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How to Host an International Conference Wednesday, 14 th May 2014

How to Host an International Conference Wednesday, 14 th May 2014. Susan Nolan Chair AIPCO. ABOUT AIPCO Established in 1999 by the Minister for Tourism, Sport and Recreation To give a voice to the PCO at Industry and Governmental level

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How to Host an International Conference Wednesday, 14 th May 2014

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  1. How to Host an International Conference • Wednesday, 14th May 2014

  2. Susan Nolan • Chair AIPCO

  3. ABOUT AIPCO • Established in 1999 by the Minister for Tourism, Sport and Recreation • To give a voice to the PCO at Industry and Governmental level • Maintain high standards in line with International best practice • To establish relationships with our industry partners to advance the meetings • Market both nationally and internationally • To further our recognition and the value of business that we contribute to business tourism.

  4. COMMITMENT TO COLLABORATION AND EDUCATION • Annual Business Tourism Conference • Workshops highlighting challenges within our industry

  5. 7 Full Members • 2 Associate Members

  6. AIPCO Contribution to Business Tourism • Period 2010-2012 : • 169 conferences 109,105 delegates • Estimated Spend : €152.7 million

  7. SERVICES OF A PCO • Research Exhibition Sales • Venue Management and Logistics Bid Process • Technical Bid Document • Simultaneous Interpretation Travel Abroad to present the bid • Social Programme and entertainment Delegate Registration • Accommodation Visa Management • Design & Print Abstract Management • Web site design and content Communications and Promotion • Set design and signage Digital Marketing • Budget and financial management Programme and Speaker Liaison • On site management Sponsorship and Fund Management • Programme and speaker liaison Conference Taxation Liabilities • Staffing

  8. FINANCIAL MANAGEMENT • The Budget • Income and Expenditure Budget from presentation stage • Budgets from previous editions if possible • Risk Management • Based on different numbers of paying attendees • Establishing a break-even point • Worst case scenario

  9. ADDRESSING CHALLENGES • Supplier deposit schedule • Negotiating a timeline in line with conference revenue • Use of buying power / relationships to waive deposits • Establishing a Critical Path • Key milestones in place • Meetings in your diary • Devise Strategy to ensure early registration and cash reserves • Client login to track registrations in real time

  10. SPONSORSHIP & FUNDING • Assistance with applying for funding and subventions • Sponsorship Management • Identification of potential sponsors • Design of Sponsorship packages • Engage with interested parties • Accounts • Management of benefits / expectations of sponsors • On site management

  11. FEE STRUCTURE • Flexible approach in a changing marketplace • Traditionally either a management fee and /or a per capita registration fee • Percentage of Sponsorship / Exhibition Sales • Commission on accommodation sales

  12. HOW DO WE ADD VALUE? • We become the business partner of the academic/ambassador • We remove the fear factor • Financial management • We address your workload • We profile the ambassador and the University • We share the responsibility • Our Experience

  13. THANK YOU

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