11

Contracting and Contracting and Negotiating With Negotiating With Meetings Industry Meetings Industry

SuppliersSuppliers

Richard HolmesRichard HolmesInternational Director of MeetingsInternational Director of Meetings

forforInternational Bureau for Epilepsy International Bureau for Epilepsy

& & International League Against International League Against

EpilepsyEpilepsy

22

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• International LeagueInternational League

• International Bureau – ILAE Europe, IBE Europe, Latin America, Asia Med.International Bureau – ILAE Europe, IBE Europe, Latin America, Asia Med.

INTINT EuropeEurope LatinLatin AsiaAsia Et.MedEt.Med

20062006 CopenhagenCopenhagen

HelsinkiHelsinkiGuatemalaGuatemala Kuala Kuala

LumpurLumpur

20072007 SingaporeSingapore LuxorLuxor

20082008 MarseillesMarseilles

BerlinBerlinUruguayUruguay

MontevideoMontevideoChinaChina ??

20092009 BudapestBudapest ??

CongressesCongresses

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We were launched

The initiative to form this forum goes back to 1999 when the European Congress of Radiology (ECR) the European Society of Cardiology (ESC) and the Federation of European Cancer Societies, each organising a large medical conference in Europe, decided to meet on a regular basis to exchange ideas, experiences and common targets.

The Barcelona and Vienna Convention Bureaus supported the idea and brought the group together.

We were born

Soon other not-for-profit medical associations shared the interest in creating a network and joined the group at its first meeting in Vienna in June 1999 where 13 organisations were represented.

Major consensus was immediately reached on the usefulness of joining forces and the group decided to become a real and structured entity.

We now exist and are active

Our group was named the "Associations Conference Forum" and formally registered in Vienna.

We serve as a platform for communication and networking among association executives in conference management and related activities, primarily between, but not restricted to those involved in medical conferences. We enable the exchange of information between members in order to improve standards in the organisation of conferences and related activities.

We increase the level of professionalism, in house knowledge and expertise available within associations and to association executives in conference management and contribute and work toward better-organised conferences.

We represent the joint interests of our members in their dialogue of our members in their dialogue with suppliers, clients, peer groups, regulatory and other bodies in this field.

If you area not-for-profit organisation with a permanent office in Europe and with salaried staff that organise a conference of 2000 or more participants on a regular basis?.responsible for and manage the majority of key activities, such as scientific programme, abstract handling, participants registration, financial control, sponsorship, hotel accommodation, exhibition and social events in the organisation of your association's congresses? planning to move towards an in-house congress organisation in the near future?..

Join the Associations Conference Forum and share our goals!

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• Full member shipFull member ship

Full membership shall be open to those organisations meeting all of the following criteria:Full membership shall be open to those organisations meeting all of the following criteria:

• The organisation shall have a permanent office in Europe with salaried staffThe organisation shall have a permanent office in Europe with salaried staff

• The organisation shall not contract an external association management company to manage its organisationThe organisation shall not contract an external association management company to manage its organisation

• The organisation shall organise a conference on a regular basis, e.g. every 4 years. Approximately 2000 or more registered The organisation shall organise a conference on a regular basis, e.g. every 4 years. Approximately 2000 or more registered participants shall have attended the most recent conferencesparticipants shall have attended the most recent conferences

• The organisation shall manage the majority of organisational activities (scientific programme, abstract handling, registration, financial The organisation shall manage the majority of organisational activities (scientific programme, abstract handling, registration, financial control, commercial sponsorship, hotel accommodation, exhibition, social events, venue contracts and price control) of its control, commercial sponsorship, hotel accommodation, exhibition, social events, venue contracts and price control) of its conference under the executive responsibility of a senior member of staff having substantial responsibility for the day-to-day conference under the executive responsibility of a senior member of staff having substantial responsibility for the day-to-day management of the organisation's conference. management of the organisation's conference.

• Provisional membershipProvisional membership

Provisional membership is open to those organisations that fail to meet all criteria for full membership but have the intention to fulfil Provisional membership is open to those organisations that fail to meet all criteria for full membership but have the intention to fulfil the criteria for full membership. Provisional membership shall be granted on an observer basis for a period of 1 year and shall be the criteria for full membership. Provisional membership shall be granted on an observer basis for a period of 1 year and shall be subject to renewal after such a period. Renewal shall be considered only in cases where sufficient interaction with the AC Forum subject to renewal after such a period. Renewal shall be considered only in cases where sufficient interaction with the AC Forum exists, thus making further collaboration useful. Provisional members shall have not voting rights and shall not be eligible for exists, thus making further collaboration useful. Provisional members shall have not voting rights and shall not be eligible for positions in the Executive Committee. positions in the Executive Committee.

Provisional membership is open to those organisations that fail to meet all criteria for full membership but have the intention to fulfil Provisional membership is open to those organisations that fail to meet all criteria for full membership but have the intention to fulfil the criteria for full membership. Provisional membership shall be granted on an observer basis for a period of 1 year and shall be the criteria for full membership. Provisional membership shall be granted on an observer basis for a period of 1 year and shall be subject to renewal after such a period. Renewal shall be considered only in cases where sufficient interaction with the AC Forum subject to renewal after such a period. Renewal shall be considered only in cases where sufficient interaction with the AC Forum exists, thus making further collaboration useful. Provisional members shall have not voting rights and shall not be eligible for exists, thus making further collaboration useful. Provisional members shall have not voting rights and shall not be eligible for positions in the Executive Committee.positions in the Executive Committee.

If you also feel that the AC Forum is a useful tool for your work and would qualify for membership (either full or If you also feel that the AC Forum is a useful tool for your work and would qualify for membership (either full or provisional), please contact us to take part in our next meeting as an observer.provisional), please contact us to take part in our next meeting as an observer.

You should provide us with the following details: You should provide us with the following details:

• The name of the not-for-profit organisation you would represent and its brief description, The name of the not-for-profit organisation you would represent and its brief description, • Whether the not-for-profit organisation has an in-house congress management, or whether there is such an intention, Whether the not-for-profit organisation has an in-house congress management, or whether there is such an intention, • A brief description of your past 5 congresses (place, date, number of participants) and which aspects of their management (see the A brief description of your past 5 congresses (place, date, number of participants) and which aspects of their management (see the

list of key activities in the paragraph "Full membership") were followed directly by the not-for-profit organisation, list of key activities in the paragraph "Full membership") were followed directly by the not-for-profit organisation, • Your function within the organisation and the date of your employment. Your function within the organisation and the date of your employment.

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What is negotiation?What is negotiation?

•What is the key to successful What is the key to successful negotiation?negotiation?

•What do you wish to achieve?What do you wish to achieve?

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Setting your prioritiesSetting your priorities

• Your needsYour needs

• Your wantsYour wants

• Your likesYour likes

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Selection ProcedureSelection Procedure

• A negotiating strategy very much A negotiating strategy very much depends on the selection procedure depends on the selection procedure for your association’s congress.for your association’s congress.

• Conference venues can be selected Conference venues can be selected in different waysin different ways

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Selection Procedure for ILAE and IBE Selection Procedure for ILAE and IBE CongressesCongresses

• Invitation sentInvitation sent• Expression of interest onlyExpression of interest only• Preliminary enquiries made Preliminary enquiries made • 2 to 3 to be shortlisted as potential candidates2 to 3 to be shortlisted as potential candidates• A site inspection is undertaken of the A site inspection is undertaken of the

shortlisted countriesshortlisted countries• Selection narrowed down to 1Selection narrowed down to 1stst and 2 and 2ndnd choice. choice.

Once review is complete, committee makes Once review is complete, committee makes final decision on location for next congress.final decision on location for next congress.

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How is the review carried out?How is the review carried out?

•Via the InternetVia the Internet

• ICCAICCA

•AC Forum memberAC Forum member

•Convention BureauConvention Bureau

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NEXT STEPS…NEXT STEPS…

• STEP 1STEP 1: Arrange site visit through : Arrange site visit through (a) Convention Bureau or (b) alone(a) Convention Bureau or (b) alone

• STEP 2STEP 2: Meet with Convention : Meet with Convention BureauBureau

• STEP 3STEP 3: (a) Visit Convention Centre : (a) Visit Convention Centre and (b) visit three or four 4/5 star and (b) visit three or four 4/5 star hotels, two to three 3 star hotels and hotels, two to three 3 star hotels and one budget/economy hotelone budget/economy hotel

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Meeting and negotiating with Meeting and negotiating with

the Convention Bureauthe Convention Bureau

•What is the strength of the What is the strength of the Convention Bureau?Convention Bureau?

•Do they have a marketing budget for Do they have a marketing budget for congresses?congresses?

• Is it a commercial partnership?Is it a commercial partnership?

• Is it entirely funded by the Is it entirely funded by the government or is it a public/private government or is it a public/private arrangement?arrangement?

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Meeting and negotiating with the Meeting and negotiating with the Convention BureauConvention Bureau• Will they:Will they:

– Sponsor the 1Sponsor the 1stst meeting of the meeting of the International Organising Committee, International Organising Committee, travel, accommodation, meeting rooms, travel, accommodation, meeting rooms, meals during their stay?meals during their stay?

– Sponsor opening ceremony & reception?Sponsor opening ceremony & reception?– Arrange complimentary travel passes for Arrange complimentary travel passes for

delegates on public transport?delegates on public transport?– Provide passes to art galleries/museums?Provide passes to art galleries/museums?

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Meeting and negotiating with the Meeting and negotiating with the Convention BureauConvention Bureau

•Will they sponsor promotional Will they sponsor promotional materials?materials?

•Cover the cost of the congress Cover the cost of the congress (logo design)?(logo design)?

•Sponsor the 1Sponsor the 1stst announcement? announcement?

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Meeting and negotiating with Meeting and negotiating with the Convention Bureauthe Convention Bureau

• Work out:Work out:

– Your needsYour needs

– Your wantsYour wants

– What you would likeWhat you would like

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Site Visit to Convention CentreSite Visit to Convention Centre

– When you arrive:When you arrive:

•Arrange to meet Sales and Marketing Arrange to meet Sales and Marketing ManagerManager

•Operations ManagerOperations Manager

•Catering SupervisorCatering Supervisor

•Technical SupervisorTechnical Supervisor

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Site Visit to Convention CentreSite Visit to Convention Centre

– How many screens will there be?How many screens will there be?– Is the centre networked?Is the centre networked?– Are there adequate internet access Are there adequate internet access

points?points?– By undertaking site inspection with By undertaking site inspection with

all members of the team, you will all members of the team, you will get a full impression of what can be get a full impression of what can be achieved from your meeting.achieved from your meeting.

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Site Visit to the Convention CentreSite Visit to the Convention Centre

Negotiations begin at this Negotiations begin at this pointpoint

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SITE VISIT: HOTELSSITE VISIT: HOTELS

• 5000 rooms needed5000 rooms needed

• 300 people to be covered by congress 300 people to be covered by congress budget, therefore we set out to achieve:budget, therefore we set out to achieve:

– Complimentary roomsComplimentary rooms

– Discounted ratesDiscounted rates

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HOTEL INSPECTIONHOTEL INSPECTION

– Three to four 4/5 star hotelsThree to four 4/5 star hotels

– Two to three 3 star hotelsTwo to three 3 star hotels

– 1 or 2 budget / economy 1 or 2 budget / economy accommodationaccommodation

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HOTEL CHECKLISTHOTEL CHECKLIST

• Meeting Sales and Marketing ManagersMeeting Sales and Marketing Managers

• What is the hotel’s room capacity?What is the hotel’s room capacity?

• When is it low, mid and high season?When is it low, mid and high season?

• How many standard rooms are there?How many standard rooms are there?

• What is the number of superior rooms?What is the number of superior rooms?

• How many suites do they have?How many suites do they have?

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HOTEL CHECKLIST - RATESHOTEL CHECKLIST - RATES

• Hotel rack ratesHotel rack rates

• Group ratesGroup rates

• Conference ratesConference rates

• Meeting packageMeeting package

• Low, mid and high seasonLow, mid and high season

• How many rooms can be allocated to How many rooms can be allocated to the congress?the congress?

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PLEASE NOTE:PLEASE NOTE:

You may think that the more You may think that the more rooms you need, the stronger rooms you need, the stronger your negotiating leverage will be. your negotiating leverage will be. This is not always the case and This is not always the case and it may depend on the location, it may depend on the location, the hotel and time of year.the hotel and time of year.

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Achieving your prioritiesAchieving your prioritiesConference CentreConference Centre HotelsHotels

Needs:Needs: Acceptable dates ratesAcceptable dates rates

Cancellation policyCancellation policyAcceptable dates ratesAcceptable dates rates

Cancellation policyCancellation policy

WantsWants

::Secretarial Room for all staffSecretarial Room for all staff

Complimentary VIP meeting room Complimentary VIP meeting room for President and Chair of Scientific for President and Chair of Scientific CongressCongress

Discount ratesDiscount rates

Complimentary room for Complimentary room for committee and staffcommittee and staff

Upgrade to executive room Upgrade to executive room for VIPsfor VIPs

Complimentary suite for the Complimentary suite for the PresidentPresident

Likes:Likes: Free internetFree internet

Complimentary dinner for Complimentary dinner for committeecommittee

Complimentary reception for Complimentary reception for speakersspeakers

Walkie-talkies for staffWalkie-talkies for staff

Complimentary signageComplimentary signage

Reception for all hostesses, staff Reception for all hostesses, staff and exhibitors on the last eveningand exhibitors on the last evening

Free internetFree internet

Early check-inEarly check-in

Late check-outLate check-out

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Following negotiations:Following negotiations:• Confirm everything!Confirm everything!

• Do not leave loose ends which lead to:Do not leave loose ends which lead to:– MisunderstandingsMisunderstandings– ConfusionConfusion– Ending up back at the negotiating table againEnding up back at the negotiating table again

• Seek a detailed proposal (RFP)Seek a detailed proposal (RFP)

• Ascertain when you expect to receive it, setting Ascertain when you expect to receive it, setting out all costs, proposed dates etc.out all costs, proposed dates etc.

• Proposal should include a sample contract with Proposal should include a sample contract with any additional chargesany additional charges

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Negotiating on costsNegotiating on costs• Try to settle on rates for previous yearsTry to settle on rates for previous years

• If congress centre or main hotels cannot give this If congress centre or main hotels cannot give this then agree to settle for the rate for the first year then agree to settle for the rate for the first year plus agreed percentage which is index-linkedplus agreed percentage which is index-linked

• If centre or hotels not prepared to do this then If centre or hotels not prepared to do this then liaise with Convention Bureau. If they are unable liaise with Convention Bureau. If they are unable to help then you recommend to your Board that to help then you recommend to your Board that the location be removed from the shortlistthe location be removed from the shortlist

• Once final decision is made by the Board, a Once final decision is made by the Board, a contract needs to be drawn upcontract needs to be drawn up

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ContractContract

• If you are not happy with the If you are not happy with the contract DO NOT SIGN IT. You should contract DO NOT SIGN IT. You should be able to make changes and cross be able to make changes and cross out the items you are not happy with out the items you are not happy with and add the items you want and add the items you want included. included.

• Have a local lawyer with experience Have a local lawyer with experience in contract law examine the contract.in contract law examine the contract.

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In conclusion, ongoing In conclusion, ongoing follow-up is essential!follow-up is essential!