All Entries Tagged With: "IAPCO"

Controversy likely at IAPCO / IPCAA Seminar

Wednesday 22 May, 08.45 at IMEX, Frankfurt 

The IAPCO / IPCAA Seminar “How do you fit into the healthcare congress stakeholder chain?” is certain to cause controversy and perhaps even discord !

Martin Jensen, of H. Lundbeck, representing ICPAA, will review, amongst others;

Would you listen to what a convention bureau has to say?

Is there a trend among IPCAA members to re-think the strategies of attending healthcare congresses?”

Christian Mutschlechner, of the Vienna Convention Bureau, will be defending the position of the convention bureaux confirming that they can be, and are, instrumental in the selection process, attracting medical meetings to a city and he will answer the leading question as to “whether a convention bureau can do more than they are currently doing?”.

“But will PCOs continue to pursue medical congresses if there is the possibility that these become less attractive due to compliance?” argues Caroline Mackenzie of Congrex Holdings BV, IAPCO member.

Make your voice heard at IMEX – participate in the Seminar – Wednesday 08.45

Vilnius Open hosts first IAPCO Seminar in Lithuania

“Vilnius Convention Bureau was proud to host the first IAPCO National Seminar in the country believing that this exceptional training opportunity would provide a substantial amount of practical information and invaluable knowledge to the participants” said Jolanta Beniulienė, Director, Vilnius Convention Bureau.

High ranking presenters from the industry shared their knowledge and expertise with the 50 invited participants who attended the 2½ day training seminar.   Sarah Storie-Pugh, IAPCO;  Patrizia Semprebene Buongiorno, Managing Director, AIM Group International; and Sarah Fitzpatrick, Managing Director, Congrex-UK, combined to form a formidable teaching faculty.

“The IAPCO’s educational programme provided specialist training not only for professional congress organisers and meeting planners, but to all sectors who play a key role in the meeting industry market” continued Jolanta, “The programme was prepared in consultation with the IAPCO Training Academy and I assure you that the participants benefited highly from it”.

MyCEB organises training to boost the business event industry in SE Asia

Malaysia Convention and Exhibition Bureau (MyCEB) brought together an impressive ensemble of experienced world-class speakers, namely Mathias Posch, President of the International Conference Services (ICS) Canada, Sarah Storie-Pugh, Administrator, IAPCO, and André Vietor, Managing Director of Viajes Iberia Congresos, Spain, to share their knowledge bringing a wealth of practical experience on a range of hot industry topics particularly in areas that would improve the region’s competitiveness globally in the business tourism market.

The seminar also provided up to 10 hours of continuing education that could be applied towards the Certified Meeting Professional (CMP) programme. This is in line with the aim of both IAPCO and MyCEB to encourage conference organizers to acquire international certification.

Zulkefli Hj. Sharif, Chief Executive Officer, MyCEB said, “This was an initiative created by MyCEB together with IAPCO to empower our industry players, especially event planners, with updated knowledge on the global scene of the business events industry. Participants were encouraged to take advantage of this opportunity to listen to the dynamic team of experts speaking at this seminar”.

ISTH 2011 IS THE RECIPIENT OF IAPCO INTERNATIONAL CLIENT AWARD

On 9 March 2012, the 23rd International Congress on Thrombosis and Haemostasis was awarded the 2011 IAPCO International Client Award, the statue being given to Yasuo Ikeda, Chairman of the Japanese Organization Committee of the 23rd International Congress on Thrombosis and Haemostasis. Other participants in the ceremony included Hiroshi Mizohata, the Commissioner of the Tourism Agency, Ryoichi Matsuyama, President of the Japan National Tourism Organization and Hirotake Chikanami, President of JCS. ISTH 2011 was nominated by IAPCO Member Japan Convention Services Inc. (JCS). It was the first-ever such award for Japan.

The International Congress on Thrombosis and Haemostasis is the premier event of the academic society concerned with thrombotic diseases such as thrombosis, myocardial infarction, as well as clinical conditions, diagnoses, prophylaxis, medical treatments etc for haemorrhagic diseases.

The congress was held from 23-28 July 2011 at The Kyoto International Conference Center attended by 6000 participants from over 80 countries, of which 4000 were from overseas and 2000 from Japan and was the largest international congress to be held in Japan following the earthquake of March 2011.

The Award was given in recognition of the decision and delivery of such a large congress when so many international congresses were forced to cancel or be postponed due to the Great East Japan Earthquake and tsunami, and its devastating consequences. Notwithstanding, the committee of the 23rd International Congress on Thrombosis and Haemostasis mobilized a neutral risk survey company to collect the necessary information in order that an informed decision as to whether to proceed or not with congress as scheduled. The Society’s Council voted unanimously to hold the congress in Kyoto, strongly supporting the Japanese people.

IAPCO Awards are presented to international or regional clients who have carried out excellent measures for the congresses held in the year, based on recommendations from member companies of IAPCO. 56 Awards have been issued since the first in1992.
 

IAPCO: 2011 Annual Survey Results

Presented at Annual Meeting in Paris, February 2012 

The latest figures from IAPCO confirm a slight downturn in overall attendees, but globally, IAPCO continues to grow.

There are two elements to consider:

-the growth in the number of meetings managed in total by IAPCO members during 2011
-the actual number of meetings managed by the same IAPCO members when comparing 2011 figures with 2010

Total Meetings Managed in 2011

The total number of participants managed by IAPCO members during 2011 increased from just under 2,250,000 to over 2,285,000; similarly, growth was experienced with the amount of exhibition m2 handled, from 546,000 to 632,000.

2010 : 2011 comparison

When comparing the equivalent 2010 and 2011 returns, excluding the new members/growth in membership, the figures paint a different picture. There was 4.49% drop with the total number of participants reaching just under 2,219,000 as compared to 2,245,994 in 2010. However, considering the economic climate this small percentage drop is far less than might have been expected.

Comparing like with like, the number of corporate meetings organised fell by (-)8.45%, the number of association meetings rose by a mere (+)3.72%, but the number of governmental meetings increased by a staggering (+)22.69% reflecting the shorter lead times, and the continual need for politicians to meet!

Drop in Numbers per Meeting

The drop in attendance size continues to fall, from 486 participants per event in 2006 to 345 in 2011. Exhibition space remains reasonably consistent at between 80-100 m2 average per event over the past 5 years, currently at 95 m2 for 2011.

Economic Impact

Taking the total number of meetings managed by IAPCO members during 2011, and utilising the same benchmark figure of €1620 spend per participant, the economic impact of the 6621 meetings organised represents some 3.71 billion euros to local economies, and continues to grow year on year.

Vincent C van Wulfen becomes Honorary Member IAPCO

IAPCO announces one of its truly valued past members is added to its roll of honour.

Vincent C van Wulfen, past president of IAPCO 1995-1998 has been awarded honorary membership in recognition of his many years of dedication and as an important change agent. Vincent commenced in the industry as international Marketing Manager of the Netherlands Convention Bureau when it was a start-up in 1980. Naturally he got some of his first training at Wolfsberg IAPCO Annual Seminar in 1981.

In 1988 Vincent became a PCO. Vincent took over HOC in The Hague and attended his first IAPCO GA in 1988. IAPCO immediately identified his talent and invited him to join the Council in 1990 when he became Treasurer. Under Vincent’s able management the funds of IAPCO were organised efficiently and with vision to ensure the viability of the association building reserves to a healthy level. He assumed the Presidency in 1995 then took up the Treasury responsibility again in 1998 until he retired from IAPCO in 2010.

Vincent was an agent of change; he dared to bring the association into the 21st Century, making radical changes to the way the association functioned and improvements in the Wolfsberg program that lifted the quality to higher and more relevant levels. He was a key proponent for developing the association, conducting many Appraisal Visits for new members and has worked behind the scenes diligently for almost 20 years with a strong commitment to quality and growth.

Tineke, Vincent’s wife is also recognised as a terrific support for Vincent as this had a positive flow on effect to IAPCO. Tineke attended each General Assembly and many Council meetings and accepted that Vincent spent many evenings at home on IAPCO Council business over the years. IAPCO wishes to thank Tineke, and also express how proud the Association is to count upon its eighth Honorary Member for all his achievements.

Managing Director of Kenes Latin America Appointed IAPCO President

Gonzalo Perez Constanzó, Managing Director of Kenes Latin America, has been appointed President of the International Association of Professional Congress Organisers (IAPCO), effective February 19, 2012.

Gonzalo brings a wealth of congress organisation experience to his new role. A Buenos Aires native, Gonzalo began his professional career with Congresos Internacionales, where he worked for over a decade. Gonzalo then joined the World Bank in Washington, DC, where he was involved with the Annual Assembly (over 10,000 participants) as well as other World Bank-related meetings around the world.

Next, Gonzalo joined Tilesa OPC in 2008, where he would go on to become Director of Operations of the newly formed Tilesa Kenes Spain (TKS). In 2011, Gonzalo was appointed Managing Director of Kenes Latin America and is currently responsible for the development of this rapidly growing Kenes Group subsidiary company.

Gonzalo’s career highlights include stints as a Board member of the ICCA representing PCOs, President of the ICCA’s Latin American Chapter and Secretary of the Welcome Argentina Foundation. An enthusiast of his profession, Gonzalo is a much sought after speaker at training events, such as the IAPCO Annual Wolfsberg Seminar.

As president of the IAPCO and Managing Director of Kenes Latin America, Gonzalo will be travelling quite a bit and will thus be able to contribute substantially to the continued development of the congress organising industry around the world – with a special focus on Latin America. When not taking trains, planes and automobiles, you’ll find Gonzalo residing at the main office of Kenes Latin America, located in Santiago de Chile.

Please view Gonzalo’s video message, where he outlines his aims and ambitions as incoming IAPCO President. Click here to view video message.

For further information about IAPCO: http://www.iapco.org/

For further information about Kenes Group: www.kenes.com

CATCH THAT ONE-TO-ONE

A change in programme for the 38th Annual IAPCO Seminar in Wolfsberg proved extremely successful. More than half of the learning time was dedicated to shorter overviews followed by a choice of tutorials where smaller groups, and even one-to-ones, were accommodated.

Invited experts for the tutorials included Keith Spencer of IPCAA on Pharma Compliance, Pierce Riemer of The World Petroleum Council on Sustainability, Anne W. Rødven of VisitOSLO on Bidding, John Martinez of Shocklogic Global on Technology, and Philippe Mahuas of Marriott Moscow Grand Hotel on Client Management.

All invited speakers were supported by IAPCO faculty, creating a total ratio of  1 faculty member for every 5 participants …. “Worth every second!”, “IAPCO has met my high expectations”, “A great learning experience “…such was the praise  and enthusiasm from the participants.

The 39th Annual Seminar will take place in Wolfsberg from 19-24 January 2013.

INDIA – Another new country for IAPCO

India has become the latest country to be represented in the ranks of IAPCO members, bringing the total to an impressive 41 countries. And with the addition of new members KW Conferences Pvt based in Gurgaon, India and Convention Linkage, Inc, based in Chiyoda-ku, Japan, IAPCO now boasts 116 quality-driven members.

As with all member applications, entry criteria is strict, with site inspection appraisal visits taking place in both cases. Michel Neijmann, Quality Committee and IAPCO Council, undertook the audit of World Sleep 2011, organised by Convention Linkage, in Kyoto, at which 2596 delegates attended from 37 countries.

Roslyn McLeod, IAPCO Council, took the trip to India to review the AIPPI (International Association for the Protection of Intellectual Property) ExCo and Forum 2011 in Hyderabad at which 662 delegates from 69 countries participated. “All those to whom I spoke were highly complimentary about the various staff with whom they dealt with at KW Conferences”, commented Roslyn, “ I did not encounter one criticism. Their performance was seamless despite the fact that they had to move social events due to predicted rain following on storms and floods. They will make a good member of IAPCO and bring credit within India due to their high standing”.

But it was not good news for everyone …. Two other applications for membership have been rejected this year, and seven remain pending. “IAPCO continues to be extremely diligent about membership applications to continue striving for Quality” says Philippe Fournier, IAPCO President.

IAPCO: Yes, Bidding has Changed!

All parties at the recent IAPCO Seminar at EIBTM, chaired by Philippe Fournier, IAPCO President, were in agreement. Anne Rødven, VisitOSLO [Convention Bureau], Ben Hainsworth, European Society of Cardiology [Association] and Michel Neijmann, K2 Conferences [PCO] spoke to the packed hall of over 120 exhibition visitors.

More obvious changes in the bidding process were the move from glossy bid books to on-line submissions and the demand for ever increasing subsidies, subventions, donations to assist the event’s bottom line. But perhaps less obvious was a fundamental principal of selection. “The mind-set has changed” said Ben “selections are made on the basis of looking at the Association’s point of view, rather than just a destination. The selection is political and strategic and objective assessments are made”.

Anne stressed the financial changes. “20 years ago, there was a move to fight against the competition from cities providing subventions. Now it is a fact of life, some associations will only go to a city where there are financial incentives. And” she added “VAT, its %, can be the deciding factor”.

CSR was not felt to influence the process. “CSR is a standard now”, commented Michel, “Bids are expected to include information in terms of both legacy and carbon footprint”. The consensus was that the selection process was not impacted by such considerations.

And the current buzz, social media? Today, when, in many meeting formats, the decisions are made by the older generation, use of social media was limited; however, this is an inevitable change as the decision-making players alter. But, here and now, the reputation, or indeed perception, of a destination can be changed in minutes by active traffic on social media which might well affect the selection decision. It can of course benefit the actual event, and therefore good social media skills identified within the bid can enhance the overall submission.

Core PCOs can help considerably in the process, and are often influential in the selection. They push the destinations and the convention bureaux to provide the best deals and the best solutions for their association clients. “Core PCOs have become an integral part of the selection chain”, summed up Philippe, “Yes, Bidding has changed. Nothing is taken lightly, associations have to be seen to be objective and they need to make the right decision. Core PCOs, yes IAPCO Core PCOs, help that process”.

IAPCO and TCEB Agreement to Support Southeast Asian Congress Organisers

The Thailand Convention and Exhibition Bureau (TCEB) and the International Association of Professional Congress Organizers (IAPCO) are joining hands to provide professional development training for congress organizers in the Southeast Asian Region.

In a ceremony to announce the signing of a Letter of Intent to provide and host regional seminars from 2013 to 2015, the two organizations disclosed details of the regional training programme.

Mr Akapol Sorasuchart, TCEB President, announced, “As a government agency dedicated to supporting the events industry, TCEB is keenly aware of the importance of regional co-operation to boost professional standards within the industry. We expect the forthcoming economic integration within ASEAN in 2015 to drive a major expansion of the events industry in Southeast Asia, and it is therefore crucial to ensure that we start now to develop world-class expertise within the region in order to meet global industry standards.”

“We are therefore greatly honoured to have this opportunity to partner with IAPCO, whose world-renowned expertise and leadership in education can now help to develop the potential of conference organizers across the Southeast Asian region- in Cambodia, Indonesia, Laos, Malaysia, Singapore, Thailand and Vietnam. IAPCO is the universally accepted benchmark for quality within congress organisation and is the global brand of excellence for the meetings industry. With TCEB’s own expertise and leadership in the region’s event industry, we expect this partnership to make a major contribution to boosting standards of meetings, conventions, congresses and special events in Thailand and the entire Southeast Asian region.”

Commenting on the new partnership, Mr. Philippe Fournier, President of IAPCO, said, “IAPCO is committed to raising standards of service among its members and other sectors of the meetings industry by means of continuing education and interaction with other professionals. We’re excited at the prospect of interacting with industry leaders around Southeast Asia, as one of the world’s fastest-growing economic regions. We’re also delighted to partner with TCEB, which itself has demonstrated its expertise in driving Thailand’s leadership and standards of excellence in the region’s events industry.”

PCMA Cultural Learning Lounge

As part of the PCMA innovative programme which followed on from IMEX, the Go Global theme continued with the introduction of Cultural Learning Lounges.

Countries selected on the basis of participants’ advance expressions of interest included Brasil, China, France, India, Middle East, Singapore and the UK, reflecting the countries which are the focus of potential meetings emanating from the USA. Whilst new destinations are on the rise, interestingly, France and the UK still field in the top ten targeted locations.

IAPCO fielded 3 “global experts”, covering the Middle East, France and the UK. Levels of interest varied as groups moved from country to country, but hard facts could not be ignored. Cultural differences most frequently explored were the financial implications, such as VAT, commission, different mechanisms of charging, negotiating deals etc.

“The UK has a special attraction for international meetings from the US” said Sarah Storie-Pugh, Administrator of IAPCO. “Costs might be deemed to be higher but so is the attendance level and support. Many Americans have roots in England and Scotland and the potential to explore those roots, and be part of 500-year-old seats of learning, is extremely appealing.”

“But VAT and contractual negotiations are so different and complex” interjected one global participant. IAPCO responded “PCOs today embrace the handling of all finance, VAT, contracts, negotiations, all on behalf of their clients. It is important to partner with a PCO when working internationally. They can save you many thousands of dollars whilst providing extensive levels of expertise. They understand the local culture but work within the ethos of the Association and Client.”

The message from the Learning Lounge …. Go Global, Understand the Cultures, Work with the Local Team …..

PCOs – International Disconnect?

What is a PCO? Do you really know? This was a hot topic at the recent IMEX America seminar run by IAPCO. Managing the six conference success factors highlighted the strategic extension of services often provided by the PCO: the political considerations; the outreach; the scientific content; the long-term legacy; the emotional after effect and ultimately the financial outcome. “And with the financial outcome, I mean bottom line outcome” said Mathias Posch, President ICS Vancouver, and IAPCO International Relations Officer, presenting on the topic, “not the cheapest through the door. You need to look increased delegate attendance, greater sponsorship outreach, additional inclusive services …. The Value Add On”.

Following this outline presentation, extensive but surprisingly non-controversial discussion evolved from the 30 or so attendees, from all sectors of the meetings industry.

The most immediate question was why were there no PCOs from the USA in IAPCO? “Because the terminology is different …. Is a Meeting Planner in the US the same as a PCO elsewhere….. few in the US comprehend what a PCO is” responded Mathias.

“It is a difference in dialogue” said Brian Riggs of Association Headquarters “But today’s marketplace is truly global and individual meeting planners in the States and around the world will miss out because we as a community are not using a language that is international. The disconnect will become more and more apparent as the world becomes more global … and remember” he continued” every young person is already globally connected … it is in their DNA”.

“The lines are becoming more blurred” commented Barbara Maple, consultant to the industry. “Originally a Meeting Planner was asked to provide very specific tasks, but now they are asked to do more and more, and to further embrace the strategic planning concept.” “Yes but historically” said Susan Daugulis of Venue West “Meeting Planners outsourced many of the services having few permanent staff, whereas PCOs generally have all the services in-house”.

IAPCO is the only association certifying PCOs and it was deemed important that Meeting Planners and PCOs, regardless of their title, should strive to achieve this accreditation, and to be recognised internationally in order to benefit from the onset of globalisation. “IAPCO is to be congratulated for having set the standards” commented Harry Fine, who represents many DMCs worldwide “I wish all associations in our industry had such standards and criteria. IAPCO may not have all the answers but they have certainly set the standard for the industry”.

As a result of IMEX America, IAPCO anticipates at least half a dozen applications from Meeting Planners in the US, who are looking to breach the international language barrier, and embrace the global market, by becoming PCOs as well as retaining their US Meeting Planning title.

South Africa: IAPCO’s 40th Member Country

South Africa has become the latest country to be represented in the ranks of IAPCO members, bringing the total to an impressive 40 countries. And with the addition of new members African Agenda, based in Cape Town, South Africa, and Gyro Conference, based in Lillehammer, Norway, IAPCO now boasts 114 quality-driven members. “Some people may think this is slow progress, but IAPCO is about quality and ensuring that members who are accepted meet the criteria set,” commented Jan Tonkin, Chair of the IAPCO Membership Committee, and Managing Director of The Conference Company, New Zealand. “I am delighted that both African Agenda and Gyro Conference have met that quality standard, and we are proud to welcome them to our family.”

African Agenda

African Agenda is one of Southern Africa’s most well-established and reputable PCOs and with more than ten years’ experience in the industry the company is poised for growth and expansion. “It is the right time for our organisation to make solid international links,” commented Keith Burton, when asked why the company was joining IAPCO. “Having researched the numerous associations and organisations worldwide, it is our belief that IAPCO, with its strong focus on education, suits our goals and company ethos.” African Agenda is committed to investing time into learning and development in order to offer its clients innovation, seamless service and the highest levels of professionalism.

Gyro Conference

Gyro Conference, which is owned by Gyro, Scandinavia’s largest event company, has been a PCO for more than 20 years and is one of the leading PCOs in Norway. “Being a member of IAPCO will enable us to strengthen our international network and to improve our international skills, whilst exchanging experiences,” said Hilde Ødeli, Managing Director of Gyro Conference. The company’s main focus is on scientific congresses, but it also has links with Norwegian Government ministries and close connections with international ski events held in Norway under the auspices of the International Ski Federation. Indeed, some employees worked previously with the Lillehammer Olympic Organising Committee.

Two New Members for IAPCO

IAPCO is delighted to welcome two new members during the first six months of the year, bringing the total number of members to 112 from 38 countries.

Copernicus Meetings, represented by Martin Rasmussen, Managing Director, of Göttingen, Germany was confirmed as a new member, following the audit inspection of the highly successful 10000 pax EGU 2011 (European Geosciences Union) in April this year.

At the same council meeting, MCCM Meeting Management, based in Harmelen, The Netherlands, was also confirmed as a new member, represented by Nicolette van Erven, Managing Partner. MCCM also had the accolade of having achieved the quality membership process faster than any other company has done before – in just three months, a record time by IAPCO accounts. “The timing of the application” said IAPCO President, Philippe Fournier “and the speed with which the client references responded, meant that we were able to process the application extremely quickly; a suitable event for an audit was being held the following month and interviews with exhibitors, delegates and both the international and local clients all went so smoothly, that the application was confirmed almost immediately!”.

ABOUT Copernicus Meetings organises scientific conferences, workshops, and exhibitions ranging from 150 to 15000 participants. As of 1988, Copernicus specialised in Earth sciences, but soon opened up to various disciplines. Copernicus uses self-developed online tools, which are modular and easy to extend, for the generation of the scientific programme: public session suggestion, session programme set-up, abstract submission, session organisation, scheduling, support management and online programme including personal programme generator. Besides abstract and programme management, their services include registration, invoicing and money revenue, taxation, budgeting, as well as the full range of local organising services. Being also an established publisher, Copernicus provides peer-reviewed conference publications.

ABOUT MCCM Meeting Management is an independent, full-service PCO with a track record in association meetings and corporate events. MCCM is based in The Netherlands, close to the country’s major cities, but operates both nationally and internationally. MCCM’s services are characterized by focus on quality, building effective relationships with customers and suppliers, and effective project management. About 50% of its activities are in the medical field, where MCCM provides (bio)medical content management services on top of the regular PCO services. The combination of PCO capacity and in-house biomedical expertise constitutes an added value not frequently encountered elsewhere.

THE IAPCO AWARDS – RECOGNISING EXCELLENCE

THE IAPCO AWARDS – RECOGNISING EXCELLENCE
IAPCO is committed to raising standards of service among all sectors of the meetings industry by means of continuing education and interaction with other professionals. As part of this commitment, IAPCO, in 1992, created a programme of Awards, to recognise excellence. Nominated by IAPCO members, these Awards are presented annually to the nominated International Client, National/Regional Client and National/International Supplier, and have long been coveted by those who have been acknowledged for their quality and contribution to the industry by IAPCO. Over the last 19 years, 60 Awards have been presented.

TRIPLE AWARDS AT IMEX 2011
It was no coincidence that IAPCO chose to present their 2010 awards of quality at IMEX, one of the leading quality shows in our industry.

Three awards were presented: The International Client Award to the World LP Gas Association, nominated by IAPCO member MCI France; the Regional Client Award to ESMO – European Society for Medical Oncology nominated by IAPCO member AIM-Group International, Italy; and the International Supplier Award to the Internationales Congress Centrum ICC Berlin, nominated by IAPCO member, CPO HANSER SERVICE, Berlin, Germany.

World LP Gas Forum for WLPGA

WLPGA is the rendez vous of the LPG (Liquid Petroleum Gas) community which gathers in a different city every year. The World Association is engaged in early development for safer and greener energy and hence is empowering its stakeholders by organising annually an international forum. It is their commitment to this forum which prompted MCI France, the Core PCO of WLPGA, to nominate them for the coveted International Client Award. “Not only did we wish to recognise their commitment to the future of our world” said Philippe Fournier, MD, MCI France, “we also wanted to recognize their fidelity and professionalism. WLPGA has always worked with PCOs and recognises the advantages such appointments, both Core and local PCOs, make to the success of their events”.

ESMO, European Society for Medical Oncology

The European Society for Medical Oncology organises the major european congress on medical oncology, the most recent event having been held in Milan at which 16000 participants from 124 countries gathered for the five days of meetings. “The ESMO Congress is a clear example of excellence and we wished to recognise the Society for their careful attention to detail, intelligent selection of destination and local partners, and their vision and their open-minded approach to their congress” said Patrizia Semprebene Buongiorno, MD, AIM Group International, and PCO of the 2010 Congress. “We are all excited about this prize”, said Alessia Mora, ESMO Congress Director, “and it is an honour that IAPCO decided to deliver it to ESMO. From our side we also have to admit that the experiences we had in working with IAPCO PCOs has been really positive and, of course, the various learning experiences we had at Wolfsberg, for both the Seminar and the Masterclass, are certainly unforgettable for all the staff who participated”.

Internationales Congress Centrum – ICC Berlin

CPO HANSER SERVICE was proud to nominate ICC Berlin to receive the distinction of the IAPCO Supplier Award. “We have been working with the ICC Berlin for more than 25 years” commented Inge Hanser, Director, CPO HANSER SERVICE, “and we have always been very satisfied with their services. The staff are extremely service-minded and always professional” she continued. “Together with the ICC we have succeeded in developing and progressing many medium and large sized congresses. But it was, in particular, the annual DGPPN Congress (German Association for Psychiatry and Psychotherapy) which prompted us to put forward the nomination. When we took over the congress in 2003 the attendance was c.2000 participants; with the support and partnership of ICC, the attendance had increased to 9500 in 2010. The challenge with this particular congress was to co-ordinate up to 55 parallel sessions! The ICC has always shown great flexibility and creativity in order to achieve this goal and we wanted to recognise this trait”.

THE AWARDS

1992-2001, The first Award

In 1440, German inventor Johannes Gutenberg invented a printing press process that, with refinements and increased mechanisation, remained the principal means of printing until the late 20th century. This Award, depicting a replica of the first printing press, represented the dependence at that time on print as part of the congress management process.
2002-2008, Intermediary

“Intermediary” created by leading artist Corry Ammerlaan van Niekerk of the Netherlands the Award represented the heart of our industry, people of different nations and cultures coming together as one, to discuss and celebrate our world ensuring communication and contributing to world peace. The strong figure in the centre unites the parties and acts as an intermediary.

2009-2010, Reaching the Top

Designed with care and competence, Ger van Tankeren has created yet another masterpiece depicting his inimitable enthusiasm and skill of “letting the daylight” into life. Reaching the Top represents the pursuit of excellence within our industry, for with a common aim and a united effort, we can reach the top.

Those who live in glass houses shouldn’t throw stones

The IAPCO Seminar presented by Roslyn McLeod, MD, arinex ltd pty and Esther Assous, Events Manager, World LP Gas Association, drew a large and controversial audience on the topic of Insourcing or Outsourcing Conference Management.

Albeit a constant dilemma for Associations, “there is a common denominator” says Roslyn McLeod “which is where the glass house comes in.  PCOs are faced with the same challenge as associations and that is to find suitably talented staff.   Success”, she continued “depends on the talent of the appointed staff, their abilities and skills; the business sense of the Board and the direction/support received from management.  In other words all the stars need to be aligned to get the right outcome”.

“Clients are generally smart and committed but the role of conference management requires more than a willing attitude and hands, it requires expertise across a broad spectrum, which associations often lack” continues Esther Assous. “Part in-sourcing and part out-sourcing is, from our point of view, the best model, with our Association benefiting from the strengths of a Core PCO, who then works closely with their selected Local PCO.”

Committed to out-sourcing, Roslyn McLeod expanded on the advantages of the PCO company providing full services.  “The outsourced service has to draw upon a range of skills, such as management, communication and marketing, finance, logistics etc, to deliver the right product.  The PCO was born out of the need for an expertise to manage conferences, and conference management is a science, involving a number of different skills that are woven together to produce an end effect.”

Does the Association lose control by outsourcing to a PCO?  “If the partnership harnesses the combined skills of both parties it is a recipe for success” says Esther.

“There is a third option” commented Robert Harrison, Congrex Group “the half-way house, and that is embedding PCO staff in the office of the Association.  This way, one of the most difficult elements of in-house service, that of human resource, training, experience etc is covered by the PCO, but the Association still retains the personal interaction with their members by having that resource embedded with them”.

“One must remember that to many associations an event is not just “tacked on” to the work of the association, but is actually integrated into whole infrastructure.  It is incumbent on the association staff to be responsible in all aspects of the PCOs work” commented Charu Malik, Executive Director of the World Allergy Organization “But the embedding model is an interesting one”.

Is insourcing value for money?  How many Associations have done a true analysis to measure the real cost of managing the Association conference in-house?  How does it compare to outsourcing?  In the case of NfP Associations, what is the percentage of the Association overheads that is spent on insourcing conference management?  “The accepted maximum of a conference budget a PCO fee should be is 15% but it is often less.  How do the two compare?”   Roslyn McLeod threw out the challenge for accurate costings of in-house services and thus equitable cost comparisons.

Philippe Fournier summed up “Every group is different, as is every requirement.  Working across a number of different events provides the PCO with an innovative source of experience which is shared across clients.  It is just essential that the expectations are known and thus met, whether in-house or out-sourced.  But it must be recognised that PCOs increase the quality of an event, raising the bar, and attendees and stakeholders can expect this level of quality for their meetings.”

Meetings Up, Numbers Down say IAPCO 2010 survey results!

For the fifth time IAPCO has revealed its members’ annual survey indicating a slow recovery of the economy worldwide. The 110 members gave their final numbers for 2010 showing an important increase in the number of international meetings which they have been commissioned to organise, whilst it is noted that national conferences are seen to be slightly diminishing.

“As you know”, says Philippe Fournier, IAPCO President, “we had a very good anticipated year for 2009, despite the economic downturn, because the association business does not follow the same timelines as those of the corporate one. Because of their structure, memberships and longterm events schedules, Associations do not react in the same way of delaying activities until times of recovering. And although the current figures show an increase in international business undertaken during 2010, it still remains less than before due to this same “time” reason. We had however an interesting year where we could see a re-boost of our international business in every sector”.

The various numbers from the survey, whilst indicating an increase in the number of meetings organised, reflect a drop in the number of participants attending each meeting. They also indicate a continuing decrease in surface of square meters used by exhibitors during healthcare meetings whilst the trend in other sectors is not the same. The overall budgets are slightly increasing but in a less proportion than before showing a real impact on the economic downturn and probably new trends in the meetings and exhibitions industry.

By driving Quality, IAPCO leads the trend!

Annual Survey 2006-2010

An annual survey of IAPCO members is undertaken to identify the position of IAPCO members in the meetings marketplace. The results of the survey show a steady increase in business and the major impact and contribution that IAPCO members make to the meetings industry.

IAPCO members organise in excess of 6100 meetings annually, representing some 2.24 million delegates and 0.54 million m² exhibition space, representing an economic impact in the region of 3.638 billion euros, increasing year on year.

ABOUT IAPCO: Meeting Quality

The International Association of Professional Congress Organisers (IAPCO) was founded in 1968, is registered in Switzerland and represents today more than 110 professional organisers, meeting planners and managers of international and national congresses, conventions and special events from 40 countries. IAPCO members organise in excess of 6100 meetings annually, totaling some 2.24 million delegates and representing an economic impact in the region of 3.638 billion euros.

IAPCO is committed to raising standards of service among its members and other sectors of the meetings industry. Today IAPCO membership offers a unique quality assurance, since entry into membership of IAPCO is by meeting strict criteria and by continuous quality assessment.

The high quality standards are secured by means of continuing education and interaction with other professionals. The ‘Wolfsberg’ seminar, The Meetings Masterclass and the Annual Meeting & General Assembly of its members are the highlight events of IAPCO.

New Chair for the IAPCO Training Academy

The IAPCO Training Academy has a new Chair following the IAPCO General Assembly in Quebec in February, with Susanne Kostka, Managing Director of AIM Group International Vienna Office, and formerly Vice-President of AIMS International before the merger, stepping down after six years in the role. “Over this time, Susanne has continually strived to ensure that the IAPCO Annual Wolfsberg Seminar remains at the forefront of education for PCOs and the meetings industry as a whole. This is part of IAPCO’s role. She also leaves the Meetings Masterclass as her legacy, a new educational initiative launched in 2011 in that looks set to become a permanent fixture in the educational calendar”, says Philippe Fournier, IAPCO President, Managing Director of MCI France, at the closing of IAPCO General Assembly. “I would like to thank Susanne warmly”, he continues, “and sincerely acknowledge her immense contribution to IAPCO both within Council and specifically the Training Academy”.

André Vietor, former President of IAPCO and Managing Director of Viajes Iberia Congresos in Barcelona, is delighted to take up the post of Chair. “It will be hard to follow Susanne, for she has been a dedicated leader, but I hope to bring new elements to the Annual Seminar and of course to continue the work she began on the Meetings Masterclass,” he said. “I am looking forward to the challenge and to working closely with my colleagues to further enhance the educational programme of IAPCO.” Jan Tonkin, Managing Director of The Conference Company, New Zealand, in addition to her current role on Council as Chair of the Membership Committee, becomes Vice Chair of the Training Academy.

Susanne has been replaced on Council by Michel Neijmann, of K2 Events, by a unanimous vote. “Having previously been on Council, and being a part of the Training Academy,” Michel said, “I am delighted to be back where I can serve IAPCO best.” Roslyn McLeod (arinex pty, Australia) and Gonzalo Perez Constanzó (Kenes Latin America, Chile) were unanimously re-elected to retain their current roles on Council.

What’s in it for me?

Yvonne Hu, IAPCO Honorary Member and representative at the 2011 IT&CM China, invited as guest speaker at the Future Leaders’ Forum which accompanied the IT&CM China expo, sought to answer the question so often posed by those contemplating a career path in BE (Business Events) “What’s in it for Me?”!

Drawing on her personal experience, Yvonne focussed on what you can expect to personally derive and gain from the profession.   ”Mine was a chance encounter as is so often the case in this industry” she told the enthusiastic students “but today you need to look at how the business events shape and drive the future of humanity … the Knowledge Economy”.

IT & CM China 2011, themed “Leading China’s Next MICE Wave”, formed part of the Shanghai Municipal Tourism Administration’s inaugural Shanghai Business Events Week, an initiative designed to take China’s meetings industry to new heights.  As a result, IT&CM China is expanding, in conjunction with the burgeoning Chinese meetings industry, with next year’s show set to take place at the larger venue of the Shanghai World Expo & Convention Centre (SWECC) in Pudong from 17 – 19 April 2012.  This new state-of-the-art centre boasts eco-friendly infrastructure and facilities, making it a premier venue choice for world-class international event organisers.

However, at the moment, the hosting of government and international association meetings are required to obtain approval from the central government in China.  Every province is eager to hold meetings but without clear standards the government has to exert stricter control.  Whilst stringent scrutiny or controls will weed out false events and benefit China’s meetings industry, it also makes genuine cases harder for obtaining speedy approval … a double-edged sword.  On the one hand China is experiencing a huge infrastructure boom but on the other a lack of well-trained human resources continue to be a challenge facing their meetings industry.

IT&CM China is making strides to attempt to address this issue of education and training with this year’s event receiving a growing interest from new Chinese and international exhibitors.  For the first time venues and destination management services from the Middle East were featured.  Altogether more than 253 international and Chinese companies and organisations exhibited at this year’s show along with the attendance of over 300 international and Chinese buyers.   ”The interest of visitors was excellent” reported Yvonne from the IAPCO booth “there is a strong desire to seek out quality, which is of course the mantra of IAPCO”.

After Paris in 2012, DUBLIN to host world leading PCOs for their Annual Meeting in 2013

The International Association of Professional Conference Organisers (IAPCO) will hold its Annual Meeting in Dublin, 14-17 February 2013, bringing some of the industry’s leading lights to the shores of Ireland. The conference will be organised by three of Ireland’s foremost PCOs, MCI Dublin, Conference Partners and Keynote PCO.

Jean Evans, European Director of Association Relations for MCI, said ‘The decision of IAPCO to bring their Annual Meeting to Ireland is a major boost for the indigenous industry and another tangible sign of the progress made in the raising of standards within the Irish meetings industry over the last decade. We are now one of Europe’s top meetings destinations and can offer the best in the industry the best service available.’

Nicola McGrane, Managing Director of Conference Partners, added ‘Ireland has changed dramatically and has rapidly become not only a prime tourist destination but also a top-class business destination for international travellers. This combination of social activities and business facilities make Ireland an ideal host for IAPCO 2013 and we are delighted to have the opportunity to show what this country can do.’

Keith McCormack from Failte Ireland, the prime sponsor of the event, said ‘We are delighted that Ireland has been awarded this prestigious conference. These are some of the biggest decision makers in the industry and we will support this eminent group of PCOs to help them showcase the best of Ireland. We treat every guest that comes to Ireland with warmth and professionalism and IAPCO 2013 will be no different.’

‘It’s exciting to have so many of our industry peers arriving on our shores’ added Noel Mitchell, Managing Director of Keynote PCO, ‘The PCO partnership that has been created will be working closely together over the next two years to deliver a world-class event to the IAPCO 2013 attendees.

“We are thrilled to go to Ireland in 2013! says Philippe Fournier, IAPCO President. The bid we received was of excellent quality and our members in Ireland want to showcase to all their colleagues the assets the country has to hold international meetings”.

The meeting will take place in The Westbury Hotel, one of Dublin’s premier meeting establishments located right in the heart of the city. Completely renovated over the last few years, The Westbury Hotel is a symbol of the work done in Ireland to raise standards across the sector and is a model of five-star luxury in an historic setting.

Crisis and Risk in Meetings, any possible Management?

Risk Management was just one of the in-depth topics covered by IAPCO at the recent IAPCO National Seminar held in Macau (China) last week. Whilst predominantly a national seminar, the popularity of this, the third in the series in Macau, meant that participants from other Pacific/Asian countries made the trip to take part. Philippe Fournier, IAPCO President, Jan Tonkin, Vice Chair of the IAPCO Training Academy, and Sarah Storie-Pugh, IAPCO Administrator, formed the high powered faculty, presenting both basic and advanced topics during the three days.  Hosted by the Macau Government Tourism Organisation, the highly successful seminar was organised at The Venetian, one of the regions leading event hotels.

With the March (3/11) crisis in Japan occurring during the final planning stages, incorporating a session on Crisis and Risk Management was particularly apt and, whilst not in any way related to the terrible occurrences to the country of our colleagues and friends, it was evident that the recent horrors were not far from anyone’s minds.

Another key session new to the curriculum included Negotiating Skills, expertly led by Jan Tonkin of The Conference Company, New Zealand, guiding the participants through the minefield of winning negotiation.

Philippe Fournier, of MCI France, included Funding and Financial Management in his in-depth briefing on current matters of successful fiscal administration.   “The Seminar was a great success” added Philippe in his presidential capacity “but at this time our thoughts are also with our colleagues in Japan who, along with all their countrymen and women, are having to manage their crisis everyday”.

Said IAPCO member, Congress Corporation, “Congress Corporation would like to express our gratitude for all of the encouraging messages conveying your warm support, which we have received since the earthquake and tsunami of March 11^th.  We and all of our colleagues in the MICE industry in Japan are keeping our spirits high and look forward to continuing to welcome a wide variety of conferences and events to Japan.”

One Red Paperclip

Speaking at the 42^nd IAPCO Annual Meeting in Quebec, British Columbian, Kyle MacDonald traded one red paperclip for one house. “Everything is achievable if you put your mind to it” he insisted. Inspired by “Bigger and Better,” a game he played as a child, Kyle told IAPCO members how he came up with the idea of trading objects over the Internet. He posted a red paper clip on Craig’s List and waited for offers. The buzz was almost instant, showing how a unique story can capture the minds and imaginations of people all over the world, and create a movement unto itself. In one year and after 14 trades, MacDonald was offered a house in exchange for his most recent trade, a movie role.

Kyle pledged that he would visit with whomever he would trade, wherever they were, swapping each time for something bigger and better.   There would be no formal contracts, no lawyers, no bureaucracy, the swaps were based on trust and a shared desire to complete a genuine transaction.     And the message for IAPCO members:  “all is achievable if you put your mind to it, and mutual trust is everything”.

And as for the value of a paperclip, “due to the reduction in printing paper in order to save the trees, there is perhaps less requirement for the use of paperclips, hence they could become a very valuable and prized commodity!” quipped Sarah Storie-Pugh, IAPCO Administrator, a big fan of Kyle MacDonald.

Kyle MacDonald’s book “One Red Paperclip” is available from www.rbooks.co.uk

CONVERSATION IS KING

Philippe le Roux, agence d’interactions, has a mission in life:  connecting people in the new frontier.   “Over the past few decades, we’ve developed effective marketing strategies for mass media. Now we’re facing another major shift as we leave behind well-known rules and formulas, entering new territory where Web interactions, social networks, and mobile communications have more impact than traditional media”

Throughout history, the youth of the day has told the world how they will change that world.    Now, they show us how to change it!   In a recent survey of how youngsters receive the daily news, 37% use their cellphone and 60% from their computer.    Whilst there is still a small proportion utilising the television and newspapers, receiving news is no longer sufficient:  young people want to share and discuss.    An incredible 71% of today’s youth will be chatting whilst watching TV.   Conversation is King.

So where does this leave us?     It is not just communication in the future, it is how will those communication tools be used.    It is the power of communication that astounds us…. Google, one of the top three companies in the world, has never advertised…. Their success is in the power of the communication.     Conversation can make a brand or kill a brand, witness the demise of some companies!  90% of people surveyed (source Neilsen Co) have a degree of trust in a recommendation from people known to them, with 70% having such trust in consumer opinions posted on line.

What to do:   “there are” said Le Roux “three basic strategies:  Use the network effect and get people talking about your event;  Build a Community by connecting attendants and speakers before the event, starting a conversation;  and Spice the Experience, augmenting reality, physical connecting … and remember spouses have smartphones too and are very influential!”.

This powerful session at IAPCO’s 42^nd Annual Meeting in Quebec was followed by one of IAPCO’s programmed working groups on maximising social media for your event, the outcome of which is a set of guideline, for members’ only, to enable them to enhance their clients’ and their events’ exposure and experience.

THE GREAT IAPCO SHAKE UP!

“Quality is what IAPCO stands for, and Quality is what we will be!,” pronounced IAPCO President Philippe Fournier at the General Assembly in Quebec. No longer will branch offices of member companies be able to join IAPCO on the back of the company membership. Offices in countries outside those of the company member will need to comply with the same quality procedures and verification processes to be a member of IAPCO. These Office will be titled International Office Members and, whilst existing offices will automatically be granted this membership status, they will need to comply with the quality procedures of 2011 (submission deadlines 31 December 2011) in order to retain their membership. New applications will need to comply with the strict entry criteria applied to any new membership application. Branch offices within the country of a company member or international office member does not have the same strict criteria but requires written endorsement of quality standards by the company member. “This is a big step forward, and will provide assurance of the quality of all our members, not just the company member leading their group”, added Fournier.

Members were informed of the proposed changes well in advance of the General Assembly to allow for discussion and also to meet the bylaws relating to changes to the IAPCO Statutes and Standing Orders. All issues were voted on in the GA, with unanimous approval by all members attending. Sufficient members were present or represented to enable the proposals to be approved and the changes to the Statutes and Standing Orders to be made and submitted to the legal authorities in Switzerland.

“This is proof of IAPCO’s commitment to quality, not just from the Council but the members themselves …. IAPCO is quality and is determined to maintain that branded position in the industry. IAPCO leading the trend for Quality”.

Annual Seminar rises to the occasion

“One of the best organised seminars in terms of content, lecture and attendees, I’ve been to” said participant J. A. Lohmar, Managing Director of Axica Kongress- u. Tagungszentrum.     Said another enthusiastic attendee “Knowledge, Networking, Friendship and Fun”, the essential ingredients for a successful seminar.

60 participants, the maximum number permitted by IAPCO, attended the 5-day concentrated course, bringing the total intake to over 1800 over the past 37 years.   Of the 23 countries represented, 20 % of the participants were from outside Europe, with Lebanon represented for the first time.

New topics, by popular request, included sessions on Stress Management, Sustainability and Data Management.  The Closing Keynote, combining the new Meetings Masterclass with the Annual Seminar participants, was presented by Peter Fisk, The Genius Works, challenging the PCO to rise to the changes of the 2020 meetings industry.

88% of the participants asked said that they would, or hoped to, return to Wolfsberg for the Meetings Masterclass, held in parallel.   Stated one participant: “The Wolfsberg seminar provides the best platform for knowledge and experience exchange across all parties of the meetings industry”.

MASTERCLASS PRODUCES ITS OWN CHALLENGES

The 1^st Meetings Masterclass, an educational initiative from IAPCO (International Association of Professional Congress Organisers) in collaboration with IPCAA (International Pharmaceutical Congress Advisory Association), took place in Wolfsberg, educational home of IAPCO, in January, in parallel with IAPCO’s traditional annual seminar.    Attracting an even split of participants from the Pharma industry (33%), PCOs (33%) and other sectors (International Organisations, Convention Bureaux and Centres 33%), the Masterclass achieved its desired range of attendees allowing a level playing field for cross sector discussion and debate.    25% of the attendees were Alumni from IAPCO’s Annual Seminar, stretching over 18 years, taking the opportunity to return to Wolfsberg.

Top level speakers included Sylvia Fondanèche and Anna Frick (President and Immediate Past President, IPCAA, respectively);  Jurriaen Sleijster, Danny Rivlin, Jan Tonkin and Susanne Kostka (IAPCO);  and invited speakers Ruud Janssen (TNOC), Luc Volatier (IMD International), Pierce Riemer (World Petroleum Congress), Cherie Davis (InterCall Streaming) and Carole Poilerat (AstraZeneca) creating an impressive line-up.

Whilst the participants applauded the level of presentation and case study interaction, they had plenty of suggestions for next year.   Extending the course by an additional day, video-streaming all sessions, pre-event interaction via social media, increased breaks, more hands on – these challenges were immediately absorbed by the IAPCO Training Academy to be considered for the future.   “Very inspiring”, wrote one enthusiastic participant following the event, “with great networking and exchange opportunities”.  “A must for all decision-makers in the meetings industry”.

The 2^nd Meetings Masterclass will take place at Wolfsberg, Switzerland, 23-26 January 2012.

Mr. Education granted Honorary Membership of IAPCO

On Friday 14 January, Christer Carlsson was granted Honorary Life Membership of IAPCO for his services to education and training over the past 30 years. At a dinner held in the exclusive Chateau at Wolfsberg, home of IAPCO’s educational programme, Christer expressed his heartfelt appreciation of the honour.

Being one of the earliest members of IAPCO, he was instrumental in selecting the Wolfsberg UBS Platform for Excellence Centre as the home for IAPCO’s seminars, and now Masterclass, as far back as 1977.
The Centre has been the location of the seminars for the past 34 years, thus creating the popular name for IAPCO’s training programme – the Wolfsberg Seminars. Christer represented first RESO Congress Services, and then Stockholm Convention Bureau on IAPCO for 22 years, followed by an intergovernmental membership when he joined the EBRD in 2001. He has recently retired from frontline PCO activity.
“On behalf of the so many former students of IAPCO who have witnessed your passion and enthusiasm and for all your experience which you successfully passed on to others,” said IAPCO Vice-President, Gonzalo Perez Constanzó, “we wished to honour you and acknowledge your immense contribution to educating the future generations of the meetings industry.”

Housing – Is building better Relationships a Dream?

Transparency was once again one of the debated issues at the Housing Management Seminar at EIBTM.

“Yes but what is transparency?” argued Philippe Fournier, IAPCO President, Managing Director MCI France, “I see it as an honest relationship. The hotel provides a fair rate, the PCO receives a commission for the services provided, which is not a markup but a direct recognised percentage, and the pharma groups pay a reasonable rate”.

Martin N. Jensen, Head of International Congress & Events at Lundbeck, Strategic Marketing, disagreed in as much as, representing IPCAA, the pharma companies would like to have a better understanding on the distribution of funds involved, to ensure that they are not being penalised by over greedy agencies and hotels. “Third party agencies” he continued, “are too often the key to the problem. Sometimes when approaching a city to which a leading meeting is destined, companies are informed that, as yet, no official housing bureau has been appointed and blocks are not yet available from the hotels. Lo and behold, shortly afterwards emails will be received from an unknown third party who has rooms to offer at greatly inflated rates. This is what we need to prevent”.

Xavier Guillemin, Sales Director, MICE-International, ACCOR Hotel Group defended the hotel’s position. “Rooms being blocked 2, 3, 4 years in advance – it is often impossible to foresee the rates that will be current at that time, and we have on-going relationships with third parties that we have to honour. It is a question of yield, and the hotel has to manage that yield on an on-going basis not just for peaks and troughs when a big event comes to Town.”

Gonzalo Perez Constanzó, Vice-President IAPCO, Operations Director, Tilesa Kenes Spain, stressed the amount of work that was undertaken by the PCO when managing the housing, in block bookings, negotiating rates and contracts, managing the groups and treating each request as an individual booking, each requiring different shoulder nights and lengths of stay.

“It is this service that the PCO provides, sometimes at their request and sometimes at the request of the client, but it is a service that has to be paid for, and commissions mean a saving on the budget of the client. The PCO has to build good relationships with hoteliers to make it work. Let’s face it, we are all in this business not only for the good of the event, but also to make money, for whatever purpose, be it for drug related research, for scientific development, to run a business or to manage a hotel. By recognising that fact, we can all build a better relationship.”

And” Philippe Fournier added “the Convention Bureaus have a role to play here by unifying the destination and making all the stakeholders understand the importance of playing the game together. A better understanding by all parties will build a better relationship,” he concluded.

New Members: a new country for IAPCO

IAPCO is delighted to welcome six new members this year;  and in doing so is also pleased to add another country to their list of localities from where its members hail.   Joelle Shammas, MD of Infomed International for Events, now represents Lebanon within IAPCO, bringing the total number of countries represented within the membership to 37.

Two additional members from South Korea, EZpmp Inc. and INTERCOM Convention Services, Inc., both from Seoul, bring the number of Korean members to four;   Atout Organisation Science joins the other five company members from France whilst Congress Care and Interium Tourism are added to the members from The Netherlands and Turkey respectively.

K2 Conference and Event Management Co (Turkey) and Keynote PCO (Ireland) become full company members, the individual member category having been phased out, to ensure yet greater quality control.

Whilst companies continue to apply for membership, [27 applications in the past year] achieving the quality standards imposed by IAPCO is, if anything, harder to attain than ever before, with just six making the grade during 2010.    Stricter measures, controls and criteria are being enforced by the Quality Committee of IAPCO, thus ensuring that clients are confident in the quality standards of IAPCO members.   IAPCO has 107 members (+5 Intergovernmental Offices) from 37 countries all driven by quality standards.

IAPCO & IPCAA Managing Change – the Meetings Masterclass

The new educational initiative from IAPCO in collaboration with the International Pharmaceutical Congress Advisory Association (IPCAA) is proving to fill a gap in the meetings training market.   Designed for those with a minimum of 6 years’ decision-making experience within the industry, the inaugural event will take place at IAPCO’s educational “home” of Wolfsberg, Ermatingen, Switzerland from 17-20 January 2011 in parallel with IAPCO’s Annual Seminar.  The theme of the Masterclass is “Change Management – Managing Change”  with the hard-hitting programme covering such topics as Understanding Procurement, The Shift from Marketing to R&D, Sustainability, Virtual & Digital Meetings.

In addition to the extensive faculty already listed in the programme, two new additions join the impressive line-up.  Cherie Davis, Director of Business Development, InterCall Streaming, will participate in the Virtual & Digital Meetings session and Carole Poillerat, Global Category Leader Conferences  at Astra Zeneca will handle the Procurement in Healthcare Meetings session.

With attendance limited to 36, this brings the ratio of faculty to participants to 1:3 ensuring that every participant receives personal attention and the opportunity to have individual questions answered in the ever increasing thirst for knowledge.

In addition, the participants will break into Case Study Debates with topical questions being proposed, results to be presented to the whole Masterclass.

Reduced registration deadline is 20 November.   All details available on the IAPCO website  http://www.iapco.org/education_and_activities.cfm?page_id=124

Awarding Excellence FOR 2009

IAPCO is committed to raising standards of service among all sectors of the meetings industry by means of continuing education and interaction with other professionals. As part of this commitment, in 1992 IAPCO created a programme of awards to recognise excellence. Nominated by IAPCO members, these awards are presented annually to the nominated international, regional, and national clients, and national supplier, and are coveted by those who have been acknowledged for their quality and contribution to the industry by IAPCO. Over the past 18 years, more than 50 awards have been presented.

IAPCO’s 2009 Regional Client Award, nominated by IAPCO member Peder Andersen, of DIS Congress Services, Denmark, went to the hosts of the European Operation Room Nurses Association (EORNA) Congress 2009, which attracted 1800 delegates to the Bella Center in Copenhagen.

The 2009 National Client Award, nominated by IAPCO member MECI International of Seoul, South Korea, was presented to the Seoul Metropolitan Government, for its role as the host of the World E-government Mayors Forum and World City CIO Forum. The 2009 International Client Award went to the International Society of Blood Transfusion, as nominated by IAPCO member Eurocongress International of Amsterdam, the Netherlands.

Teichman Perchig International Ltd, Tel Aviv, received the 2009 National Supplier Award in recognition of its exceptional levels of service, nominated by Kenes Managing Director, Danny Rivlin.

THE VAT PACKAGE

With the VAT Package*, changes have been made to the rules on the place of supply of services (which determines where services are taxed) and on the refund of VAT to businesses established within the EU (to modernise and simplify the refund procedure).  These changes were adopted by the Council of EU Ministers by unanimity in 2008. Most of the changes have had to be transposed into national legislation by the Member States on 1 January 2010.

The European Chapter of IAPCO fired questions at Ms Pia Michelsen of the European Commission (DG TAXUD) at the IAPCO Annual Meeting in Athens who explained the changes which had taken place, with particular focus on those changes which are likely to affect the members of IAPCO:

There are now two general rules relating to the supply of services:

• one rule for services supplied to businesses (B2B) – the services must be taxed at the place of the customer who will have to account for VAT if established in a another Member State than that of the supplier
• another rule for services supplier to private consumers (B2C) – the services continue to be taxed in the Member State of the supplier.

There are still exceptions, for example:

• for services connected to immovable property, including the provision of hotel accommodation – the services are taxed where the property is located
• for passenger transport – the services are taxed where the transport takes place
• for cultural, artistic, sporting, scientific, educational, entertainment or similar activities – the services are taxed where the activity is carried out – for B2B services, limited to admission to cultural, artistic, sporting, scientific, educational, entertainment or similar as from 1 January 2011

There is also a new procedure for the refund of VAT, explained by Ms Michelsen., who replied in depth to the various questions put by members of IAPCO.   “Learning from the source is” said Philippe Fournier, IAPCO President, “one of the great advantages of IAPCO membership.    We all benefit from such exchanges, these benefits of knowledge which we pass immediately on to our clients, enabling us to manage their VAT efficiently and effectively”.

Face to Face Meetings empower our World

It was entirely appropriate that India’s Silicon Valley should be the location of the ICPB’s (India Convention Promotion Bureau) Conventions India Conclave – 2010. Taking place at The LaLit Ashok, Bangalore, India, from August 27-28, the Conclave attracted over 250 delegates representing both international and national buyers as well as ICPB members, and was inaugurated by Mr. G. Janardhana Reddy, Hon’ble Minister of Tourism and Infrastructure Development, Government of Karnataka.

This inaugural session was followed by a seminal and conceptual Keynote Presentation by Mr. Philippe Fournier, President, IAPCO, on “Conferences in the Knowledge Economy:  Face to Face Meetings are changing and empowering our World”.   It was a great honour for Mr. Shyam Nagpal, Hony. Secretary ICPB and India’s first Alumni of IAPCO, to introduce Philippe Fournier, informing the audience of IAPCO’s position as the most pioneering and prominent Association in the world of PCOs, with over 100 members from 37 countries.

Philippe Fournier began the presentation with the strategic statement:  “We are a global world, which means global meetings!  Meetings have been a solution over the centuries and today’s globalisation can only enhance the need to meet, not, as a perceived advantage of social communication, detract.  When people meet, things happen, things change, things improve and economy rises.  Face to face meetings power the economy.  We are now in a knowledge-based economy. Without learning from experience, without face-to-face interaction, without networking in real time with our peers, individuals, institutions, disciplines, we lose the ability to increase that essential knowledge.  Without knowledge, our financial economy cannot improve.

“But do not be mistaken. Social Communication is an essential asset to the new type of meetings that are developing today. On-line activities can feed the meeting before, during and after the event, fuelling the ever-increasing knowledge economy. The new meeting formats are live, they are virtual, they are hybrid! Hybrid events are a mix of devices, applications, digital media and websites. Utilising SMS, social media, pod/webcasts, micro blogs, YouTube, smart phones – and today is just the beginning.  It is high-tech.   And the knowledge economy uses high-tech as a weapon, a tool that helps to develop meetings by maximising face to face interactions.

“Conferences in our knowledge based economy have a key role to play.”

The Conclave was attended by high ranking dignitaries from the Government of India, State Governments and business tourism industry, represented by Mr. G. Janardhana Reddy, Hon’ble Minister of Tourism and Infrastructure Development, Government of Karnataka, Mr. S. V. Ranganath, Chief Secretary to the Government of Karnataka, Mr. Devesh Chaturvedi, Additional Director General (Tourism), Ministry of Tourism, Government of India and Chairman, ICPB, Mr. Viswanatha Reddy, Director, Department of Tourism, Government of Karnataka, Mr. Vipul Mittra, Secretary, Department of Tourism, Government of Gujarat, along with the Office Bearers of ICPB, Mr. Rajeev Kohli, Vice Chairman, ICPB, Mr. Shyam Nagpal, Hony. Secretary, ICPB, and Mr. Chander Mansharamani, Hony. Treasurer, ICPB.

Over 3,4 B€ from leading PCOs in 2009!

The year 2009 was no exception.    IAPCO has, at IMEX for the past 4 years, announced the results of their members’ annual survey and this year the figures proved to be surprisingly buoyant, bucking the trend of the recession and economic downturn.   The 2008 survey, announced at IMEX 2009, indicated the concerns that members felt might occur in 2009, but generally member companies experienced little dramatic downturn in conference outcomes through the tough year.  “Of course there were challenges for our members during the economic downturn in 2009” said IAPCO President Philippe Fournier “however, well trained resources and the constant drive to maintain and develop quality has certainly had a positive impact on results.”

The total number of meetings handled by the 100 IAPCO members rose by 9% over 2008, a staggering total of 5641 run over the year.   Association meetings rose by 15%, Governmental meetings by 46% and Corporate meetings by just 2%, reflecting a 46% drop in the international corporate market.   The total number of participants rose from 1968519 to 2117915.

Perhaps the most significant figures are the overall budgets managed by IAPCO members:  budget equivalent to 1,121 B€ (530€ per registrant) for the meetings and about 300 M€ (545€ per sqm) for the exhibitions.   This equates to 3431 B€ of economic impact. Meetings matter also for the economy!

Confucius say: A Clear Pond has no Fish, Is Transparency the Enemy of Profit?

At the recent IAPCO Seminar held during IMEX, IAPCO Council Member, Roslyn McLeod, MD, arinex pty ltd, Australia, tackled the challenging subject of transparency from the PCO perspective whilst Luc Maene, President ESAE and DG, International Fertilizer Association took the Association view.

Transparency has different meanings for different clients.  Some want the assurance that all costs are included in the budget – no late surprises while others want all costs detailed in a budget and to understand who ends up with the money.   McLeod boldly stated that “transparency starts with the client brief and is not just restricted to invoices and dollars.  Full financial transparency is possible based on an accurate briefing and instead of fees the PCO can charge by the hour to cover expertise, resources overheads and profit.  The misperception of transparency is the belief that there is an obligation to know every tiny detail whereas the real obligation is to obtain value for money.  The client does not need to know how the PCO operates their business.  The PCO has a right to make a profit in a fair and reasonable way for all parties.”

Most briefs are not transparent, do not convey an accurate picture of the requirements and there is simply not enough reality.  Therefore the relationship with the PCO must be based on ethics because a collaborative effort is required to achieve the best solutions.  It is the client’s responsibility to do a thorough selection process and select the PCO based on ‘value’ and ‘fit’ – not just price.

IAPCO promotes ethical values through its quality standards for PCOs.

Luc Maene advocated that it is most important that a code of conduct ensures ethical behaviour rather than micromanagement.   The ‘P’ in professional is a necessity for both PCOs and Associations organising conferences.  Associations need to maximise revenue and deliver service for their members at minimum cost but that must also take into account the ability for the PCO to make reasonable profit from the project.

Maene acknowledged that each party brings expertise and benefits to produce the end result.  Problems in the past often make the client wary and want to drill down into detail.   “Good Governance is essential and clients aim to achieve this by vigilant oversight of budget, but”, said Maene, “a degree of trust and understanding is required and importantly a positive chemistry between parties contributes to a strong and productive process”.

IAPCO President Philippe Fournier concluded the session by commenting on some of the key words he noted in the presentations, such as Trust, Truth, Communication, Chemistry as being a good resume of what transparency stands for.

SECC HONOUR IAPCO AS WORLD CHAMPIONS

As part of the 25^th anniversary celebrations in 2010 of the Scottish Exhibition+Conference Centre, Glasgow, the SECC decided to recognise 25 Champions that were either organisations or individuals who have made a positive impact on the business of the Centre over the past 25 years and who have helped build the successful organisation that is the SECC today.  In recognition of the importance that International PCOs have played over the last 25 years, representing many hundreds of international clients, the SECC recognized IAPCO with one of their 25^th Anniversary Champion Awards.

Ben Goedegebuure, Director of Sales, SECC, comments: “International conferences have played a huge part in building our business over the past 25 years and with this award we would like to thank all those international events that have been hosted at our venue.    There is no doubt that organisations like IAPCO have been instrumental in putting both the venue and the city of Glasgow on the international conference map.  Without the support and trust of IAPCO members we couldn’t have grown our reputation as a business tourism destination as quickly as we did.”

The coveted trophy was presented during IMEX to Philippe Fournier, President of IAPCO.    “We are extremely honoured to receive such an Award” responded Philippe, “it shows the commitment of the SECC to the industry and the importance that our members play in the market.  It is however normal that members of IAPCO should use this Exhibition and Convention Centre a lot as they are looking for Quality, which the Centre offers in many ways: management, service, facilities, staff.”

“Face-to-face meetings and conferences continue to be extremely important for businesses”, continued Philippe, “especially in economically challenging times when personal relationships are more crucial than ever before; however, venues need to go the extra mile to attract large conferences and the SECC is proof that with the right strategy and mindset it is possible to overcome external challenges.”

Estonia’s First IAPCO National Seminar a Success

On April 14 – 16, Estonia successfully hosted its first IAPCO National Seminar. The training event, which took place in the Tallink Spa & Conference Hotel in Tallinn, was attended by 60 representatives from the Estonian meeting industry, who came to gain expert insight into the business’ latest methods and trends.

IAPCO EXPANDS EDUCATION IN ASIA

“The first e-learning face-to-face meeting”

In its annual educational circle of conferences and seminars, IAPCO stops in Macau for the second time. The destination officials want to make Macau a learning hub for the Professional Congress and Exhibition Organisation in Asia and IAPCO is a quality driven association whose members deliver meetings worldwide.

This year seminar’s in depth topic was focusing on bidding for a congress or a destination with an attentive audience of hoteliers, CVBs and PCOs.

“I am very happy this year that we authorised our students to use their laptops during the courses” says Philippe Fournier, IAPCO President and Managing Director at MCI in France. “Delegates have access to the internet on their laptops in the classroom style session room. Most delegates are following the speakers on their electronic program (sent in advance) and some are doing their preparation for their working groups so they are alternatively listening to the speakers depending on their mood, choice, will!”.

“Whatever they are doing they are here and do not feel trapped as they can access their emails on a laptop instead of a handheld phone, so there is no need to run back to the office at each break! They can follow on the screen without having papers and can type their notes and comment instantly. The attendance has been remarkably high at all sessions. It actually has surprised us how well it is working – we definitely have happier delegates. Delegates can tune in and out of presentations as they feel appropriate to their needs” continues Jan Tonkin, IAPCO Chair of the Membership Committee and Managing Director of The Conference Company (New Zealand).

“IAPCO has created the first e-learning face-to-face seminar” concludes Ros McLeod, IAPCO Council Member and Managing Director of arinex (Australia) who is also a speaker at this educational course. “Congratulations must go to our host, the Macau Government Tourist Office (MGTO), for promoting such a first class seminar with wonderful hospitality, and an excellent venue at the Grand Hyatt. Delegates have come in from Korea, Thailand, Hong Kong, Indonesia and the Philippines”.

Understanding Procurement – fighting back

Purchasing, Buying, Sourcing, Supply Management, Procurement – all mean the same – all mean buying at the best price.  It is not the purchasing of raw materials that provide the greatest scope for the rise of the procurement manager, it is in the area of services, travel, investments, and yes, conferences.   This is the area of the greatest opportunity for procurement managers, and is also the area of the greatest spend within a company.   An instant message, addressed to the recent gathering of leading PCOs at the IAPCO Annual Meeting in Athens, is that,  if procurement strengthens and continues to improve, are you, as the sales force, keeping pace?    Defending the position of the procurement manager, the figures speak for themselves.  If you can save 1% from the supplier you will be increasing the profitability of the company by 10%.

Inevitably procurement is about the balance of power:  the supplier-power v the company-power.  The procurement department will wish to manoeuvre the power of the supplier to the power of the procurement department;  diversity is the middle ground.   The strength of the supplier is that they will undoubtedly know the product better than that of the procurement department;  this gives the supplier power;  the procurements remit is to reduce that power and to close the gap without putting the supplier from its position of exclusivity to one position of total dependence. The procurement department now understands the necessity of entering in a win-win partnership with the suppliers rather than a client/supplier relationship based only on costs.

Congrex UK MD joins the IAPCO council

The Congrex Group is excited to announce that Sarah Fitzpatrick, Managing Director of

France wins presidency of IAPCO for the first time!

At the recent General Assembly held in Athens, Greece, Philippe Fournier, of MCI, was unanimously elected as IAPCO’s President. Philippe took over the office immediately and was delighted to receive the vote of confidence.  “It is a tremendous honour to become president of our prestigious institution and to serve our profession. I would like to thank all of you for your confidence and count on you and the new council members to continue improving the professionalism of our industry. In these challenging times where the meetings sector requires the attention of all stakeholders, IAPCO has an important role to play as a Quality driven association. With the implementation of our Quality programme, we can now go a step further and continue with education, commitment to produce events and meetings that are environmentally and socially responsible, branding and other involvement for the development of our members. My goal, says Philippe, is to prepare the members to be ready and get adapted to the changes. Let’s lead to change by leading the trend!” he said.

Patrizia Semprebene Buongiorno steps down as President to take up the post of Chairman of the Committee of Ethics, yet a further endorsement of IAPCO’s Quality Programme.

Philippe is a member of the management board of MCI and created the Paris office in 2003. He is Managing Director for MCI in France and manages now a growing company with 5 offices in Paris, Lyon, Montpellier, French Riviera and Marseilles and with 85 staff. Philippe has been in the industry for almost 25 years providing full concept event, congress and exhibition management, marketing and communication services to worldwide based scientific societies, associations, corporations and federations.

80 of the world’s PCO leaders meet in Athens

Professional Congress Organisers (PCOs) are meeting in Athens for their annual gathering to discuss issues and answers to this tough economic period and to show that face to face meetings are still very important in such times. Greece has the honour to host the 41st IAPCO Annual Meeting and General Assembly, held in Athens in Grande Bretagne Hotel on 18-21 February 2010.

Worldwide demand for IAPCO National Seminars

IAPCO experienced a record number of requests for national seminars in 2009 and in line with its quality policy, continues to develop its educational programme.

It was an exciting year for training and education starting with Dubai in February where the Dubai Convention Bureau hosted and Net Conference and Conventions organised back to back basic and advanced courses on conference management.

JNTO hosted an IAPCO seminar focusing on Bids and Promotions. Increased competition for international meetings demands a growing need to make sure all key industry players are in tune with the strategies to attract the right congresses. Japan gathered a strong contingent of industry to participate in this seminar.

Macau Tourism attracted a large number of participants from neighbouring countries in Asia to participate in the conference management seminar. The course itself generated a lot of interest as participants new to the industry mixed with many seasoned professionals. Topped off with a performance of Cirque du Soleil at the Venetian Hotel, a welcome and gala dinner it will not be surprising if Macau Tourism is inundated for the 2010 seminar.

The Asian Development Bank is keen on developing their team members who drive the annual meetings for the ADB. This year they hosted their third IAPCO seminar and focused on specialist topics to generate input into aspects of meetings management that are changing. The Team at the ADB is forward thinking and moving with the times.

Istanbul Convention and Visitors Bureau ran their inaugural IAPCO seminar for a wide spectrum of their industry members. With their new Convention Centre and the hosting of the World Bank and IMF it was opportune to focus on meetings management in their city.

IAPCO provided senior members to conduct these seminars with a focus on the practical aspects of conference management illustrated by case studies and personal examples which paint the picture of real experiences. It is a sharing attitude that IAPCO encourages to lift the standards in our industry and drive the understanding of meetings management to a higher level. Quality is the goal being driven by IAPCO and as more of these seminars are hosted, the wider the awareness of quality standards is raised.

All the seminars received outstanding comments and the surveys scored high as the thirst for knowledge and practical experience is appreciated by participants. IAPCO is living up to its international profile by providing their members’ expertise to all corners of the globe.

BE RESPONSIBLE!

IAPCO, the International Association of Professional Congress Organisers, would like to express its views with regard to the recent Statement of the European Commission :”EU to declare war on business trips”.

It is a recognized fact that there is a need to curb greenhouse gas emissions as part of world’s environmental strategy and the EU is to be commended on embracing this subject. It is however essential that a balanced and objective approach is taken when considering how best to do this. Many seemingly obvious solutions, whilst solving the problem at the outset, create considerable difficulties further down the line.

For example, there is a much publicized move to use local produce in order to reduce greenhouse gas emissions. This could be applauded; however, by limiting the import of produce from certain developing nations, the local economy in those countries suffers dramatically, leading to increased poverty, starvation and ultimately dependence upon those countries who helped inflict the problem upon them. Consequences of seemingly obvious solutions must be thoroughly considered and followed through.

The most recent decision from the EU relates to limiting business trips with the target of reducing them by 20% and replacing them with telecommunication and web-based alternatives.

Business trips embrace many aspects, an important one of which is attendance at meetings, conferences and events. By heavily directing the limitation of business travel, and thus attendance at conferences and events, there are serious consequences further down the line.

1. Many nations do not have the technical infrastructure to participate in such meetings and thus such a dictate is limiting the ability for representatives of those nations to participate in a learning and peer review environment. By limiting the attendance of representatives from European countries, the peer review is moved into a position of imbalance.

2. In many cases there will be technology security problems as sensitive data is often discussed and presented.

3. If attendance at meetings is restricted, or indeed reduced by the proposed 20%, local economies will suffer dramatically. Contributions from delegates equate to approximately €1620 per person [2007 average spend]. Can local governments survive with such a dramatic loss of revenue to their local businesses?

4. Technology cannot replace human interface. Governments must never lose sight of the fact that human beings communicate on a face-to-face basis; no technology can replace the benefit and added value of body language, networking and personal contact.

5. There is a strive for continual learning: Continuing Medical Education (CME) and Continuing Professional Development (CPD) are two such programmes which require annual further education. This cannot be achieved without human contact, a large part of which is undertaken during specialist conference and meetings. You would not consider it advantageous for your children to be educated purely via books and the internet; no, you require a teacher and for the children to be in attendance in schools; conferences and meetings are the adult’s equivalent forum for serious learning.

6. Inspiration evolves from conferences and meetings and however good may the technology be, it can never be as inspiring or thought provoking as actually being there. You need to be a part of the ambiance, soak up the atmosphere, feel the mood, absorb the surroundings. Only then will you truly be able to take away the full power of the information being presented to you.

7. There is a common belief that air traffic is polluting the air. It is however a true scientific fact that air traffic is only contributing to a 5% maximum of the gas emissions worldwide.

And now, all airlines are proposing carbon offset programmes to their passengers.

8. The activities of IAPCO members alone represent a global economic impact in excess of 3 B. Euros worldwide. Add to that all the business activities that are not controlled by IAPCO members and you would be, of course, multiplying these figures by probably at least a hundred! Cutting this will have a devastating impact on the economy.

IAPCO, with its members, has long ago already created its own task force and guidelines. We strongly believe that face-to-face meetings, conventions, seminars and events are an essential part of daily life and the economy. Reducing this will have no impact on the world gas emissions but will have a strong negative effect on the world economy and therefore the wellbeing of humanity.