Hosting an International Conference. Orla Canavan International Conferences Officer - Fáilte Ireland

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1 Hosting an International Conference Orla Canavan International Conferences Officer - Fáilte Ireland

2 Meet in Ireland Meet in Ireland is the official business Tourism brand and website for the island of Ireland International remit It comprises of three official tourism authorities: Fáilte Ireland Tourism Ireland Northern Ireland Tourist Board

3 What 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 destination

4 Value of an International Conference Delegate 576 Million 19,000 Jobs Out of Pocket Expenditure 7% The total value of an international association conference delegate 1,400 9% 12% 43% Accommdoation Food & Drink Shopping Transport Entertainment 1 in 4 delegates indicated that they were accompanied by family or friend 25% International delegates spent on average over 6.5 days in Ireland, on average at 2-3 extra days pre or post conference

5 Our Role Our job is to support and mentor our Conference Ambassadors as they host international conferences We recognise that conference management may not be your field of expertise We work with you to take the fear out of hosting these kinds of events None of the conference ambassadors we work with have an available budget all conferences must cover their own costs

6 Working with Us Regional Convention Bureaux Irish Trade PCOs, DMCs, Venues, Hotels, Universities etc

7 How to Host an International Conference

8 Why Ireland? Ireland has a wealth of conference facilities Ease of access routes to Ireland (over 60 Airlines) - Direct flights from over 20 countries air routes from 35 British Airports - US Immigration Preclearance Professional trade World Class Venues Accommodation PCOs Positive Feedback from International Delegates: - 9/10 delegates very satisfied with experience of Ireland - 85% said that they would recommend Ireland as a conference destination. Attendance up approx 10% on previous attendance rates worldwide Ireland s Conference Ambassador s influence - Subject prowess/ membership base - Strong international connections - Key influencer

9 You ll be in Good Company Knowledge based society - ITs, Universities, Research Institutes

10

11 Why 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 Organisation It earned them recognition from their professional colleagues both nationally and internationally International conferences offer excellent networking opportunities, which helped form research partnerships, secure future funding and establish worldwide links in the specialist field of the meeting Contributing to the economy Support from Fáilte Ireland every step of the way

12

13 1 Bid Preparation Interest Weighing up the Pros and Cons Objectives of the Association/ Society Make Profit Increase membership Academic content Bidding - What s required? Formats Submission deadlines & decision timelines - Competitors Challenges? Time / Money

14 2 Bid Submission Bid Preparation & Submission Bid presentation & Lobbying decision makers City Bid Document preparation Bid Presentation Promotion at preceding conference to back the bid Bid Team Travel

15 3 Site Inspection Site Inspection Opportunity Logistics Important part of decision making process Working with RCB Creating programme Advantages to getting it right.

16 4 Marketing Marketing At preceding Conferences Stand Collateral: Brochures, DVDs, Pens Pins, Posters Tourism Ireland presence; diary dependant. Communications Digital repository Destination Appeal Sample programmes Tourism options Partner Programmes

17 5 Operations Operations 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 conferences Buying power & negotiation skills Contract management Budget management Administrative & resource support Transparency & flexibility of fee structure Flexibility of services provided based on requirements Assisting with Venue & Accommodation options if no PCO - Working with RCB & Industry

18 PCO Services Administration Registration (specialised software) Accreditation for High profile officials Abstract Mgmt Marketing & Promotion Public Relations Media Management Social Media Strategy Sponsorship and Exhibition Sales Quality Control Speaker Correspondence Unlimited access to highly skilled staff Reporting On-site Management Innovative delivery Venue Management Staging (visual and impactful) Audio visual and Technical expertise Simultaneous Interpretation Security Management Transport Management Logistical Expertise Catering Exhibition Accommodation Evening Functions Social Programme & tours Accompanying person programme Insurance Brand Development & Delivery Brand development throughout the marketing suite Concept Design Web development and management Print (design, editing and delivery) Stage design Graphic displays City branding Financial Management Delivering best value Contract negotiation and attrition Buying power Income and Expenditure budgeting Cash flow management Vat returns Credit Control Transparency Audited Accounts

19 Fáilte Ireland Financial Support

20 Conference Ambassador Support Financial assistance towards: Bid Bid process Support to produce bid document Travel & accommodation related to presenting bid Site Inspection Site inspections Bring key decision makers to Ireland to view proposed venue & programme Marketing costs To ensure maximum delegate turnout Marketing at preceding conferences Utilising internationally based colleagues over 20 Market offices Marketing

21 Practical Supports Ireland DVD Why Ireland/ Dublin Presentation Sample Bid Document Image Library Sample programmes Conference Checklist Vat Reclaim Governmental and regional letters of invitation Marketing worldwide at preceding events with Tourism Ireland Delegate information Introductions to trade where appropriate Site inspection itineraries

22 Conference Ambassador Support Support available for conferences of 50+ delegates No restrictions on subject matter Simple application process Support agreed over a number years

23 Next Steps Contact us we re happy to help Orla Canavan Neasa Ni Dhomhnaill Letitia Wade

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