congressi associativi
TRANSCRIPT
November 2014
Let’s select our next
destination!
Florian Locatelli – Chief Executive Officer
ESRA WAS ESTABLISHED IN 1982
MISSION� Promote Excellence in the field of Regional
Anaesthesia & Pain Therapy
VISION� Be the voice of Regional Anaesthesia & Pain
Therapy in Europe
1
OBJECTIVES
�Exchange of information
�Increase educative support
�Further education in general
�Quality annual general meeting
ACTIVITIES
�Annual Meeting – Sept. 2-5 2015, Ljubljana, Slovenia
�Regional Anesthesia & Pain Management Journal
�ESRA Diploma (EDRA)
�Scientific Webcasts/Podcasts
�Education/Research grants
�ESRA Academy – our online educational platform
ESRA OFFICE
Rue Daubin 7
1205 Geneva
SWITZERLAND
MEMBERSHIP
4
MEMBERS BY ZONE
5
DESTINATIONS HISTORY
THE NORTH/SOUTH EFFECT
2009:
Salzburg
2010:
Porto
2011:
Dresden
2012:
Bordeaux
2013:
Glasgow
2014:
Seville
Reg #s 1333 1648 1433 1663 1582 1708
Countries 60 71 72 71 65 76
Resident 16.5% 18% 20% 15% 18% 18%
ESRA
Members
414 474 443 541 479 482
Abstracts 561 704 645 656 623 712
Exhibits 19 21 27 32 36 30
CONGRESS SPECS.
Number of participants 1,500 – 1,800
Exhibition size (Net) 600-750 sqm (net)
Exhibition & Catering (Gross) 2,400 – 2,500 sqm gross
Posters / Eposters 600 sqm gross:120 posters on double sided posterboards (1 shift); 6 Eposter Stations,Poster Walks
Rental Budget EUR 80,000-90,000
Days 1-2 days of set-up (Monday-Tuesday)3.5 days Congress (Wednesday-Saturday half day)0.5 days Dismantling (Saturday PM)
Hotel Rooms (in 3-4 star hotels,close to Congress Venue)
600-900 rooms
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OUR CONDITIONS
Preferred Congress Dates
• Wednesday – Saturday
• 1st Week in September
The City
• In EUROPE
• Medium to large cities serviced by an international airport
• Preference is given to locations where the congress centre is located in the city centre
• Sufficient 4 and 3 star hotels (minimum 600-900) within a close proximity to the congress centre - within a 15-20 minute radius from the congress venue by public transportation
• Experience with hosting international congresses
• Attractive and of interest to the participants
** All bidders must consider the pharmaceutical codes of practice of the EFPIA(European Federation of Pharmaceutical Industries and Associations) when presenting a bid.
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BIDDING PROCESS
TIMETABLE FOR BIDS 2018-19 (2 years bids)
• Bidding guidelines are sent out in April 2015
• A detailed bid including the application form must be submitted to the ESRA Office by June 2015 – 3 years before the intended congress
• Review of bids by ESRA and Kenes International, Professional Congress Organizer (PCO): July-September 2015
• Presentation to the ESRA Council and selection of the venue or short listing at the ESRA Council Meeting: September 2015
• Site Inspection of selected candidates (if necessary): September 2015 - February 2016
• Final selection of venue/city at the Mid-Term Board meeting in March 2016
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Site Selection Report
SELECTION CRITERIA
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City/Venue Weight
Congress profit 50%
Venue Suitability 50%
–Meets congress requirements 35%
–Growth flexibility 20%
–Transport links to Destination 15%
–Sufficient hotels near the venue 15%
–Venue Location 15%
–Level of service 0%
–Past experience 0%
Total Venue Quality 100%
POLITICS XX%
TOTAL DESTINATION SCORE 100%
Commissions are not key, but…
THANK YOU!
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“Association Meetings:
the importance of subventions
in choosing a destination ”
for events organised by
ETA Florence Renewable Energies
Martina Querforth
Who I am
Martina Querforth
ETA Florence Renewable Energies
10 + years experience in marketing and events organisation
Main responsibilities
Responsible for ETA Florence events
Introduction
ETA Florence events
• European Biomass Conference and Exhibition:
Annual with 1.500 participants from 60 countries, 800 presentations,
80 exhibitors, 2.000 visitors)
• Support to European PV Solar Energy Conference and Exhibition
(EUPVSEC):
Annual with 3,500 delegates, 1.500 presentations, 140 exhibitors, 9.000
trade and business professionals plus
• Smaller special topic conferences and workshops (from 50 to 500 pax)
Who is ETA Florence Renewable Energies?
• A Consultancy specialised in Renewable Energies based in Florence.
20 staff members;
• main activities: consultancy, engineering, strategic communications and
events
Organisation of large events
Outsourced:
• hotels
• speakers management assistance
In house:
• venue selection,
• conference program,
• exhibition and sponsorship sales,
• all communication and marketing activities,
• social events
• logistical and administrative services & materials
Main selection factors
• Venue capacity (conference rooms, exhibition size)
• Biomass market?
• City/ venue accessibility/ onsite hotels
• Cost of the event in the venue and in the destination itself
• Collaboration between
the venue/ destination
the local authorities
+ other stakeholders
ETA Florence decision process
• Short list of venues for site inspection
• Site inspection by ETA Florence team
• Negotiations with the national associations/organisations
• Short listed venues (max 3)
• Presentation to the Executive Committee members
• Final negotiation
• 18 – 24 months decision cycle
ETA Florence suggestions
BID
Before bidding get to know the client, its events and the decision
process
DO:
• Personalise the offer
• Attend the client’s event before bidding
• Assist the client to imagine how the event can be realised in the
venue/ destination
• Make a cost efficient offer (various options +)
• Invite client for site inspection
• Listen to the clients’ previous experience
• Be flexible for collaboration
ETA Florence suggestions
What do we expect from the venue/ destination
• Introduction to local/ industrial and national organisations
• Assistance to obtain financial and in-kind support
• Advice and recommendations to invite relevant personalities
• Media and journalists
Crisis: higher needs
• Cost efficient offer
• Advice on new income possibilities – sponsors/ in-kind support
• Flexibility: last minute bookings/ cancellations regarding spaces and
services (rooms & equipment rental, catering)
• Staff support: assistance to specific tasks (preparation social events,
suggestions for location of dinners, assistance to invite and attract
press and media)
• Sales support: exhibition space to local and national target groups
• Promotional support
Association Meetings: the
importance of subventions in
choosing a destination
Enrico Zuffi Director of EZ Associates Geneva
Florence, Wednesday, 12th
November 2014
Subventions
• Why is this becoming a theme?
– MICE industry value is more and more recognized
– The economic impact is much higher than in the leisure market
– Low season and week-ends can be filled with meeting or events
– More cities have increased their offer:
• Airports /Connections
• Congress Centers/Hotels
• Academic Venues
• CVB’s proactive sales attitude
• The political support has grown globaly
• Support can be targeted to a specific MICE segment
Subventions
• The Meetings Industry is still growing!
M Corporate meetings
I Incentives
E Trade Shows/ Exhibitions: are all dependent of the economic situation
C Association meetings are still growing– Are better organized and know their buying power
– Regulations will change meeting habits
– Therefore local support is welcome
Type of subventions and when?
• Bidding process
• CVB offer
– Free services
• Bidding process
– Bidbook, partial or full with budget etc
– Video,Film
– Site inspections
– Selection of local PCO’s or DMC’s
– Promotional material
– Delegate boosting
Type of Subventions
• Offered by the destination during the event
• Destinations
– trough their CVB’s / DMO’s
– Reduced rental of conference centers
– Welcome reception social events
– Sponsoring
– Free public transport
– Sponsoring of participants from low income
countries (UN)
Subvention and bid support
practices
Corporate meetings
• Support needed ?
– Yes! Large meeting
• CVB’s as neutral local expert in the selection
process
• Kind of support (Social event reception)
• Direct Subventions : no
Incentives
– Support needed?
– Yes if the event is large and repeating/ back
to back
– CVB’s or local DMC’s
– Selection support
– Negotiaton of venues
• Congres centers
• Venues for social events
• Gifts
Trade Shows
and Exhibitions • Subventions requested?
– Organizers are excellent shoppers!
• They know their buying power!
• Risk sharing with the Exhibition center (supplier)
• Delegate boosting ( Local market )
• Destinations know their high economic value as
this is repeat business!
Association Meetings
• The fastest growing market:
– In Europe
– In Asia
– In South America
• Large meetings are splitting off
– Into Winter Meetings
– Specialized Courses
– Political awareness stronger
– Higher negotiating power
National
Governmental
IGO
(UN, Unicef, WHO)
Medical Scientific Political Religious Sports Trade
Non-Governmental
INGO
International Regional (European)
Associations
Associations Trends• Trends: Better organized• Select venues better• Increased quality of the meetings • Member gets more value • More and more certified meeting specialists:
MPI, SITE• More CORE PCO’s are handling them• More AMC (Association Management
Companies)• Large Associations are doing all inside
Political Associations and IGO’s
• Support requested ?• Yes and often at the highest level• Procedure :
– Host country sends an official invitation
– Memorandum of understanding
• Subvention type – Fully sponsored hosting programm
» Center and infrastructure (AV,media center,registration)
» Social events
» Local transportation
» Security
» Economic impact
» Overnights,travel of delegates /prestige
» UN Summits , UN association or federations EU summits
» IUCN,UPU, World Water Summit,UNEP, ITU …
Sport Associations
• Support requested ?
– YES and substantially and at Governamental
level
• Olympic Games;
• Fifa, UEFA
• Sport Accord
Trade Associations
– Trade Associations
– Support requested ? helps
– CVB s as door openener together with the
local assocation
• Often the local association acts as a sponsor
• With excellent connections to governements and
local commerce
• Type of support
– Welcome reception /Congress dinner (local host)
– Venues for social events
– Congres centers
Scientific Associations
– Support /Subventions needed ?
– Support yes strongly
• Bidding process either by the CVB or local PCO
• Congress
– Free/ reduced congress center (fixed cost)
– Welcome reception fully or partially sponsored
– Other social events or visits
– Free public transport
– Promotional material (All printed material)
– Volunteer service /Hostess service
Scientific Associations
• Support / Subventions needed?
• Applied research can count on sponsors
- Sponsoring is less needed• Risk sharing sponsors/registration fees less risky
• Fundamental research very few sponsors
- Sponsoring welcomed• Risk high as depending mostly registration fees
Religious Associations
• Support/subvention needed ?
– Support can help
– Large religious events request huge support (
logistics)
– Usulally sponsored by the local community
Medical Associations (Clinical)
• Support welcomed ? Yes
– Bidding from the CVB
– Congress support helps
• Welcome reception
• Reduced fee of Congress Center
• Free public transport
• Promotional material
• Eventually delegate boosting
Medical associations (research)
• Support needed? Very much so
• Very few sponsors
SubventionsWe live in a changing global economy where
the sponsors are selecting the events more
and more carefully
-Compliance
-Pharmacy code
-CSR (Corporate Social Responsability)
High quality meetings and trade shows will
survive !
Subventions will be increased by the
destinations
Thank you. Grazie.