Database WorkshopICCA Congress & ExhibitionVictoria, Canada1-5 November 2008

Association DatabaseAdvanced Case Studies - Answers

Please Note: Since the ICCA Association Database is uploaded on a daily basis we did not include results numbers in the answers, because these can vary from day to day.

1) a) Identify potential leads with a Canadian key contact for a congress centre (preferred venue) located in Toronto. The congress must not have been held in Canada for the past 10 years and should have a maximum attendance of 5000 participants.

ANSWER:In Serie Search Screen: Rotation area: Canada should be part of rotation area options, Country Key Contact: Canada, Attendance: fill in 5000 in the second field, and select ‘Applies to last 4 events in series’ (if you choose ‘Applies to one event in series’, your result will contain more than 500 leads, which is not exportable), Must not have been (country): Canada, Year after: 01 Nov 1998. Click on [Find] or press [Enter]. Click on either [Show Series Full] or [Show Series List], then click on [Export], then once again click on [Export]. After exporting, you can further narrow down your selection in the Excell document. Go to Data, Sort, and then select Venue. Delete all leads that do not have a congress centre as preferred venue. The ones without a preferred venue require more research from your part, so it is up to you if you want to keep them or not.You cannot sort on Toronto: all results for Canada are potentials for Toronto (and any other city in Canada).

How can you narrow down your result before exporting, should your result be more than 500? You can tick the box: Commercial Exhibition You can select ‘last 4 events in history’ regarding attendance figuresYou can split rotation area in World/International, and then the rest.

b) The Congress Centre has a maximum of 10 breakout rooms. Each room has a maximum capacity of 500 participants. Further fine-tune the results and find those series profiles that qualify for these criteria.

ANSWER:Now sort the column numb ascending (and expand the selection) or click on button [a-z] and delete those records with more than 10 breakout rooms. Where it says 0 you would have to study each series profile. Then sort the column size and delete the ones with more than 500.

c) The Congress Centre has openings in 2014 during the months June-August. How can these be found from the results you got from question 1b?

ANSWER:Sort the column mon ascending/[a-z] and look if there are profiles with June-August as preferred months. Then sort the column fopen ascending or click the button [a-z]. The ones without first open year need further research from your part. Also pay attention to the column Preferred Regions (prefr) and make sure to delete the ones that do not include your continent. Save the list as an Excel Workbook or sheet.

2) You want to participate in the ICCA Sector Venues International Client-Supplier Business Workshop in Nantes, France, 2-4 April 2009. Please read the invitation.To be able to participate you need to invite a client who is a decision maker or influencer with regard to where an International conference or event takes place in the future. The International Conference should rotate between at least two continents, have between 800 and 3000 participants, take place at least once every four years, last for at least three days and the client/conference must not have been present at a Sector Venues Workshop within the last three years (see Exclusion List). How can you find a suitable client?

ANSWER:There are many ways of searching for a suitable client:

a) You can ask a client whom you have worked with on an event that meets the criteria.

b) You can search for a client based in the country where the workshop is given (you can save on flight costs this way).Rotation: at least 2 continents. You can select World/International.Attendance: between 800 and 3000 (Applies to last four events in series)Country International Organisation: country of workshop (France, in this example)

c) You can search for a client based in your own country. You can then communicate in your own language, perhaps meet beforehand and travel together if you like.Rotation: at least 2 continents. You can select World/International.Attendance: between 800 and 3000 (Applies to last four events in series)Country International Organisation: your own country

d) You can search for a client that has been to your country before.Attendance: between 800 and 3000 (Applies to last four events in series)Must have been: to your country, within the last 10 years.

e) You can try and find a potential client whom you could invite. Please be aware that you might loose the bid to someone else present at the workshop!Rotation: your countryAttendance: between 800 and 3000 (Applies to last four events in series)

Must not have been to your country for the past 15 years.

You can narrow down your search in many different ways, depending on your preference. For example, some members only want to invite a client who they have already done business with whilst others will invite a client who has not held their conference in their venue, but it is always advisable to select Only new/updated associations since last 5 years or so.

Once you have narrowed down the selection based on your personal preferences, you can go through the results and bookmark all the events that take place at least once every 4 years, last for at least three days and have a contact person who is a decision maker/influencer (for example a member of the board or Congress Manager etc.). Once you have bookmarked these events you can export the results and check that the conferences are not on the Exclusion List.

After exporting, you can make a further selection to make the congress suit you best. Examples: only new/updated series since, job title contact person.Go through the profiles found manually, and further narrow down the results until you have max. 10 international organisers to choose from

3) A P.C.O., based in Montreal, wants to host confirmed future meetings that will be held in its city as of 1 January 2010. a) Look up these meetings in our online Database and save the selection.

ANSWER:In EVENTS section: City: Montreal, Date event after: 1 Jan. 2010, Only events without: tick P.C.O.. Click on [Find] and then on the button [Save selection].

b) How can they get a list in Word with all contact details of International Organisations that are based in Europe from the result of a)?

ANSWER:Click on the button [Show Events Full] or [Show Events List]. Now you are able to click on the button [Export]. Again choose [Export]. Open the Excel document and sort the column [icountry] in an ascending way or click on button [a-z]. Delete the non European countries. Save the sheet in an xls format. Go to Microsoft Word. Click on [Tools], then select [Letters and Mailings], then [Mail Merge]. Select Directory as a document type and click on [Next: Starting document]. Click on [Next: Select recipients]. Browse for your saved Excell document and then click [Next: Arrange your directory] by selecting ‘More items’. Choose all the merge fields you need and arrange the document the way you want it. Then click on [Next: Preview your directory]. Complete the merge to a new document.

c) Let’s pretend that the above selection was made on 1 January 2008. How would you know what has been added and what has been changed until today?

ANSWER:

Use all the same criteria as in a) and fill in 1 Jan 2008 after Only new events since and click on Find to see what has been added. Fill in 1 Jan 2008 after Only updated events since and click on Find to see what has been changed.