Organisers ’ Guide for International Horticultural Exhibitions Tips, ideas, critical aspects and best practices Sven Stimac Manuela Dimuccio International Association of Horticultural Producers
INTENTION This guide gives organizers the necessary information to understand the process on how to organise an International Horticultural Exhibition , by providing them with tips, ideas , critical aspects and best practices . International Association of Horticultural Producers
TO WHOM? This book will be a support for Expo organisers that will guide them to achieve their goals during the organisation of a specific event International Association of Horticultural Producers
OVERVIEW Motivations and benefits Participants (International, National) Horticultural Expos 19 Chapters A1 & A2/B1 BIE approval AIPH approval Project Structure Host City/ Host Country Management Planting Commissions kick off Milestones planning Feasibility International Association of Horticultural Producers
Recognition – Reporting Idea & Feasibility AIPH Application (Date, Format, …) A1 A2/B1 A2/B1 BIE Application Exhibition Regulations A1 Competition General & Special Regulations Regulations AIPH Site Inspection BIE Reconition A1 AIPH Reconition Progress Reporting Progress Reporting Progress Report Progress Report AIPH BIE Progress Report BIE AIPH AIPH Final Report International Association of Horticultural Producers
Regulations A1 A2/B1 National Law National Law AIPH BIE Convention AIPH Regulations Regulations BIE Guidelines 4 AIPH Competition AIPH Competition General Regulations Guidelines Guidelines General Competition General Regulations Regulations Regulations Special Competition Regulations Regulations International Association of Horticultural Producers
Planning International Horticultural Exhibition Park Participants Events Operations M&C Sales Program Management Architecture International Cultural Visitor Marketing POS System Finance: Gardens Program Services Budget, Design & Public Advance Expenditure, Experience National Art Admission & Relations Ticketsales Revenue Management Gardens Gates Educational Media Call Center Legal Affairs Quality Regulations & Program Facility relations Sponsoring Management Services Management Contracts B2B program Advertising Media Partner Planting Competitions Traffic Purchasing Event Preview Commission Licensing Protocol & VIP Security Activities Human Services Engineering Services Resources Merchan- Restaurants Official dising Permits & Retail Publications Office Management Construction Special Website & Projects Social Media Expo Asset Maintenance Sales Dismantling Liquidation Logistics Application & Reporting AIPH & BIE City Development International Association of Horticultural Producers
Planning Operations Visitor Services Admission Facility Traffic Security Restaurant & Special Projects & Gates Management Retail Info Desk Onsite Ticket Cleaning Parking Security Restaurants Attendance Sales Projection Day program Waste- Signage Video Retail Access Control management Surveillance Design Day Rental Services Public Transport Accreditation Landscape Medical Services Duty Guided Tours Shuttle Services Maintenance Management Fire Brigade Visitor Mobility Traffic Technical Permits Management Emergency / Services Disability Evacuation Soft Opening Services Energie, Water, First Aid Training ICT, … Locker Communi-cation Lost & Found Logistics Dogs Mobility Complain Management Operations & Service Center Crowd Management Personnel Fashion Training International Association of Horticultural Producers
Invitation Process Organisation, Information & Network Phase (2 years) - Establish organisation Invitation - Concept development Invitation Phase ( 2 ½ years) - Coordinate invitation process with the government - Verification that the invitation - Information material Construction Phase (6-9 months) has arrived - Inform embassies of the host - Visit potential participants Invitation National Day / Trade Missions - Visit and inform embassies of - International information day (2x) the participants - Participation agreements Intl Planning Meeting I Opening Expo Phase Intl Planning Meeting II Intl Planning Meeting III Closing International Association of Horticultural Producers
National Day 11:00 Welcoming guests and signing guestbook 11:45 Opening National Day (in public) - Flag ceremony and national anthems - Speeches -- Mayor -- Commissioner General -- Representative of the participating country -- Cultural performance 12:30 Lunch 14:00 Visit host country pavilion 14:00 Cultural performance 14:30 Visit Expo site & pavilion of the Country 15:00 B2B Program 17:00 Press Conference International Association of Horticultural Producers
BEST PRACTICES International Association of Horticultural Producers
Floriade 2012 Experience Concept Staging experiences is not about entertaining; it is about engaging them by using the 4 E -Structure of J. Pine and J. Gilmore E ntertainment E ducation E sthetic E scape 9.9 International Association of Horticultural Producers
THANK YOU Manuela Dimuccio manuela.dimuccio@aiph.org Sven Stimac sst@friendsandfriends.de International Association of Horticultural Producers
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