How to Host an International Conference

Wednesday, 14th 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 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.

COMMITMENT TO COLLABORATION AND EDUCATION

Annual Business Tourism ConferenceWorkshops highlighting challenges within our industry

7 Full Members

2 Associate Members

AIPCO Contribution to Business Tourism Table 1: Business Handled by AIPCO Members, 2010-2012

2010 2011 2012 Total 2010-2012

No. of Conferences 51 57 61 169

No. of Delegates 16,663 22,779 69,663 109,105

Roomnights generated 50,405 71,266 249,263 370,934

Value of business (€m)* 23.3 31.9 97.5 152.7

* Based on an average spend of €1,400 per delegate. Source: AIPCO

Period 2010-2012 : 169 conferences 109,105 delegatesEstimated Spend : €152.7 million

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

FINANCIAL MANAGEMENT

The BudgetIncome and Expenditure Budget from presentation stageBudgets from previous editions if possible

Risk ManagementBased on different numbers of paying attendeesEstablishing a break-even point Worst case scenario

ADDRESSING CHALLENGES Supplier deposit schedule

Negotiating a timeline in line with conference revenueUse 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

SPONSORSHIP & FUNDING Assistance with applying for funding and subventions Sponsorship Management

Identification of potential sponsorsDesign of Sponsorship packagesEngage with interested partiesAccountsManagement of benefits / expectations of sponsorsOn site management

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

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

THANK YOU