SELECTING A DESTINATION FROM THE BUYER‟S PERSPECTIVE: FINE-TUNING THE SELECTION Richard Holmes International Director of Meetings International Bureau for Epilepsy International League against Epilepsy
• International Bureau for Epilepsy (IBE) • Lay Organisation • Global network of Epilepsy Associations and Organisations • International League Against Epilepsy (ILAE) • Medical Organisation • Network of National Chapters around the world
Prevalance studies estimate the following number of people with epilepsy: World: 50 million SEAR: 15 million Thailand: 876,000 (total population 67 million)
• Only 20% of all patients with epilepsy in South East Asia receive appropriate treatment. • People in rural areas of South East Asia, including Thailand, often seek treatment from faith healers instead of going to a medical doctor. • In rural Thailand, more than 40% of people with epilepsy are not compliant with prescribed medication due to perceptions and pooor accessibility of treatment.
Epilepsy Congresses • International Epilepsy Congress Every 2 years in uneven years Attendance 3,000 – 4,000 depending on location The next opening is in 2019 • Asian & Oceanian Epilepsy Congress Attendance 1,500 – 2,500 The next opening is in 2018
Other Regional Epilepsy Congresses • European Congress on Epileptology Every 2 years in even years Attendance 3,000 – 3,500 • Latin American Epilepsy Congress Attendance 800 – 1,200 • East Mediterranean Epilepsy Congress Attendance 400 • African Epilepsy Congress Attendance 400
THE INTERNATIONAL MEETINGS MARKETPLACE There are buyers and sellers...
SELLERS Tourist Boards Convention Bureaux Convention Centres Hotels with meetings space Professional Conference Organisers (PCOs) Destination Management Companies (DMCs) Associated Management Companies (AMCs) Travel Agencies
BUYERS Corporate Sector Government Meetings Trade Associations Medical Meetings Arts/Culture/Heritage World bodies such as the UN and WHO
WHAT ARE THE MARKETING TOOLS USED BY SELLERS? • Ambassador Programmes (Advocates) • Client Advisory Board (CAB) • Trade Shows o ITCMA – Bangkok o IBTM – Barcelona o IMEX – Frankfurt o AMEX – Las Vegas o Others - China, Australia, Singapore, London • ICCA Client Workshops • ICCA database
25,000 MEETINGS WORLDWIDE, RANGING FROM 100 – 30,000 DELEGATES International Medical Congresses Trade Exhibitions Govt. Meetings Corporate Sector
Fine-Tuning the Selection Procedure • Many associations will have their own selection criteria, some of these are as follows...
1. Issue an invitation to all local chapters worldwide or, in the case of a regional congress, to associations in the region to submit a bid.
Airlines THE CONGRESS MARKET PLACE Retailers Office Supplies PR Agencies Entertainment Hostess Co. DELEGATE Restaurants Florists CONVENTION SPONSORS BUREAU SCIENTIFIC LOCAL LOCAL INTERNATIONAL CONGRESS CENTRE ORGANISATION COMMITTEE COMMITTEE PCO COMITEE Audio-visual Signage Co. Designers Exhibition Printers Office Supplies Catering Software Co. HOTELS - TOURS Web Site Co. Designers Printers Airlines
2. The Core PCO will prepare a short list of destinations for the consideration of the Board.
THE CONGRESS MARKET PLACE Software Co. Web Site Co. Designers DELEGATE Printers CONVENTION BUREAU SPONSORS Airlines SCIENTIFIC CORE INTERNATIONAL LOCAL CONGRESS CENTRE ORGANISATION COMMITTEE COMMITTEE PCO COMITEE Audio-visual Signage Co. Designers Exhibition Printers LOCAL Airlines Catering PCO Retailers Office Supplies Entertainment PR Agencies Hostess Co. HOTELS - TOURS Restaurants Florists
3. International Association In-House Congress Secretariat
THE CONGRESS MARKET PLACE Software Co. Web Site Co. Designers SPONSORS Printers CONVENTION BUREAU DELEGATE Airlines INTERNATIONAL COMMITTEE SCIENTIFIC LOCAL CONGRESS CENTRE ORGANISATION INHOUSE COMMITTEE COMMITEE CONGRESS Audio-visual STAFF Signage Co. Designers Exhibition Printers LOCAL Airlines Catering PCO Retailers Office Supplies Entertainment PR Agencies Hostess Co. HOTEL - TOURS Restaurants Florists
THE CONGRESS MARKET PLACE 2 1 3
Associations and Conference Forum - AC FORUM • AC Forum meets twice a year • Over 25 member associations around the world with offices in Europe • To share information on experiences in different • Locations, • logistics, • suppliers, • congress facilities • To offer advice on a whole range of issues concerning association conference organisers throughout Europe • To improve the standards and facilities of International Meetings for both delegates and organisations
AC FORUM Meets • General Assembly • Congress Reports • New Members • Keynote Speaker • Workshops VAT Security Pharmaceutical Code Social Media Registration System Insurance
AC FORUM – full list of members International Members European Members Cardiovascular and Interventional Radiological Society Fédération Internationale Pharmaceutique of Europe (CIRSE) (FIP) European Academy of Dermatology and Venereology International Bureau for Epilepsy (IBE) (EADV) International AIDS Society (IAS) European Association for Cardio-Thoracic Surgery (EACTS) International Council of Nurses (ICN) European Association for the Study of the Liver International Diabetes Federation (IDF) (EASL) International Society of Nephrology (ISN) European Crohn‟s and Colitis Organisation (ECCO IBD) World Confederation for Physical Therapy European Federation of National Associations of (WCPT) Orthopaedics and Traumatology (EFORT) World Dental Federation (FDI) European Respiratory Society (ERS) World Heart Federation (WHF) European Resuscitation Council (ERC) European Society for Organ Transplantation (ESOT) European Society for Radiotherapy and Oncology (ESTRO) European Society of Anaesthesiology a.i.s.b.l. (ESA) European Society of Cataract & Refractive Surgeons (ESCRS) European Society of Human Reproduction and Embryology (ESHRE) European Association for the Study of Diabetes (EASD) European College of Neuropsychopharmacology (ECNP) European Society for Medical Oncology (ESMO) European Society of Cardiology (ESC) European Society of Radiology (ESR) The European Wind Energy Association (EWEA) the European Cancer Organisation (ECCO)
Choosing a destination: The Selection Procedure • The selection criteria can be a lengthy process and can take up to 5 years before the decision is made.
Selection Procedure • Invitation sent • Expression of interest only • Preliminary enquiries made • 2 to 3 to be short listed as potential candidates • A site inspection is undertaken of the shortlisted countries • Selection narrowed down to 1st and 2nd choice. Once review is complete, committee makes final decision on location for next congress.
Choosing a destination • People • Venue • Safety • Cost
SELECTING THE CITY • Attractiveness or “pull” of the city for delegates • Cultural aspects • Association anniversary, for example; • Budapest 1909 – 2009 ILAE • Rome 1961 – 2011 IBE • Strength of the local committee • Is there a „Centre of Excellence‟ or important opinion leaders in the city or country ? • Is there a lack of development in the field in this particular region ? – This can be an important criterion to some associations
SELECTING THE CITY • The level of city support • Feedback and reports from AC Forum members • Visas • Customs Clearance (for congress materials) • Security • Perception • Hotel availability and rates
NEXT STEPS… • STEP 1: • Arrange site visit through • (a) Convention Bureau or (b) alone • STEP 2: • Meet with Convention Bureau • STEP 3: • (a) Visit Convention Centre and (b) visit three 3 / 4 star hotels
Meeting with The Convention Bureau • Does the City have a Convention Bureau? • What is the strength of the Convention Bureau? • Do they have a marketing budget for congresses? • Is it a commercial partnership? • Is it entirely funded by the government or is it a public/private arrangement?
Meeting with the Convention Bureau Will they: • Sponsor the 1st meeting of the International Organising Committee, travel, accommodation, meeting rooms, meals during their stay? • Sponsor opening ceremony & reception? • Arrange complimentary travel passes for delegates on public transport? • Provide passes to visitor attractions? • Sponsor Key Note Speaker‟s travel costs? • Provide marketing & promotional budget?
SELECTING THE VENUE • Purpose Built Congress Centre Wi-fi In-House facilities for shipments In-House Security • Access Issues Distance from the airport, city centre and main congress hotels Public transport access and traffic • Access to detailed information early • Detailed costs – in advance
SELECTING THE VENUE • Optimal Dates • Good Signage • Good Floor Plans Number of Breakout rooms & size Exhibition space & poster area • Catering
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