To the WSAVA Executive Board,

Transcription

1 To the WSAVA Executive Board, Bids for the 2018 congress were received by the posted deadline from the Veterinary Association, the Hong Kong Veterinary Association and the Federation Small Animal Veterinary Associations India. The CSC assessed and scored the bids for the 2018 Congress and agreed unanimously that the best bid was presented by the Veterinary Association.It was noted that all of the submissions were excellent and reflected the objectives of the WSAVA to provide an excellent congress and outreach to associations in the region. The CSC received a venue assessment report from Kenes which scored the suggested venues and also alternative venues.the scores were highest for the Suntec Convention Centre in and the Marina Bay Sands Convention Centre in. The Marina Bay Sands offer an attractive destination for visitors and dates in September and October.Please note that these dates are restricted and need to be booked soon. The CSC recommend to the board that the Veterinary Association host the WSAVA 2018 Congress in the Marina Sands Convention Centre in. Submitted by Nicola Neumann on behalf of the CSC

2 ` SITE SELECTION REPORT FOR THE World Animal Small Veterinary Association Congress 2018 PRESENTED BY: M ay 2014

3 INTRODUCTION Realizing the great importance of selecting the optimal venue for a congress, Site Selection Reports for future congress venues are offered to all Kenes International Long Term clients. The report addresses the specific congress needs and applies them to relevant information regarding possible venues. Important Points to Take into Consideration: 1. This comparison does not include information regarding scientific capabilities of each local community. 2. The cost estimate for the venue is based on a scientific program of four days plus 1 day set-up (2 days exhibition set up) 3. All rates mentioned are based on 2014 rates, exclude taxes and are prior to final negotiation unless otherwise noted. Past and Upcoming WSAVA Congresses: Year Location 2018 Open 2017 Copenhagen 2016 Cartagena 2015 Bangkok 2014 Cape Town 2013 Christchurch 2012 Birmingham 2011 Jeju National Holidays 2018 Tuesday 1 M ay Tuesday 22 May Tuesday 29 May Thursday 9 Aug M onday 3 September M onday 10 September M onday 1 October Wednesday 17 October Thursday 24 November Labour Day Budda Birthday Holiday (Hong Kong) Vesak Day () National Day () Labor Day (USA) Rosh Hashana National Day of the People s Republic of China Chung Yeung Festival (Hong Kong) Thanksgiving (USA)

4 Competing Congresses Name Date Destination Rotation North American Veterinary January 2016 Orlando Conference (NAVC) January January January 2019 Federation of European Companion 30 M ay 3 June Bordeaux Animal Veterinary Associations (FECAVA) 2016 European Veterinary Conference - April 2017 Usually Amsterdam Voorjaarsdagen British Small Animal Veterinary April 2014 Birmingham Association (BSAVA) 9-12 April 2015 World Veterinary Congress (WVC) 2015 (Dates to be announced) Istanbul Every 2 years Federation Asian Veterinary November Associations (FAVA) 2014 Eurasia Veterinary Conference Feb 2014 M EETING SPECIFICATIONS Preferred M eeting Dates M onths: September/ October 2018 Set up Day: Sunday/ M onday M eeting Days: Tuesday - Friday M eeting Room and Exhibition area requirements The Congress centre must meet the following minimum criteria: 1 plenary hall for 1,200-1,500 people 3 parallel halls for people 3 parallel halls for people 2 parallel halls for Speaker Ready Room Executive lounge 4,000 sqm gross for exhibition and catering 200 sqm gross for poster sessions

5 DESTINATIONS Three destinations were suggested to host the World Small Animal Veterinary Association Congress in Of these only two of the destinations have suitable conference facilities as follows: Hong Kong City Venue Available Dates Hong Kong Convention and Exhibition Centre Thursday 4 th Tuesday 9 th October 2018 Hong Kong Asia World Expo M onday 7 th Friday 11 th M ay 2018 Resorts World Sentosa M arina Bay Sands Convention Suntec Convention Centre All dates Monday Friday available in September/October 2018 M onday 24 th Friday 28 th September 2018 M onday 8 th Friday 12 th October 2018 M onday 1 st Friday 5 th October 2018 M onday 8 th Friday 12 th October 2018 Additional unsuitable destinations: M umbai: India Three suggestions were presented in the bid from Mumbai: Bombay Convention and Exhibition Centre Venue is suitable for exhibitions. There are no session or meeting halls in the venue National Centre for Performing Arts not large enough to accommodate this conference Renaissance M umbai Convention Centre Hotel Powai not large enough to accommodate this conference Raffles City Convention unable to meet the requirements of this conference

6 Executive Summary is extremely well connected with 125 daily direct flights from all over the world to the regional hub at Changi International Airport. The Convention Bureau has offered financial support of up to US$280,000 for this event which can be used to offset venue rental and other costs. M arina Bay Sands Exhibition and Convention Centre (93%) This venue is centrally located within the city, 20 minutes from the airport. It is within walking distance of the central business district. The M arina Bay Sands hotel is adjacent to the convention centre and comprises 2500 rooms. The convention centre can meet the requirements of this conference and allows room for growth. It should be noted that the space that has been offered for the main plenary session is slightly smaller than requested. All the meeting spaces are modular and can easily be adapted to suit the needs of the congress. The meeting and exhibition space for this congress can all be accommodated on levels 4 and 5 of the centre. This allows good flow throughout the venue. It should be noted that this is a very large venue and additional events will likely be taking place at the same time. The financial support provided by the city is greater that the rental fee in this venue. Suntec Convention and Exhibition Centre (92%) This venue is located in the downtown waterfront business centre of. It is 20 minutes from the airport, 10 minutes from central and very well connected by public transport. The Suntec is a city within a city linking the congress centre with hotels and shopping areas. There are over 5000 hotel rooms within walking distance of the congress venue. It should be noted that the majority of hotels in this area are 5* properties. The venue has recently been refurbished and meets the requirements of this congress. The meeting and exhibition spaces for this event are all contained on levels 3 and 4 of the venue, allowing a good flow between the rooms. All of the meeting spaces are very modular and can be adapted according to the congress requirements. There is room for growth within the venue.

7 Resorts World Sentosa (89%) This venue is located on Sentosa island which is at the southern tip of and is connected to the rest of the city via the Sentosa gateway bridge. It is a resort location with conference and exhibition facilities as well as six hotels on site offering 1500 bedrooms. It is a 20 minute drive from the airport and 15 minutes by car to the central business district and additional hotels. The venue meets the requirements of this congress although it is worth noting that one of the parallel halls is slightly smaller than requested. The main ballroom is a large space with very flexible options and can be adapted according to the needs of the congress. The meeting and exhibition spaces are located on 2 floors with good flow between the areas. The financial support provided by the city is greater that the rental fee in this venue. Hong Kong Hong Kong is extremely well connected with 132 daily direct flights from all over the world to Hong Kong International airport. The Hong Kong Convention Bureau has offered financial support of US$90,000 to cover social functions and site inspection visits. Please note there is no VAT in Hong Kong. Asia World Expo (68%) The Asia World Expo is located outside the city close to the airport. There are a few hotels located in the vicinity of the venue. The majority of the delegates will have to travel to the venue by train which is around 30 minutes from the city centre. The venue can meet the requirements of this congress and there is good growth availability. It is important to note that the only available dates that are offered by this venue include 1 st October which is National Day of the People s Republic of China. This is a major holiday in the country and hotel prices are higher during this time. It is likely that personnel and additional expenses will also be higher over this period. Hong Kong Convention and Exhibition Centre (63%) The Hong Kong Convention and Exhibition Centre is centrally located in the city. There are a number of hotels within a reasonable distance of the venue. This is a large venue comprising of many meeting halls with extremely high ceilings, but due to other events taking place in the venue at the same time the space offered for this event is limited. The majority of the break out rooms that have been offered are smaller than requested therefore this set-up is not able to meet the requirements of this conference. It is also worth noting that the meeting and exhibition spaces are divided between the five floors of this venue which could affect the flow of the congress.

8 SUM M ARY COM PARISON TABLE OF VENUES Each category is graded on a scale of 1 5 (1 unsuitable, 5 extremely suitable) and calculated according to its importance to the overall quality of the Conference. Destination Venue Weight Hong Kong Hong Kong M arina Bay Sands Convention Centre Suntec Convention Centre Resorts World Sentosa Asia World Expo Hong Kong Convention and Exhibition Centre Venue Rates $240,000 $470,000 $270,000 $360,000 $335,000 City Support (towards venue rental) $280,000 $280,000 $280,000 $0 $0 Venue rental minus city support $(40,000) 1 $190,000 $(10,000) 2 $390,000 $335,000 Additional city support $0 $0 $0 $90,000 $90,000 VAT 7% 7% 7% 0% 0% Venue Cost 25% VAT Impact* 5% Food & beverage cost 10% Hotel Cost 10% Suitability of convention 25% centre Growth Flexibility 5% Sufficient hotel rooms 5% Getting to the city 5% Getting to the venue 10% Total Average Weight % Total Score 93% 92% 89% 68% 63% * VAT Impact reflects the effect of the VAT rat e on income generated from delegat e regist ration fees. A high score reflects a low VAT rate on regist rat ion fees and t herefore a higher income. Rates provided are 2014 rates and subject to annual increase. 1 The venue rental will be covered entirely by the city support 2 Then venue rental w ill be covered entirely by the city support