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JOINT DESTINATION MARKETING & MEETINGS MANAGEMENT SECTOR MEETING

International Congress & Convention Association. JOINT DESTINATION MARKETING & MEETINGS MANAGEMENT SECTOR MEETING. Handan Boyce & Steen Jakobsen Miranda Ioannou & Jurriaen Sleijster 49 th ICCA Congress & Exhibition Hyderabad - India Sunday 24 October 2010 11:45 - 12:45h. Session contents.

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JOINT DESTINATION MARKETING & MEETINGS MANAGEMENT SECTOR MEETING

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  1. International Congress & Convention Association JOINT DESTINATION MARKETING & MEETINGS MANAGEMENT SECTOR MEETING Handan Boyce & Steen Jakobsen Miranda Ioannou & Jurriaen Sleijster 49th ICCA Congress & Exhibition Hyderabad - India Sunday 24 October 2010 11:45 - 12:45h www.iccaworld.com

  2. Session contents CVBs and PCOs: Stories & Best Practices from Pitching Together Effectively Moderators: Handan Boyce - Miranda Ioannou Steen Jakobsen - Jurriaen Sleijster Panelists: Leena Sipila – Alice Au Nina Freysen Pretorius – Chander Mansharamani www.iccaworld.com

  3. Panel views… Leena Sipila Helsinki City Tourist & Convention Bureau www.iccaworld.com

  4. The teams… Introducing the players • National Convention Bureau (FCB)- soon to become part of the Finnish Tourist Board • Seven strong city convention Bureaus • PCOs- 6 listed offices- relatively small- well-established, experienced, capable

  5. The state of play… Finland’s current position • Finland as a whole:420 meetings with 60.000 delegates annually • Helsinki alone:150 meetings with 30.000 delegates

  6. On the training ground… The convention bureau as an enabler: sharing knowledge and insights • Seminars / info sessions on hot topics • VAT • hotel revenue management • destination marketing • . . . • Fam slam • CSR dialogue

  7. The rules of the game... The convention bureau as arbiter of fair play: • Offer qualityEnsuring clarity‘Answer the bloody question!’ • Partner suitabilityGiving appropriate guidance

  8. In play... What the convention bureau does with PCOs: • Client support activitiesSales events – seminars, work shops Site visits • Assistance for PCOs Help with research Materials – support package

  9. Upcoming challenges • Core PCOs entering marketOpportunity or threat? • Size of local PCOs Are they too small? • More service providers entering market Do they have the competence?

  10. Thank you!

  11. Panel views… Alice Au Toronto CVB / Tourism Toronto www.iccaworld.com

  12. CVB & PCO • Review historic facts and successes from research • Understand the politics within the organization • Exchange of ideas that best suit the needs of the group • Come up with a strategic plan that will attract executives to the destination www.iccaworld.com

  13. ICS-IUGA 2010 • Worked with local Co-Chairs to win the bid • The appointed PCO supported their efforts and served as consultant on our destination / offer resources and assistance throughout the planning and execution of the congress • Result: the highest attendance and most successful conference they have held www.iccaworld.com

  14. ISTH 2015 • Best collaboration among (4) partners: local doctor (ambassador), PCO, Convention Center and the CVB • Led by a strong, local ambassador - Dr. Schulman • Requested and received tremendous support and guidance from the appointed PCO •  Based on historic needs, secured the best venue to accommodate their program - MTCC www.iccaworld.com

  15. ISTH 2015 • Created a sound budget based on needs and past spend • Created a convincing bid document outlining a strong scientific committee and draft program led by LOC • Highlighted our offers and conference package • Emphasized the benefits of coming to our destination www.iccaworld.com

  16. Roles • CORE PCO Protects client and their needs as INTELLECTUAL PROPERTY (consisting of finances, meeting logistics, organization politics etc.), greater global perspective • APPOINTED PCO Annual - understands specific needs of association www.iccaworld.com

  17. Roles • LOCAL PCOPartnership between CVB & local PCO - help to provide sound advice to client • Interpret RFP • Use each other’s expertise and intelligence to formulate the bid document: • PCO – on budget • CVB – highlight member services that answer to the needs outlined within the RFP - Destination sell - Financial package (if available) - Government contacts www.iccaworld.com

  18. Thank you! www.iccaworld.com

  19. Panel views… Nina Freysen Pretorius The Conference Company, South Africa www.iccaworld.com

  20. South African Perspective 9 Provinces = 9 Tourism Boards /Authority... Highly competitive within the country! Reluctance to share potential business prior to it being confirmed for a city by the client. Only 4 of these provinces can host International or National conferences of 850+ Important to ascertain clients needs & expectations when looking for business! [Profile of delegate / Academic programme ] Client / Customer Loyalty... What? Prepared by The Conference Company

  21. Prepared by The Conference Company Shorter Lead Times - Higher Client Demands & Expectations Case Study • 8th World Assembly of Disabled People International • Rotation pattern every 5 years ICCA Database: • 2002 Sapporo, Japan – approximately 3500 delegates • 2007 Seoul, Korea – approximately 3000 delegates • Convention Centre & Bureau involved with initial bid discussion • Final bid submission done by client – with the assistance of the Convention Centre, Bureau and PCO.

  22. Shorter Lead Times - Higher Client Demands & Expectations Challenge • Client used own documentation and did not clearly consult with role players … • Bid awarded to South Africa October / November 2009 • PCO appointment only September 2010 To Date • No formal funding, 350-500 Wheelchair users expected, Air & land transportation & accommodation challenging, Venue turn around requirements considerable www.iccaworld.com

  23. Prepared by The Conference Company When the relationship works! Case Study • Synergy Important at an early stage of bidding • Important that CVBs and PCOs understand each other’s role! • Delegate boosting and support of marketing the conference and the destination effectively ensures good attendance • Good Joint Marketing Support = Financial Benefit to all • Assistance with Government Department support

  24. Thank you! www.iccaworld.com

  25. Panel views… Chander Mansharamani Alpcord Network, India www.iccaworld.com

  26. CVB AND PCO’S ERA OF PARTNERSHIP

  27. CVB’S MEMBER ADVANTAGE • National Trade shows • CVB participates on behalf of members in International MICE related Trade Shows • Create awareness about Destination and Conference Facilities • Creating a Business Platform • Consolidating Leads for Conferences planned by International Association • Yearly Conclave – Buyers (National and International) and Sellers Meet

  28. CVB’S MEMBER ADVANTAGE • Educational Programs – For Organizers (Associations and Corporates) • Associating with International Organizations • Assistance in Bidding – International Conferences • International Trade Shows – Showcase country’s ability to hold meeting and to showcase our members

  29. EMERGING TRENDS • Consortium Including funding • Financial and Marketing Assistance to PCO • Europe • Far East • Middle East • Advantage to both PCO’s and DMC’s • CVB’s role to create a marketing platform

  30. Deal is: Lets Work Together

  31. Thank you! www.iccaworld.com

  32. Statement: “Pitching together” is a myth: the CVB should support the PCO by providing information materials on the destination, and should leave the selling to the PCO! www.iccaworld.com

  33. Statement: Presenting a destination, and obtaining “free destination services” requires connections and a good understanding of local politics: leave this to the CVB, the PCO is out of its depth here! www.iccaworld.com

  34. Statement: CVBs cannot pitch together with PCOs because CVBs are not impartial: most of them have preferred relationships with certain players, and maintain hidden agenda’s! www.iccaworld.com

  35. Statement: The CVB should take in the initial RfP and should help the client in selecting the PCO: that’s the best way to ensure a great event and thus a win for the destination www.iccaworld.com

  36. Statement: When it comes to presenting budgets, PCOs should lead and CVBs should follow! www.iccaworld.com

  37. Statement: The best pitches we ever won were the result of transparency, trust and harmonious working together between CVB and PCO! www.iccaworld.com

  38. Wrap-up & conclusion Feedback? www.iccaworld.com

  39. International Congress & Convention Association Thank you! 49th ICCA Congress & Exhibition Hyderabad - India Sunday 24 October 2010 11:45 - 12:45h www.iccaworld.com

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