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IEEE ICC 2008 Wrap-Up Report May 22, 2008 Beijing, China. Conference Committee Conference Venue Local Arrangement Conference Marketing Patronage & Exhibit Finance. Contents. ICC 2008 Organizational Structure. Beijing International Convention Center (BICC) – 24 meeting rooms

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Ieee icc 2008 wrap up report may 22 2008 beijing china

IEEE ICC 2008

Wrap-Up Report

May 22, 2008

Beijing, China


Ieee icc 2008 wrap up report may 22 2008 beijing china

  • Conference Committee

  • Conference Venue

  • Local Arrangement

  • Conference Marketing

  • Patronage & Exhibit

  • Finance

Contents



Ieee icc 2008 wrap up report may 22 2008 beijing china


Sleeping room block
Sleeping Room Block

BEIJING CONTINENTAL GRAND HOTEL

5/15 0 26

5/16 28 36

5/17 188 80

5/18 163 242

5/19 200 333

5/20 200 348

5/21 200 348

5/22 90 317

5/23 35 188

5/24 0 79

5/25 0 46

5/26 0 30

5/27 0 25

5/28 0 23

5/29 0 22

5/30 0 22

5/31 0 22

1,104 2,187

Room Rate: CNY 880 = US $125


Sleeping room block1
Sleeping Room Block

CROWNE PLAZA HOTEL

Original Block Pick Up as of 5/19

5/16 27 14

5/17 112 17

5/18 187 82

5/19 200 121

5/20/ 200 130

5/21 150 130

5/22 75 104

5/23 15 53

5/24 0 1

5/25 0 1

5/26 0 4

5/27 0 1

5/28 0 1

966 661

Room Rate: CNY 1,500.00 = US $215.00


Sleeping room block2
Sleeping Room Block

  • Utilized opportunity to reduce room block by 5% at each of the two cut off dates.

  • No attrition penalty involved even though we did not reach our room block because of the following:

    • ComSoc returned concessions

    • LOC was able to give the hotel two additional events (Awards Luncheon and Conference Banquet)


Local arrangement
Local Arrangement

  • On-site management & On-site Staffing

    • An excellent local organizing team

    • Strong support from volunteer students







Local arrangement social events
Local ArrangementSocial Events





Lessons learned
Lessons Learned

  • Pre-posting tour information early on the website

  • Remind attendees to apply for VISA at least two month before the event

  • Schedule conference call with ComSoc more frequently

  • Backup plans for social events


Conference marketing
Conference Marketing

  • Placed advertisements in IEEE communications magazine

  • Sent emails to ComSoc mailing lists

  • Excellent conference Brochures and gifts distributed at ICC 07 and GC 07

  • Saved money by not sending out advance programs via postal service

  • Developed a local promotion plan

  • Developed a special promotion program for Six Primary Patrons.

  • Arranged press conferences to increase our efforts in publicizing the event.


Patrons
Patrons

  • Six Primary patrons

  • Other Patrons


Patrons1
Patrons

  • Made patron prospectus two years ago

  • Six local companies were purposely selected as primary patrons

  • Exceeded the revenue forecast for sponsors ($470K vs 404K)


Exhibit
Exhibit

  • 23 Exhibitors:

    • 14 companies

    • 4 publishers

    • 1 ComSoc

    • 4 future conferences


Exhibition hours
Exhibition Hours

Tuesday 20 May 8:30am-6:00pm

Wednesday 21 May 8:30am-5:00pm

Thursday 22 May 8:30am-4:00pm

Tuesday Exhibition Reception 6:00pm-8:30pm

Coffee Break Hours

Tuesday 20 May 3:45pm-4:15pm

Wednesday 21 May 10:15am-10:45am

3:45pm-4:15pm

Thursday 22 May 10:15am-10:45am

3:45pm-4:15pm


Exhibitors

Cambridge University Press

Elsevier B.V.

John Wiley

Seninode

Springer

IEEE ComSoc

IEEE GC 2008

IEEE GC 2009

IEEE ICC 2009

IEEE ICC 2010

China Telecom

China Mobile

China Netcom

China Unicom

Huawei

ZTE

Datang

Nokia

Orange

Sang Fei

Anyka

TRguard

Netqin

Exhibitors


Lessons learned1
Lessons Learned

  • Hard to attract more exhibitors: ICC is recognized as an academic conference, it is not a well known event in the industry in China

  • Lower the booth price

  • Recruit more patrons, offer complimentary exhibition space.


Finance
FINANCE

Revenue

  • US $ vs. RMB

  • Registration

    • Total paid attendance revenue was 1% higher than budget

    • Tutorial/workshop revenue was 15% lower than budget

  • Patrons/Exhibitors

    • Patrons exceeded budget by 18%

    • Exhibits exceeded budget by 100%


Finance1
FINANCE

Expenses

  • Categories above the budget

    • Travel, Committee Expenses, Promotion, Exhibition, tutorial, Finance & Admin


Ieee icc 2008 wrap up report may 22 2008 beijing china

FINANCE(US$)


Ieee icc 2008 wrap up report may 22 2008 beijing china

FINANCE (US$)


Ieee icc 2008 wrap up report may 22 2008 beijing china

FINANCE(US$)