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Edition May 2013

European Biomass Industry Association A profile

Cape Town www.headquartersmagazine.com Meeting Media Company Meetings Industry Publishers HQ is published 5 times a year: March, May, June, September, November

How to juggle with sustainability?

Case study The International Rooftop Landscaping Association in Hangzhou

> Malaysia Contents

Colophon

Think and Act

HQ or Headquarters is a niche publication for European and international associations headquartered in Brussels and all major European cities dealing with the organisation of worldwide congresses. Published 5 times a year. Circulation: 5,000 copies. Subscriptions 65€ (all incl.) in Belgium, 75€ (all incl.) in the EU, 95€ (all incl.) in the rest of the world. One subscription entails 5 editions of Headquarters a year, including HQ Meeting Trends Special. To subscribe: www.headquartersmagazine.com Editor in Chief Marcel A.M. Vissers T. +32 (0)3 226 88 81 marcel@headquartersmagazine.com Managing Director Cécile Caiati-Koch T. +32 (0)2 761 70 52 cecile@headquartersmagazine.com Account Manager – International Sales Kelvin Lu T. +32 (0)2 761 70 59 kelvin@headquartersmagazine.com Managing Editor Rémi Dévé T. +32 (0)2 761 70 58 remi@headquartersmagazine.com Contributor Rose Kelleher Design & Print Press Point Poelstraat 167 - 9820 Merelbeke T. +32 (0)9 362 52 50 - www.presspoint.be Supported by ESAE, the European Society of Association Executives, and UIA, the Union of International Associations Address 59 rue René Declercq 1150 Brussels (Belgium) T. +32 (0)2 761 70 50 F. +32 (0)2 761 70 51 www.headquartersmagazine.com press@headquartersmagazine.com

Marcel A.M. VISSERS Editor in Chief

This edition of Headquarters deals with a subject that unfortunately no longer excites the majority of people: Sustainability. Indeed, not many congress delegates are looking forward to another sermon about ‘how to treat the earth, people, work and relations’. However, because it has led to new ways of thinking, sustainability must be dealt with.

We all know that our sector has two groups of service providers who pay considerable attention to this concept. They are the hotels and congress centres. I can understand why. Nobody wants to be left out of the list of companies who make claims regarding their sense of responsibility. Of course, this has a lot to do with the psychological condition of people who want to be seen as doing the right thing. We do it because everyone else is doing it. And it’s also good marketing. This brings us to the discrepancy between thinking and acting. Nobody knows whether what we say is actually being done. Or, does awareness imply acting? Is knowing a virtue? Marketing professionals contemplate about these offshoots of psychology because they have to convince people to buy things... responsibly. The meetings industry cannot hide from this phenomenon. However, I agree that the emphasis is too much on thinking and not enough on acting, or actually doing something about it ourselves. Or acting together with others. Why do Asians believe that printing on paper from responsible sources is not so important? Simply because it’s more expensive. Why do the Gulf states tolerate that immigrants often work in inhuman conditions? It’s because social responsibility is not an issue in that part of the world. There are many more examples like these. So having spoken about others, it’s time to ask myself the same question. Maybe I’ll decide to have less advertising in each issue of Headquarters. But this would have a financial impact. Maybe we should all start to practice how we can act sustainably and make this subject much more interesting. In the meetings industry, we need more examples of ‘acting’. If this is the road we take, then sustainability will once again be a hot topic at congresses and trade fairs. » More stories on www.headquartersmagazine.com

Contents GENERAL News 5 Qatar Airways 8 Association Portrait 11 IMEX 46

Cécile Caiati-Koch

Rémi Dévé

Kelvin Lu

ESAE & IUA Associations and sustainability

DESTINATIONS Ghent, Belgium Berlin, Germany Riga, Latvia

24 26 28

Hangzhou, China Shanghai, China Montreux, Switzerland Serbia Thailand World Forum, The Hague Brisbane, Australia

30 32 35 37 40 42 44

DESTINATION SUPPLEMENTS France Malaysia Macao

> News

Spanish conference centres generated over €1,300 million in 2012

CNCC Executive Created Beijing Ambassador

The Spanish Association of Conference Centres (APCE) published a report based on statistics released by its members for the events held in 2012 showing that Spanish venues held a total of 405 congresses during the year in which 574,813 delegates took part. They also held 252 conventions which were attended by 287,578 participants and 1,132 conferences with a total of 391,272 visitors. The direct and indirect economic impact generated from these activities is estimated at €1,300 million. One of the report’s first conclusions was an increase in the number of delegates per meeting in 2012. This was especially significant in congress activity and was mainly due to the efforts of some member centres in promoting international events. www.palacios-congresos-es.com

Managed by the Beijing Convention & Visitors Bureau, the ‘Beijing Congress Ambassador Program’ is designed to brief Beijing based academic and professional executives on the key points about the city so they are able to promote China’s capital as an ideal location for international meetings. The CNCC was honored for their work done in the international association arena, a ‘first’ for any professional venue in China, and on being created as a Congress Ambassador CNCC’s International Senior Director, Jenny Salsbury said ‘I am deeply honored to be made an Ambassador of this incredible city, Beijing. With many opportunities to offer those wishing to forge relationships with their counterpart organizations it’s a great time to bring meetings to China’. www.cnccchina.com

Jenny Salsbury

Hofburg Vienna in full swing Whether it’s long-term bookings or short notice enquiries, demand for conference slots at the HOFBURG Vienna is extremely strong. Recent additions to the booking ledger include five new conferences for this year and a further two large-scale conferences for 2014.

The HOFBURG Vienna recently secured bookings from a pair of green and sustainability conferences. On 16 May the ERDgespräche meetings will play out at the Hofburg, using live streaming technology to facilitate networking and information exchange and raising awareness of environmental issues. Just a few weeks later, from 28-30 May, there will be the UNIDO Vienna Energy Forum hosted by the United Nations Industrial Development. The association portfolio also welcomed a pair of new additions: the European Association for Endoscopic Surgery (EAES) Congress from 19-22 June 2013, with around 2,000 doctors, and the European Confederation of Institutes of Internal Auditing (ECIIA) Conference from 3-4 October 2013, with 700 delegates. While the EAES Congress will focus on the latest technological innovations in surgery, the ECIIA Conference revolves around governance, risk management and compliance. Let’s also mention the events that have confirmed their slots at the Hofburg: IFSO 2015 (World Congress of the International Federation for the Surgery of Obesity & Metabolic Disorders), with 3,000 physicians, and the 2015 Deutsche Steuerberatertag, with 1,000 Germanspeaking tax advisers. HOFBURG Vienna

www.hofburg.com 5

> News

2013 Meetings Industry Fairs

Utrecht

SECC

Congress tourism in Prague on the rise

Introducing the new Tokyo Meeting Planner’s Guide

The popularity of Prague as a congress destination increases every year. Especially 2012 was extraordinarily successful year for Prague according to the statistics released by Prague Convention Bureau: a total of 4,264 meetings were organised in Prague in 2012 (an increase of 234 meetings compared to 2011), with 671,812 participants (an increase of 16.4% compared to 2011). Most association events related to the fields of pharmacy, IT and telecommunication, economy and medical sciences. The average length of meeting was 2.29 days in 2011 and changed to 2.06 days in 2012. As in the previous year, one-day meetings dominated in 2012. www.pragueconvention.cz

Tokyo Convention & Visitors Bureau has announced new features bringing timesaving and value-adding benefits to meeting planners who use the 2013-2014 edition of Tokyo Meeting Planner’s Guide. The guidebook has been completely redesigned to be the comprehensive business events planning tool for Tokyo; it features 8 convention venues, 39 hotels, 25 unique venues, attractions, experience programs, and more. The digital guidebook is available on the bureau’s website, as well as in paper format at IMEX, IMEX America, CIBTM and EIBTM. www.businesseventstokyo.org

SECC Unveils New Branding Ahead of 2014

Utrecht to bring in more international knowledge events

Copenhagen in your palm

This year, the province and city of Utrecht will make additional investments in order to bring in more knowledge events. Congress organisers can count on concrete financial support if they are committed to organising and/or holding an already existing knowledge event in Utrecht. These concern congresses under the themes of life sciences, creative industries, care and sustainability. The fund of €100,000.00 will be used this year only. The contribution for relevant knowledge events has been set at a maximum of €10,000.00 per congress on a first come, first served basis. The province and city are thus investing in a counter-cyclical manner in these times of cutbacks. www.toerisme-utrecht.nl

Copenhagen hast just launched the world’s first meeting planner guide for iPads making it easy to browse, search and request suppliers, or make your own selections to share or use in a presentation. Copenhagen is one of the world’s most popular meeting destinations, known for its easy access and its vibrant, cool atmosphere. To enhance that efficiency even more, Wonderful Copenhagen Convention Bureau and VisitDenmark have launched a tool that makes it easier to find out what Copenhagen has to offer. The app is available free of charge and can be downloaded to iPads or as an online version at www.meetingplannerguide.com or www.meetincopenhagen.com.

The SECC has developed a new identity in the run up to one of the most significant and high profile periods in its 27 year history. The new branding will be in place ahead of a historic year for the venue, with the launch of The Hydro in September preceding the arrival of the Commonwealth Games and the Ryder Cup in 2014. The new branding is striking in its simplicity, with brilliant colours set above a contemporary line drawing, bringing to life Glasgow’s iconic skyline. www.secc.co.uk

Tokyo

IMEX // 21-23 May 2013, Frankfurt // www.imex-frankfurt.com AIBTM // 11-13 June 2013, Chicago // www.aibtm.com IT&CM India // 20-22 August 2013 New Delhi // www.itcmindia.com CIBTM // 2-4 September 2013, Beijing // www.cibtm.com IBTM India // 12-14 September 2013, Mumbai // www.ibtmevents.com/IBTM-India IT&CMA and CTW Asia-Pacific // 2-4 October 2013, Bangkok // www.itcma.com IMEX America // 15-17 October 2013, Las Vegas // www.imexamerica.com EIBTM // 19-21 November 2013, Barcelona // www.eibtm.com

> Airline

Doha

Qatar Airways

A major player in the meetings industry It takes meticulous planning, attention to detail, and intuition, to plan and execute the perfect meeting, conference or exhibition. As an airline that has earned the title of being the world’s best on these very same principles, it was only a matter of time before Qatar Airways forayed into the MICE business. Recognising a requirement to cater to the many needs of this specialised sector, Qatar Airways created its MICE programme as an active member of the International Congress and Convention Association (ICCA), the global community for the meetings industry. Promoting corporate business tourism year round, Qatar Airways is capitalizing on the burgeoning hospitality business in the State of Qatar, encouraging meeting event organisers and MICE companies to extend their business opportunities to Qatar, and

associations, or event management companies, can register their event online with Qatar Airways, and take their delegates from more than 30 cities in Europe to Africa, Asia, or the Middle East, via Doha.

Qatar Airways will take part in the global meetings, events and exhibitions trade show, IMEX, taking place 21-23 May 2013 in Frankfurt any destination within the airline’s rapidly growing network of more than 120 destinations, across Europe, the Middle East, Africa, Asia and the Americas. Travel management companies, professional congress organisers, association management companies, international

The benefits include a comprehensive discount program for delegates attending events hosted in Doha, or in any destination across the airline’s network, that can be booked online, or through appointed travel management companies. It can be extended to the event organisers, who can earn miles through their delegates for flight

and upgrade awards. Optional services are also available at preferred rates, such as Meet and Assist in Doha. MICE operators now have a wider choice of destinations to choose from as the awardwinning airline continues to introduce new routes providing delegates with greater flexibility and increased frequency. Qatar Airways will take part in the global meetings, events and exhibitions trade show, IMEX, between 21-23 May 2013 in Frankfurt, with a dedicated stand (D620) attended by representatives from the airline’s local and global sales teams.

Information & Contact www.qatarairways.com/mice qmice@qatarairways.com.qa

Qatar Airways currently operates a young fleet of more than 100 aircraft to over 120 key business and leisure destinations across Europe, the Middle East, Africa, Asia and the Americas.

> Association portrait

European Biomass Industry Association (EUBIA) A profile Biomass is a general term for material derived from growing plants or from animal manure. Bioenergy refers to the technical systems through which biomass is produced or collected, converted and used as an energy source. EUBIA groups together market forces, technology providers, and knowledge centres, all of them active in the field of biomass. Gerardo Ambrosecchia tells us more about how the association operates. HQ: Can you briefly present EUBIA? Gerardo Ambrosecchia: EUBIA, the European Biomass Industry Association, was established in 1996 as an international non-profit association in Brussels, Belgium. EUBIAâ&#x20AC;&#x2122;s main objective is to support the European biomass industries at all levels, promoting the use of biomass as an energy source, developing innovative bioenergy concepts and fostering international co-operation within the bioenergy field. EUBIA is located at the Renewable Energy House in the EU Quarters in Brussels, along with European renewable energy organisations. The Renewable Energy House, under

the umbrella organisation of the European Renewable Energy Council (EREC), groups together all major actors in the field of renewable energy in Europe, thereby representing one of the fastest growing economic sectors in Europe. EUBIA is a founding member of EREC. HQ: What challenges have you had to overcome over the past years? Gerardo Ambrosecchia: Being an association working in the renewable energy field, we are facing all the problems affecting the sector, such as policy uncertainty and low investments (with the latter being an effect of the former). Outside Europe, the situation

looks brighter, but since we are working mainly with European companies we have to deliver accurate and precise information to our members and, together with the other association membres of EREC, push for a more sustainable energy system at European levelâ&#x20AC;Ś which can be quite a challenge. HQ: Tell us about the events you organise. Gerardo Ambrosecchia: EUBIA organise all kinds of events, from kick-off meetings, project meetings to workshops and conferences. Most of those events are related to European projects and are targeting professional figures in the biomass field, such as industries, researchers and policy makers. The usual target is 25/35 persons, but when the events are co-organized the number of attendants could grow till 150/200 or more (as in the case of the annual European Biomass Conference & Exhibition, co-organized with ETA Florence). 11

> Association portrait

HQ: So where have you been with your Annual Conference, and where will you go? Gerardo Ambrosecchia: The European Biomass Conference & Exhibition was held in Berlin in 2011 and Milan in 2012. It ranked on top level of the world’s leading events in the biomass sector. In 2012, there were 332 keynote, plenary, oral and parallel events presentations, 12 parallel events were held during the week, covering all aspects of biomass and bioenergy. The Exhibition showed the newest products and technological developments in the biomass sector with 64 exhibitors and 28 exhibitors’ presentations.

Did you know that… EUBIA is a founding member of EREC, the European Renewable Energy Council. EREC is the umbrella organisation of the major European renewable energy industry, trade and research associations active in the field of photovoltaics, small hydropower, solar thermal, bioenergy, ocean & marine, geothermal, wind energy and biofuels. It represents an industry with an annual turnover of more than 45 billion€ and employs more than 450,000 people.

The next conference will be in Copenhagen from 3 to 7 June 2013, at the Bella Center, and we will organise a workshop in the framework of dedicated events. The conference itself will discuss major issues for the biomass markets, in technical and business areas, from resource assessment to market and policy developments, drawing on leading experiences from all over Europe and worldwide. The aim is to make it one of the leading annual meetings for the international biomass community. And it makes sense for us to go to Copenhagen: the city has indeed set the goal to be CO2-neutral in 2025 - as the first capital in the world. Therefore Copenhagen is sort of a testbed, which will hopefully give inspiration to all the delegates present.

Making the events more interesting, with an attractive choice of speakers and locations, is definitely a must HQ: What are the latest trends in the association industry according to you? Gerardo Ambrosecchia: I don’t know if we can speak of trend per se, but making the events more interesting, with an attractive choice of speakers and locations, is definitely a must, something we strive to

EuroBioRef Workshop, June 2012, Milan

achieve. More industry’s representatives have to be attracted, transforming the meeting into a business opportunity for the participants. Numbers have to go up! Furthermore, practical details must be taken into account. Hearing complaints about the room temperature or about the food quality is not nice for the organisers, especially considering the price to be paid to certain hotels and conference centres. So perfect logistics are also a must! HQ: Any memorable destination you’ve been to lately? If yes, why? Gerardo Ambrosecchia: In terms of venue, I would go for Concert Noble in Brussels. It’s a classic facility, but with a modern touch in the furniture and design and which can simply host every kind of receptions and audience. As for destination, Rome has, at least to me, many assets hard to find in other European capitals: it offers something completely different, and to organise something there will surely be a success. More on EUBIA www.eubia.org

What is a sustainable association? Associations, and more in general not for profit organisations of any type, have an increasingly important role to play in an evolving economical and legislative environment. Text Alessandro Cortese, Vice President of ESAE and CEO of the European Society for Radiotherapy and Oncology (ESTRO) While the word sustainability has nowadays new meanings, referring to the ability Alessandro Cortese of an economical organisation to create products and activities that can create well being in the long term; or at least, sustainability often means to not contribute negatively on the general availability of the resources needed to maintain the ability to create well being. However, sustainability also has a set of more traditional semantic references, linked to how a system is able to endure and remain productive over time. In that sense, sustainability interfaces with economics through the social and environmental consequences of economic activity. It is more than a seductive marketing and branding concept. In a way, the need for sustainable approaches is linked to the 19th century and the industrial revolution: the ability to transform resources in goods and make those available at a large scale, also created the need to maintain the resources available in the long term, in order to conserve the system itself. General trends in finance and legislation over the years have impacted on the ability of an association to meet the reasons of its existence and reach the objectives defined by its mission.

However, the way associations handle their most fundamental resource, knowledge, can be considered similar to the industrial approach of inputting that very specific resource in a system and obtain products to be consumed at the largest possible scale of members and stakeholders. Traditional association revenue models are often based on meetings and congresses, education and training, and membership programs intended as a set of benefits created in order to help disseminating and stream knowledge, otherwise unavailable to a determined target audience.

increasingly shifting to the ability to use the available, often open to access, knowledge, in order to influence the way changes happen and shape the decision making of individuals and organisations. The ability to create, access and use knowledge is becoming fundamental and determinant of global competitiveness, and associations can flourish by becoming crucial providers of wisdom. The word sustainability, for associations, has therefore also other meanings. In particular a ‘sustainable association’ has succeeded

The word sustainability, for associations, has therefore also other meanings. In particular a ‘sustainable association’ has succeeded in driving the way knowledge is codified and technologically shared However, dissimilar to the majority of resources, knowledge doesn’t become scarcer. The generation of knowledge is, on the contrary, stimulated by the reflection of creating alternative models to craft a durable economical and cultural environment. Knowledge seems to be at the base of a change in paradigm, based on new societal models that share intangible resources and ideas and capitalize on those collectively. Competition is not anymore only linked to the ability to secure access to resources that can become scarcer over time. It is

in driving the way knowledge is codified and technologically shared; in creating close links between its ‘science’ base and its ability to innovate in services and products; in managing the fact that services and products have an always-decreasing life cycle, as knowledge evolves continuously. In essence, sustainable associations today invest in intangibles (R&D, education, data management and IT), and less in fixed capital. www.esae.org 15

Sustainability through the associations’ veins Sustainability and environment are subjects that concern everybody nowadays. It is the talk of the 21st century. Yet it is more than that, it is more than just talk, more than just a green trend. Everybody has to be aware of the opportunities sustainable entrepreneurship brings them and that sustainability is a matter of a change of mentality from the big players. Who better to set the example and disseminate the importance of sustainability worldwide than associations? Text Marc Mestdagh, ESAE member, Josefien D’Haene & Nathanëlla Monsaert, BSAE/2Mpact It is mainly the consumers who ask for sustainability, according to a recent report by the international consulting firm Accenture that interrogated 250 managers from the US, Japan, Germany, China and Brazil. A third of the surveyed companies can’t follow the demand for sustainable products or services. Especially in emerging economies the demand is higher than the supply. 78% of the executives that responded say sustainability is crucial for the growth of their business. Sustainable 16

entrepreneurship has many advantages like cost savings, improved customer relations, committed employees and new insights at products and services. Even though Accenture didn’t involve the opinions of European managers, they also feel the growing interest in ‘green products’ by European consumers. For example 36% of contractors said that more founders want to build an energy-efficient building than last year. This conclusion was made by the

Flemish federation of the SME’s of construction, after they interrogated 205 members in February 2012.

Sustainability is a state of being In order to really implement sustainable practices into an industry or sector the top of a company or an association needs to think sustainable. Australian research at the Macquarie University showed that sustainability could only truly be reached if leaders adopt a systematic and holistic view. A leadership that embraces a set of sustainable values and principles is crucial. Elements like a culture of enrichment, trust, shared values, collegiality, innovation and sense of community are really needed to execute these sustainable strategies according to the researchers.

Jochen De Smet, a Belgian GRI - sustainability reporter, agrees with the fact that for true sustainability within an organisation the leadership has to have the right mindset: ‘Sustainability is a radical process that is cost and time consuming. If the decision-maker is not in it for the full 100%, it will simply not work. You have to focus on all aspects of sustainability. You cannot just be a little bit sustainable. You have to go all the way to be sustainable.’

Set an example to your members At present a majority of people are starting to realise that being connected to the environment, the larger society and ecosystem is equally important as the purely economic part of business. Some people at the top still need to be convinced about the importance of the non-economical part of their businesses or sector. As to now a lot of association leaders or company leaders invest in sustainability for other reasons, such as image improvement. Trade associations can set a real example to their members and the whole of an industry or sector by sharing guidance, best practices and information with their members and their sector and by starting to develop reporting rules. This way they can really make a difference to the sustainability performance of companies. For example several Belgian federations from the environmental, the food and life sciences industry wrote a sustainability report. With these reports they inform the members and their customers, employees, stakeholders and suppliers about their CSR initiatives and goals. Support art projects, fundraising, a work-life balance so employees can do voluntary work during daytime are some examples listed in the reports.

Because consequently there will be a lot of new products and services that associations can implement, like sustainability education initiatives, guides, tools, events and other programs. These are also possible income generating opportunities.

after a worldwide investigation by PR office Grayling who interrogated more than 1,300 communication managers. Only one third of the respondents spent 10% of the communication budget to CSR. Almost one out of two believes that the media aren’t inter-

Trade associations can set a real example to their members and the whole of an industry or sector by sharing guidance, best practices and information with their members and their sector and by starting to develop reporting rules First steps to sustainability But to do so, sector organisations first and foremost have to map out the drivers on an economic, social and environmental level that have an impact on their sector. Transparency is a requirement in this phase. Some other crucial steps towards working out sustainability in a sector are mapping out the main risks and opportunities and working on a strategy for the major nonfinancial key performance indicators.

Sustainability doesn’t come cheap All these steps take a lot of time and effort. That’s why some national or regional departments from the European Social Fund started a call for project propositions on Global Reporting Initiatives. The best propositions get allowances to execute their projects. Sectoral funds and trade organisations can propose a project that will eventually result in sector specific sustainability challenges with a list of about 15 to 20 indicators. This report is called a Corporate Social Responsibility-passport. The passport and indicators can then be used to ‘measure’ the sustainability of different companies within the sector.

Increase of membership value

Media

By focusing on sustainability initiatives as a trade association and society you increase the value you provide to your members.

72% of the companies and associations don’t communicate about their sustainable achievements. This conclusion was made

ested in CSR. But communicating about their sustainable actions helps them to develop a sustainable reputation. ‘Pioneers have proven that a competitive advantage can be achieved by involving sustainability in their activities, marketing and communication’, says Sarah Howe from Grayling. But why are the media not interested? Just like the consumers they want to see real actions immediately, not a long-term vision. Last year European associations for the catering industry and WWF asked not to serve porbeagle anymore, because the fish is an endangered species. That was big news in the press, because the associations asked a direct action of their members, trusted on their goodwill and these of their consumers. When the media pay attention to CSR they mostly interview someone from a big company. But in Europe a lot of ‘unknown’ SME’s work sustainable. Like the man who sells hamburgers on the street. Mostly he sponsors local initiatives or supports local groups. In Europe there are millions of these examples. But nobody sees them, because they aren’t able to write a book or a report about their actions. Probably they don’t realise that they take sustainable actions. Federations and trade associations can create this awareness.

Sustainability

Lessons learnt from the Great Earthquake of 2011 When we do business as usual, it is difficult to realise the necessity of sustainability. Japan was not an exception. However, experiences of the great earthquake in 2011 and its subsequent disasters - tsunami and an extreme power shortage - made the people of Japan realise that sustainability is not a mere exercise just to look socially responsible, but it is by necessity a way of life as well as part of good business practice. Text Keiko Nishimoto, Group Manager, International Conference Management Group, Japan Convention Services, Inc. (JCS)

Japan Convention Services, Inc. (JCS), was the first meeting management company in the world to be certified with BS8901, now known as ISO20121, the event sustainability certification, well known for certifying the London Olympics and COP15. JCS’s journey to be an environmentally friendly company started when they managed COP10 as an appointed PCO in October 2010. This experience inspired the company to establish a department specialized in both CSR as well as event sustainability. The training opportunity for employees is very important, as the concept of ‘sustainability’ is not easy to understand and, actually, not always welcomed by Local Organising Committees in Japan prior to 2011. When a PCO proposes something such as ‘We can provide support to make your events environmentally friendly and sustainable, which is very important for your Society…’ most of the responses were ‘So what? What is the merit for us to be sustainable?’ 18

All this changed when Japan was hit by the great earthquake in March 2011. Japan suffered the triple disasters: earthquake, tsunami, and a nuclear power plant catastrophic power failure. These disasters left Japan with, not only great damage in the coastal areas caused by the tsunami, but also with a temporary energy shortage due to the nuclear power plant shutdown. Many Japanese visited and worked as volunteers in the suffered area, and the experiences of facing such an emergency greatly raised people’s awareness toward the environment, social responsibility and sustainability. By practicing and improving sustainable measures on a daily basis, JCS gained a great capacity to manage events in unusual situations. The Cloud system enables employees to work from home without any delay even with electricity failures or paralyzed transportation. During an onsite operation, AED / first aid training and emergency protocol sections in staff manuals have become standard, and allow

the Organizing Committee members to be confident that all will be managed even if there were to be aftershocks. Four months after the earthquake, ISTH2011 (International Society of Thrombosis and Haemostasis) was successfully held in Kyoto with more than 4,000 overseas participants visiting this small city. The conference had a visible and positive effect on tourism. Of course the meeting itself was managed in a sustainable way such as: - distribution of plastic folders which will be reused repeatedly instead of vast amounts of paper - each participant provided with Japanese paper fan to save power for air-conditioning - use of FSC (Forest Stewardship Council) certified paper for printed materials - serving of whole fruits (eg apple) instead of snack bars, and - filming of more than 160 video messages of delegates to encourage Japan.

Six months after the earthquake, more than 5,000 doctors gathered at Sendai, the area which suffered most, for their medical conference. Needless to say, the hosting of an event of this size greatly encouraged the people living in this area, and contributed a major economic impact.

The Japanese meetings industry learnt a lesson after the dramatic events of 2011, and made the people of Japan realise that sustainability is a necessity

(Liquefied Natural Gas) from overseas. JCS worked with the government and the institute to set up the ‘LNG Producer-Consumer Conference’, the main topic of which was to discuss the fair price of LNG with stakeholders from around the world. The second ‘LNG Producer-Consumer Conference’ is now in the planning stages with many new proposals from the PCOs’ point of view, to be even more environmentally sustainable. We feel that the Japanese meetings industry learnt a lesson after the dramatic events of 2011, and made the people of Japan realise that sustainability is not a mere exercise, but it is by necessity a way of life as well as part of good business practice. This article was provided by the International

The Japanese government acknowledged the importance of these events being held so shortly after the earthquake and gave letters of appreciation to the organisers of these two conferences in recognition of their hosting of these major events as well as for encouraging the Japanese people.

Association of Professional Congress Organisers, author Keiko Nishimoto, Group Manager, International Conference Management Group, Japan Convention Services Inc. (Keiko-n@convention.co.jp) IAPCO represents today 117 professional organisers, meeting planners and managers of international and national congresses, conventions and special events from 42 countries. info@iacpo.org / www.iapco.org

JCS goes the extra mile to play its role In Japan’s recovery efforts. After the stoppages of all nuclear power plants, Japan is now forced to buy overpriced LNG

How to stay environmentally committed by JCS In order to stay environmentally committed, JCS put the following environmental measures in place to be exercised on a daily basis: 1. procurement task force to monitor vendors’ environmental and sustainable commitment 2. provision of abstract applications for mobile devices to reduce printed materials 3. inclusion of emergency protocol section in all staff manuals 4. all employees to be trained for AED and first aid 5. introduction of cloud system that allows employees to work from home or indeed anywhere 6. company-owned vehicles switched to low-emission ones, and 7. operation of the company’s own annual staff conference in an environmentally sustainable way, thus providing a training opportunity for employees whilst demonstrating the company’s commitment to sustainability.

Is your venue really, truly green? Not just a box to be ticked, it’s time to make sustainability a part of your conversation when you speak with venues... Text Rose Kelleher Choosing a sustainable venue for meetings reduces the environmental footprint of your event and saves money through energy efficiency. Environmental commitments are now often part and parcel of many venue and vendor contracts, as more and more businesses and organisations require their events to live up to a minimum sustainability standard. Planners need to look for venues that can really demonstrate that they incorporate practices and policies to reduce the environmental impact of events, but even if a venue

claims to have an established programme, planners need to insist on the details: exactly how do they plan on minimising the environmental impact of your gathering? Here’s a checklist of what to ask for.

Does the venue... • …have a written environmental policy? • ...have a team dedicated to identifying and implementing sustainable practices? • ...use renewable energy, such as solar thermal?

• ...have an official green purchasing policy? • ...offer proximity to public transportation, or is it within walking distance of accommodation? • ...use natural day lighting and LED exit signs as part of an energy efficient lighting plan? • ...use green building design principals? • ...provide parking for alternative fuelled vehicles and bike racks? • ...have a recycling program and has recycling bins in public areas for paper, metal and plastic?

• ...offer internet connectivity or wireless services to cut down on paper use? • ...feature technology or policies that ensure that lights and A/V equipment are turned off when not in use? • ...have an organisational environmental or CSR policy in addition to the site specific one? • ...give the option of sustainable catering options, such as organic or locally grown produce? • ...use environmentally friendly cleaning products? • ...donate leftover food to local shelters? Most venues nowadays will be able to tick more than a few of the above boxes as minimum sustainability criteria become par for the course. But there are some truly exceptional sites that will go further. Venues with a green ear firmly pressed to the ground will be primarily marketed through electronic channels, such as online, while those who still rely on printed brochures or other material will have them printed non-glossy, double-sided and easy to recycle paper. Also worth looking out for

Venues themselves have major impacts on the environment. They consume resources both during construction and when they’re finally occupied are managers who do not encourage the use of delegate packs that include glossy notepads, badges and pens. Are there water reduction measures installed in taps and toilets? Is the venue’s non-potable water from rain harvesting, and is the sewage is processed through Sustainable Urban Drainage System? Check whether the furniture comes from sustainably managed forests or post consumer waste, and flame resistant using environmentally benign chemicals. Do they employ measures such as leachate mitigation and noise control to reduce disturbance to local wildlife? Floral decoration in really sustainable venues will be potted rather than stem cut flowers and plants, as the latter or often grown in monocultures and treated with a whole host of harmful herbicides and pesticides.

Sustainable architecture – what is it? Venues themselves have major impacts on the environment. They consume resources both during construction and when they’re finally occupied. Green buildings have less effect on the environment because alternative construction materials are used and construction and demolition waste is recycled. DGNB, BREEAM, LEED, GreenBuilding and Passive House are all international sustainable building certification schemes awarded to energy efficient and economically optimised buildings. Sustainable architecture comprises various terms, from water conservation to energy efficiency to construction techniques, and designing buildings that are truly green is still far from an exact science. Meetings planners tend to disagree with researchers and building professionals on what determines a green building, but one fact is certain: ‘Sustainable buildings are not about fashion or style; they are about performance, resilience and adaptability’ according to Susan Roaf in her book Closing the Loop: Benchmarks for Sustainable Buildings.

> UIA

International AIDS Society Being socially and environmentally aware The International AIDS Society (IAS) is the world’s leading independent association of HIV professionals and a participant in the UN Global Compact strategy. As a nonprofit organisation, and although we don’t come under the same intense scrutiny as organisations in the corporate sector, we still believe that it is crucial for non-profit organisations to adopt the same rigorous Corporate Social Responsibility (CSR) standards as those enforced upon big business. Text Anouk Rey, IAS Deputy Executive Director

CSR working group

Anouk Rey, IAS Conference Director

CSR’s values are particularly important in the organisation of the IAS’s large international conferences, where CSR measures with an emphasis on the organisation’s CSR motto of the ‘Four R’s’: reduce, reuse, recycle and raise awareness - are an integral part of the conference planning from the beginning of the process. 22

In 2008 we established a CSR working group at our secretariat in Geneva. The same year, the concept of a socially responsible conference was formally communicated through an official CSR plan on the occasion of the XVII International AIDS Conference (AIDS 2008) which took place in Mexico City where for the first time we offered a carbon offset programme for our delegates and we also systematically offset all flights for staff, scholarship recipients and speakers at the conference.

Since then we further improved our CSR efforts and in 2010 we won an IMEX Green Meetings Award for the XVII International AIDS Conference (AIDS 2010) which took place in Vienna. AIDS 2010 had more than 18,000 participants and was rated highest on all set evaluation criteria, which included minimizing environmental impact, economic indicators, commitment to change, commitment to community and commitment to conservation, pre-event and post-event. We followed our CSR criteria in all aspects of the conference, from the choice of a venue

UIA|Union of International Associations centrally located, to the use of Fair Trade products, to waste minimisation, to carbon offset programme and donation of unused leftover food to a local charity. It is thanks to the dedication of the conference organisers and to the generosity of the delegates that we received this important award. Building up on the success of the conference in Vienna, the XIX International AIDS Conference (AIDS 2012) held in Washington, D.C. in July 2012, continued its reputation as a socially and environmentally friendly conference and it is a great example of how a huge event that involved some 24,000 people can still be sustainable. The Walter E. Washington Convention Center, the venue of the conference, was chosen for its central location (to limit the environmental impact of the conference) and its CSR initiatives already in place which included the use of sustainable materials, energy- and water-saving measures, and the reduction of the venue’s carbon footprint. We also made sure that, whenever possible, selected suppliers had good social responsibility policies and we reduced the number of printed publications.

from delegates, we donated US$13,715 to carbon offset all scholarship recipients’, staff’s and speakers’ flights. The money collected from the carbon offset programme was donated to three organisations: Township Patterns (South Africa), DC Greenworks (USA) and Myclimate (Brazil).

• Township Patterns is a non-profit organisation based in Cape Town, South Africa, which employs local women to create sustainable jobs in the textile, fashion and accessories-related industry. Funding from the AIDS 2012 carbon offset programme assists with the training of the women, the set-up of the co-operative and the acquisition of the necessary tools, furniture and basic startup material.

• DC Greenworks creates green roofs in the Washington, D.C., area. A green roof reduces energy expenditure by up to 30% and can prolong the life of the roof surface by up to 2 to 3 times. The vegetation on the roof also sequesters carbon dioxide and water.

CSR’s values are particularly important in the organisation of the IAS’s large international conferences, where CSR measures are an integral part of the conference planning from the beginning of the process On top of this, delegates were encouraged to recycle at specially placed bins and a green team of volunteers helped in the planning and execution of the green initiatives.

Carbon offset programme In addition to these measures, we carried out a carbon offset programme and a donation programme. Delegates and staff travelled from all over the world to attend the conference and therefore their travel caused the emission of carbon dioxide in the process. To counter this, delegates were invited to offset their carbon footprint by ticking a box in their application form. In addition to the US$12,220 collected

• Myclimate put the money towards an environmentally friendly source of energy in the Brazilian Amazon forest. A new power plant, which generates power from wood chippings, replaced several diesel generators that supplied power to 80,000 people of the city of Itacoatiara. The plant produces 56,000mWh of electricity which replaces the 5 million litres of diesel that would have been consumed. The wood plant results in a total reduction of 45,000 tons of carbon dioxide every year.

13,000 items including bags, stationery supplies, condoms and other conference materials were donated. The material was sourced from delegates, exhibitor booths and leftover conference merchandise. The items were donated on a needs basis to local charities for homeless people, or to HIV/AIDS charities, and programmes for education and enrichment such as the DC Commission on the Arts and Humanities. One of the recipients of the donation programme was Bright Beginnings, a charity for homeless children. Materials such as stationery supplies were put to good use to help prepare homeless children for kindergarten so that they were more likely to succeed at school and therefore create a better environment for their families. In addition, all leftover untouched food from the conference was donated to DC Central Kitchen, a local charity which distributes food to the homeless throughout the District of Columbia. Our conferences prove that the size of an event is not an obstacle for social and environmental responsibility practices. These CSR measures will be continued and improved at the upcoming conferences including the 7th IAS Conference on HIC Pathogenesis, Treatment and Prevention (IAS 2013) in Kuala Lumpur, from 30 June3 July 2013, and the 20th International AIDS Conference (AIDS 2014) in Melbourne in July 2014. Each of these locations will present their own challenges, yet with the right collaborative efforts I am confident we can further improve our CSR initiatives. If a non-profit organisation can achieve this, then surely all conferences can work towards being more socially and environmentally aware. For info on UIA www.uia.org For info on IAS www.iasociety.org Anouk Rey, from Switzerland, joined the IAS in 2004

We also established a donation programme where the excess conference materials were donated to local charities. Over

and became Conference Director in 2010. She has recently been appointed Deputy Executive Director of the IAS.

> Ghent

Let’s go to Ghent University! A talk with Paul Van Cauwenberge Paul Van Cauwenberge

Ghent is the largest student city in Belgium. There are various colleges, as well as a world-reknown university, for a total of 60,000 students. A great many professors carry out research here, so they also organise scientific congresses. Paul Van Cauwenberge, Dean of the Ghent University, tells us more about the university’s strengths and why it makes sense for association events to be held here.

HQ: Science congresses tend to be organised in a university city where it makes sense, scientifically, for them to do so. Can you tell us about Ghent’s most famous fields of expertise? Paul Van Cauwenberge: Ghent University is traditionally strong in Biotechnology, Aquaculture, History and Micro-electronics. As part of the strategic spearhead research policy plan, UGent focuses in particular on five multidisciplinary research partnerships these days. These consortia were selected on the basis of their established expertise and their potential to become world leaders in their field: Biotechnology for a sustainable economy, Bio-informatics, Nanophotonics and Biophotonics, Neurosciences and Inflammation and Immunity. 24

HQ: Another trend is the creation of alliances among international universities in specific science fields. Does that also apply to Ghent and, if it does, with which other cities do you collaborate and why? Paul Van Cauwenberge: The strategic initiatives which the central administration of the University is taking are not necessarily focused on specific fields, but rather complementing and reinforcing the wide variety of bottom-up initiatives taken by our excellent researchers covering the entire globe. Centrally, we are investing in our network U4 (with Groningen, Uppsala, Göttingen), plus regional alliances with Lille and Kent. Currently Ghent University is also linked in the EUniverCities network coordinated by Delft, which is focusing on the linkage between universities and the cities

they are situated in and the many mutual opportunities arising from this. HQ: Can you tell us about the evolution in Ghent as a congress city? Paul Van Cauwenberge: Ghent has a long tradition of international gatherings: we are currently celebrating the 100 years anniversary of the 1913 World Exhibition (Ghent has been an industrial hub on the mainland since the early 19th century; it’s nicknamed ‘Manchester of the Continent’), and the Ghent Flowers show, which started in the early 19th century, is renowned the world over now. In fact, the creation of venues used for congresses in the city was closely intertwined with the latter, which is currently taking place every five years and attracts international visitors. As to Ghent

> Ghent

University, its appeal to conferences got a boost with the renovation of our conference centre Het Pand. This unique building is a former Dominican Monastry, situated beside the river Leie in the historic centre of the city of Ghent.

In Ghent, almost everything happens in the heart of the city. Congress attendees really like that. You can walk around the city and spend time anywhere you want In addition, Ghent has changed a lot over the years. When I studied here, Ghent was not at all attractive. There wasn’t much to do in terms of culture and sport. The historic buildings were not well maintained. I’ve seen the Pand as a ruin where little boys would play. Now it is a prestigious building. Ghent has gone to a lot of effort to ensure a smooth traffic flow in the city and makes it easier for delegates to walk around and find their way - which is much appreciated! HQ: Can you tell us about The Scientist’s ranking and Ghent’s position in it? Does it indeed help win a bid for a congress? Paul Van Cauwenberge: Ghent University is ever present in the top-200 of more than 15,000 institutes for higher education of the world. Each year Ghent University occupies a more prominent place. The Scientist’s ranking is slightly less ‘scientific’ than most other rankings, but we are most happy to be in the top 10 of the “Best Places to Work in Academia”. Of course, the ranking is not the only criterion for choosing a conference venue, but indirectly it can definitely have an impact. A university that has a excellent reputation as a place to work is also more attractive for a congress organiser and for the attendees.

don’t just want to sit in congress rooms. You can walk around the city and spend time anywhere you want. It encourages social contact. That’s what is unique about Ghent. Many cities have their congress centre outside the city. That means you have to travel in the morning and in the evening – and again, for special events. Nothing of the sort happens in Ghent, and we like it that way.

Contact Gent Convention Bureau +32 (0)9 224 44 95 info@gentcongres.be www.gentcongres.be

Financial incentive for conference organisers The Board of the Ghent University would like to encourage the university to hold conferences and facilitate the organisation of large-scale conferences with an international resonance. For this reason, it has taken a decision in principle to allocate a centrally-allocated subsidy per academic year to every faculty. Every year, a total of € 50,000 would be distributed amongst the university faculties. This would consist of a fixed basis of € 2,000 per faculty and a variable part according to the size of the faculty. Completely independently, the board of every faculty may decide on one conference with a clear international resonance and emphasis per academic year using the centrally allocated budget. If in a particular academic year, a subsidy is not requested, it will be automatically carried over to the next academic year.

HQ: You have been abroad a lot for various congresses. How does Ghent compare with other cities? Paul Van Cauwenberge: In Ghent, almost everything happens in the heart of the city. Congress attendees really like that. They 25

www.derfotografberlin.de

> Berlin

Spin with Berlin on a brand-new roadshow concept! There are definitely new ways to create a buzz and to reinvent yourself: visitBerlin and partners will cycle from York to London for charity. They will also visit leading British MICE agencies to promote Berlin as a convention destination. They proudly announced it and rightly so - ‘Spin with Berlin’ is definitely a new roadshow concept! The Berlin Convention Office (BCO) of visitBerlin along with its partners will indeed cycle through England to promote the German capital as a congress destination. The tour will start on 10 June in York and surely end on a high note on 13 June in London. Stops will also be made on the way at leading British MICE agencies in order to network and present Berlin´s qualities as a convention and incentive destination and to raise money for charity projects. ‘We ask all UK meeting planners to give us a break. Literally!’ says Heike Mahmoud, Director Conventions of Berlin Convention Office. ‘Tell us where to meet you and we will stop by, riders, supporters, fan block and all. Take a moment to hear what we want to achieve for Berlin, the businesses supporting us and the charities we are supporting.’

The BCO team will be accompanied by representatives of Berlin´s hotel, agencies and venues. Goal is to cycle about 120 kilometres a day. Another important purpose is to collect money for two charity projects, one in Britain, one in Berlin.

The Berlin Convention Office (BCO) of visitBerlin along with its partners will cycle through England to promote the German capital as a congress destination Heike Mahmoud adds: ‘We chose cycling, the greenest form of transport, to bolster the notion that Berlin is a green, sustainable and active city and to show planners: This is the perfect destination for meetings, conventions and incentives! We also invite them to be part of a little cycling madness Berlin style.’

Meeting planners are invited to be part of the route. They are also welcome to take their bikes and join ‘Spin with Berlin’ for a while. For further information go to ukroadshow.visitBerlin.com or contact Lisa Stewart (UK representative of the Berlin Convention Office): Tel.: +44 (0) 845 498 9982. Email: lisa@humewhitehead.co.uk.

‘We know Berlin’. This is the slogan that Berlin Tourismus & Kongress GmbH, operating under the trade name visitBerlin, has been using since 1993 to globally advertise for Berlin as a travel destination. visitBerlin’s Berlin Convention Office markets the German capital as a congress metropolis. The company offers a wide range of travel packages and also issues the official tourist ticket, the Berlin WelcomeCard. visitBerlin operates three Berlin Tourist Infos and the Berlin Service Center (Tel. +49 (0)30-25 00 25), which provide information on the complete spectrum of tourist services available in Berlin. www.visitBerlin.com

> Latvia

Time for Riga!

Great Guild House

Let’s be honest. Riga is rather a new MEETing and event destination. It is still unknown and new for many of MEETing organisers throughout Europe. But the city has many assets other European towns would long to have. Let’s find out what they are! First and foremost, it seems Riga has the perfect size for events for up to several thousands of delegates: most hotels and venues are located in the city centre, within short walking distance from each other. You don’t need to waste time commuting from one place to the other and your carbon emission footprints during your MEETings are quite limited.

Closer than you think Riga stands at a crossroads between West and East, North and South. It is easy to reach from all main Europe’s airports within short flying time. Most of the flights are no longer than 1 or 2 ½ hours, whether it be flights from Berlin, Frankfurt, London, Paris, Barcelona, Rome, Milano, Stockholm, Copenhagen or Moscow and Riga International Airport is located just 9km out of the city centre. If you are looking for great value for your upcoming MEETing, Riga could be a perfect fit: combining quality service, laidback professionalism and affordable prices, it is truly a destination meeting planners have now to count on.

Take this example. Riga is host to the largest and most modern conference hotel in the Baltic states, the Radisson Blu Hotel Latvia, which offers to 571 comfortable rooms and 16 multifunction MEETing rooms that together can host up to 2,500 people. Most of the meeting rooms have natural daylight, while the Sky Point room on hotel’s 27th floor offers breathtaking panoramic views over the historical part of the city providing memorable moments for the guests. And after a hard MEETing day, why not relax at the hotel’s five-star ESPA Riga spa?

As for pre- or post-conference activities, you will be almost dizzy with choice. Riga, rich in a 800-year history, has a great heritage, combining influences from Germany, Sweden and Russia. And while you’re at it, don’t forget to try some modern Latvian cuisine, which offers great variety of flavors to tickle your taste buds, and uses local seasonal products as much as possible.

Contact Aigars Smiltans Marketing Director meet@LiveRiga.lv www.MeetRiga.com

There’s more In addition to a wide variety of hotels, Riga also boasts a number of great MEETing venues. Among them let’s mention the Great Guild House dating back to the 14th century, or the one-of-a-kind Riga Latvian Society House with its contemporary feel made of steel and glass. Oh, and by the way, all of Riga’ hotels offer FREE WiFi not only in public areas, but also in every guest room. Some conference hotels could learn a lesson there!

Opera House, Riga

Meet us

on stand B385 at

IMEX

in Frankfurt 21-23 May 2013

www.micehangzhou.com/en

Hangzhou

a fresh new alternative for your MICE in the heart of Asia and China

> Hangzhou

The International Rooftop Landscaping Association in Hangzhou West Lake

The International Rooftop Landscaping Association (IRLA) was established by green roof workers and is officially registered as a non-profit organisation. It aims to organise and unite green roof workers, protect global environment, construct low-carbon, energy-saving, ecological environment and promote human society’s sustainable development. In October 2012, the World Green Roof Congress was held in Taixuhu Holiday Hotel, in Hangzhou, with 1,200 participants. Ms. Yi Lv, of DMC Hangzhou Merry Journey Convention Service Co., Ltd., was in charge. HQ: Can you tell us a bit about the Green Roof Association and their World Congress? Yi Lv: The Hangzhou World Green Roof Congress (WGRC) builds a friendly public platform for elites both from the Vertical Planting industry around the world and from other industries who share concern for environmental protection. Its aim is to exchange information on new concepts, technologies and policies of ecological environmental protection and to promote the development of the Green Roof industry in all countries, thus contributing to tackling global warming.

HQ: What kind of venue(s) did they need? Why? Yi Lv: The World Green Roof Congress is a world-class international conference attended by more than 1,000 persons, so it is very important to choose the venue right. We selected Taixuhu Holiday Hotel in Xiaoshan Hangzhou mainly because of its wonderful 3042-m2 Golden Hall that can hold more than 1,000 persons. It was also very easy to accommodate all the participants there, and the hotel proved to be an easy starting point for pre- and post-conference activities.

HQ: Why did they choose Hangzhou as their congress destination? Yi Lv: Hangzhou, the most beautiful garden tour city in China, is a rich city with fast economic and roof greening development. It made sense for the congress to be held here because Hangzhou has so many diversified ‘green roof’ spots, such as Green Roof Group in the new CBD, Wangshu Green Building Designs + Taihe, Tianchen Roof Garden, Qiandao Lake Roof Agriculture and Ecology Field, the vertical garden at Xixi National Wetland Park… and many more! This allowed participants to learn more about the state of the Chinese green roof industry.

HQ: What were the biggest challenges you had to overcome as the organiser/ support? Yi Lv: The biggest challenges for the organiser was the lack of funds (and hence how to make the most of what we had!), how to promote the congress and how to make people more aware about green roof and vertical greening. Hangzhou Tourism Commission put a lot of efforts into supporting the organisers in all aspects, from logistical support, local PR support to encouraging local delegates’ enrollment and financial support. They were definitely instrumental in the success of the congress.

HQ: What was the delegates’ feedback in general? Yi Lv: As our president Manfred said the 2012 China Hangzhou World Green Roof Congress was held very smoothly and successfully. Most delegates reflected that the congress was a wonderful and wellorganised event. They were thankful for all the organisers’ efforts in promoting roof greenery in China.

Contact Roger Shu Hangzhou Tourism Commission Hangzhou MICE Association T. +86 571 8720 4909 roger@hz.cn www.micehangzhou/en

This case study is part of a Special Destination Report about Hangzhou to be published with the June 2013 issue of Headquarters. The supplement will also be distributed at IMEX in Frankfurt in May.

> Shanghai

Shanghai World Expo Exhibition and Convention Center

Shanghai Where it all happens If Shanghai is a crossroads for all kinds of trades and a hub for all kinds of businesses, it’s no wonder it is also a prestigious meetings destination capable of hosting large-scale events. Thanks to the efforts of Shanghai Municipal Tourism Administration (SMTA) and the dynamic, proactive approach of everyone involved in its MICE department, Shanghai is set to be THE Asian meeting place par excellence. Shanghai is big, Shanghai is bustling, and Shanghai is where it’s all happening. The 2010 World Expo was instrumental in putting the metropolis on the map, not to say it really needed it. If there were hundreds of hotels and venues before, the range of venues for events and meetings has grown rapidly since the closing of the Expo. New facilities include the MercedesBenz Arena, Shanghai Expo Center, the Shanghai World Expo Exhibition and Convention Center and China Art Museum. On top of that, a new convention and exhibition centre in Hongqiao district is expected to be completed soon.

members of the international professional bodies of their respective fields. After successful bids to host events in Shanghai, SMTA often assists with the organisation and, subsequently, the execution of the conference programme - with much success!

But nothing would be possible without the efforts of the Shanghai Municipal Tourism Administration to boost cooperation within the meetings industry itself: it has set up a Conference Ambassador Programme, as well as a very special MICE task force. Shanghai’s conference ambassadors are selected professionals who are

Hosting ICCA Congress 2013 will play an important role in promoting Shanghai to the international meetings and tourism market, attracting more international meetings to Shanghai, and giving a strong boost to the growth of Shanghai`s meetings industry, especially in maintaining and enhancing the appeal of Shanghai to

ICCA in Shanghai No wonder the International Congress and Convention Association (ICCA) selected Shanghai for its 52nd on November 2-6, 2013. This annual congress is to be jointly organized by ICCA and SMTA in coordination with ICCA Chinese members.

China Art Museum

the international meetings and tourism market after the World Expo 2010. At the same time, the Congress will also help make Shanghai and China as a whole better known in the international meetings and tourism industry, develop the modern service industry in Shanghai, and move Shanghai forward towards the strategic goal of becoming a leading international meetings destination in the Asia-Pacific region and a well-known international tourist destination. It will give industry professionals and experts of both China and the world an opportunity to have practical exchanges and give China an opportunity to showcase its meetings and tourism industry. To register to the 52nd ICCA Congress, go to www.iccaworld.com/dbs/congress2013

Contact Patrick Chen Deputy Director International Tourism Promotion Department Shanghai Municipal Tourism Administration woya@meet-in-shanghai.net www.meet-in-shanghai.net 33

> Switzerland

Switzerland Convention & Incentive Bureau presents

Montreux

Meetings with a timeless charm Lavaux

Montreux Riviera represents the ideal place for unforgettable events. Its central location, its infrastructure as well as a wide range of hotels make the destination the perfect place for business travel. Ideally nestled between Lake Geneva and the Alps, Montreux Riviera with its microclimate and its sun-filled Lavaux Vineyards (UNESCO World Heritage) is the absolute top destination for meetings and events. Centrally located and close to the international Airport of Geneva, the destination is an outstanding place to hold international congresses, conferences, or motivation-trips. The natural atmosphere and beauty of the surroundings, as well as the timeless charm of the Belle-Époque architecture, offer a setting one will never forget. Montreux Riviera serves as a spectacular event destination, home to an array of fascinating venues, social activities and team building possibilities. Situated between the lake and the Alps, Montreux serves as an ideal central location for various excursions and multiple activities within one hour drive.

Meetings As one of Montreux’s leading event venues, the Montreux Music & Convention Centre expertly accommodates meetings and conferences, as well as hosts the worldrenowned Montreux Jazz Festival each July. Situated along the shores of Lake Geneva,

the centre is ideally located within walking distance of most hotels. Montreux Music & Convention Centre features 18,000 m2 of event space and 23 meeting rooms between two connected glass-walled buildings designed to take full advantage of Lake Geneva and the Alps views. Event spaces include the 1,800-seat Auditorium Stravinski which is famous for its exceptional acoustics.

Accommodation Montreux Riviera offers a great diversity of hotels with more than 2,500 rooms in the different hotel categories. The main hotels are located centrally within a short walk from the congress centre. Moreover, the congress participants can book their room online through our Booking Center.

It is THE conference for meeting and event professionals organised yearly by MPI. This year the conference took place in Montreux, the city of the Montreux Jazz Festival with its lake, the mountains and its vineyards. XIIIth Summit of La Francophonie 3,000 delegates of 70 states and government of la Francophonie met in Montreux from October 22nd to 24th, 2010 for the XIIIth Summit of La Francophonie.

Contact

Montreux Riviera Convention Bureau T. +41 21 962 84 25 mice@montreuxriviera.com www.montreuxriviera.com

Meetings Made in Heaven Meetings Made in Heaven is a new offer for congress and meeting organizers. By booking 400 rooms in our partner hotels, YOU WILL BE OFFERED, FOR FREE, the 2m2c Convention Centre for your meeting!

Important events

Myriam Winnepenninckx Switzerland Convention & Incentive Bureau +32 (0)2 345 83 57 scib.belux@switzerland.com www.myswitzerland.com/meetings

MPI: The European Meetings & Events Conference 2013 35

> Serbia

Serbia

An Innovative MICE destination In recent years, Serbia has stepped up in the ICCA rankings regarding the number of international meetings taking place in the destination. This increase (from the 64th place and only 15 meetings held in 2007 to the 42nd with 55 meetings held in 2011, in the world, and 24th in Europe) has not come by accident. Danube, Iron Gate,

Thanks to the versatility of landscapes, rich cultural and historical heritage, numerous incentive programs can also be organized, each tailor-made to go beyond your expectations. Serbia Convention Bureau has partnered with all main stakeholders in the meeting industry: the full potential of MICE in Serbia is at easy reach!

What makes Serbia so attractive for associations planners is the idea of a full package comprising of excellent location (in the heart of Europe), accessibility (Belgrade is connected directly to over 65 destinations in Europe, and further), capacities to comfortably host a meeting for as many as 4,000 delegates (the biggest congress centres are Sava Centar in Belgrade, and Master Centar in Novi Sad), and versatile accommodation facilities (a number of international chain hotels are present in Serbia, as well as cosy boutique hotels reflecting ‘true’ Serbia, and offer excellent value for money).

Serbia is also a strong IT destination - it makes sense to apply this strength to the meeting industry, and, in this field, Serbia Convention Bureau has led the way. Serbia was among the first MICE destinations to launch a mobile app for meeting planners back in 2011, as a part of the Serbia Goes Mobile campaign. The following year was marked by the Facebook campaign and launch of two games promoting Serbia as a MICE destination. First, there was the Tour de Serbia: adrenalin driven, it takes the player through five different destinations in Serbia. Then there is Make an Event in

Serbia, a logic game in which the player is challenged to organise an event within a budget and real capacities. 2013 is the year of the Serbia Goes Solar! In partnership with Strawberry Energy team, the SCB has presented the Mini Strawberry Tree - a solar energy charger which enables the delegates to re-charge their mobile devices, check their emails with the Strawberry tree serving as a wifi hotspot, browse through pictures of major venues and hotels in Serbia, solve a puzzle and get some fun after a busy day - or simply network in the shade of an unusual tree!

Contact Tatjana Joksimovic Marketing Manager Serbia Convention Bureau Tel. +381 (0)11 6557-101 scb@serbia.travel www.scb.travel

City of Novi Sad

In former Yugoslavia, back in the eighties, Serbia had stood as one of the leading congress destinations in Europe. Now, after the establishment of Serbia Convention Bureau in 2007, Serbia has emerged again and, Belgrade, Serbia’s capital, has been ranked among the Top 50 destinations in the world, according to the latest ICCA stats.

Belgrade

> Thailand

Enriching Opportunities for Growth in Thailand Chao Phraya River, Bangkok

Thailand, one of Asia’s preferred countries for meetings, is an unmissable MICE destination, and offers your meetings abundant opportunities for professional growth. With the country’s economic corridors connecting to neighboring countries and the formation of ASEAN Economic Community in 2015, there is no doubt Thailand can offer huge opportunities for professional growth in the region. Flight connections between Thailand and more than 70 destinations across the globe make it convenient for delegates to tap into such great potential. With the rise of secondary MICE cities such as Pattaya, Chiangmai and Phuket, the latter two of which have flight connections to Asia, Europe, the Middle East, and India, the meetings industry in Thailand is in full blast. In fact, it is viewed as a springboard for business opportunities for delegates coming to the country. In addition, the new infrastructure, facilities and venues development, both in style and functional services, bring your meetings to a whole new level: after all, Thailand’s hospitality is renowned the world over! Thailand is a place to meet and definitely a strong platform for delegates to form network, grow membership, share ideas, innovation and knowledge: in fact, Thailand provides the ideal environment for professional growth. In recent years, the country has raised its profile as a perfect host to international meetings and professional conventions related to growing sectors in the region, like agriculture, agro-business, insurance, business management, infrastructure, medical

& health services, engineering, electronics, energy, social services and many more. This year, the country will host several key events in the print industry, medicine, health services management, psychiatry, education, tourism, industrial engineering, food technology, etc., proving Thailand is now a preferred meetings destination in Asia. Further proof can be found in the feedback of delegates of past events held in Thailand: all praise the country where they appreciate the opportunities to exchange ideas and experiences and interact socially.

Thailand’s Meetings Proven Record - Rotary International Convention 2012 (33,000 delegates) - Million Dollar Round Table – MDRT Experience 2012 (3,800 delegates) - 15th International Congress on Infectious Diseases 2012 (2,700 delegates) - bHIP Global Convention 2012 (3,000 delegates) - Herbal Life Extravaganza 2011 (20,000 delegates)

Now that the royal Thai government has put MICE into the national agenda, the meetings industry is recognized as a key engine for the country’s growing economy. Thailand Convention and Exhibition Bureau, also known as TCEB, a government bureau, is ready to promote your meetings as a real window of opportunities for professional growth. On the other hand, TCEB will also act as a partner in offering strategic business direction for growth of the meetings industry through consultation and establishment of strategic alliance around the globe.

Contact Thailand Convention and Exhibition Bureau (TCEB) meetings@tceb.or.th www.tceb.or.th 41

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> Brisbane

Brisbane, home to G20 Leaders Summit 2014

Brisbane

Brisbane’s selection as the host city for the G20 Leaders Summit 2014 endorses its reputation as a world-class meetings destination. Recognised as Australia’s new world city, Brisbane is a cultural and economic powerhouse and a hub for innovation and scientific research, offering an open, enterprising and progressive business environment with a strong culture of confidence and innovation. The city was chosen to host the G20 over other Australian capital cities due to its state-of-the-art conference facilities and world-class infrastructure. Its multi-award winning Brisbane Convention & Exhibition Centre (BCEC) sets the standard for conference venues in the Asia-Pacific. Located in the heart of the city’s cultural precinct and adjacent to the CBD, the BCEC has a comprehensive range of fully integrated conference facilities and services to cater for the 7,000 delegates and international media who will converge on Brisbane for the G20.

In full swing With the recent opening of its boutique expansion, Brisbane Convention & Exhibition Centre is Australia’s most flexible meetings venue. With 52% increase in convention space, a total of 44 meeting rooms and the only convention centre in Australia with three stand-alone tiered auditoria, the Centre offers organisers unprecedented flexibility. Brisbane’s capacity to accommodate high profile events like the G20 is buoyed by Brisbane Marketing’s Convention Bureau which offers a free, one-stop-shop providing independent advice and support

to conference organisers. The city’s globally-connected businesses and industries have put Brisbane well on track to becoming one of world’s most prosperous new world cities. According to the World Winning Cities 2012 Report produced by international property specialist Jones Lang LaSalle, Brisbane will rank first out of the top 20 fastest growing economies of the world by 2020. More than 170 global companies have established headquarters in Brisbane and the city has a digital strategy to kickstart a business revolution to ensure the city capitalises on the multi-trillion dollar global digital economy. Brisbane’s acclaimed universities and research institutions are also fuelling the innovation and growth that will see the city’s economy almost double from $114 billion to $215 billion by 2031.

Medical & Modern The city is home to the world’s first Translational Research Institute, established by Professor Ian Frazer, the creator of the world’s first cervical cancer vaccine. It is also host to the acclaimed Queensland Institute of Medical Research and the Queensland Centre for Advanced Technologies, Australia’s largest minerals and energy innovation precinct. Brisbane’s world-class cultural precinct boasts Australia’s most visited gallery GOMA - The Gallery of Modern Art. The

BCEC on Grey Street

nearby South Bank parklands is home to vast subtropical gardens, an eclectic mix of bars and restaurants and other cultural attractions which are making an increasing mark on the international stage. Brisbane’s 50 CBD hotels, ranging from budget to boutique, cater for hundreds of thousands of conference-goers and tourists each year.

Contact Brisbane Convention & Exhibition Centre Alison Gardiner Manager International Convention Bidding T. +61 7 3308 3073 alisong@bcec.com.au www.bcec.com.au Brisbane Marketing Annabel Sullivan Director, Convention Bureau T. +61 7 3006 6213 asullivan@brisbanemarketing.com.au www.brisbanemarketing.com.au www.ChooseBrisbaneToMeet.com

> Fair

New, improved IMEX Association Day Taking place at the Messe Frankfurt Congress Center on Monday 20th May, just one day prior to the opening of the show, the hallmark IMEX Association Day is a full-on education day which association executives will make good use of. The sessions will take the overarching theme of ‘innovation’ for the first time.

Rich and varied 10 seminars across 3 tracks Following a networking lunch, the 300 delegates will have a choice of 10 education sessions which take place across three separate tracks to reflect the differing roles and responsibilities of the Association Day audience: ‘Executive’ (focusing on strategic development issues); ‘operations’ (focusing on logistical issues) and ‘meetings’, which will deal with implementation and delivery challenges. Speakers have been drawn from a diverse group of association executives, as well as reflecting the global nature of the audience.

The IMEX Association Day is a full-on education day with networking opportunities The first executive track session will see Willis Turner, CEO of Sales & Marketing Executives International, Inc. discussing ‘The quest for relevance: Free is a business model’. Turner will address the thorny issues of member subscription rates and attrition, long-term value and ‘fear’ of competition. 46

Following him will be Carla Nagel, Director of the Neuromarketing Science & Business Association, who will explain how she developed a strategy for a new field by taking advantage of her online skills and open-minded attitude. In the first operations track of the day, Kevin Novak, Vice President of New Business Development and Digital Strategies for the American Institute of Architects (AIA), will share his expertise on ‘Virtualising and Hybridising your Events for Greater Impact and Participation’. At the same time ‘Innovative Ideas for Growing an Association’ will be presented by Ajay Kakar, President Elect and Vice President of the Indian Academy of Aesthetic and Cosmetic Dentistry and International Academy of Periodontology.

Lady Gaga’s intriguing contribution Elsewhere in the afternoon’s intensive programme, other sessions will include: ‘Marketing like Lady Gaga’, by Sheri Jacobs, CAE, President & CEO of Avenue M Group; ‘Sustainability and Growth of Congresses in Difficult Times’ by Davi Kaur of the ECCO

European CanCer Association and, in the meetings track, ‘How to use different models for evaluating your event’. Also in the meetings track, William Thomson, Founder of Gallus Events and Jo Lewis, Sponsorship Manager for The British Dietetic Association (BDA), will co-present a case study on how a new brief generated a completely different approach to the association’s events. The meetings track rounds off with Sherrif Karamat, CAE, and Chief Operating Officer of PCMA, giving his perspective on ‘Innovative Delivery in Meetings and Events’.

15 round-tables are icing on the cake The 2013 Association Day will finish off with a choice of 15 facilitated round-table discussions, including: ‘Entering New Markets: Keys to Success’; ‘Membership Recruitment and/or Retention Tactics’; ‘Social Media & Viral Marketing’; ‘Conference VAT’ and ‘The art of successful bidding.’ These small facilitated group discussions will also act as a networking opportunity. Participation in the IMEX Association Day is either via the show’s hosted buyer programme or as a non-hosted buyer and is exclusive to association executives, allowing for more open and honest discussion. www.imex-frankfurt.com/ associationdayregister.html