IAPCO & Macau. Regional Seminar. on Professional Congress Organization March 2009

Transcription

1 IAPCO & Macau Regional Seminar on Professional Congress Organization at March 2009 Preparing for the impact of the Global Economic Downturn. Back to basics! An opportunity to refresh one s knowledge to further enhance on the delivery of quality service in order to remain competitive! Certificate of Attendance from IAPCO & MGTO will be awarded ORGANISED BY: HOSTED BY:

2 WELCOME REMARKS BY DIRECTOR OF MGTO MACAU GOVERNMENT TOURIST OFFICE (MGTO) x Ç Dear Colleagues, n x o It is my pleasure to invite you to the IAPCO Regional Seminar on Professional Congress Organization, which is to take place in Macau on 16th to 19th March, n ¾ n n The International Association of Professional Congress Organizers (IAPCO) was founded in 1968 by professionals for professionals engaged in the organization and management of international congresses, conventions and special events: professional congress organizers (PCOs). n ¾ n n n o A major part of IAPCO is to provide specialist training for PCOs. IAPCOs' education programme is regulated by the IAPCO Training Academy where over 1,700 people worldwide have obtained an IAPCO Seminar Certificate of Attendance. Since the first IAPCO Seminar in 1975, IAPCO has built up an unequalled reputation in the field of international meetings management training. n ¾ n n o o n n ¾ n ž hy n ½ n ¾ n n n ¾ n n o While this seminar will show you how to successfully manage congresses to attract industry support and more attendance, Macau will offer you opportunities to establish good networks with worldwide professionals and hands on experience in Asia's newest and most exciting destination for meetings and incentives.

3 n o n n x o l n We are looking forward in seeing you in Macau. Yours sincerely, João Manuel Costa Antunes Director of Macau Government Tourist Office x

4 You are cordially invited to participate in an IAPCO Regional Seminar in Macau hosted by the Macau Government Tourist Office (MGTO). WHAT IS IAPCO? IAPCO was founded in 1968 by professionals for professionals engaged in the organization and management of international congresses, conventions and special events: professional conference organizers (PCOs). WHAT IS AN IAPCO SEMINAR? A major part of IAPCO is to provide specialist training for PCOs. IAPCOs education programme is regulated by the IAPCO Training Academy where over 1,700 people worldwide have obtained an IAPCO Seminar Certificate of Attendance. Since the first IAPCO Seminar in 1975, IAPCO has built up an unequalled reputation in the field of international meetings management training. WHO SHOULD ATTEND? Anyone involved in the meetings industry is welcome, and the programme will benefit those of all levels of knowledge, whether new to the industry or having many years of experience. Participants will come from: PCO companies, National organizations, Convention bureau, Corporate companies, International airlines, Conference hotels, Interpretation and translation companies, International associations, National tourism bodies, International meeting managers, Pharmaceutical companies, Travel agencies, Conference centres, Exhibition management companies, Association management companies. WHY MACAU? Macau is Asia s newest and most exciting destination for meetings and incentives with billions of dollars worth of new infrastructure underway. Nowhere in Asia have there been so much investment in large scale venues, accommodation, entertainment and attractions in recent years, yet everything happening simultaneously! Now is time to meet the new Macau!

5 CAN YOU AFFORD NOT TO BE THERE? Registration 1 st delegate of the organization Fee MOP$2, for Macau entities / USD$ for non-macau entities 2 nd delegate onwards from the same organization MOP$1, for Macau entities / USD$ for non-macau entities Registration fee includes: Attendance at the Seminar Monday 16 th Tuesday 17 th Wednesday 18 th Thursday 19 th 09:00-13:00 (Macau MICE update tour) All materials related to the seminar Arrival & departure transfer in Macau A welcome lunch on 16 th March and a farewell dinner on 18 th March Two coffee breaks and one lunch daily from 16 th to 18 th March 2009 Half day Macau MICE update tour on 19 th March Certificate of attendance by IAPCO & MGTO No refunds are possible for any of the package not taken APPLICATION Participation in the Seminar is strictly limited. Applicants will be accepted on a first-come first-served basis and only after payment has been received. Provisional bookings are not encouraged. However, bookings and payments can be made in a company name if the particular participant is not yet known at the time of booking. Bank Transfer is recommended as the payment method. An acknowledgement will be sent on receipt of a registration form together with, if required, an invoice; however, confirmation of a place at the Seminar will only be made once payment is received. Places will only be confirmed when full payment has been received. No discounts on fees are available other than those quoted and IAPCO and MGTO has no funds for sponsorship of participants. It is inappropriate to register an accompanying person and requests to do so cannot be met. Please complete the enclosed registration form and return to the Secretariat by fax to: (853) OR to mbtc@macautourism.gov.mo before 9 th March 2009.

6 CERTIFICATE A certificate of attendance from IAPCO & MGTO will be issued to all participants at the final session of the Seminar. CANCELLATION & REFUND Cancellations - by letter, fax, or only - received by the Secretariat before 27 th February 2009, the registration fee will be refunded less 50%* and no refund will be given for cancellations received thereafter, or for participants who do not attend or partially attend. Participants are required to arrange insurance for cancellation, travel, loss of personal possessions, medical, accident etc. on their own behalf. The Regional Host, MGTO reserves the right to cancel the Seminar in the event of exceptional circumstances, in which case the registration fee will be fully refunded*. (*All bank charges are to be borne by the participant.) HOTEL ACCOMMODATION As the official seminar venue, The Four Seasons Hotel Macao ( has extended a special seminar rate of MOP$1, nett per room per night (approximately USD$ nett per room per night) for single or double occupancy inclusive of single or double ABF. Such rate will be offered for the seminar period on 16 th to 19 th March 2009, and extended to three days before and three days after for delegates who wish to stay longer. Reservation must be made directly to Four Seasons Hotel Macao by fax to (853) or calvin.xiao@fourseasons.com. For enquiry, please contact Mr. Calvin Xiao, Catering and Conference Services Manager, at (853) Please refer to the enclosed Hotel Reservation Form. TRANSPORTATION The Macau Special Administrative Region (MSAR) is a part of China's territory. It is located on the Southeast coast of China to the western bank of the Pearl River Delta. Bordering on Guangdong Province, it situates 60km from Hong Kong and 145km from the city of Guangzhou.

7 Macau International Airport ( was opened in 1995, and is currently being served by more than 15 international airlines and connecting Macau to more than 24 international cities. For example, Air Macau, Air Asia, Bangkok Airways, Cebu Pacific Air, Xiamen Airlines, VIVA Macau, Malaysia Airlines, Transasia Airways, Eva Airways, Philippine Airlines, Shanghai Airlines, China Eastern Airlines, Shanghai Airlines, Tiger Airways, Jetstar Asia, East Star Airlines, Shenzhen Airlines, and others. Delegates who wish to arrive Macau directly by air can use any of the above airline networks. Alternatively, delegates can fly to Hong Kong International Airport, and without leaving the airport, take the airport SeaExpress Ferry ( and connects smoothly to Macau. Please note that advance reservation and sailing schedule planning is necessary to ensure seamless connection. For enquiry, please to or tel: (853) The Macau Government Tourist Office s website contains many more traveling tips for travelers. Please visit for more information. Welcome Desk for the IAPCO Regional Seminar will be set up at the arrival halls, Macau Government Tourist Office s Tourist Information Counter, at Macau International Airport and Macau Ferry Terminal, on 15 th and 16 th to assist delegate arrival. THE SECRETARIAT For any enquiry, kindly please contact Macau Government Tourist Office The Secretariat, at tel: (853) or fax: (853) or mbtc@macautourism.gov.mo.

8 SPEAKER BIOGRAPHICAL DETAILS Philippe Fournier, IAPCO Vice President Managing Director, MCI, Paris, France MCI is one of the leading PCOs and Association Management Companies in Europe dealing with over 100 conferences and exhibitions per year and providing full concept congress and exhibition management to worldwide based scientific societies, associations and federations. Philippe created the Paris office in 2003 but has been in the industry since 1984 organising congresses in France and all over the world. He is Vice President of IAPCO, a founder and board member of the French PCO chapter in the French Federation of Congresses, Exhibitions and Fairs (FFSCF) and a partner of INCON. He is a frequent speaker for IAPCO both at Regional Seminars and at Industry Trade Shows. Roslyn McLeod, IAPCO Council Member Managing Director, Tour Hosts Pty Ltd., Sydney, Australia Founded by Roslyn in 1973, Tour Hosts is one of Australia's leading PCOs providing total conference management for international association, government and corporate conferences and exhibitions. In recognition of her contribution to the meetings industry, Roslyn was awarded her country's Medal of the Order of Australia (OAM). Roslyn is a Council Member of IAPCO, a Committee Member of the IAPCO Training Academy, a past President of the Meetings and Events Australia (MEA), a partner of INCON and a member of the Starwood Asia Pacific MICE Advisory Board. Roslyn is a frequent speaker at Regional Seminars, the IAPCO annual Wolfsberg Seminar and throughout the industry as a leading authority on business management. Sarah Storie-Pugh, IAPCO Administrator Chairman, Concorde Services Ltd., London, UK Sarah s background is purely that of conference organisation with personal involvement in over 350 events from 200 to 10,000 participants and 100-4,000m² exhibitions. Sarah joined Concorde Services in 1983 as joint MD, having spent the previous six years organising international association events. She is now Chairman of the company, Concorde having been acquired by the Congrex Group in Concorde is ISO9002 certified. Sarah is a Past-President, past Treasurer and current Administrator of IAPCO. Sarah was awarded the meetings industry Personality of the Year Award in She has lectured at many IAPCO national and regional seminars and has been a member of the Faculty of the IAPCO annual Wolfsberg Seminar for the past 24 years.

9 PROGRAMME 16 th March 2009, Monday 09:00-12:00 Registration 12:30 13:30 Welcome Lunch 13:45 14:00 Opening 14:00 14:45 Introduction to Association Meetings Roslyn McLeod 14:45 15:45 Refreshment Break 15:45 16:15 Creating the Project Plan Sarah Storie-Pugh 16:15 17:30 Working Group Part 1 Evening free 17 th March 2009, Tuesday 09:00 09:45 Promotion of a Destination and Bidding to Win Roslyn McLeod 09:45 10:30 Sponsorship Sarah Storie-Pugh 10:30 11:00 Refreshment Break 11:00 12:00 Financial Planning & Budgets Philippe Fournier 12:30 14:00 Lunch Break 14:00 14:45 Promotion of a Congress Roslyn McLeod 14:45 15:45 Refreshment Break 15:45 16:15 Venue Management Philippe Fournier 16:15 17:30 Working Group Part 2 Evening free 18 th March 2009, Wednesday 09:00 09:45 Exhibitions Philippe Fournier 09:45 10:30 Social Programme Sarah Storie-Pugh 10:30 11:00 Refreshment Break 11:00 11:45 Programme Management & Abstract Handling Roslyn McLeod 11:45 12:30 Congress Registration and On-Site Arrangements Philippe Fournier 12:30 14:00 Lunch Break 14:00 14:45 Accountability & Crisis Management Sarah Storie-Pugh 14:45 15:45 Refreshment Break 15:45 17:30 Presentation of Working Groups Closing of Seminar Farewell Dinner 19 th March 2009, Thursday 09:00: - 13:00 Macau MICE update tour Afternoon departure

10 PROGRAMME CONTENT The following programme has been selected to provide you with a snapshot understanding of the mechanics of conferences and exhibitions and in the time available gain an overview of some of the elements of organisation. Introduction to Association Meetings This seminar is focused on the organisation of international association meetings, however, the principals can be applied to all kinds of conferences. An opportunity to refresh one s knowledge of the different types of meetings and how they impact upon our industry: Association Meetings, Governmental Meetings and Corporate Clients. Creating the Project Plan A new conference is a new venture which needs to be planned from the beginning. As with any business a full project plan will need to be created from within a given framework. Promotion of a Destination and Bidding to Win As more and more countries and cities compete for the major international conferences, it is becoming increasingly important to understand the marketplace, to know when to lobby and when not to, and how to create that winning Bid. Sponsorship Congresses provide the opportunity for companies to gain exposure to their client base and lift their profile. How to construct a sponsorship strategy to achieve financial advantage to the congress and deliver satisfactory outcomes for sponsors. Budgets - Financial Planning for the Congress Budgeting and budget control is the essential ingredient to a well-run meeting. Obtaining quotations, assessing delegate and exhibition revenue to create a workable budget; looking at pre-financing and cash flow objectives. Promotion of a Congress Most congresses need a marketing plan and the actions to attract delegates, prominent speakers, delegates, sponsors and exhibitors. This takes careful planning to raise the awareness of the congress whilst keeping the costs to a minimum. Venue Management Despite the technological revolution, the selection of the right venue remains a crucial task; how that venue is used to maximise its potential; basic hall management skills with correct scheduling form an integral part of the planning process.

11 Exhibitions Where sellers can meet their buyers attending the congress and an extension of the congress scientific programme, the exhibition provides an ambience to do business in what is often compared to a modern supermarket of specialist product or services. Learn why exhibitions have become an important part of most congresses and how to go about planning one. Social Programme Face to face meetings are all about networking. The social programme is an important part of any meeting and provides the opportunity for participants to meet others in a social atmosphere combining entertainment or food and beverage in the package. Programme Management & Abstract Handling Attention to detail is one of the hallmarks when undertaking scientific programmes and publications. Whether managing the invited speakers, preparing clear and logical print and web materials, or handling the receipt of 100s of abstracts, it is the programme that is the key to any congress. Congress Registration and On-Site Arrangements Establishing an effective pre-registration system taking into account both international association and corporate meetings is essential. Deciding which technology is the most suitable for you and your clients, and how to use it efficiently to ensure the perfect registration system will be discussed. On-site registration is as important as the advance procedures. Accountability & Crisis Management Litigation has arrived into the meetings industry. If there is an accident or a problem, someone will try and pass the blame to someone else. Know how to ensure that it is not you that takes the blame: undertake risk assessments and manage health and safety procedures; look at real life cases and how they could have been avoided. Financial Planning Exercise This is a short exercise to involve the students, working in pairs at their existing tables, to ensure the grasp of timing, breakeven, variable and fixed costs. Workshop Presentations It is customary to include working group sessions as part of the seminar programme. This provides the students with the opportunity to network, work as a team, draw on the presentations of the seminar, and learn from the experience of their colleagues. Workshop groups should consist of a maximum of 10 persons.

12 IAPCO & Macau Regional Seminar on Professional Congress Organization Monday 16 Thursday 19 March REGISTRATION FORM - Personal Information First name: Last name: (Mr/Mrs/Ms) Company: Address: Country: Function/Job Title: Membership: AACVB IAPCO ICCA Industry Partner Program (MGTO/MBTC) Others: Phone: ( ) Fax: ( ) Years of experience in the conference industry: Date of birth: / / Company Activity PCO Company Convention Bureau Exhibition Management Company Travel Agency DMC National Organization/Association International Organization/Association Conference Hotel Conference Centre Other (please specify): Within my Company I have involvement with: Managing my Company/Department Project Management Sponsorship Accommodation Scientific Programmes & Abstracts Other (please specify): Bidding for Congresses Exhibitions Registration Financial Planning & Budgets Congress Promotion & Marketing Registration Fee Registration 1 st delegate of the organization 2 nd delegate onwards from the same organization Fee MOP$2, for Macau entities / MOP$1, for Macau entities / USD$ for non-macau entities USD$ for non-macau entities * Registration fee includes documentation, lunches, refreshment breaks, certificate of attendance and a half day Macau MICE update tour. * Registration fee does not include accommodation. Reservation must be made directly to hotel see Hotel Reservation Form attached.

13 Cancellation & Refund Cancellations - by letter, fax, or only - received by the Secretariat before 27 th February 2009, the registration fee will be refunded less 50%* and no refund will be given for cancellations received thereafter, or for participants who do not attend or partially attend. Participants are required to arrange insurance for cancellation, travel, loss of personal possessions, medical, accident etc. on their own behalf. The Regional Host, MGTO reserves the right to cancel the Seminar in the event of exceptional circumstances, in which case the registration fee will be fully refunded*. (*All bank charges are to be borne by the participant.) Payment Bank Transfer Payment is to be made to: Account Name : Fundo de Turismo Account No.: Swift Code: BNUL MO MX Bank Name: Banco Nacional Ultramarino S.A. Bank Address: Avenida Almeida Ribeiro nos. 22 e 38, Macau Please send a copy of the original Bank Transfer payable to the mentioned account number together with this registration form to the Secretariat for record. Kindly note all the bank charges are to be borne by the client. Other Arrangements Travel and Transfers I will travel to Macau by Sea Air Own arrangements/car * Specific travel details will be requested nearer the time of the seminar. Special Dietary Arrangement Please specify if any special dietary arrangement is required Dictionary IAPCO will provide a Meetings Industry Terminology Dictionary, please select language required. English/Chinese (traditional & simplified) English/12 language version I would like to be added to the Macau Business Tourism Centre (MBTC) database for receipt of future MBTC documents and information updates. (MBTC is a unit under MGTO whose mission is to facilitate and promote MICE activities in the Macau SAR). Please complete the enclosed registration form and return to the Secretariat by fax to: (853) or to mbtc@macautourism.gov.mo before 9 th March 2009, or kindly contact the Secretariat at tel: (853) for any enquiry.

14 IAPCO & Macau Regional Seminar Mar 16 Mar 19, 2009 Please complete this Reservation Form and send it to the Catering and Conference Services Department. Attention: Mr. Calvin Xiao, Catering and Conference Services Manager Direct number: (853) , Fax: (853) or Guest Name Company (Mr./Mrs./Ms.) Circle one Last Name First Name Title Arrival Date ROOM TYPE Telephone Fax Departure Date Conference Rate per room per night Country code/area code/number Country code/area code/number Deluxe Room (Single/Twin) MOP1, 550 nett Smoking Non Smoking Special Request The above room rate is inclusive of 10% service charge, and 5% government tax. The above room rate is including 1 or 2 breakfasts (depends on room occupancy) and excluding Executive Club access and benefits. Hotel check in: 15:00 / check out: 12:00 noon. FLIGHT/AIRPORT TRANSFER Arrival Flight Airline / Flight # / Arrival Time Departure Flight Airline / Flight # / Departure Time Please tick car type with appropriate airport Mercedes Benz S350: MOP275 net per car one way transfer to or from Macau International Airport Maximum capacity is two persons with two large bags. Airport transfer may only be confirmed with flight details and credit card guarantee. Cancellation charge: the Hotel must be informed of airport transfer cancellation at least 2 hours prior to the scheduled flight arrival time or a full charge will be applied to the credit card provided. GUARANTEE & CANCELLATION POLICY For booking to be accepted, full stay should be guaranteed by a nominated credit card. Please fill in the Credit Card information required. Cancellation policy: The Hotel must be informed of room cancellation before 6:00 pm local time 14 day prior to arrival or a one night charge will be applied to the credit card provided. Cutoff date is 14 days prior to arrival, i.e. Mar 2, 2009 Visa Master Card American Express Diners Club JCB Credit Card Number Signature Expire Date Date HOTEL USE ONLY Confirmed Confirmation No. Not Confirmed Acknowledged by Date Confirmed E s t r a d a d a B a í a d e N. S e n h o r a d a E s p e r a n ç a, S / N, T a i p a, M a c a u T E L : ( ) F A X : ( ) w w w. f o u r s e a s o n s. c o m / m a c a u