ICCA VENUE COMPARISON REPORT SUMMARY

Alec GilbertAdelaide Convention Centre

October 2010

Regional Representation

Is VAT refundable for international clients?

67%

33%

Yes

No

Is your venue a member of an alliance (eg Bestcities)

16%

84%

Yes

No

Is your venue part of a chain (eg Accor, Ogden)?

19%

81%

Yes

No

Sustainability/CSRWhat accreditation/standard has

your venue chosen?

What initiatives has your venue developed to reduce environmental

impact?

Economic Impact: Does your venue measure economic

impact?

78%

22%

Yes

No

Economic Impact: Is your venue measured on its contribution to

the local economy?

71%

29%

Yes

No

Economic Impact: How is delegate spend measured –

calculated by?

Client Satisfaction Surveys: Do you conduct client satisfaction

surveys?

Client Satisfaction Surveys: Are they conducted by an independent

company?

Client Satisfaction Surveys: Do you conduct separate surveys for organisers

and delegates?

Space Rentals – Ballroom: Is your venue prepared to offer a discount on the

ballroom when F&B used inhouse?

Space Rentals – Lobby/Foyer: What are your charging policies for the lobby/foyer when used for registration?

Space Rentals – Lobby/Foyer: What are your charging policies for the

lobby/foyer when used for catering?

Space Rentals – Lobby/Foyer: What are your charging policies for the lobby/foyer

when used for small non-commercial exhibitions?

Space Rentals – Conference Services: What is included in the

conference room rental?

Space Rentals – Conference Services: Are clients allowed to bring in own av

equipment into a meeting room/breakout room?

Space Rentals – Conference Services: Are clients allowed to bring in own av

equipment into a Plenary Room?

Space Rentals – Conference Services: If the Centre is providing av equipment, do

you charge for tech staff?

Space Rentals – Conference Services: Do you provide water on tables for the

participants FOC?

Space Rentals – Exhibition Halls: How much do you charge per sq.m. for an

exhibition hall per day for a commercial exhibition?

1000-2000m2 per m2

Euro 1 to Euro 45

2001-5000m2 per m2

Euro .73 to Euro 40

5001-10000m2 per m2

Euro .73 to Euro 40

Space Rentals – Exhibition Halls: Are the following items/services included in the

prices you indicated in the m2 price?

Space Rentals – Exhibition Halls: Do you charge normal or different rates during set-

up and dismantling?

Space Rentals – Exhibition Halls: If different, please indicate what % of the

normal rate you charge

Space Rentals – Exhibition Services: Do you have an inhouse exhibition booth

contractor?

Space Rentals – Exhibition Services: If yes, do you charge for providing the shell

scheme?

Space Rentals – Exhibition Services: Does your centre coordinate the following

ex. services (either inhouse or through suppliers)?

Space Rentals – Exhibition Services: Can you also order online?

Space Rentals – Exhibition Services: Do you charge for these services?

Space Rentals – Exhibition Services: Does your centre invoice these services

directly to exhibitors?

Space Rentals – Exhibition Services: Does your centre invoice these services

directly to the organisers?

Space Rentals – Exhibition Services: Do your rental costs include on site management service hours (duty

management)?

Space Rentals – Banqueting/F&B: Catering – is the catering part of your organisation or is

it contracted out?

41%

51%

8%

Contracted out In House Both

Space Rentals – Banqueting/F&B: Catering – if in house, is the client obliged to

use it?

88%

12%

Yes

No

Space Rentals – Banqueting/F&B: Catering – If contracted out, do you suggest

a list of exclusive caterers to clients?

36%

15%

23%

26%

Yes, 1 caterer Yes, 2 for the choice of the client More than 5 No

Space Rentals – Banqueting/F&B: Catering – If contracted out, do you get commission from the outside caterers?

Space Rentals – Banqueting/F&B: Catering – If yes, how much % commission

do you get?

46%

46%

4% 4%

1%-10% 11%-20% 21%-30% 31%-40%

Food Between Euro 2 and Euro 35

One glass wine/beer Between Euro 1 and Euro 9

One glass soft drink Prices not provided

Staff Most venues included in price – if not, average is Euro 20

Chairs and tables Most venues included in price – if not, free of charge

Buffet display or props Most venues included in price – if not, free of charge

Space Rentals – Banqueting/F&B: Catering – Please indicate lowest

price/delegate for working lunch: eg sandwiches/rolls/cake/fruit

Average Price: Euro 22.00(includes: food, soft drinks, service,

furniture, buffet display/props)

Space Rentals – Banqueting/F&B: Catering – Indicate the lowest price for a

buffet lunch per delegate

Average price per delegate of a seated lunch (entree/main/dessert): Euro 22.00

Average price per delegate for a coffee break of 250 pax (tea, coffee, biscuits): Euro 5.10

Space Rentals – Banqueting/F&B: Catering –

Space Rentals – Banqueting/F&B: How many days/hours prior to an event must final F&B numbers be

confirmed?

66%

25%

9%

1-5 Days 6-10 Days 11 Days or More

Restaurants: Are there any restaurants open to the public in

your Centre?

Miscellaneous Services: Organisation – Are your rental costs inclusive of site management

service hours (duty management)?

Miscellaneous Services: Organisation – What kind of staff do you have on call during

the event?

Miscellaneous Services: Additional equipment and services – do you have a

guarded cloakroom/left luggage?

Miscellaneous Services: Additional equipment and services – do you charge for

the use of these facilities?

Miscellaneous Services: Additional equipment and services – do you have facilities for people with the following

disabilities?

Miscellaneous Services: Additional equipment and services – do you charge extra for toilets attendants in your rental

charges?

Miscellaneous Services: Additional equipment and services – do you have your

own cleaning services or it is contracted out?

Miscellaneous Services: Additional equipment and services – are cleaning costs

included in the space rental price?

Miscellaneous Services: Additional equipment and services – do you have

foreign money exchange facilities and/or cash dispenser?

Miscellaneous Services: Additional equipment and services – do you have a

Business Centre?

Miscellaneous Services: Which services are available in the Business Centre?

Miscellaneous Services: For which communication services in the Business

Centre do you charge?

A. Attendance at preceding congressB. Dedicated congress webpage on venue websiteC. Customised promotional dvdD. Flyers to distribute at preceding congressE. Direct marketing to delegates (HTMLs)F. Images/mapsG. Others

Miscellaneous Services: Does your venue provide any pre-congress marketing

support?

Miscellaneous Services: Does your venue provide any additional on-site services?

A. Tourist Information DeskB. Theatre DeskC. Hostesses/Attendants (multilingual)D. Welcome DeskE. Other

Commercial Policy: Rates – do you charge high and low season rates?

Commercial Policy: Rates – do you have a ½ day occupancy charge?

Commercial Policy: Rates – do you negotiate on your published rates?

5%

33%

11%10%

16%

8%

4%1% 3% 2% 7%

<5% 6-10% 11-15% 16-20% 21-25% 26-30%

31-35% 36-40% 46-50% 51-55% >61%

Commercial Policy: Down Payment/Cancellation Policy – how much % of the total quotation is paid when signing

the contract for room rental?

Commercial Policy: Down Payment/Cancellation Policy – do you suggest a schedule of payments when

signing the contract?

Commercial Policy: Down Payment/Cancellation Policy – do you

require full payment before the event starts?

35%

4%

53%

8%

Yes - rental only No - rental only

Yes - rental and all additional costs No - rental and all additional costs

Commercial Policy: Down Payment/Cancellation Policy – do you have a

cancellation policy?

97%

3%

Yes No

Commercial Policy: Down Payment/Cancellation Policy – If

yes to a cancellation policy, how much % of the total revenue do you claim if the client cancels/postpones

event upon the following notified periods?

Up to 12 months prior to the event in %

Between 12 and 6 months prior to the event in %?

Between 6 and 3 months prior to the event in %?

Between 3 and 1 months prior to the event in %?

Less than 1 month prior to the event in %?

0% 1% 16%

8%

5%

65%

5%

0% <25% 25-50% 51-75% 76-99% 100% >100%

Accommodation: Do you have?

Relations with Other Organisations: Partners – do you provide a hotel booking service as an inhouse service or do you

recommend an agency?

Relations with Other Organisations: Partners – If you recommend an agency, how much commission in % of the total

room rate do you get?

61%39%

Yes

No

Relations with Other Organisations: Partners –Do you pay commission to a

vendor finder if they introduce business to you?

Relations with Other Organisations: Partners –How much commission in % of the total conference room rental price do you pay per event confirmed?

Relations with Other Organisations: Partners – Do you pay commission to a DMC or PCO if they

introduce business to you?

Relations with Other Organisations: Partners – How much commission in % of the total conference room rental price do you pay per event confirmed?

Relations with Other Organisations: Partners – Do you

have an Inhouse PCO?

Relations with Other Organisations: Partners – If yes, do

you charge for it?

Relations with Other Organisations: Transportation – do you charge for parking?

Relations with Other Organisations: Transportation – does your city provide a free or

discounted pass for delegates for public transport and/or free shuttles?

Relations with Other Organisations: Official Bodies – does your centre receive annual operating

supports (subsidies)?

Relations with Other Organisations: Official Bodies – does your centre receive capital

expenditure supports (refurbishment, building)?

Relations with Other Organisations: Does your city have a subvention policy for large congresses?

Relations with Other Organisations: If yes, what do you usually offer?

Relations with Other Organisations: If yes, what are the criteria for subvention?

Relations with Other Organisations: Does your city provide any additional services to enhance

delegate experience – Welcome Desk at Airport/Railway Station?

Relations with Other Organisations: Does your city provide any additional services to enhance

delegate experience – Hostesses/Attendances at Airport/Railway Station?

Future Developments: Your Building – Are they are plans for

refurbishment or structural

Future Developments: Your Building – Is your venue newly opened or expanded in

the past 3 years?

Future Developments: Your Building – Will your venue be newly opened or

expanded in the next 3 years?

Future Developments: Your Building – Are you lobbying or planning for a new or

expanded venue in the future?

Future Developments: Your Building – If no to previous question, has your venue

been extensively refurbished in the last 3 years?

Future Developments: Your Building – Will your venue be extensively refurbished

in the next 3 years?

Future Developments: Accommodation – Are there plans to build a hotel on site in

the near future?