AUTORZY/AUTHORS: dr Anna Kalinowska ele nik Uniwersytet Gda ski/university of Gdansk mgr Anna Górska Gda sk Convention Bureau mgr Justyna Sudakowska

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2 fot.: Maciej Szajewski Urz d Miejski w Gda sku s.s. So dek /Centralne Muzeum Morskie Widok na D ugie Pobrze e w Gda sku AUTORZY/AUTHORS: dr Anna Kalinowska ele nik Uniwersytet Gda ski/university of Gdansk mgr Anna Górska Gda sk Convention Bureau mgr Justyna Sudakowska Gda sk Convention Bureau OK ADKA/COVER: Urz d Miejski w Gda sku/city Hall of Gda sk Port Lotniczy im. Lecha Wa sy w Gda sku/ Gdansk Lech Walesa Airport PGE ARENA Gda sk Gdynia Arena AmberExpo Wojciech Jakubowski/fotokombinat.pl T UMACZENIE/TRANSLATION: Pawe Koz owski SK AD I DRUK/DESIGN & PRINT PRODUCTION: Agencja Reklamowa i Interaktywna Salon Reklamy GDA SK CONVENTION BUREAU GDA SKA ORGANIZACJA TURYSTYCZNA ul. D ugi Targ 28/29, Gda sk, (+48) convention@gdanskconvention.pl

3 TABLE OF CONTENTS INTRODUCTION GDANSK & POMORSKIE RANKED AMONG POLAND S LEADERS OF CONFERENCE DESTINATION TRANSPORT ACCESSIBILITY HOTEL FACILITIES CONFERENCE FACILITIES GDANSK CONVENTION BUREAU GTO ACTIVITIES IN SUPPORT FOR MEETING ORGANIZERS PROMOTIONAL MATERIALS GCBEVENT APPLICATION GDANSK CONVENTION BUREAU GTO PARTICIPATION IN INTERNATIONAL BUSINESS TOURISM EXPOS GDANSK CONVENTION BUREAU GTO PARTICIPATION IN INTERNATIONAL COOPERATION NETWORKS GDANSK CONVENTION BUREAU GTO PARTICIPATION IN THE ROAD SHOWS POLISH CONGRESS HONORARY AMBASSADORS PROGRAM 2.8 RECOMMENDED PCO PROGRAM TRICITY ACADEMY FOR BUSINESS TOURISM PROFESSIONALS PROMOTION IN THE BUSINESS-SECTOR PRESS AND ON THE INTERNET GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET IN SCIENTIFIC RESEARCH OF GDA SK CONVENTION BUREAU GTO RESEARCH METHODOLOGY AND THE CHARACTERISTICS OF THE EXAMINATION SAMPLE NUMBER AND TYPES OF BUSINESS MEETINGS NUMBER OF PARTICIPANTS ATTENDING BUSINESS MEETINGS BUSINESS MEETING DURATION AND SEASONAL RELATION MEETINGS SUBJECT MATTER BUSINESS MEETINGS PARTICIPANTS POMORSKIE MEETINGS MARKET IN THE YEARS SUMMARY Sources Glossary of terms List of tables List of figures Attachments Calendar of major national and international events organized in Gdansk & Pomorskie Voivodeship in

4 GDA SK CONVENTION BUREAU REPORT 2013 INTRODUCTION Business tourism, also known as the meetings industry, includes organization of trade fairs, congresses, conferences, trainings and other business meetings has significant impact upon of cities and regions development. It is two-dimensional as it has a positive economic Neptun s Fountain at Long Market in Gdansk photo.: Gda sk Convention Bureau/Alante (income generated on participants expenses, new job openings, infrastructural investment) as well as promotional impact in addition to knowledge transfer-related know how. Thus, business tourism monitoring which includes information the number of events and visiting delegates plays an important role in evaluation of cities, regions, public entities and enterprises ongoing marketing efforts as well as in creation of strategies next years. Similar studies into local meetings industry are carried out by municipal and regional convention bureaux both in Poland and around the world. Gdansk Convention Bureau/Gdansk Tourist Organisation, responsible for promotion of Gdansk and the Pomorskie Voivodeship as a conference destination has conducted the meetings industry examination since For five years, Gdansk Convention Bureau GTO in collaboration with the local industry hotels and conference facilities, has collected information about the business meetings held in Gdansk, Gdynia, Sopot and other parts of Pomorskie Voivodeship. The collected data collected every year are processed and edited in cooperation with the Pomorskie higher education institutions and published in the form of statistical report. The document is then distributed among Gdansk, Gdynia and Sopot local authorities and Pomerskie, hotels, conference facilities, people and companies involved in the business meetings organization and among scientific milieus. The data collected in the report statistical data analysis and also the description of the activities undertaken by the local industry, including the GCB as well as information on the region s conference infrastructure development and identification the main trends observed in the industry provide an important source of knowledge for professionals who operate in the meetings industry. We wish to express our gratitude to all partners who have been involved in this year s survey. We hope that this report, just like all its previous editions will be useful for the local industry s day-to-day business and thus we will be able to count on the support when creating of subsequent documents of this kind. We wish you a pleasant reading! Authors 48

5 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET 1. GDANSK & POMORSKIE RANKED AMONG POLAND S LEADERS OF CONFERENCE DESTINATION In recent years, Gdansk and Pomorskie Voivodeship have become one of the most recognizable conference destinations not only in Poland, but also one of the more significant conference brands on the European map. Intensive activities of the local industry, including Gdansk Convention Bureau GTO, continuous accessibility improvement and conference infrastructure development enhanced with the city s and the region s authorities understanding for business tourism development create a positive climate for business meetings organisation. Economic impact (money the business tourist spends, job creation, investment impulse)as well as the meetings industry related knowledge transfer and promotional activities have a substantial impact on Gdansk metropolis development. 1.1 Transport accessibility A key role for the city s assessment as a conference destination is its accessibility, fort and foremost via air connections. In 2013, Lech Walesa Airport in Gdansk handled 2.8 million passengers, which puts Gdansk third in Poland s ranking (right after Warsaw and Krakow airports). Gdansk boasts an extensive Figure 1. Map of direct flights from the Lech Walesa airport in Gdansk (as of 25th April 2014) Source: Live&Travel 49

6 GDA SK CONVENTION BUREAU REPORT 2013 network of direct air connections to over 50 cities in 16 European countries. Weekly, there are more than 300 flights, 9 air-operators, both scheduled or called low-fare airlines. Particularly important is the role of direct connections to the hubs such as Frankfurt, Munich and Copenhagen, which in turn makes it possible for business tourists from around the world to arrive to Gdansk. Ongoing investments (expansion of the T2 Terminal, putting the Pomorska Metropolitan Railway into operation) will have a significant impact on passengers service quality and safety enhancement. Terminal T2 expansion will eventually increase the airport capacity by 100% (from 2.5 million to 5 million). The new part of the building will also handle arrivals (so far it has only been Terminal 1). On the photo: Gdynia Arena The city centre located Gdansk City Terminal enhances the Gdansk Airport passengers comfort, the terminal has operated since Passengers can, inter alia, check-in 24 hours before the scheduled departure. In 2013, the number of the City Terminal passengers accounted for 2 700; there were also tickets sold. More than passengers made use the Terminal City telephone information. other hand, the Pomorska Metropolitan Railway, once operational, will improve transport services between the airport and the centre of Gdansk, also owing to the fact that one its stops will be located at Terminal 2 (estimated travel time from the airport to the Gdansk centre will be around 20 minutes). Railway and ferry connections are the alternative to airline travels. Owing to the expansion of the road 50

7 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET infrastructure (e.g. A1 Motorway), Gdansk is located at the junction of transport corridors which connect North-East part of Europe and Scandinavia with the Mediterranean Sea region as well as the northern part of Western Europe with Eastern Europe. With the internal metropolis upgraded infrastructure the S6 and S7 roads and the ring-road connections within the metropolitan area have reached the European standards. The list of most important investments designed to improve transport availability includes: the W-Z route construction (direct connection with the S7 national road and the A1 motorway and the Gdansk City Centre), the Slowackiego and Sucharskiego Routes future connection with the newly-constructed southern ring road and the A1 motorway. Gdansk also has a dense network of national railways (direct connections with major cities: Warsaw, Krakow, Lodz, Wroclaw and Poznan) and a good connections with Germany (through Szczecin), the Czech Republic and Slovakia (via Krakow and Katowice), Kaliningrad Oblast (via Olsztyn and Elblag), Belarus (via Bialystok) and Ukraine (via Terespol). Gdansk Warsaw railway line modernization and Pendolino services launches on this route as well as Gdansk and Sopot railway stations refurbishment will have an additional influence on Gdansk availability by rail. The seaside location results in ferry transport development. In 2013, there were following ferry connections: Gdansk Nynashman (Sweden) and Gdynia Karlskrona (Sweden). There were passengers who used this form of transport. Cruisers are also popular in 2013 there were 30 of them calling Gdansk, with more than tourists on board. The port of Gdynia, ready to accept the largest cruise ships, received 57 cruiser in 2013, with the total number of passengers passengers. 1.2 Hotel facilities Hotel infrastructure has been constantly developing; this is a great advantage of Gdansk and the whole Pomorskie Voivodeship. Compared to 2012, the number of two-star to five-star hotels in the Pomorskie province has increased from 152 to 157 In the 2013, there were two additions to the Gdansk map of hotel facilities, these are Hampton by Hilton and Golden Tulip Gdansk Residence; further investments (in Gdansk and Gdynia) are in the pipeline. What is of particular importance for business meetings organizers, most of the 4 and 5 stars hotels in Gdansk are located in the city centre, which makes the logistics easier, especially if there are hundreds of delegates to a congress. Among the highest standard hotels there are both those of international chains such as Hilton, Radisson Blu, Sheraton, Sofitel and Accor, as well as the so-called boutique hotel. In Gdansk, Gdynia and Sopot, guests have at their disposal more than beds in the two to five-star hotels. Table 1. Number of categorized hotels in Pomorskie Voivodeship (as of 31st December 2013) * ** *** **** ***** Gdansk none Gdynia none none Sopot none Region none TOTAL Source: Pomorskie Voivodeship s Marshal s Office 51

8 GDA SK CONVENTION BUREAU REPORT 2013 Table 2. Number of beds in categorised facilities in Gdansk, Gdynia and Sopot (as of 31st December 2013) GDANSK SOPOT GDYNIA ** *** **** ***** TOTAL Source: Pomorskie Voivodeship s Marshal s Office 1.3 Conference facilities In the conference facilities catalogue prepared by the Gdansk Convention Bureau GTO and issued at the beginning of 2014 there are about 150 conference venues in Pomorskie (Gdansk 74, Gdynia 12, Sopot 15, Region 46), with the accumulated conference space which can host more than people. Figure 2. Number of conference seats in theatrical setting Pomorskie Voivodeship (as of December 2013) Gdansk Gdynia Sopot Region Source: Gdansk Convention Bureau GTO own research Among the conference facilities there are mainly hotels/accommodation facilities (over 63% of all venues), convention centres, sports facilities, cultural institutions, higher education institutions and the so called unique venues have gained increased popularity and significance. The largest conference facilities are able to accommodate from to as many as participants, and among them there are AmberExpo Exhibition and Convention Centre, Polish Baltic Philharmonic, the PGE ARENA Gdansk and Ergo Arena. In 2014, Gdansk will see the opening of the other two large facilities with rooms to house business meetings European Solidarity Centre (August 2014) and Gdansk Shakespeare Theatre (September 2014). In the years to come, the TriCity Map of conference facilities will include the World War II Museum in Gdansk, Gdynia Film Centre and the Museum of Emigration in Gdynia. 2. GDANSK CONVENTION BUREAU ACTIVITIES IN 2013 G dansk Convention Bureau/Gdansk Tourist Organisation was founded in As a specialized unit operating within the framework of Gdansk Tourist Organization, GCB/ GTO, on behalf of the City of Gdansk, promotes Gdansk and Pomorskie Voivodeship as an attractive conference destination. Under the agreement signed in 2009 between Gdansk Tourist Organization and the Pomorskie Tourist Board zamiast Pomorenia Regional Tourist Organization, business tourism 52

9 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET photo: ERGO ARENA promotion responsibilities of the Pomorskie Voivodeship have been transferred to GCB/GTO. This was also confirmed with 2010 signing of the tripartite declaration between the Mayors of Gdansk, Gdynia and Sopot on joint promotion of the cities as a conference destination, the signatories were appointed Gdansk Convention Bureau GTO as their representative. In its actions at the national and international arena, Gdansk Convention Bureau GTO tries to encourage event agencies, associations and corporations representatives to stage business events such as trade fairs, conferences, seminars and other events in Gdansk and other parts of Pomorskie. Gdansk Convention Bureau GTO in conjunction with the local industry, and particularly the members of Gdansk Tourist Organization hotels, conference facilities, airport and others, in 2013 implemented a series of activities whose objective was to enhance the visibility of Gdansk and the of Pomorskie region as a conference destination and increase the number of business meetings organized in Gdansk and the region. 2.1 Support for meetings organizers In 2013 Gdansk Convention Bureau GTO provided an active support for both local and national and international meeting organizers in event preparation and organisation. Cooperation between the GCB and the organizers of the meeting concerned, inter alia, support in finding the conference venue and hotels for conference delegates, provision of promotional materials on Gdansk and the Pomorskie Voivodeship, organization of the so-called Welcome Desk at Gdansk Airport as well as of Tourist Information Centres in the venue where the meeting was, provision of the free mobile application GCBeVENT. In 2013, the total number of inquiries from meetings organizers handled by Gdansk Convention Bureau GTO exceeded the number of 80; GOT thus involved the local industry, including Gdansk Tourist Organization Members. 53

10 GDA SK CONVENTION BUREAU REPORT Promotional materials In 2013 Gdansk Convention Bureau GTO issued a number of publications and supplied other promotional items used during trade shows, conferences and other events, GCB and promoted Gdansk and Pomorskie Voivodeship as a conference destination (e.g. Business EIBTM Expo in Barcelona, IMEX in Frankfurt, CONVENE in Vilnius and other smaller meetings). The updated directory of conference facilities was also published, this includes information on almost 150 conference venues in Gdansk, Gdynia, Sopot and the Pomorskie Voivodeship complemented with over 70 restaurants, and 8 Professional Congress Organisers (PCO) recommended by GCB/GTO. The publication GCB/GTO contains information on over 50 Gdansk Tourist Organization s Members. The directory was released in 500 hard copies, and a 1000 CD. The catalogue on-line version has been made available on the website. The catalogue has been distributed among other national and local PCO (Professional Congress Organisers) and has thus become as a source of information on Gdansk and the Pomorskie Voivodeship conference offer. Also in 2013, Gdansk Convention Bureau GTO commissioned promotional gadgets (PVC dummy smartphones 500 pieces, 200 pieces of chocolate smartphones, badges I Love Gdansk pieces and others), these were distributed at international trade fairs, national and international conferences held in Gdansk and Pomorskie Voivodeship and at other events. 2.3 GCBeVENT mobile app Gdansk Convention Bureau GTO is the only Poland s convention bureau which offers the GCBeVENT; free-of-charge application for meetings organizers interested in Gdansk and Pomorskie Voivodeship. In 2013 GCBeVENT application was used at dozens of business events, including the Media, business and culture conference (10 11 October, Gdansk University), Transport Week 2013 (5 7 March, Polish Baltic Philharmonic), the World Tourism Day celebration (10 October, the Danuta Baduszkowa Musical Theatre) as well as the meetings organised by Gdansk Convention Bureau GTO, such as Tricity Academy for Business Tourism Professionals (20 June, AmberExpo Exhibition and Convention Centre) or at the New Tourism Trends conference (13 March, Radisson Blu Hotel Gdansk). In 2013 Gdansk Convention Bureau GTO commissioned preparation of advertisement spot to promote the GCBeVENT application; this can be found at, inter alia, website and Gdansk Convention Bureau Youtube channel. 2.4 Gdansk Convention Bureau GTO participation in international business tourism expos In 2013 Gdansk Convention Bureau GTO represented Gdansk and Pomorskie Voivodeship at the three international trade expos: EIBTM (The Global Meetings and Events Expo, November 2013, Barcelona, Spain), IMEX (The worldwide exhibition for incentive travel, meetings and events, May 2013, Frankfurt, Germany) and CONVENE (12-14 February 2013, Vilnius, Lithuania). At the above mentioned expos the representatives of Gdansk Convention Bureau GTO held more than 100 business meetings with potential organizers who consider holding an events in Gdansk and Pomorskie Voivodeship. Among the guests who visited the Gdansk booth there were representatives of associations, corporations, event agencies and the media. At these events GCB promoted the city and the region as an attractive destination for business tourism; GCB/ GTO presented inter alia, transport availability, hotel infrastructure and conference and congress offer. At the trade fair shows GCB/GTO also promoted the Gdansk Tourist Organization Members at the EIBTM, IMEX and CONVENE expos, the total number of GTO Members (mainly hotels, conference venues and PCO) promotional materials distributed accounted for over 200 pieces. Furthermore, information about the Gdansk Tourist Organization Members 54

11 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET photo: PGE ARENA Gda sk appeared in multimedia applications used during the Barcelona and Frankfurt expos. The participation in EIBTM, IMEX and CONVENE produced results; i.e. enhancement international recognition of the Gdansk and Pomorskie Voivodeship brand as an attractive conference destination as well as establishment of numerous business contacts. 2.5 Gdansk Convention Bureau GTO participation in international cooperation networks Gdansk Convention Bureau GTO, on behalf of the City of Gdansk, is a member of international associations of meetings industry professionals: ICCA (International Congress & Convention Association) and MPI (Meeting Professionals International). Through its active involvement in the activities of both associations, GCB/GTO participates in conferences or training sessions. Gdansk and Pomorskie Voivodeship are visible and commercially recognised at the domestic and international arenas. Membership in these organizations provides also a chance to gain knowledge from industry business insiders and to establish new business contacts, which in turn is beneficial to the city and region. In 2013, representatives of the Gdansk Convention Bureau GTO attended the annual ICCA Congress one of the most important industry events (Shanghai, November 2013), the ICCA Central European Chapter Meeting (St. Petersburg, August 2013) as well as MPI Poland Club trainings (one of which was held in Gdansk in September 2013). One of the Gdansk Convention Bureau GTO most successful, global scale promotional achievements was earning the ICCA Best Marketing Award 2013 granted to Gdansk in recognition of CSR campaign realized during EIBTM expo in Barcelona in

12 GDA SK CONVENTION BUREAU REPORT Gdansk Convention Bureau GTO participation in the road show In 2013, Gdansk Convention Bureau participated in six road shows organized by the Poland Convention Bureau PTO. At the meetings held in Barcelona (Spain), Vienna (Austria), Amsterdam (Netherlands), Gothenburg (Sweden), Copenhagen (Denmark) and Paris (France) GCB/GTO encouraged local event agencies, associations and corporations to hold their business meetings in Gdansk and Pomorskie Voivodeship. At the six road shows, almost 300 meetings industry professionals had the opportunity to become familiar with the TriCity s and the Region s conference offer and with the Gdansk Tourist Organization Members services and products. Mariacka Basilica and Royal Chapel in Gdansk photo: Roberto Polce City Hall of Gda sk Also in 2013, Gdansk Convention Bureau GTO organized its own road show in Stockholm (Sweden), which was attended by nine partners from Gdansk: Mercure Gda sk s Old Town Hotel, Teja Tur (DMC/ PCO), Gdansk Hotel, Hilton Gdansk, the PGE ARENA Gdansk, Oliwa Manor House, ATP activity (DMC / PCO), TARIFA (DMC/PCO) and the AmberExpo Exhibition and Convention Centre. The meeting was attended by 30 representatives of local meetings industry who were interested in business events organisation in Gdansk and Pomorskie Voivodeship. 2.7 Polish Congress Honorary Ambassadors Program Gdansk Convention Bureau GTO is actively involved in the Polish Congress Honorary Ambassadors Program which has been realised since 1999 by the Polish Tourist Organization and the Conferences and Congresses in Poland Association. The aim of the program is to work with representatives of science, culture and business by encouraging them to promote Polish as a conference destination. The Pomorskie Polish Congress Ambassador Club, founded in 2011, there are 22 people who represent universities and cultural institutions et.al. In 2013, there were new members joining the Pomorskie Honorary Ambassadors milieus, and among them: Miroslaw Boruszczak PhD Hab. (Academy of Tourism and Hotel Management in Gdansk), Professor Bozenna Kawalec Pietrenko PhD Hab Engineer (Gdansk University of Technology), Lawrence Okey Ugwu (The Baltic Sea Culture Centre), Professor Margaret Oziewicz (University of Gdansk) and Professor Wojciech Sadowski PhD Hab. Engineer (Gdansk University of Technology). Gdansk Convention Bureau GTO is actively involved in cooperation with Polish Congress Ambassadors of the Pomorskie Voivodeship and in conferences and other meetings organized by this association; GCB/GTO offers organizational and substantive support. 2.8 Recommended PCO Programme (Professional Congress Organisers) In 2013 Gdansk Convention Bureau GTO continued its cooperation with the recommended PCO (Professional Congress Organisers). The group of seven companies which enjoy the Gdansk Convention Bureau GTO recommendation was expanded in 2013 to include the Mazurkas Congresses and Conferences, the latter officially received the recommendation at the business tourism expo IMEX in Frankfurt (Germany). 56

13 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET 2.9 TriCity Academy for Business Tourism Professionals In 2013, as part of the Tricity Academy for Business Tourism Professionals cycle (held since 2010) Gdansk Convention Bureau GTO used the AmberExpo Exhibition and Convention Centre as the venue to hold a training session targeted at the local industry and related to business tourism and marketing. The meeting was attended by 40 people, including the Gdansk Tourist Organization Members; the event was hosted by the three international meetings industry professionals. The training was dedicated to, among others, new technologies used for business tourism Promotion in the business-sector press and on the Internet Since 2005 the Gdansk Convention Bureau GTO has operated the web portal; is an important source of information about Gdansk and Pomorskie targeted at business meetings organizers. In June 2012 the new pl website was launched (this features a up-todate image, easier navigation, more practical information). The portal contents is available in Polish and English, it provides information on transport services availability, conference facilities, service providers, major conferences and trade fairs staged in Gdansk and Pomorskie Voivodeship and many others. The portal contains information on over 70 Gdansk Tourist Organization s Members. In 2013, at the there were over 100 press releases concerning the GCB/GTO activities, conferences and other events organized in Gdansk and Pomorskie Voivodeship. In 2013, Gdansk Convention Bureau GTO website recorded over hits. As the result of the Gdansk Convention Bureau GTO promotional activities, there were more than 270 free press materials on Gdansk and Pomorskie Voivodeship on the Internet (231 in the local media and national and 60 international media). Also in 2013, Gdansk Convention Bureau GTO continued its cooperation with the Live & Travel magazine, 10 contracted articles on meetings industry were published in the magazine. 3. GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET IN SCIENTIFIC RESEARCH OF GDANSK CONVENTION BUREAU GTO 3.1. Research methodology and the characteristics of the examination sample The aim of the study is to characterize business tourism events, with particular emphasis on the number and size of business events which were organized in 2013 in Pomorskie Voivodeship. The study scope, following the previous years example, included the meetings that satisfy the criteria established by the World Tourism Organisation (UNWTO), these are: the number of participants is larger than 10, the meeting lasts four hours business tourism, is organized in the hall which has been hired for the and paid for. The survey (see Appendix), developed according to the Poland Convention Bureau PTO formula, was addressed to the managers of facilities which provide meetings market services, including: hotels with conference facilities, convention centres and expo organisers, sports and cultural facilities, higher education institutions which operate conference rooms, business centres and other. 57

14 GDA SK CONVENTION BUREAU REPORT 2013 The collected data was then the subject to quantitative analyses (number of meetings, number of participants by category and subject matter), and qualitative with relation to the following issues: meetings categories, meetings subject matter, business meeting duration and seasonal relation, participants groups. The subjective scope of analysis includes the meeting, which were held in the Pomorskie Voivodeship in Data was collected in: Gdansk, Sopot, Gdynia (for the purposes of this report, also referred to as the TriCity), and the Region, defined as the remaining area of the Pomorskie Voivodeship. The Regional data was collected in the places where there are conference facilities with the conference rooms to accommodate at least 50 people The studies includes the four business meetings categories: congresses / conferences, corporate events, incentive events and fairs / exhibitions. The objective scope of the study includes 61 venues from the Pomorskie Voivodeship (Gdansk 40, Gdynia 7, Sopot 5, the Region 9) in which business meetings were held. 39 facilities included in the survey were hotels with conference facilities, 2 exhibition centres / congress centres, 15 facilities / halls for special events and 5 higher education institutions. And although these venues account only for a part of all Pomorskie Voivodeship venues where business meetings are organized, it should be emphasized that the research group includes the region s key facilities. In addition, in 2013 compared to 2012, 15% more facilities provided the data Number and types of business meetings The study showed that in 2013 the total number of business meetings held in Tricity and the Region reached In comparison to 2009; with the meeting, there was a fivefold increase in the total number of meetings, which indicates a dynamic development of the Pomorskie meetings industry which has taken place in the recent years. In 2013, following the previous years trends, most business meetings were held in Gdansk, however there was a considerable increase in Gdansk s share in Pomorskie meetings market, from 54.5% in 2012 (data from the GCB/GTO 2013 Report) to 61.4% in Outside of the TriCity area (i.e. Gdansk, Gdynia, Sopot) there were jointly meetings, which gives the Region second place in the ranking. Sopot comes third in the ranking (1,053 meetings, 14.6% market share), and Gdynia the fourth (510 meetings, 7.1%) whose improving hotel and conference facilities is still the least competitive compared to Gdansk and Sopot. Table 3. Number of business meetings in Pomorskie Voivodeship in 2013 NUMBER OF MEETINGS % Gdansk ,4% Sopot ,6% Gdynia 510 7,1% Region ,9% Total % 58

15 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET Figure 3. Business meetings market in Pomorskie Voivodeship in Business meetings have been divided into four types according to their territorial range: local, provincial, nationwide and international. Most meetings were categorised as local (2,406). Nationwide come second in the ranking (1,977). There were only 9 provincial meetings fewer (third place) (1,968). However there was the smallest number of international events (832), although these meetings brought together the highest number of participants in Gdansk (see Table 9). Gdansk Gdynia Sopot Region In Gdansk (1,489), Gdynia (224) and the Region (383) local meetings account for the the largest number of gatherings. However, in Sopot, in terms of the number of meetings, nationwide events are ranked first (473). Sopot, being a well-known spa resort, is a popular destination chosen by participants as well as meetings organizers from all over Poland. Table 4. Number of business meetings in 2013 in the Pomorskie Voivodeship according to territorial range MEETING'S TERRITORIAL RANGE GDANSK SOPOT GDYNIA REGION TOTAL local provincial nationwide international Total Figure 4. Number of business meetings in 2013 in the Pomorskie Voivodeship according to categories congresses/conferences corporate events Gdansk Sopot Gdynia Region 59

16 GDA SK CONVENTION BUREAU REPORT 2013 The most common meeting type held in Pomorskie Voivodeship was a congress/conference, with the total of in 2013, which represents over 50% of all meetings. Among these, 530 were of international character. Most of the congresses/conferences were held in Gdansk (2 447), Sopot was the organizers the second choice (523), the Region the third (424) and Gdynia the fourth; Gdynia was the venue for 213 such meetings. It should be observed that in the case of international conferences / conferences Gdynia is ranked last in terms of the number of such meetings (26), however there were only 7 meetings more in the region than in Gdynia. Thus the conclusion may be drawn that international events organizers tend to choose large, well connected urban venues such as Gdansk as a venue for their events. Tenement houses at Gdansk Old Town photo: Roberto Polce City Hall of Gda sk A significant increase in the total number of congresses/conferences in 2013 compared to the year 2012 should be emphasized (the year meetings, the meetings). Corporate events come second in the ranking with events; 189 events were of international character. Most of these meetings were staged in Gdansk (1,525 domestic and 94 international events). The corporate events organizers second choice was the Region (358 domestic and 41 international events), then Sopot (253 domestic and 41 international ones) and Gdynia, which was the venue for 159 domestic and 13 international events respectively. Corporate events specificity whose programme includes a significant portion of recreation and entertainment elements had an impact on the organizers decisions to choose venues located outside of the TriCity. Incentives were ranked third, with the total number 904, including 94 of international character. Incentives are designed to fulfil specific objectives: integration and trainings; the later has been gaining significance. Thus organisers are required to choose a location which favours attainment of these goals. In this category, venues located outside the urban areas are the ranking winners, hence the Region s first place; this was the stage for 287 domestic and 35 international events of this kind. Gdansk is the runner up (266 domestic and 32 international events), Sopot (205 domestic and 22 international ones) and Gdynia (51 national and 5 international events). The last, fourth place in the classification is occupied by trade fairs / exhibition. There were 189 trade shows and expos, which represents only 2.6% of the total number of meetings (however compared to the 2012, there was almost 50% increase which is the result of the AmberExpo Exhibition and Convention Centre business activity AmberExpo is Pomorskie Voivodeship s largest facility of this kind). Most trade fairs and exhibitions were staged in Gdynia (the total of 69, including 12 international ones). Further ranking positions: The Region in which there were 68 national events, Gdansk (36 domestic and 7 international) and Sopot 9 national events. It should be observed that the AmberExpo Exhibition and Convention Centre has operated for a relatively short time (the official opening took place in April 2012), hence Gdansk s third position when it comes to trade shows organization. Like in previous years, centres specialized infrastructure was substantial for the trade fairs / exhibition organization. Business meetings organizers chose a hotel with conference facilities most often (which comes as no surprise owing to a comprehensive hotel offer; i.e. accommodation + conference + so called social program). This kind of venue was the stage for 77.1% of all meetings. Special event rooms come next in 60

17 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET Table 5. Number of business meetings in 2013 in the Pomorskie Voivodeship according meetings category MEETING CATEGORIES congress /conference corporate events incentives trade fairs / exhibitions TOTAL NUMBER OF MEETINGS NATIONAL INTERNATIONAL TOTAL GDANSK SOPOT GDYNIA REGION GDANSK SOPOT GDYNIA REGION (50,2%) (34,6%) 903 (12,6%) 189 (2,6%) 7183 (100%) Figure 5. Structure of business meetings in 2013 in the Pomorskie Voivodeship according to venue type 90% 80% hotel with conference facility; 77,1% 70% 60% 50% 40% 30% 20% 10% 0% 7,8% special event room 14,5% ; 0,6% the ranking (14.5%). Increased importance of the socalled unique venues and various infrastructure types used to organize meetings should be emphasized; these include cultural institutions, historic sites, sports facilities and other places whose primary purpose is other than conference-related. Business meetings organizers, in search of special and exceptional venues related to a city s or region s history and culture, seek the so called unique venues. The two more venues will become operational in the second half of 2014 in Gdansk; these are the Gdansk Shakespeare Theatre, which could host almost 600 people and the European Solidarity Centre where the conference life event auditorium, referred to as the multi-functional hall (seating capacity 400 people) will be equipped with the latest technological solutions (including a 3D multimedia projector). In subsequent years, the TriCity s map of conference facilities will also include the state-of-the-art World War II Museum in Gdansk which will operate the 61

18 GDA SK CONVENTION BUREAU REPORT 2013 largest exhibition space in Europe, the three-storey Gdynia Film Centre and the Museum of Emigration in Gdynia. In the exhibition/convention centres there were 7.8% of the meetings. However the higher education institutions hosted only 0.6% of all events. accounted only for 30 events. The fact that Pomorskie Voivodeship s trade fair and expo venues offer good conference infrastructure is of great importance, thus they are the venue for a large number of smaller meetings of informational and scientific character. Trade-shows and expos are events of a different nature and purpose, hence there are relatively fewer of them. However they usually attract a very large number Table 6. Number of business meetings in 2013 in the Pomorskie Voivodeship according to meetings categories and venue types MEETING CATEGORIES HOTEL WITH CONFERENCE BACK- -UP FACILITY EXHIBITION AND CONGRESS CENTRE SPECIAL EVENT ROOM HIGHER EDUCATION INSTITUTION congress /conference corporate events incentives trade fairs/exhibitions TOTAL In hotels with conference facilities there was the total of meetings, including the greatest number of congresses/conferences (2 701). Special event rooms housed meetings, including 460 corporate events and 429 congresses /conferences. The exhibition/congress centres were the stage for 562 meetings; 433 out of the latter number were congresses/conferences, and trade fairs/exhibitions Pier in Gdynia Redlowo photo: Gda sk Convention Bureau/Alante of participants. Prevailing number of congresses /conferences over the trade fairs and exhibitions staged in exhibition/congress centres indicate the need to expand and adjust the infrastructure in order to offer venues for smaller business meetings rather than large trade fair (the number of smaller rooms, the so-called break outs should be increased). Higher education institutions hosted 43 meetings these were conferences/congresses. The university campus specificity is, inter alia, the size of the buildings and a large number and variety of rooms, as well as a very good technical equipment in conjunction with the scientific atmosphere. This is conducive to hold serious discussions and influences organizers choice to hold conferences and congresses in this type of the venue. In Gdansk and Gdynia the meetings were held in each types of the facilities (hotels, exhibition and conference centres, rooms for special events, higher education institutions), which proves the fact that both cities boast a broad and diversified conference offer. 27 meetings staged in special event rooms were 62

19 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET Table 7. Number of business meetings in 2013 in the Pomorskie Voivodeship according to location TYPE OF FACILITY GDANSK SOPOT GDYNIA REGION TOTAL % hotel with conference ,1% back-up facility exhibition and congress centre ,8% special event room ,5% higher education institution ,6% TOTAL ,0% reported in the Region, it indicates that the region responds to the needs of meeting planners who seek the so-called. unique venues. However Sopot, owing to its specificity, staged the events in hotels with conference facilities. This follows the previous years trend Number of participants attending business meetings According to the Gdansk Convention Bureau GTO data, in 2013 Pomorskie Voivodeship attracted people who participated in business meetings. Compared to the previous year, an increase as much as 37% was observed (in 2012 the number of business tourists accounted for see Table 19). This situation mainly reflects the increase in the number of the survey respondents 51 facilities in 2012 and 61 in In terms of the number of participants Gdansk is ranked first as it hosted over people, which makes 74.8% of the total number of participants to all business meetings held in the Pomorskie Voivodeship. Thus, Gdansk again gains a significant advantage over Sopot, Gdynia and the rest of the Pomorskie Voivodeship (also in the number of meetings category Gdansk share accounted for over 61.4%). Further places in the ranking: Gdynia ( people, 9,3%), Sopot (54 954, 8,7%) the Region ( people, 7,2%). It should be noted that in the analysed category, the other locations do not differ much, compared to the very large difference between these locations and Gdansk. This means that Gdansk is the key destination in the Pomorskie Voivodeship, as it attracts the greatest number of business meetings with the greatest number of participants. This phenomenon is natural for large agglomerations. Thus further promotion of the Pomorskie Voivodeship as a conference destination under the banner of Gdansk is an obvious choice. Given the meeting s range, participants of international meetings were largest group. Out to participants, as many as chaos Gdansk for their meeting place. Table 8. Number of business meetings participants in 2013 in the Pomorskie Voivodeship according to location NUMBER OF PARTICIPANTS % Gdansk ,8% Sopot ,7% Gdynia ,3% Region ,2% TOTAL % 63

20 GDA SK CONVENTION BUREAU REPORT 2013 Figure 6. Business meetings market structure in Pomorskie Voivodeship in 2013 according to the number of participants 8,7% 9,3% 7,2% 74,8% Gdansk Gdynia Sopot Region Nationwide meetings come second in the ranking and these were attended by 135,359 people. Local meetings came third in the ranking with the total of participants. Regional events are put in the fourth place in the ranking ( people). It is worth highlighting nationwide meetings enjoy the largest group of business meetings participants held in the Region (15 467). This result indicates that meetings participants and organizers are not only interested in the TriCity s most recognizable agglomeration, but they are also attracted to other Pomorskie Voivodeship s places. There is therefore the need for further effective promotional activities designed to acquire new business meetings for the Region. In 2013, the greatest number of people took part in congresses/conferences ( people), which accounts for 70.6% of the total number of participants in all kinds of meetings in the Pomorskie Voivodeship. Corporate events come second in the ranking with the total number of 90,465 (14.3%) participants. Incentives were ranked in the third place ( people, 10.6% of the total number of participants), and trade fairs/exhibition with the number patients (4.4%) came forth. Table 9. Number of business meetings participants in 2013 in the Pomorskie Voivodeship according to territorial range MEETING S TERRITORIAL RANGE GDANSK SOPOT GDYNIA REGION TOTAL local provincial nationwide international TOTAL Table 10. Number of business meetings participants in 2013 in the Pomorskie Voivodeship according to meetings category MEETING CATEGORIES TOTAL NUMBER OF PARTICIPANTS % congress / conference ,6 corporate events ,3 incentives ,6 trade fairs / exhibitions ,4 TOTAL % 64

21 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET As in previous years, trade fairs/exhibition attracts the largest number of participants (149) on average. The data collected in 2013, in addition to regular trade fair events which are held in specialized trade centres and attract a very large number of participants (over 1,000 people), also include small and specialized exhibition events, business-sector focused trade fairs which attract a dozen or so exhibitors. They are held in the hotels or halls for a special event. This is a clear Pomorskie meetings market s reaction to global trends that indicate a growing importance of local events with a small number of participants (including specialized fairs and exhibitions) and weakening interested in large-scale expos. The number of participants attending large trade fairs and exhibitions held in large agglomerations is actually larger as local inhabitants and tourists also take part in various fringe events held within the scope of expos, most of them are of cultural nature. It is associated with the creation of a specific trade-fair related culture. The average number of participants of a congress/ conference accounted for 124 people. This result indicates that there is a smaller variation in this business meetings type compared to trade fair and exhibition events (more than 400 conferences with the number of participants ranging from 100 to 150 close to the average and a relatively small number of trade fairs and exhibition events, out of which there were only 5 that attracted over 1,000 people, and as many as 73 events attended by fewer than 50 people). The incentive events were attended by 76 participants and corporate events by 36 on average. In 2013, in all locations in the scope of examination (Gdansk, Gdynia, Sopot and the Region), congresses/ conferences gathered the most people. In Gdansk and the Region corporate events accounted for the second largest group, these were attended by, respectively: and people. In Gdynia second place in this category belongs to trade fairs and exhibitions, with the total number of participants. In turn, Sopot was visited by participants of the incentive events, which gives this type of meetings the second place in this category. Figure 7. Number of business meetings participants in 2013 in the Pomorskie Voivodeship according to meetings category fairs/exhibitions corporate events congresses/conferences incentive events Table 11. Number of business meetings participants in 2013 in the Pomorskie Voivodeship according meetings category MEETING CATEGORIES GDANSK SOPOT GDYNIA REGION congress / conference corporate events incentives trade fairs / exhibitions TOTAL

22 GDA SK CONVENTION BUREAU REPORT 2013 Figure 8. Number of business meetings participants in 2013 in the Pomorskie Voivodeship according meetings category congresses/conferences corporate event Gdansk Sopot Gdynia Region Meetings held in hotels with conference facilities are the largest group in terms of the total number of participants ( people). These meetings were attended by 58.2% of all visitors. It should be emphasized that many hotels infrastructure allows not only to hold congresses and conferences, but also other types of meetings or exhibitions, corporate events and incentives. Rooms for special events are ranked second, they hosted the total of people, which represents more than 30% of the total number of participants. This result confirms a growing importance of the so-called unique venues available in Pomorskie meetings market. In this category exhibition conference centres are ranked third ( people). Only people chose higher education institutions to hold their meetings, which represents 0.9% of the total number of participants of meetings in the scope of this examination. We need to remember that higher education institutions hosted 43 meetings. It Yachts in Sopot photo: Gda sk Convention Bureau/Alante Table 12. Number of business meetings participants in 2013 in the Pomorskie Voivodeship according to venue type TYPE OF FACILITY TOTAL NUMBER OF PARTICIPANTS % hotel with conference back-up facility ,2% exhibition and congress centre ,2% special event room ,7% higher education institution ,9% TOTAL ,0% 66

23 RYNEK SPOTKA W GDA SKU I WOJEWÓDZTWIE POMORSKIM GDANSK & POMORSKIE VOIVODESHIP MEETINGS MARKET is associated with the higher education institutions specificity, their own teaching and research activity is of pivotal importance for them. Thus, room lease is problematic during the academic year Business meeting duration and seasonal relation There were 6996 meetings which lasted up to three days and such events accounted for the largest number of 2013 meetings (93%). In contrast, there were only 187 events (2.6%) of 4 to 10 days. In the analysed period there were no business meetings which continued for more than 10 days. Compared to previous years, a number of meetings that last 4 10 days is gradually decreasing (7% in 2011, 5% in 2012). The fact that in 2013 there was not even one meeting that lasted more than 10 days indicates that the Pomorskie meetings market adapts to the worldwide trend. Meetings of shorter duration are held however they are more intense as far as the programme is concerned, and therefore such meetings less expensive. Figure 9. Structure of business meetings in 2013 in the Pomorskie Voivodeship according to duration 4-10 days 2,6% 1-3 days 97,4% Table 13. Business meetings duration in 2013 in the Pomorskie Voivodeship according to categories DURATION CONGRESS / CORPORATE TRADE FAIRS / NUMBER INCENTIVES CONFERENCE EVENTS EXHIBITIONS OF MEETINGS 1-3 days conference days TOTAL (100%) 7183 Figure 10. Business meetings market s seasonality in Pomorskie Voivodeship in January February March April May June July August September October November December 67