How to Host an International Conference Wednesday, 14 th May 2014

Susan Nolan Chair AIPCO

ABOUT AIPCO  Established in 1999 by the Minister for Tourism, Sport and Recreation  To give a voice to the PCO at Industry and Governmental level  Maintain high standards in line with International best practice  To establish relationships with our industry partners to advance the meetings  Market both nationally and internationally  To further our recognition and the value of business that we contribute to business tourism.

COMMITMENT TO COLLABORATION AND EDUCATION  Annual Business Tourism Conference  Workshops highlighting challenges within our industry

7 Full Members 2 Associate Members

AIPCO Contribution to Business Tourism Period : 169 conferences 109,105 delegates Estimated Spend : €152.7 million

SERVICES OF A PCO  ResearchExhibition Sales  Venue Management and LogisticsBid Process  TechnicalBid Document  Simultaneous InterpretationTravel Abroad to present the bid  Social Programme and entertainmentDelegate Registration  AccommodationVisa Management  Design & PrintAbstract Management  Web site design and contentCommunications and Promotion  Set design and signageDigital Marketing  Budget and financial managementProgramme and Speaker Liaison  On site managementSponsorship and Fund Management  Programme and speaker liaisonConference Taxation Liabilities  Staffing

FINANCIAL MANAGEMENT  The Budget Income and Expenditure Budget from presentation stage Budgets from previous editions if possible  Risk Management Based on different numbers of paying attendees Establishing a break-even point Worst case scenario

ADDRESSING CHALLENGES  Supplier deposit schedule Negotiating a timeline in line with conference revenue Use of buying power / relationships to waive deposits  Establishing a Critical Path Key milestones in place Meetings in your diary  Devise Strategy to ensure early registration and cash reserves  Client login to track registrations in real time

SPONSORSHIP & FUNDING  Assistance with applying for funding and subventions  Sponsorship Management Identification of potential sponsors Design of Sponsorship packages Engage with interested parties Accounts Management of benefits / expectations of sponsors On site management

FEE STRUCTURE  Flexible approach in a changing marketplace  Traditionally either a management fee and /or a per capita registration fee  Percentage of Sponsorship / Exhibition Sales  Commission on accommodation sales

HOW DO WE ADD VALUE?  We become the business partner of the academic/ambassador  We remove the fear factor  Financial management  We address your workload  We profile the ambassador and the University  We share the responsibility  Our Experience

THANK YOU