International Congress and Convention Associationwww.iccaworld.com JOINT DESTINATION MARKETING & MEETINGS MANAGEMENT SECTOR MEETING Handan Boyce & Steen Jakobsen Miranda Ioannou & Jurriaen Sleijster 49 th ICCA Congress & Exhibition Hyderabad - India Sunday 24 October : :45h International Congress & Convention Association

International Congress and Convention Associationwww.iccaworld.com Session contents CVBs and PCOs: Stories & Best Practices from Pitching Together Effectively Moderators: Handan Boyce - Miranda Ioannou Steen Jakobsen - Jurriaen Sleijster Panelists: Leena Sipila – Alice Au Nina Freysen Pretorius – Chander Mansharamani

International Congress and Convention Associationwww.iccaworld.com Panel views… Leena Sipila Helsinki City Tourist & Convention Bureau

The teams… Introducing the players  National Convention Bureau (FCB) - soon to become part of the Finnish Tourist Board  Seven strong city convention Bureaus  PCOs - 6 listed offices - relatively small - well-established, experienced, capable

The state of play… Finland’s current position  Finland as a whole: 420 meetings with delegates annually  Helsinki alone: 150 meetings with delegates

On the training ground… The convention bureau as an enabler: sharing knowledge and insights  Seminars / info sessions on hot topics – VAT – hotel revenue management – destination marketing –...  Fam slam  CSR dialogue

The rules of the game... The convention bureau as arbiter of fair play:  Offer quality Ensuring clarity ‘Answer the bloody question!’  Partner suitability Giving appropriate guidance

In play... What the convention bureau does with PCOs:  Client support activities Sales events – seminars, work shops Site visits  Assistance for PCOs Help with research Materials – support package

Upcoming challenges  Core PCOs entering market Opportunity or threat?  Size of local PCOs Are they too small?  More service providers entering market Do they have the competence?

Thank you!

International Congress and Convention Associationwww.iccaworld.com Panel views… Alice Au Toronto CVB / Tourism Toronto

CVB & PCO Review historic facts and successes from research Understand the politics within the organization Exchange of ideas that best suit the needs of the group Come up with a strategic plan that will attract executives to the destination International Congress and Convention Associationwww.iccaworld.com

ICS-IUGA 2010 Worked with local Co-Chairs to win the bid The appointed PCO supported their efforts and served as consultant on our destination / offer resources and assistance throughout the planning and execution of the congress Result: the highest attendance and most successful conference they have held International Congress and Convention Associationwww.iccaworld.com

ISTH 2015 Best collaboration among (4) partners: local doctor (ambassador), PCO, Convention Center and the CVB Led by a strong, local ambassador - Dr. Schulman Requested and received tremendous support and guidance from the appointed PCO Based on historic needs, secured the best venue to accommodate their program - MTCC International Congress and Convention Associationwww.iccaworld.com

ISTH 2015 Created a sound budget based on needs and past spend Created a convincing bid document outlining a strong scientific committee and draft program led by LOC Highlighted our offers and conference package Emphasized the benefits of coming to our destination International Congress and Convention Associationwww.iccaworld.com

Roles CORE PCO Protects client and their needs as INTELLECTUAL PROPERTY (consisting of finances, meeting logistics, organization politics etc.), greater global perspective APPOINTED PCO Annual - understands specific needs of association International Congress and Convention Associationwww.iccaworld.com

Roles LOCAL PCO Partnership between CVB & local PCO - help to provide sound advice to client Interpret RFP Use each other’s expertise and intelligence to formulate the bid document: PCO – on budget CVB – highlight member services that answer to the needs outlined within the RFP - Destination sell - Financial package (if available) - Government contacts International Congress and Convention Associationwww.iccaworld.com

International Congress and Convention Associationwww.iccaworld.com Thank you!

International Congress and Convention Associationwww.iccaworld.com Panel views… Nina Freysen Pretorius The Conference Company, South Africa

South African Perspective 9 Provinces = 9 Tourism Boards /Authority... Highly competitive within the country! Reluctance to share potential business prior to it being confirmed for a city by the client. Only 4 of these provinces can host International or National conferences of 850+ Important to ascertain clients needs & expectations when looking for business! [Profile of delegate / Academic programme ] Client / Customer Loyalty... What? Prepared by The Conference Company

Case Study 8 th World Assembly of Disabled People International Rotation pattern every 5 years ICCA Database: 2002 Sapporo, Japan – approximately 3500 delegates 2007 Seoul, Korea – approximately 3000 delegates Convention Centre & Bureau involved with initial bid discussion Final bid submission done by client – with the assistance of the Convention Centre, Bureau and PCO. Prepared by The Conference Company Shorter Lead Times - Higher Client Demands & Expectations

Challenge Client used own documentation and did not clearly consult with role players … Bid awarded to South Africa October / November 2009 PCO appointment only September 2010 To Date No formal funding, Wheelchair users expected, Air & land transportation & accommodation challenging, Venue turn around requirements considerable International Congress and Convention Associationwww.iccaworld.com Shorter Lead Times - Higher Client Demands & Expectations

When the relationship works! Case Study Synergy Important at an early stage of bidding Important that CVBs and PCOs understand each other’s role! Delegate boosting and support of marketing the conference and the destination effectively ensures good attendance Good Joint Marketing Support = Financial Benefit to all Assistance with Government Department support Prepared by The Conference Company

International Congress and Convention Associationwww.iccaworld.com Thank you!

International Congress and Convention Associationwww.iccaworld.com Panel views… Chander Mansharamani Alpcord Network, India

CVB AND PCO’S ERA OF PARTNERSHIP

National Trade shows CVB participates on behalf of members in International MICE related Trade Shows –Create awareness about Destination and Conference Facilities –Creating a Business Platform Consolidating Leads for Conferences planned by International Association Yearly Conclave – Buyers (National and International) and Sellers Meet CVB’S MEMBER ADVANTAGE

Educational Programs – For Organizers (Associations and Corporates) Associating with International Organizations Assistance in Bidding – International Conferences International Trade Shows – Showcase country’s ability to hold meeting and to showcase our members CVB’S MEMBER ADVANTAGE

Consortium Including funding Financial and Marketing Assistance to PCO –Europe –Far East –Middle East Advantage to both PCO’s and DMC’s CVB’s role to create a marketing platform EMERGING TRENDS

Deal is: Lets Work Together

International Congress and Convention Associationwww.iccaworld.com Thank you!

International Congress and Convention Associationwww.iccaworld.com Statement: “Pitching together” is a myth: the CVB should support the PCO by providing information materials on the destination, and should leave the selling to the PCO!

International Congress and Convention Associationwww.iccaworld.com Statement: Presenting a destination, and obtaining “free destination services” requires connections and a good understanding of local politics: leave this to the CVB, the PCO is out of its depth here!

International Congress and Convention Associationwww.iccaworld.com Statement: CVBs cannot pitch together with PCOs because CVBs are not impartial: most of them have preferred relationships with certain players, and maintain hidden agenda’s!

International Congress and Convention Associationwww.iccaworld.com Statement: The CVB should take in the initial RfP and should help the client in selecting the PCO: that’s the best way to ensure a great event and thus a win for the destination

International Congress and Convention Associationwww.iccaworld.com Statement: When it comes to presenting budgets, PCOs should lead and CVBs should follow!

International Congress and Convention Associationwww.iccaworld.com Statement: The best pitches we ever won were the result of transparency, trust and harmonious working together between CVB and PCO!

International Congress and Convention Associationwww.iccaworld.com Wrap-up & conclusion Feedback?

International Congress and Convention Associationwww.iccaworld.com Thank you! 49 th ICCA Congress & Exhibition Hyderabad - India Sunday 24 October : :45h International Congress & Convention Association