DESTINATION WITH COUNTLESS OPPORTUNITIES - THAT’S THE RECIPE FOR SUCCESS OF MEETING PLACE BERLIN. FROM 7 TO 11 JULY 2011 THE HIGHLY DIVERSE DESTINATION BERLIN WILL ONCE AGAIN DELIGHT DECISION-MAKERS FROM THE MEETINGS INDUSTRY. THE INTERNATIONAL WORKSHOP IS ALREADY BEING STAGED FOR THE SIXTH TIME BY THE BERLIN CONVENTION OFFICE OF VISITBERLIN. THE EVENT IS UNDER THE PATRONAGE OF BERLIN’S GOVERNING MAYOR, KLAUS WOWEREIT.

It’s a rendez-vous not to be missed for planners looking for unusual venues, historical buildings or narrow links with their industry. Meeting Place Berlin has been designed to show you the extraordinary variety of the German capital as a congress destination, allowing you to experience at first hand what makes this metropolis so attractive to millions of visitors each year. The multi-day workshop is held in cooperation with visitBerlin Partnerhotels e.V. and Berlin Preferred Agencies and has made a name for itself as a platform for decision-makers in the field of meetings and conventions of any kind. In order to present Germany’s leading convention metropolis in a personal and individual fashion, participants will first have

an opportunity to chat to local providers on the Meet Professionals Day. Representatives of Berlin hotels, convention centres and unusual locations will be on hand to promote their special offerings. Then there is the aptly named Meet Berlin Day, devoted to the city on the river Spree. This is indeed an impressive tour enabling all participants to experience first-hand the many different sides to the German capital. The focus here is on art, culture and Berlin’s alternative scene. But the highlight of Meeting Place Berlin 2011 will definitely be the concert at the Classic Open Air Festival on Gendarmenmarkt.

50 LOCAL PROVIDERS, AROUND 150 BUYERS FROM ACROSS THE GLOBE AND A CONVEN-

Berlin has been extended to include Berlin Active, a theme evening, for the first time. The participants will have an exclusive opportunity to visit the capital’s future main airport Berlin-Brandenburg shortly before it opens its doors to the public at large. Other features of Meeting Place Berlin include Meet Around which encompasses, alongside presentations, site inspections of venues in the German capital. Any participants interested in finding out more, can do this at the ensuing Meet Facility event. Interested in participating? Go to www.meeting-place-berlin.com, as conditions of participation apply.

MORE INFO Berlin Tourismus & Kongress GmbH +49 30 263 91 83 convention@visitBerlin.de www.convention.visitBerlin.de

This year, the offering of Meeting Place

HEADQUARTERS 43

Open for Great Meetings

Feel free to bring your next meeting to Copenhagen - the Capital of Sustainable Meetings and the greenest major city in Europe. Copenhagen is a vibrant metropolis with a unique art & design scene, plenty of cultural attractions and many Michelin-starred restaurants. Denmark is easy to reach from anywhere in the world, offers high value for money and has excellent hotels and ultra-modern meeting facilities. Copenhagen and Denmark is open for great meetings.

Open for Great Meetings

For Copenhagen enquiries: +45 3325 7400 kongres@woco.dk meetincopenhagen.com For the rest of Denmark: +45 3288 9937 conferencesales@visitdenmark.com visitdenmark.com

HQ > DENMARK

Sculpture at Dronning Louises Bro

MOVING MINDS IN DENMARK RESEARCH HAS SHOWN AGAIN AND AGAIN THAT ONE ACHIEVES BETTER RESULTS IF THE DELEGATES GET INVOLVED, RATHER THAN JUST PRESENTED TO LONG LECTURES. SO THAT IS WHAT THEY PREACH AND PRACTICE IN DENMARK! AND FEEDBACK RECEIVED FROM CLIENTS WHO DARED TO ADAPT THIS TACTIC AT BUSINESS EVENTS STAGED IN DENMARK ONLY AFFIRMED THE ABOVE TOO…

THE MEANING OF MOVING MINDS… Conferences and large meetings are often successions of endless power-point presentations, interspersed with ten-minute Q&A’s, breaks, lunches and dinners. This format renders delegates very passive; several hours of sitting quietly in rows of seats is simply too boring, which is why people often seep out of auditoriums by mid-afternoon... The Danes declared ‘War against boring meetings!’ a few years ago, and it is not just ‘hot air’. The Danish approach to active involvement at meetings starts from the fact that cognitive psychology and learning research have long established that for human beings to get anything out of lectures, they need opportunities to digest it, talk it over, relate it to their own experiences and apply it in their minds to their own (future) activities. Therefore, the Danes created a whole new concept facing up to such challenges. They

call it Meetovation. One of Meetovation’s five key elements just so happens to focus on ‘involvement of delegates’ and tackles head on the troubles of one-way communication at business events of any size.

PARTICIPANT INVOLVEMENT ON A LARGE SCALE It is a common misconception that participant involvement techniques can only be used at small meetings. Ib Ravn, former Consortium Director of Learning Lab Denmark and currently Associate Professor

Ib Ravn

at the Danish School of Education, Aarhus University, explains what can easily be done at congresses to get the delegates involved and inspired. He says: ‘For participants to become involved more actively during conferences, first of all planners must cut down on the number and length of presentations. Two or three twentyminute presentations in the morning and one or two in the afternoon is plenty for people to take in. The rest of the time should be wisely spent on digesting the important input and messages and on meeting the other interesting delegates, who, in fact, may have as much to contribute to the individual delegates’ professional development and the overall meeting outcome as the speakers themselves!’ There are many ways of changing the traditional one-way communication lectures at large business events. A vast number of Danish conference and meetings venues today

HEADQUARTERS 45

> DENMARK

ALGO 2009 AT THE IT UNIVERSITY OF COPENHAGEN When the IT University of Copenhagen held ALGO 2009, an international conference with over 100 delegates, the focus was on raising awareness that algorithms not only compute things faster but also compute them by using less power. The organising committee decided that, in parallel with the scientific program, they should create a ‘green’ event as well as get the delegates actively involved in the conference! On the spot in Copenhagen, in addition to being served organic food and drinking water from the tap, using public transport, staying green, and using airlines’ carbon-off-setting footprints, the conference delegates were invited to a reception at the Copenhagen City Hall. Getting there was by using Copenhageners’ favourite mode of transport: bicycles, for the fun and the evident participation involvement of it too! Hence, all the delegates headed off on bicycles - joined by none less than the Danish Minister of Science, Technology and Innovation - with full excitement. Subsequent to the conference, the organising committee received extremely positive feedback from all participating delegates. They genuinely had a good time in Copenhagen, and highlighted the bicycle trip, as a surprisingly fun and unforgettable experience of the event. Information Nhi Quyen Le, Academic Officer Research Administration, IT University of Copenhagen, nqle@itu.dk, www.itu.dk

ALGO 2009

HEADQUARTERS 46

happily offer professional advice on how to incorporate ‘involvement of delegates’ into major international business events, including a number of venues as for example; The Royal Theatre, The Danish Design Center, Scandic Hotels, Radisson Blu Hotels and Comwell Hotels. These, and other professionals within the Danish meetings industry, have with enthusiasm embraced the Danish Meetovation concept including taking part in the meetovator training program.

activity on the open floor. The moderator says: ‘Everyone please, get up and introduce yourselves to someone you don’t know. Talk about how today’s topic is relevant to what you do in your everyday life, or how you would like to change (if ever so slightly) what you do in the light of the information you received here’. The moderator will ring a bell after ten minutes and twenty minutes respectively, indicating it’s time to find a new partner.

Read more about Meetovation at: www.meetovation.com and www.visitdenmark.com/meetings

Later, instead of having a panel with five eager experts who will volunteer too-long answers to every question from the floor, ask delegates to spend five minutes writing down their most important thoughts; five minutes of complete silence in the big hall. Then everyone finds a stranger and shares their thoughts with them. Next, the pairs team up in groups of four, and everyone shares just one important point from their list.

HOW TO INVOLVE AND INSPIRE DELEGATES, BY IB RAVN After a presentation, the moderator asks the delegates to turn to someone in the seat behind them or in front of them and spend 5-10 minutes talking about what they found interesting in the presentation. Subsequently, the moderator asks a few people to say out loud what inspired them in the presentation. This approach is very useful for knowledge sharing. After two presentations, the moderator asks the delegates to get up and identify two persons they don’t already know, and share view points with them for 5-10 minutes. A few minutes standing up before lunch prevents burn-out. After lunch, when ANOTHER lecture will put people to sleep, try a mingling-type

While everyone is standing up, the moderator interrupts: ‘Please move to the reception area, where there are high cocktail tables with healthy smoothies or snacks on each. Find a table with three strangers and evaluate today’s conference.’ This way the delegates are strongly encouraged to do some networking while being given the opportunity to talk about what mostly mattered to them at the conference. In short, this sort of involvement creates happy delegates who will look forward to next year’s event!

To find out more about Meetovation and the Danish way of participation involvement, sign up for Wonderful Copenhagen CVB and VisitDenmark’s experiential MIND event in Copenhagen on 16-17th June 2011. Go to: www.visitdenmark.com/mind

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