Congress Bid Manual. 53 rd ICCA Congress. October/November 2014

Transcription

1 Congress Bid Manual 53 rd ICCA Congress October/November 2014 Revised edition December 2009

2 CONTENTS PART 1: INTRODUCTION Page 1. History 4 2. Previous Events 5 3. Future Events 5 4. Rotation Policy 6 5. Date and Duration 6 6. Timing 6 7. Format of the Event 6 PART 2: BID REQUIREMENTS 8. The Bid 7 9. Deadline for Bids Pre-selection Site Inspections Presentations Final Decision Signing the Contract Time Path 8 PART 3: DECISION-MAKING CRITERIA A. Bid Compliance 9 B. Rankings by ICCA Head Office 9 PART 4: FINANCIAL ARRANGEMENTS 16. General Principles Sponsorship Local Sponsorship International Sponsorship Package Price Registration Fees Insurance; Risk Assessment; Local taxes Participant s Insurance Third Party/Legal Liability Risk Assessment Local taxes Liability Indemnity Claims Financial Settlement 14 PART 5: BEFORE THE EVENT 23. Airline Fare Discount Complimentary Tickets Committees Local Host Committee ICCA Meetings Advisory Group (MAG) Education Committee PCO/DMC Services Preparatory Meetings Preparatory Meeting Other Meetings Budget Print Material Design and Event logo st Announcement Provisional Programme Final Programme Congress Networking Guide Promotion at the previous year s Congress 16 2

3 PART 6: DURING THE EVENT 29. Accompanying Guests Programme Congress Bags Food & Beverage Hotel Accommodation Hotel Rates Room Block Contract(s) Upgraded Rooms Complimentary Rooms ICCA Board of Directors Requirements Board of Directors Meeting Management & Finance Committee Meeting Board of Directors Meeting Room ICCA Daily Newsletter Information Desks Welcome Desk Local Information Desk Local Transportation Meeting Room and Audio-visual Requirements AV Requirements Meeting Room Requirements Photographer Optional City Tour Pre & Post tours Cultural Visits Signage Indoor Signage Stage Display Outdoor Displays Sponsor Acknowledgement Social Programme VIP Transfers Attendance at Previous Congress Other 24 PART 7: LOCAL HOST COMMITTEE BUDGET 25 FOR FURTHER INFORMATION 25 APPENDIX I: SAMPLE PROGRAMME 26 APPENDIX II: SAMPLE LOCAL HOST COMMITTEE BUDGET See Excel document 3

4 PART 1: INTRODUCTION 1. History ICCA, founded in 1963, has held a Congress for its members every year. This meeting has been traditionally held in October/November and has rotated throughout the world. It has lasted approximately 4 days and now consists of a General Assembly, industry Sector and geographical Chapter meetings combined with education sessions. The event is essentially for ICCA members only, with Observer status for prospective members and specially invited speakers and other VIPs. Currently, the event attracts approximately delegates and accompanying guests, depending on the destination. Non-European destinations have typically attracted fewer delegates than European destinations. The current format of the event is half a day for the First Time Attendees (Saturday afternoon), one day for the General Assembly (Sunday) and three days for the Congress (Monday, Tuesday and Wednesday). Because the General Assembly & Congress is the key focal point of ICCA s annual activity, the responsibility to deliver a well organised and managed event of a top quality standard is an exciting challenge to a destination. A high standard in all aspects of meetings management is expected - programming, marketing, theming, social activities, logistical arrangements, etc. Although each event has its own distinctive flavour, it is inevitable that comparisons are made between one congress and the next and every effort needs to be made to ensure that these standards are progressively improved upon. As the event attracts international delegates who are senior executives in the international meetings market, there is strong media coverage from local and international press. VIP speakers such as government ministers and internationally renowned speakers attract publicity in their own right. The event offers the destination not only the opportunity to showcase itself to the delegates, but also to generate significant publicity on a wider and international scale. 4

5 2. Previous Events Attendance * 1963 Paris, France September Rotterdam, the Netherlands September Athens, Greece October Mexico City, Mexico October 30-Nov 6 Tel Aviv, Israel Nice, France November Rio de Janeiro, Brazil November 1-7 Budapest, Hungary October Abidjan, Ivory Coast October 31-Nov 6 Lisbon, Portugal November 5-10 Paris, France November Manila, The Philippines November Berlin W, Germany November Rio de Janeiro, Brazil November Monte Carlo, Monaco November Singapore (Mandarin) November Madeira, Portugal November Acapulco, Mexico November 8-14 Vienna, Austria October Salt Lake City, Utah, USA November 7-11 Torremolinos, Spain October 30-Nov 4 Colombo, Sri Lanka November Munich, Germany October 28-Nov 2 Bangkok, Thailand November 2-8 Athens, Greece November Albuquerque, NM, USA November Manila, The Philippines November Cairo, Egypt November Adelaide, Australia November Amsterdam, Netherlands November Taipei, Taiwan October 31-Nov 5 Istanbul, Turkey October Bali, Indonesia November Valletta, Malta November Rio de Janeiro, Brazil October Innsbruck, Austria November Tokyo, Japan November 4-8 Lisbon, Portugal November Hong Kong, Hong Kong, China November 4-7 Cancun, Mexico December 1-4 Copenhagen, Denmark & Malmö, Sweden October Busan, Republic of Korea October Cape Town, South Africa November 6-9 Montevideo, Uruguay October 29-November 1 Rhodes, Greece October Pattaya, Thailand November 1-5 Victoria, Canada November 7-11 Florence, Italy 982 *Attendance includes all delegates & accompanying guests. 3. Future Events 2010 October Hyderabad, India 2011 October Leipzig, Germany 2012 October San Juan, Puerto Rico 2013 October/November Short listed: Asia Pacific / North America 5

6 4. Rotation Policy Bidding for the Congress is open to all geographic regions, with the exception of the geographic region chosen immediately before the bid in question. In other words, the same geographic region cannot be selected two years in a row. The geographic regions are those used by ICCA for governance purposes: Africa/Middle East, Asia Pacific, Europe, Latin America, North America. The ICCA Board of Directors will take into account the time period between when a region hosts the Congress but there will be no strict rotation pattern. The short listed destinations for the 52 nd ICCA Congress are Gold Coast, Australia; Shanghai, China-P.R. and Houston, U.S.A. therefore destinations from the geographical regions Asia Pacific and North America may not be eligible to bid for This will be known after IMEX Date and Duration According to the ICCA Articles & By-laws: "The General Assembly will convene at least once a year, preferably between 15 October and 15 November; but in no event later than 30 November, the precise date to be set by the Board of Directors". Ideal dates are the last week in October or first week in November. Currently the First Time Attendees session takes place on a Saturday, the General Assembly on a Sunday, followed by the Congress that runs from Monday to Wednesday. 6. Timing When suggesting dates for the event, care should be taken not to clash with: Major public holidays/school holidays e.g. US Thanksgiving Major meetings industry events e.g. EIBTM, IT&CMA, SITE, IMEX America, etc. A clash with a tourism event such as World Travel Market is not ideal but can be acceptable. 7. Format of the Event Friday afternoon Registration Saturday Registration Charity Golf Tournament Optional City Tour Introduction Programme for First Time Attendees Sunday ICCA General Assembly Monday-Wednesday ICCA Congress Thursday Optional City Tour 6

7 PART 2: BID REQUIREMENTS 8. The Bid The bid should be submitted by leaders of a team comprising as many active local ICCA members in the destination as possible. Often the lead organisations will be the city or national convention bureau member, but alternative team leaders are acceptable. The bid should demonstrate maximum local and/or national government support. The bid should include clear arguments for why the bidding destination believes it should play host to ICCA s Congress and the following: letters of support from e.g. national airline, Government etc detailed Local Host Committee budget package price for delegates and package price for accompanying guests (see item 18 below for full explanation of package price ) Bids will only be accepted from ICCA members in good financial standing. Bids may be rejected if they do not comply with the above requirements. 9. Deadline for Bids An electronic copy of the bid for the 53rd ICCA Congress in 2014 should reach ICCA Head Office by 1 October 2010 (in PDF. format). The main bid document needs to be a maximum of 32 pages in A4 format. The bid document must address each of the 11 key decision-making criteria in the order as set out in the Bid Manual, and should include all factual information specifically requested in the Bid Manual. Letters of support and back-up collateral (e.g. brochures of venue and destination, CD's) should not be included in the main bid document, but may be provided as appendixes or separate background items (these should be electronic copies also). This additional material will not be distributed in advance to the Board of Directors, but will be available for Board members to refer to at their meeting. 10. Pre-selection During the Board of Directors Meeting in Hyderabad on Saturday 23 October 2010 a shortlist of two or at most three bidding destinations will be made from all the bids received for 2014, based on analysis of the written submissions and how these meet ICCA s bid criteria and strategic objectives. Destinations will be judged on the basis of pre-set criteria, which are set out in PART 3 of this document: Decision-making criteria. Voting will be by secret ballot of the Board members. It is important that the initial bid documents address each and every one of the key issues. Feedback will be given to both short-listed and rejected candidates, but the Board decision is final and there is no appeal process. The short listed candidates will be announced the week following the congress. 7

8 11. Site Inspections Site inspections to the two (or three) short-listed destinations for 2014 will be carried out by ICCA Head Office between December 2010 and April The package price should include the cost for the site inspection for 1 person, including return Business Class tickets from Amsterdam, hotel accommodation and full board. Prior to the site inspections, each short-listed destination will receive a detailed feedback document from ICCA Head Office, setting out strengths, weaknesses and omissions in the original bid document. Each destination should schedule time to discuss these issues during the site inspection. Following the site inspection and discussions, short-listed destinations may update their bid documents prior to the final presentation to the Board of Directors. This information will be incorporated into an objective report to the Board from ICCA Head Office, evaluating the short-listed destinations against the key decision-making criteria. This feedback exercise is designed to ensure that bidding destinations have every opportunity to submit the strongest possible bid and to improve the overall quality of short-listed bids. The final bids must be submitted by 1 May Presentations The two (or three) selected destinations for each year will be invited to present their bids during a presentation at the ICCA Board of Directors Meeting prior to IMEX in Frankfurt on Sunday 22 May No more than 5 persons to be present for the bid presentation to the Board of Directors. These bid representatives must all represent ICCA member organisations, with the optional exception of local or national political representatives. Presentations can take any format (e.g. multiple/single presenters; PowerPoint; video; multimedia). Presentations should take no more than 20 minutes, with up to 20 minutes for questions. Candidates will then be asked a series of questions by the BOD, asking for clarification or expansion of key points. No gifts are to be given to BOD members at any stage in the bidding process. No drinks/food/entertainers should be included in the final bid presentation. 13. Final Decision BOD members will first vote on the final written bid submissions, then will hear the presentations, immediately after which an additional voting round will take place. The combined scores of the two votes will determine the selected destination. The President will only vote in case of a tied vote. The decision will be made known immediately after IMEX. 14. Signing the contract A contract/letter of agreement will be signed by ICCA and the Local Host Committee based on the accepted bid document and on any other elements that both parties may wish to include. Contract signing will take place no later than 1 May Time Path 1 October 2010 Fully completed bids to be received at ICCA Head Office 23 October 2010 ICCA Board of Directors shortlists two (or three) bids 1 November 2010 Shortlist announced December April 2011 Site inspections of the two (or three) bids 1 May 2011 Finalised written bids must be submitted 22 May 2011 Selection of winning bid by ICCA Board of Directors 30 May 2011 Announcement of winning bid. 8

9 PART 3: DECISION-MAKING CRITERIA For the 2006 bid ICCA drew up a new, clear set of criteria which the Board of Directors uses to compare and judge competing bids for future years. Directors will still exercise their individual judgement, and may have different views on how relatively important each criterion is, so no overall ranking will be made. Bidding destinations should address each of the key issues in all stages of the bidding process. In addition, it should be noted that all ICCA members involved in making bids should be in good financial standing with ICCA, and that should this not be the case a bid may be rejected for this reason. In 2008 the BOD decided to add an eleventh criterion, to cover environmental factors. A. Bid Compliance Do the on-site facts match the claims in the original bid document submitted? E.g. size/capacity of rooms; room blocks in hotels; travelling times. ICCA will check all claims made in bid documents for factual accuracy. B. Rankings by ICCA Head Office will be based on the following key issues: B1 Value for money ICCA perspective. How low is the package price ; what is the level of local sponsorship or reduced prices. B2 Value for money delegate perspective. What are the cost implications for delegates in addition to the package price, e.g. airfare deals; hotel rates. B3 Accessibility: international and local. Objective data on air access from worldwide; case studies of other large events hosted recently; transfer times on site & distance between key locations in host destination. B4 Capacity to attract delegates/destination appeal. What is unique or new about the destination; why is 2014 a suitable year to hold the event in your destination; marketing ideas. B5 Level of support/evidence of teamwork (ICCA members; local industry; political). Vital that the bid is not reliant on one individual or organisation, and that there is strong support from ICCA members throughout the country. Successful bids inevitably have strong bidding teams. B6 Suitability/capacity/quality of meeting & exhibition venue(s). Floor plans; capacities; track record; etc. B7 Quality/attractiveness of social event venues. Give options and creative ideas which demonstrate the unique appeal of your destination. B8 Networking opportunities Suitability of hotel(s) for this purpose; short transfer times; networking space available in venue. B9 ICCA development opportunities Opportunities to recruit members in country/region; ideas for educating local meetings industry; whether ICCA has met in the country before; strategic changes that have occurred if proposing to return to a country where the congress has previously been held. B10 Creativity Each ICCA congress is unique, with a strong local flavour. Creative ideas are needed each year to continuously improve the delegate experience, and can relate to any aspect of the Congress including marketing, formats and networking. B11 Environmental & Corporate Social Responsibility Each destination should highlight the key environmental and/or CSR factors that they wish the BOD to take into account. This could include any green venues included in the programme, local initiatives that will help to make the Congress more sustainable, suggestions for including local CSR speakers in the educational programme, etc. 9

10 Each ranking will be presented separately, with no overall ranking, since each Board of Directors member will have an individual perception of the relative importance or weight of each key issue. The rankings are an aid to decision-making only, and members voting decisions are entirely at their own discretion. The order in which the key issues are shown above should not be regarded as implying any order of relative importance. NB: the Board of Directors will also individually rank the destinations according to the quality of the formal bid presentations and the responses to questions. 10

11 PART 4: FINANCIAL ARRANGEMENTS 16. General Principles ICCA Head Office holds the ultimate financial responsibility for the event, underwriting losses and retaining all surpluses. However, responsibility for both revenue raising and expenditure control is shared by ICCA Head Office and the Local Host Committee. Both parties must agree to a policy of Open Book Accounting in order to facilitate this partnership. The Local Host Committee must, as a key element of their bid, produce a detailed budget. This budget must be designed to generate a surplus of with an attendance of 700 delegates and 100 accompanying guests paying the package prices (see item 18 below). This surplus is repayable to ICCA Head Office. A second budgetary calculation should also be made with a scenario of delegates and 150 accompanying guests. The surplus of EURO for ICCA should be included as before. The purpose of creating these two draft budgets at the bidding stage with these set numbers of attendees is to ensure that ICCA is able to compare competing bids using the same criteria, including the levels of fixed and variable cost. ICCA Head Office calculates its own central costs, and uses these as the basis for adding to the package prices to come up with a series of registration fees which are offered to delegates and accompanying persons. ICCA has total discretion over the final prices charged to participants, but aims to smooth out registration fees over time so that delegates are not faced with major fluctuations from year to year. Should the Local Budget make a loss or a lower surplus than as a result of any of the following, the Local Host Committee will be responsible for making up the shortfall in order to pay ICCA Head Office the target surplus of : Non-budgeted expenditure not sanctioned in advance by ICCA Head Office. Lower than the guaranteed revenue from local sponsors shown in the bid. Should a loss or lower surplus be the result of any of the following, the Local Host Committee has no financial obligation to make up the shortfall: Lower delegate attendance than that budgeted to make surplus. Lower than budgeted international sponsorship revenue. Non-budgeted expenditure sanctioned in advance by ICCA Head Office. Should the Congress generate a surplus on the Local Host Committee budget which is greater than the to be remitted to ICCA Head Office, this money should be set aside for future ICCA activities. These activities should be agreed jointly by the Local Host Committee and ICCA Head Office. They can relate to general ICCA events (e.g. sponsoring an element of the educational programme at future congresses) or local and regional activities (e.g. subsidising a training programme or paying for an external moderator). The financial arrangements for administering the money must be agreed by both the Local Host Committee and ICCA Head Office, and should be fully transparent to both parties. Should the number of paying delegates exceed the target attendance designed to yield surplus, ICCA Head Office must be consulted before any new expenditure commitments are entered into by the Local Host Committee, with the exception of automatic increases caused by variable cost factors (e.g. higher numbers for lunch each day, therefore total lunch costs rise proportionately). All revenue with the exception of local sponsorship will be paid directly to ICCA Head Office. ICCA Head Office will remit monies to the Local Host Committee according to a pre-agreed schedule designed to ensure the efficient and timely payment of all financial commitments. 11

12 17. Sponsorship The ICCA General Assembly & Congress has traditionally relied very heavily on local and international sponsorship in order to offer low registration fees to members and still be financially viable. ICCA ensures that all sponsors receive excellent exposure in the run-up to the event, during the event, and in the immediate aftermath. The LHC normally approaches the local/national ICCA members and other suppliers and ICCA approaches the international membership Local Sponsorship Local sponsorship is a vital part of the budget, and can include but not be limited to the following (includes both full and partial funding): meeting and exhibition space and equipment; AV equipment and personnel; transfers; photographer; internet café; printing; F&B (evening functions, lunches and coffee breaks); advertising in publications. The Local Host Committee must indicate all items for which they will guarantee to find a local sponsor International Sponsorship International sponsorship is the responsibility of ICCA Head Office, which will market the available packages to suitable ICCA members. This will include but not be limited to the following: education programme; ICCA Data workshops; Business Exchanges; ICCA Best Marketing Award; congress bags; badges; paper and pens; voting system; F&B (evening functions, lunches and coffee breaks); internet café; advertising in publications. ICCA Head Office and the Local Host Committee will include sponsorship in early planning meetings and agree prices and responsibilities. When drawing up the local budget, estimates for international sponsorship should be based on a total of approximately which is the typical amount raised in cash and cash equivalent from non-local members. In Florence 2009, international sponsors included CAT Publications (informal dinner Monday), IMEX (lunch) and Reed Travel Exhibitions (education programme). ICCA Head Office reserves the right to earmark certain international sponsorship items to offset specific costs incurred on the Head Office budget (e.g. the Spotme device). These arrangements will be communicated to all bidders in advance. 18. Package Price The package price is the calculated cost in euros per delegate and accompanying guest based on dividing total fixed and variable costs between 700 delegates and 100 guests in Scenario 1 (conservative), and between delegates and 150 guests in Scenario 2 (optimistic), taking into account international sponsorship income of , local sponsorship, and the need to remit a surplus of to ICCA. A sample budget is included to aid bidding destinations in creating their own budget to cover all expenditure areas, but it should be noted that the prices shown are not necessarily real historic costs for a particular destination. Based on the requirements stated in this bid manual, the inviting host should present the following package prices: a package price which covers the total cost of attending the meeting per delegate a package price which covers the total cost of attending the meeting per accompanying guest Package prices should be calculated for both the conservative and the optimistic scenarios. It is important that the event is financially viable with the lower number of delegates. 19. Registration Fees ICCA will establish the registration fees based on the package price from the Local Host Committee plus a mark-up to cover ICCA s expenses (education programme, handling of registration, staff travel costs; etc). ICCA has the final decision on the level of registration fees. 12

13 20. Insurance; Risk Assessment; Local taxes 20.1 Participant s insurance ICCA will ensure that advice is given to all participants (usually in the Provisional Programme) on taking out personal insurance to cover against that person s cancellation of their registration for whatever reason Third Party/Legal Liability ICCA will take out Third Party and Legal Liability insurance coverage with an approved insurer which provides a minimum Indemnity Limit of 10,000,000 (or its equivalent in any other approved currency) for any one occurrence. The policy wording will include: a. loss or damage to any property in the Insured s care, custody or control; b. any contractual liabilities. The Local Host Committee should provide ICCA with copies of all insurance coverage relating to the congress venue, offsite venues, and providers of services (e.g. coach transportation). Where the LHC enters into legal agreements with third parties, it may be prudent for the LHC to take out its own insurance protection if this is not covered by the insurance of the LHC members. ICCA and the Local Host Committee will jointly obtain professional advice to ensure that optimal insurance coverage has been set up Risk assessment ICCA will undertake a full risk assessment of the congress both before and during the event. The Local Host Committee should include this subject in all meeting agendas and have clearly designated communication processes and allocation of responsibilities for safety and security matters. Moreover the Local Host Committee should provide ICCA with the following: a. Medical support plan, this should include proposed medical support services such as paramedics, doctors and nurses on or off site. b. Security procedures, includes detailed security procedures for all areas of operation. c. Security standards, the Local Host Committee shall state if they have a system with security and safety standards that are permanently applied by their organisation and suppliers. d. Training and competence, the Local Host Committee and suppliers are trained in security and safety related matters. e. Quality assurance systems, all available information regarding any quality systems Local Host Committee and suppliers are certified with e.g. ISO 9000, 14000, HACCP etc Local taxes The bid document should set out clearly all of the Value Added Tax or other local taxes which need to be taken into consideration by ICCA in organising the event in this destination, and should recommend the most tax-efficient manner for ICCA to manage the event, including whether a tax exemption can be applied for or whether ICCA would need to register itself in the host country for tax purposes. 13

14 21. Liability 21.1 Indemnity The LHC should provide ICCA with full indemnity against claims arising from failure of services or from accidents within venues provided by LHC members. Details will be determined following professional advice Claims ICCA and the LHC will jointly agree a process for minimising the risk to both parties from claims relating to all and any of the following: a. loss or damage to the buildings or contents of venue(s), hotels or any other facilities used in connection with the event arising from any cause whatsoever; b. loss or damage to any property owned, hired or loaned by the LHC or for which they may be held responsible; c. any liability arising from any contractual liabilities arising from any accidental death or bodily injury occurring to any of the participants or visitors to the event, or loss or damage to their property, arising during the Event including the use of local transport facilities as a part of the official programme; d. any financial loss incurred arising from an enforced cancellation, abandonment, postponement or curtailment of the event arising from any cause. 22. Financial Settlement A full financial settlement between the LHC and ICCA will be made within 6 weeks after the event. 14

15 PART 5: BEFORE THE EVENT 23. Airline 23.1 Fare Discount The bid should include written confirmation of any discounts by appropriate airlines(s) and/or an appropriate global alliance e.g. Star Alliance or Skyteam. Discounts on promotional fares e.g. pex/apex as well as full business and economy fares will assist the bid Complimentary Tickets The Local Host Committee budget should include provision for 10 return trip Business Class tickets and 6 return trip Economy Class tickets from any destination in the world in addition to the tickets for the Site Inspection/Preparatory Meetings. These will be used to bring in high level speakers who are not ICCA members (the latter are expected to pay their own attendance costs). 24. Committees structure and responsibilities 24.1 Local Host Committee If the bid is successful, a Local Host Committee (LHC) must be appointed. The chairman and the core host committee members need to be members of ICCA. The Local Host Committee is responsible for liaison with local venues and suppliers, local sponsorship and marketing, production of all printed material, input into the social programme, pre and post tours etc. The Local Host Committee should set up a legally recognised entity (e.g. company, association, subsidiary) which can operate an LHC bank account, pay local invoices and sign agreements with ICCA and local suppliers and partners. ICCA should be consulted in advance as to how this entity will be set up. In some instances ICCA will accept that one member of the LHC acts on behalf of the group and handles financial matters through a clearly separated section of its own accounts ICCA Meetings Advisory Group (MAG) This group advises ICCA Head Office on administrative, technical and financial issues relating to the event. Representatives of the Local Host Committee will be invited to participate in the discussions held by the MAG Education Committee The content and implementation of the education programme throughout the event is entirely the responsibility of ICCA but it is desirable to have a member of the Local Host Committee on the education committee which is set up annually to assist in creating the programme. Suggestions for themes, topics, and expert speakers are welcomed from the Local Host Committee. 25. PCO/DMC Services ICCA Head Office is responsible for handling the following PCO functions: international marketing; delegate registration and payments; hotel contracts and delegate hotel bookings; advance and on-site liaison with speakers; on-site liaison with meeting venue and hotel personnel; liaison with international sponsors. The Local Host Committee is responsible for the following PCO/DMC functions: set-up and management of local bank accounts and payments schedule; management of the local budget; local marketing; planning and operation of logistics (e.g. transfers, welcome desks); printing of materials; communication with local sponsors; pre-event liaison with meeting venue and hotels; recruitment of and communication with local potential exhibitors; assistance with all logistical issues where translation into/from local language is required; pre-event liaison with all off-site venues; provision of information on visa/entry requirements. On-site, the Local Host Committee should also provide adequate staff to support the ICCA Head Office team. 15

16 26. Preparatory Meetings Meetings may be held in the host city or at major industry events e.g. AIME, IMEX, EIBTM. The first announcement document should be ready for distribution at the 2013 Congress Preparatory Meeting This meeting should be held in the host city approximately 15 months prior to the event (Summer 2013). The meeting should discuss details of the event such as: financial matters, sponsorship, the outline of the education programme, social programme, accompanying guest programme, allotment of meeting rooms, promotion and the time path for all the discussed elements. 3 pax will come out for this meeting 26.2 Other Meetings Subsequent meetings might be required for pax 1-2. These meetings will discuss aspects of the organisation of the event Budget The Local Host Committee budget should include the following for the various meetings: return Business Class tickets for 6 pax hotel accommodation and full board for 6 pax 27. Print Material ICCA has strict guidelines for the production of official ICCA print, including how the ICCA logo should be used. Full consultation with ICCA Head Office is required for the design of all publications Design and Event logo The LHC is responsible for the cost of designing an event logo. This should reflect the local/national flavour of the destination. ICCA Head Office will advise in advance how this logo should be integrated with ICCA s corporate identity and logo st Announcement The LHC is responsible for the cost of the production of the 1 st Announcement (postcard only) which should be published in time for distribution during the Congress held in the previous year. ICCA will mail the 1 st Announcement to the membership, the cost of which will be borne by ICCA s budget. Number of copies: around Provisional Programme The LHC is responsible for the cost of the production of the Provisional Programme which should be published in March in the same year the Congress takes place. ICCA will mail the Provisional Programme to the membership, the cost of which will be borne by ICCA. Number of copies: around Final Programme The LHC is responsible for the cost of the production of the Final Programme. Number of copies: estimate (exact number subject to attendance delegates have option to take a copy or not) Congress Networking Guide The LHC is responsible for the cost of printing the Networking Guide/Delegate list. ICCA will supply the design and contents, which will include photos of the participants. Number of copies: estimate (exact number subject to attendance delegates have option to take a copy or not). 28. Promotion at the previous year s Congress The Local Host Committee hosts a Reception for all participants during the Congress of the previous year. This Reception is traditionally held in close vicinity to the closing session and should consist of drinks, light snacks and some form of simple entertainment. Alternative creative proposals which enhance the previous year s Congress and promote the forthcoming event can be considered. 16

17 PART 6: DURING THE EVENT 29. Accompanying Guests Programme The LHC is responsible for organising an attractive and comprehensive programme for accompanying guests. The content and format should be agreed with ICCA Head Office. The accompanying guests will also attend the evening functions. The LHC is responsible to include a budget in the bid proposal. Usually the cost per person is around EUR Congress Bags Delegates will be encouraged to bring their own bags, but there will be biodegradable bags available. ICCA is responsible for the production and cost of these, and will retain any sponsorship to offset this cost. 31. Food & Beverage The following F&B is required: Saturday Lunch for First Time Attendees (250/350 pax) Evening welcome reception for First Time Attendees (250/350 pax) Evening welcome reception for Accompanying Guests (up to 100/150 pax) Sunday Morning and afternoon coffee breaks Lunch Heavy finger buffet reception Monday Morning and afternoon coffee breaks Lunch Dinner (informal) Tuesday Morning and afternoon coffee breaks Lunch Pre dinner drinks for First Time Attendees (250/350 pax) Dinner (formal or themed) Wednesday Morning and afternoon coffee breaks Lunch Next Destination Reception Lunches should be buffet style (unless a sponsor requires a seated lunch). Lunch menus should be varied and offer hot/cold options and take into account different dietary requirements (e.g. clearly labelled options: vegetarian, no shellfish, no pork, no gluten, lactose free, diabetic etc.) Throughout the event (Saturday to Wednesday), water needs to be available in all meeting rooms. Also, tea, coffee, mineral water and snacks/cookies should be available in ICCA Head Office, the ICCA Daily Office, the VIP lounge and the ICCA Board of Directors Meeting room. Lunch needs to be delivered to the ICCA Daily Office as of Sunday. 17

18 32. Hotel Accommodation A large 5 star or business class hotel close to the congress venue (or acting itself as the congress venue) should be put forward in the bid as HQ Hotel. This hotel should ideally be an ICCA member, and a senior representative from the hotel should be an active participant in the LHC. As high a proportion as possible of the ICCA delegates should have the opportunity to be accommodated in this hotel to maximise the effectiveness of delegate networking. In many destinations, it may prove impractical to house all delegates in one hotel, owing to size restrictions on the room block allowed. In such circumstances, the delegates should be housed in as few hotels as possible, ideally within walking distance of the congress venue Hotel Rates Either a single hotel with attractive pricing options, or a small selection of hotels offering a range of attractive prices should be clearly set out. Firm prices for the year in question should be included in the bid document, together with information on the size of room-blocks available. ICCA typically is offered substantial discounts on rack rates, in line with the most attractive low-season conference rates offered by the hotels to other large clients. Rates should be valid during the event and up to a maximum of 7 nights pre and 7 nights post and should include free WiFi available to delegates Room Block ICCA typically provides hotel accommodation for 70-80% of the total attendance % make their own hotel arrangements or are locals not needing accommodation. This percentage changes from year to year depending on the destination, hotel rates etc. Typical pattern of room-block utilisation is as follows: Prior to event Thursday: 50 rooms Friday: 50% of total room block During event Saturday: 90% of total room block Sunday: 100% of total room block ( rooms, depending on scenario) Monday: 100% of total room block Tuesday: 100% of total room block Wednesday: 80% of total room block After the event Thursday: 50 rooms Friday: 25 rooms 32.3 Contract(s) ICCA will negotiate and contract directly with the HQ hotel and other official hotels regarding precise sizes of room blocks, release dates, and other conditions, based on the prices and maximum room-blocks quoted in the bid manual. The Local Host Committee is responsible for ensuring hotels meet their commitments as set out in the official bid document Upgraded Rooms One suite for the President, Junior suites for the Board members and Chief Executive Officer and 4 for the main speakers (total: 20) in the HQ hotel. These upgraded rooms should be available at the negotiated standard room rate both during the event and for pre & post use Complimentary Rooms The HQ hotel should offer a minimum of one complimentary room night (including breakfast and taxes) for every 30 paid room nights booked by delegates via all booking channels. ICCA will allocate these rooms to speakers and other guests. 18

19 33. ICCA Board Requirements 33.1 Board of Directors Meeting The ICCA Board of Directors holds a full day meeting on the Saturday. This meeting should take place in the HQ hotel and the rooms should be offered to ICCA on a complimentary basis. Set-up: Hollow square for pax 18 Flip chart and markers Notepads and pens AV: None Other related costs (lunch, coffee/tea etc.) will be settled directly by ICCA Management & Finance Committee Meeting (MFC) The MFC meeting holds one meeting on the Friday afternoon before the Event. The meeting should take place in the HQ hotel and the meeting room offered to ICCA on a complimentary basis. Set-up: Hollow square for pax 7 Flip chart and markers Notepads and pens AV: None Other related costs (lunch, coffee/tea etc.) will be settled directly by ICCA Board of Directors Meeting Room A room for meetings of the ICCA Board of Directors is required throughout the Congress. Set-up: Hollow square/board room for pax 18 easy chairs and a coffee table AV: None 34. ICCA Daily Newsletter The LHC is responsible for the cost of the production of the ICCA Daily newsletter (in colour): 3 issues (Monday, Tuesday, Wednesday) copies per issue (depending on delegate numbers) 8 pages per issue A local printer should print the ICCA Daily overnight and deliver copies to the official hotels before hours. The ICCA Daily should be distributed to all delegates before hours. The cost of which will be borne by the LHC. Currently CAT Publications holds the rights to edit and produce the content. 35. Information Desks 35.1 Welcome Desk A manned welcome desk should be set-up at the airport. It should remain open as long as participants arrive. Some participants arrive Friday, the majority on Saturday and some will follow on Sunday Local Information Desk A manned local information desk (for booking tours, general tourist information etc.) should be set-up in the meeting venue and be open throughout the event. 19

20 36. Local Transportation The following transfers should be provided to all delegates and accompanying guests: - to/from the airport to the official hotel(s) - shuttle service between hotels and the meeting venue when required - to/from all social functions 37. Meeting Rooms and Audio-visual Requirements The event should be staged in one main venue. This could either be a hotel or a congress centre and it is essential that they are members of ICCA. It is preferable to take some activities off-site if special circumstances warrant e.g. social functions. Off-site functions enable the delegates to experience more of what the destination has to offer. It also allows for local facilities to sponsor an event by hosting the function. It is usual for the congress centre to be a major sponsor of the event, through provision of, for example attractive industry rates, free of charge exhibition space and so on AV requirements High quality AV equipment needs to be available in all meeting rooms, along with trained technicians fluent in English, but ICCA is open to suggestions from the local hosts as to how we can deliver a high quality experience to our delegates, taking into account the need for a potentially wide variety of meeting formats (e.g. formal presentations with complex AV accompanying; traditional PowerPoint; interactive Discussion Forums; new emerging formats; etc.). ICCA members are top meetings professionals so will be looking for excellent technical support plus innovative ideas they can adopt in their own meetings and venues. Please explain how you plan to deliver this technical support. ICCA currently works with two global AV providers as Business Partners: Brähler and Bosch CRN. Whilst the agreement does not extend to 2014, bidders should indicate if these companies are active in their destination, and also whether the congress venue could in theory work with one or both companies. Bidders should indicate in their bid document what additional AV services they would be willing to offer either on a complimentary or paid for basis, should ICCA s need increase. Bidders should also indicate the complete broadband internet capacity of the venue, Wi-Fi capacity (should be offered to all delegates free of charge), built-in networks and/or computer systems. The basic AV requirements for each meeting room are: Sound system & microphones (wireless, neck, etc.) LCD projector & screen Computer Internet connection Remote control & laser pointer A networked speaker presentation system is also a standard requirement Meeting Room requirements The requirements for the number and size of the meeting rooms will differ from year to year. The following should only be used as a guideline. Sector Meetings Sector Meetings are held during the General Assembly on Sunday (day 1). There are 5 sectors. Room capacities will vary between 300 and 20. The bid should indicate all options that are available (e.g. rooms which can be sub-divided). Chapter Meetings Chapter Meetings are held during the General Assembly on Sunday (day 1), at a separate time to the Sector Meetings, so the same rooms can be used for both sets of meetings. Note: pax varies depending on the region where the Congress is taking place. 20

21 Chapter Approx. pax African Asia Pacific Central European France Benelux Iberian Latin American Mediterranean Middle East North American Scandinavian UK/Ireland Education Sessions A maximum of 9 rooms from pax (mostly round tables) will be required for parallel sessions from Monday-Wednesday. ICCA is always exploring alternative breakout session formats, so it is possible there will be a future requirement of significantly more rooms with smaller capacities. Bidders should indicate how they would meet the current format, but also show their additional capacity. Plenary sessions A Plenary Hall (minimum seating capacity 1000 theatre) will be required throughout the Event. First Time Attendees Programme One meeting room for pax (round tables) will be required on the Saturday of the Event. Individual Meeting Space We are currently developing an appointment system for delegates. A large area (around 1,000 m²) with small meeting tables will be required. Around 5 smaller meeting rooms might also be required for individual meetings. Informal Seating There should be enough informal seating areas available through the venue for delegates to have meetings/discussions. Catering Space There should be a lunch area capable of hosting a sit-down buffet luncheon for 1000 pax, and adequate networking space for coffee breaks for a similar number. ICCA Daily Offices A working room (4-5 desks plus chairs) for the production of the ICCA Daily Newsletter for 4-5 pax is required throughout the Congress. Also, another room with comfortable chairs and low tables is required for interviews. Specific equipment: 1 telephone line with ability to make internal and external calls A local Area Network 1 17 inch monitors for a PC Good quality colour printer 5 connections to the printer 5 internet connections Land phone ICCA Data Workshop ICCA Data Workshops take place throughout the Congress to provide hands-on practical training of all ICCA products to registered delegates. A room with 25 tables, 3 chairs per table is required. Specific equipment: 25 computers equipped with Microsoft Windows & Office Package (including Word, Excel, Outlook), fast Internet connection 21

22 LCD projector & screen computer for speaker two lapel microphones laser pointer remote control ICCA Head Office A working room for the ICCA staff attending the Event (approx. 12). The room should be located near the registration area and should also have space for storage. The ICCA Head Office should be set-up and available for use 5 days before the event. Specific equipment: 4 computers installed with Windows 2000 (English language version) 6 internet connections all computers connected to a printer one fast photocopier with feeder and sorter one flatbed scanner supply of white A4 paper for the photocopier and printer one phone for local and international use comfortable office furniture (tables, chairs etc.) office stationery small safe Internet Café An Internet Café should be set-up with minimum 20 computers with facilities and broadband internet connection. Technicians should also be available on-site for assistance throughout the event. Business Exchange An important element of the Congress is the Business Exchange where a proportion of the delegates exchange information on events they have hosted. A specially designated networking room will be required throughout the Congress. Bidders should indicate the spaces/meeting rooms which could be available for this purpose. Press Room A room for press is required throughout the Event. Specific equipment: 2 computers with internet and one printer Please Note: On one computer at least 20 GB should be available on the local hard disk for storing high resolution pictures The software of Microsoft Office Picture Manager should be available on both computers 4 extra cable Internet connections should be available All types of Memory Stick should be readable through the USB ports on both computers. Registration Area An area for registration is required as of Friday before the Event. This area should be located near to ICCA Head Office. Specific equipment: registration counter help desk counter for Spotme chairs behind registration counter sockets + internet connections for 3 laptops (laptops coming from ICCA/Spotme) colour printer (connected to 2 laptops) lockable area/room close by to store congress bags/materials Speaker s Preparation Room A room for speakers to check their PowerPoint presentations is required throughout the Event. A technician should be present at all times. Specific equipment: four computers with internet connection installed with Windows