Presentation on theme: "‘How to Host a Scientific International Conference’ Seminar"— Presentation transcript:
1‘How to Host a Scientific International Conference’ Seminar Azeta SeeryInternational Conferences Officer - Fáilte Ireland
2International Association Conferences International Associationsbring together members with common professional, scientific or social interests.Association ConferencesCharacteristics: Structure, Rotations, Bidding processesTypes/Examples:International Union of Food Science and Technology Congress (IUFoST)European Peptide SymposiumThe World Newspaper Congress,The International Beekeepers Association
3What is a Local Host/Conference Ambassador Ambassadors are professional people from fields as varied as academia, science, technology, sport, medicine, law and business ……… who have potential influence over their international Association's/ Society’s/Federation’s choice of conference destinationIrish Conference Ambassador make the invitation and lead the pitch for Ireland
4Fáilte Ireland Strategic Vision “Position Ireland as a World Class destination for Business Tourism purposes across the association conference, incentive and corporate meetings sectors.Building on the brand strengths Ireland should be well known among travel specialists as a key destination for enterprise, team and personal renewal”Business Tourism identified as an areaof strategic importance.
6Value of an International Conference Delegate The total value of an international association conference delegate €1,000-€1,500Over 20% of delegates indicated that they were accompanied by family or friends.International delegates spent on average over 5 days in Ireland,on average at one and a half extra days pre or post conference.
7Why Ireland?Ireland has a wealth of conference facilities – €4 billion spent on conference infrastructureEase of accessroutes to Ireland (over 60 Airlines)- Direct flights from over 20 countries- 100 air routes from 35 British Airports- US Immigration Pre-clearanceProfessional tradeWorld Class VenuesAccommodationPCOs
8You’ll be in Good Company…… Knowledge based society - ITs, Universities, Research Institutes
9Why Ireland Positive Feedback from International Delegates: 9/10 delegates very satisfied with experience of Ireland85% said that they would recommend Ireland as a conference destination.Attendance up approx 10% on previous attendance rates worldwideIreland’s Conference Ambassador’s influenceSubject prowess/ membership baseStrong international connectionsKey influencer
10National Conference Ambassador Programme Fáilte Ireland’s RoleNational Conference Ambassador ProgrammeThe remit of the Conference Ambassador programme is to help potential Conference Ambassadors invite and host international conferences and meetings in Ireland.Generate/Stimulate DemandAdvisory Role - unbiased adviceMentoringSupport Conference Ambassadors practically & financiallyUnderstanding that conference management is not a Conference Ambassador’s area of expertise, norshould it be!
12Why become a Conference Ambassador? Our Conference Ambassadors give the following reasons for hosting an international conference.Increased the profile and recognition of their University or OrganisationIt earned them recognition from their professional colleagues both nationally and internationallyInternational conferences offer excellent networking opportunities, which helped form research partnerships, secure future funding and establish worldwide links in the specialist field of the meetingContributing to the economySupport from Fáilte Ireland every step of the way
151) Interest – Weighing up the Pros and Cons Objectives of the Association/ SocietyNational Vs InternationalBidding - What’s required?Formats -Submission deadlines & decision timelines -Competitors -Challenges?Time / Money
16Bid Preparation & Submission Bid presentation & Lobbying decision makersCity Bid Document preparationBid PresentationPromotion at preceding conference to back the bidBid Team Travel
17Site Inspection Opportunity LogisticsImportant part of decision making processWorking with RCBCreating programmeAdvantages to getting it right….
18Operations Requirement for a Professional Conference Organiser ? A PCO is a specialist in the organisation and operation of small, medium and large conferences, in particular academic conferencesAssisting with Venue & Accommodation options if no PCOWorking with RCB & Industry
20Conference Ambassador Support Financial assistance towards:Bid processSupport to produce bid documentTravel & accommodation related to presenting bidSite inspectionsBring key decision makers to Ireland to view proposed venue & programmeMarketing costsTo ensure maximum delegate turnoutMarketing at preceding conferencesUtilising Tourism Ireland colleagues – over 20 Market offices
21Practical Supports Ireland DVD ‘Why Ireland’ Presentation Sample Bid DocumentImage LibrarySample programmesConference ChecklistVat ReclaimGovernmental and regional letters of invitationMarketing worldwide at preceding events with Tourism IrelandDelegate informationIntroductions to trade where appropriateSite inspection itineraries
22Conference Ambassador Support Support available for conferences of50+ delegatesNo restrictions on subject matterSimple application processSupport agreed over a number years
23Next StepsGet in Touch with Fáilte Ireland – we’re here to support you