The Pan-European Magazine for Association Executives Supported by ESAE, European Society of Association Executives, and UIA, Union of International Associations, Brussels

HEADQUARTERSa Compmpanaanyy

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VANCOUVERNEW LIFESTYLE CONGRESS CITY

ESAE & UIA TALK TECHNOLOGY

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07382SUNTEC_Headquaters_HR.indd 1 4/15/09 8:19:10 AM4780 HQ32.indd 24780 HQ32.indd 2 16-04-2009 16:04:3716-04-2009 16:04:37

19:10 AM

HQ> M A R C E L ’ S P A G E

During a congress I’ll always be the fi rst to follow a session on meetings technol-

ogy or related subjects, and each time I leave the room thinking: ‘I can no longer

keep up, I can’t see the wood for the trees.’ There’s so much stuff on the market

that you should be using, but there’s also a lot you don’t need or which is mainly

commercial. And that’s exactly the problem many of us are dealing with: choos-

ing between different technologies. There’s only one solution, people think:

calling upon a supplier and asking for personalized advice. Beware! That’s not

always the right way to go. A key fi gure from the association world told me you

have to look out for some suppliers, more specifi cally technology suppliers.

This is what he explained: ‘Unfortunately, it is not uncommon for some technol-

ogy suppliers, when at fi rst encounter with an association, they adopt a sort of

superior take-it-or-leave-it attitude towards the organising association and ex-

pect to get away with it. For one of our congresses, we invited tenders for a sub-

stantial quantity of audiovisual material and services for an equally signifi cant

budget. As a fi rst proposal, the AV company gave a quote from what they had in

stock, thereby trying to pass off the

available material they had, instead

of quoting to specifi cation and meet-

ing the client’s needs. It is needless

to say that we were unimpressed

and gently sent them back to the

drawing board. Their second propos-

al was a whole lot more thoughtful,

so we decided to assign them a por-

tion of the AV job. However, had they

taken us a bit more seriously from

the beginning, a lot of frustration and unnecessary loss of time could have been

avoided, and they might even have come away with a signifi cantly larger slice of

pie. Overall, associations are becoming more professional. As associations grow,

we either in-source or partner with experts in the fi eld to broker and advise on

rapidly evolving fi elds like audiovisual equipment and services.’

Now I can better understand his point of view. The way we think it’s perfectly

normal to hire experts to do the bookkeeping, many of us will have to hire an

expert or enter into partnership with a company that can respond to the typical

needs of the organization. Even better, we will appeal to affi liated associations

that are already familiar with the subject and asking about their experiences, or

which technology suppliers have a good reputation. The main thing, however, is

to stay away from fancy talkers and know-it-alls.

I CAN’T SEE THE TECHNOLOGY WOODFOR THE TREES ANYMORE

MARCEL A.M. VISSERSEditor in Chief

THERE’S SO MUCH STUFF ON THE MARKET THAT YOU SHOULD BE USING, BUT THERE’S ALSO A LOT YOU DON’T NEED OR WHICH IS MAINLY COMMERCIAL. AND THAT’S EXACTLY THE PROBLEM MANY OF US ARE DEALING WITH: CHOOSING BETWEEN DIFFERENT TECHNOLOGIES

» READ MORE OF MARCEL’S STORIES ON HIS BLOG: MARCELSBLOG.HQMAGAZINE.EU !

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Fiera Milano Congressi spa Direzione e coordinamento di Fiera Milano SpA • 20149 Milan - Italy - P.le Carlo Magno, 1 • T +39 02 4997.7134 • www.fieramilanocongressi.it • info@fieramilanocongressi.it

Milan is the fashion, design, finance and business capital of Italy. Right in the centre of town, extension work is steaming ahead on the Milano Convention Centre: by 2011 the MIC will become MIC plus, with seating capacity for 18,000 people in 73 rooms from 20 to 2,000 seats, a plenary roomwith 4,500 seats and an auditorium with 1,500 seats. Its architecture, cutting-edge design, huge exhibition space, the quantityand excellence of the services offeredwill make MIC plus one of the world’s finest international convention venues.

In Italy, Fiera Milano Congressi has beena leader in international convention centre management since 1994. It is a Gruppo Fiera Milano company and every yearit manages over 500 events for a varietyof occasions, in its convention centresin Milan, Como and Rome. These include: conventions, conferences, gala dinners and product launches. The aim of FMC’s management model is excellence: first-rate all-round services, qualitatively superior facilities, versatile spaces, state-of-the-arttechnology and Italian design.

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gressi.it

entre po earetyesde: ers C’s ate ior art

HQ> C O N T E N T S

CONTENTS

MARCEL’S PAGE 3

CONTENTS 5

HEADQUARTERS NEWS 6

IAPCO 9

AIPC MEMBERS SPEAK 10

ASSOCIATION PORTRAIT: ESTRO 12

INTELLECTUAL PROPERTY AND THE WORLD OF CONFERENCES

AND CONVENTIONS 15

VANCOUVER SPECIAL FEATURE 18

ESAE - THE KEY ROLE OF INFORMATION TECHNOLOGY 30

UIA - TECHNOLOGY: THE RECENT EXPERIENCE

OF AN OLD TIMER 38

AUSTRIA REVEALED 41

GRAZ 45

PALEXCO 50

LISBON 53

BEST CITIES GLOBAL ALLIANCE 54

HEADQUARTERS MAGAZINE.EU 55

DESTINATION SUPPLEMENT - MELBOURNE

Cover HQ32:The Vancouver Convention

Centre, the congress pearl of Canada, is a landmark facility with one of the biggest green

roofs in the world

COLOPHONHQ OR HEADQUARTERS IS A NICHE PUBLICATION FOR EUROPEAN AND INTERNATIONAL ASSOCIA-TIONS HEADQUARTERED IN BRUSSELS AND ALL MAJOR EUROPEAN CITIES DEALING WITH THE ORGANIZATION OF WORLDWIDE CONGRESSES. IT IS PUBLISHED 6 TIMES A YEAR. CIRCULATION IS 5000 COPIES.

SubscriptionsSubscription amounts to 65 EUR (all incl.) in Belgium, 75 EUR (all incl.) in the EU and 95 EUR (all incl.) in the rest of the world.The subscription entails 6 editions of HQ per year including the special edition Meeting Trends, as well as an online access to the website. Online subscription for digital magazines is 50 EUR. To subscribe: www.HQmagazine.eu

Editor in ChiefMarcel A.M.VissersT: +32 (0)3 226 88 81marcel@meetingmedia.eu

Managing DirectorCécile Caiati-KochT: +32 (0)2 761 70 52cecile@meetingmedia.eu

Editorial Offi cerRémi DévéT: +32 (0)2 761 70 54 remi@meetingmedia.eu

EditorsNathalie Rega Steven Kins

Design UPSILON advertising, GentT: +32 (0)9 267 39 40info@upsilonadvertising.be

PrintCartim - Destelbergen

Supported by ESAE and UIA

Address20, rue Paul Wemaere B - 1150 Brussels (Belgium)T: +32 (0)2 761 70 50 F: +32 (0)2 761 70 51 www.hqmagazine.eu

Responsible PublisherMeeting Media Company Marcel A.M. Vissers Mechelseplein 23, bus 1B - 2000 Antwerpen (Belgium)www.meetingmedia.eu

HQ magazine sets great store by sustainable development and therefore chose environment-friendly FSC certifi ed paper which comes from a controlled source. More info: www.fsc.org ® FSC, A.C. FSC-SECR-0045

Cécile Caiati-Koch

Rémi Dévé

STAY TUNED FOR HQ33 - JUNE 2009

➔ LOOKING FOR CONGRESS PEARLS PART II: our feature on congress centres around the world - Jewels from the past

and gems for the future

➔ PARIS DESTINATION SUPPLEMENT: Why you should go to Paris and nowhere else

➔ AUSTRALIA: Brisbane, a new-world destination

➔ MAASTRICHT: Conferencing in the heart of Europe

➔ STAR ALLIANCE, the world’s fi rst and largest airline alliance: What they can do for you

… AND OF COURSE ALL THE LATEST NEWS OF THE INTERNATIONAL ASSOCIATIONS WORLD

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HQ> H E A D Q U A R T E R S N E W S

HEADQUARTERS 6

LONDON ACCOMMODATION CHARTER FOR ASSOCIATIONSLast February at International Confex trade

show, Visit London launched the fi rst ever

London Accommodation Charter for the

associations sector. The charter has been

created by Visit London’s association team

who have worked with 12 major hotel groups

to create the charter terms. The hotel groups

represent over 39,598 bedrooms hotel rooms

in London, which is approx. 39% of the over-

all bedrooms available in the capital. The aim

is to simplify the process of sourcing London

hotel rooms for events that require 1,000

beds or more.

WWW.VISITLONDON.COM

A SUSTAINABILITY COORDINATOR IN TORONTODemonstrating its commitment to leadership

in environmental sustainability, the Metro

Toronto Convention Centre (MTCC) has hired

Tonya Lagrasta for the role of Sustainability

Coordinator. Tonya will focus on minimizing

the MTCC’s operational footprint by enhanc-

ing the several environmental and social

initiatives currently in place, expanding the

MTCC’s roster of green meeting services -

including the increasingly popular Zero Waste

events - and further infusing sustainable

approaches to everyday operations.

WWW.MTCCC.COM

HENRIK VON ARNOLD NEW DIRECTOR FOR CONGRESS STOCKHOLMAs from mid-April, Henrik von Arnold will be

the new Director for the Convention Bureau

within Stockholm Visitors Board. Von Arnold

has extensive experience of international

events and is a reoccurring lecturer in the

subject of destination development. During

1997-2007 he was director of Gothenburg

Convention Bureau. He resides in Austria

where he is responsible for the meeting in-

dustry and management course at the Modul

University of Vienna.

WW.STOCKHOLMTOWN.COM

VIENNA LIKES BIG ASSOCIATIONCONGRESSSES

From May 5-9 the 2018 Annual Meeting of

the International Trademark Association, run

by Executive Director Alan C. Drewsen, will

take place at the Austria Center Vienna. More

than 9,000 delegates are expected to attend.

INTA’s Annual Meeting is the largest gather-

ing of intellectual property professionals and

practitioners in the world. During the fi ve day

meeting, participants discuss the latest issues

and policies in the fi eld and have numerous

opportunities to continue their education,

network with colleagues and meet with new

and current clients.

WWW.VIENNA-CONVENTION.AT

IMEX ASSOCIATION DAY’S AGENDAIMEX has announced a full programme of

educational sessions and round-table discus-

sions for its next Association Day, featuring

advice from leading industry experts and

tailor-made peer-to-peer networking oppor-

tunities. The event will take place in Frankfurt

on Monday 25 May 2009 - the day before the

exhibition opens. Carina Bauer, IMEX Market-

ing and Operations Director, comments: ‘This

year’s programme has been designed to

cover the key areas of interest for association

delegates in order to guarantee that they will

take home some valuable lessons and new

ideas. IMEX is unique in that over 450, or

12.5%, of its hosted buyers are association

professionals.’

WWW.IMEX-FRANKFURT.COM

TASMANIA CREATES NEWINTERNATIONAL MARKETINGALLIANCE

Tasmania has formed a new international

strategic marketing alliance with the East

Malaysian state of Sarawak. The Tasmanian

Henrik von Arnold

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HEADQUARTERS 7

> H E A D Q U A R T E R S N E W S

Convention Bureau Chief Executive, Denise

Bradley, has indeed signed a Memorandum of

Understanding (MOU) between the Sarawak

Convention Bureau and the Tasmanian

Convention Bureau. The MOU provides for a

working partnership between both Bureaus

under which lead generation activities,

information sharing, sales and training

support will be undertaken for the mutual

benefi t of both destinations.

WWW.TASMANIACONVENTIONS.COM

TWO THINGS TO KNOW ABOUTSUNTEC SINGAPORE

Suntec Singapore International Convention

& Exhibition Centre recently announced the

expansion of its team with the appointment

of Arun Madhok as Director of Business

Development. Prior to his appointment at

Suntec Singapore, Madhok garnered exten-

sive experience in the airline and hospitality

industries. In other news, Suntec Singapore

has been conferred a Silver Award for ‘Best

Overseas Conference Centre’ at the Meet-

ings and Incentive Travel Industry Awards in

London last February. Suntec Singapore is

the fi rst Asian and only non-European venue

to win this title.

WWW.SUNTECSINGAPORE.COM

A NEWCOMER: SEOUL CONVENTION BUREAU

To actively respond to the stiffening global

competition for attracting meetings from

all over the world, Seoul launched the Seoul

Convention Bureau dedicated to meetings,

incentives, conferences and exhibitions.

The high value-added industry was recently

selected as one of the Korean government’s

17 new growth driver industries. The same

line of thoughts led earlier to the creation

of the Seoul Tourism Organization (STO)

tasked with managing the city’s convention

marketing.

WWW.MICESEOUL.COM

INGE TREMMEL JOINS ICS

International Conference Services (ICS) an-

nounced the appointment of Inge Tremmel,

CMP, as ICS Managing Director - Europe. Inge

will work with the ICS team at their Vancou-

ver Headquarters as of March 2009, before

she will initiate European representation of

ICS. Inge is a well-reputed and seasoned pro-

fessional in the conference industry with a

23 year track record of success both in sales

and management.

WWW.ICSEVENTS.COM

A BRAND NEW VENUE DOWNTOWN COPENHAGEN: TIVOLI CONGRESS CENTERIn summer 2010 will open at the heart of

Copenhagen a new conference center, Tivoli

Congress Center, and its adjacent thematic

companion, the 402-room Tivoli Hotel. Arp-

Hansen Hotel Group bought this centre city

site in the spring of 2008 and in partnership

with Danish architect Kim Utzon, set about

building this exciting edifi ce, which besides

2009 MEETINGS INDUSTRY FAIRSWORLDWIDE: MAKE YOUR CHOICE!

IMEX – Frankfurt // Messe Frankfurt

May 26-28 2009 – www.imex-frankfurt.com

CIBTM – Beijing // China National Convention Centre

September 8-10 2009 – www.cibtm.com

ACCESS – Vienna // Hofburg Vienna

October 5-6 2009 – www.access-austria.at

IT&CMA + CTW – Bangkok // Bangkok Convention

Centre at CentralWorld

October 6-8 2009 - itcma.com.sg

EIBTM – Barcelona // Fira Gran Via

December 1-3 2009 – www.eibtm.com

» FOR MORE HQ NEWS CHECK OUT THE RENEWED WEBSITE: WWW.HQMAGAZINE.EU

Arun Madhok

Inge Tremmel

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HEADQUARTERS 8

> H E A D Q U A R T E R S N E W S

a vast Congress Hall accommodating up to

2,500 delegates, boasts 2 auditoria with

seating capacity of 200 and 400, respective-

ly, along with a total of 20 larger and smaller

conference and meeting rooms catering for

groups of 6 to 180.

WWW.TIVOLICONGRESSCENTER.DK

WORK PROCEEDING ON SCHEDULE AT ADNEC’S EXCEL LONDON VENUEAccording to Abu Dhabi National Exhibitions

Company (ADNEC), work is proceeding on

schedule for the Phase 2 development of its

London exhibition complex - ExCeL London.

On completion of Phase 2 in spring 2010,

ExCeL London will be the largest exhibition

centre in the UK capital - even one of the

largest in Europe with a total exhibition fl oor

space of almost 100,000m2. ADNEC acquired

ExCeL London in May 2008 as the fi rst stage

of developing a world-wide network of state-

of-the-art exhibition and conference venues.

WWW.EXCEL-LONDON.CO.UK

WWW.ADNEC.AE

BRISBANE CONVENTION BUREAU NAMED QUEENSLAND’S BESTThe Brisbane Convention Bureau has taken

out the top title in Queensland’s business

events industry winning the best Metropoli-

tan Convention Bureau/Tourism Organisa-

tion category at the Meetings and Events

Australia Industry Awards (Queensland). The

Award win - the third of its kind for the Bu-

reau - recognises the Bureau’s commitment

to excellence and the outstanding results

achieved during the 2007-08 period.

WWW.BRISBANEMARKETING.COM.AU

KASSEL EXPANDS ITSCONFERENCE FACILITIESThe city of Kassel, in Germany, is planning

to strengthen its reputation as an attrac-

tive location for meetings and conferences

by expanding its conference centre, the

Kongress Palais Kassel. Led by a Kassel fi rm

of architects called Reichel, the project aims

to add 2,000m2 to the existing 5,000m2 of

the facility. Civic Conference Centre in Kassel

(TSK) Managing Director Peter Rey hopes the

expansion plans would be completed in time

for the World Solar Congress in 2011.

WWW.KASSEL-TOURIST.DE

AIM AND AIMS JOIN FORCESTwo of the leading European companies in

the congress and event management indus-

try, AIM and AIMS, announced last March

their synergic merger. Together they create

a strong international group with 400+ staff,

more than 125 million Euro turnover and of-

fi ces in 10 European countries and in China: a

new indubitable benchmark in the interna-

tional meeting industry.

WWW.AIMGROUP.EU

FIERA MILANO CONGRESSI AND THE HOTELS OF MILAN CREATE ‘DESTINATION MILAN’Fiera Milano Congressi, in conjunction with

hotels offering business facilities, has come

up with ‘Destination Milan’, a project aimed

at promoting Milan as a conference venue,

optimising all its areas of potential. A brand

that ‘brings together’ one of the Europe’s

conference organisers - Fiera Milano Con-

gressi, a company belonging to the Fiera

Milano Spa group created in 1994 to manage

convention centres - and 18 hotels equipped

with conference venues. Objective: to

guarantee the city’s ability to meet all needs,

catering also for small to medium confer-

ences and similar events, with top levels of

professionalism and service.

WWW.DESTINATIONMILAN.IT » SEND YOUR PRESS RELEASES TO PRESS@MEETINGMEDIA.EU

ExCeL London

Fiera di Milano

Brisbane

4780 HQ32.indd 84780 HQ32.indd 8 16-04-2009 16:05:3916-04-2009 16:05:39

Ghent

HQ> I A P C O

IAPCO: THE FITTING ENDOF ITS 40th ANNIVERSARYIAPCO, THE INTERNATIONAL ASSOCIATION OF PROFESSIONAL CONGRESS ORGANISERS,

HELD ITS ANNUAL MEETING AND GENERAL ASSEMBLY IN GHENT, BELGIUM, LAST FEBRUARY,

PROVIDING A FITTING END TO THE 40TH ANNIVERSARY YEAR OF THE ASSOCIATION.

REPORT CÉCILE CAIATI-KOCH

The program was very much driven by

IAPCO’s continuous search for self-improve-

ment and commitment to quality. About 65

members from all over the world attended

the meeting and showed a great interest in

the discussed subjects.

CSR issues of course appealed a great deal to

the audience, but my personal interest went

to the working group ‘How to make CVBs use

IAPCO members only’. The fi ndings of this

workshop were the following: perhaps IAPCO

should communicate even more and better

about itself and its standards in order to

obtain a better collaboration with convention

bureaus. Becoming member of a convention

bureau and playing an active role in its board

was another quite pertinent suggestion.

IAPCO’s Meeting Quality has developed into

a real programme: Jurriaen Sleyster, member

of the Quality Committee, gave an in-depth

presentation of the results of the quality

seminar programme. According to the study,

the members think they’re good as logistic

providers, but evaluate themselves less as

marketers. The self-assessment programme

gives members a good insight on how they

position themselves among their peers, thus

stimulating them to perform even better in

the future.

The keynote speaker, Robert Wright, of the

Davies Tanner Company (UK), explained

how to use PR to add value to an event or

business. To him, providing content is one of

the key factors in the media, and brand and

entertainment also play an important role.

The president of IAPCO, Patrizia Semprebene

Buongiorno, thanked the local organiser,

Semico in Ghent, and the host of the event,

Gent Congres.

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munikation.de

4780 HQ32.indd 94780 HQ32.indd 9 16-04-2009 16:06:0316-04-2009 16:06:03

HEADQUARTERS 10

CONVENTION CENTRESPLAY A CRITICAL ROLEIN ECONOMIC RECOVERY

Associations seldom cancel their conven-

tions, because they are such a fundamental

part of their raison d’etre and a big factor in

their annual budgets. However, there may

still be declines in attendance and associated

spending, which obviously has important

revenue implications to the host centre.

But this isn’t just about how well a centre

is doing, because the level of activity in a

centre is also an important factor in gauging

how the overall economy is progressing.

Convention centres are economic drivers,

and the kinds of events they accommodate

are key factors in everything from business

growth and investment to training, technol-

ogy and professional development. When

the centre is busy, it’s a sign that things are

moving ahead in these important areas.

When they’re not, it means that the kinds of

activities needed to stimulate growth and

development are simply not happening.

Meetings, conventions and exhibitions are

how the world shares information and builds

business relationships face to face. As a re-

sult, the level of activity in this sector is both

an indicator and a facilitator of economic

growth. In times like now, when the world

needs all the economic stimulation it can get,

we all need to think more creatively about

how we can encourage even more of these

kinds of events.

In fact, meetings are a big part of how the

current crisis is going to get resolved. People

need to get together, not just from the big

institutions, but also those representing

individual business areas as well, in order to

develop strategies for reconstructing their

business models.

They need to restore confi dence and comfort

levels in the market, and history has shown

that this is best done face to face. As a result,

anything we can do to promote and encour-

age these kinds of activities not only helps

the industry but supports overall economic

recovery as well.

And what can we do? For a start, we can

make it easier to develop, manage and pro-

mote these meetings. As centres, we need to

be working harder than ever to remove any

obstacles to staging events in our facilities,

recognizing the kinds of pressures our clients

are now under, and encouraging our suppli-

ers to do the same.

There is also a role for individual business

people and professionals to play in both

encouraging more diversifi ed events and

in helping attract them to their own city or

region. This traditional ‘ambassador’ role not

only encourages more productive meet-

ing activity overall, but can help individual

destinations build their profi le as a meetings

location.

Just as the “canary in a cage” was a symbol

for environmental quality, so the level of

activity taking place in convention centres

is a key measure of business activity and,

ultimately, economic recovery. More than

ever, facilities, clients and suppliers all need

to be working together to ramp up this kind

of activity as a way to help grease the wheels

of the economy.

LIKE MOST OTHER KINDS OF BUSINESS OPERATIONS, CONVEN-

TION CENTRES ARE HEADING INTO WHAT PROMISES TO BE A

VERY CHALLENGING YEAR. JUST HOW CHALLENGING WILL

DEPEND ON THE MIX OF BUSINESS THAT ANY PARTICULAR

CENTRE HAS.

TEXT EDGAR HIRT – AIPC PRESIDENT AND MANAGING DIRECTOR OF CCH,

CONGRESS CENTER HAMBURG

HQ> A I P C M E M B E R S S P E A K

MEETINGS ARE A BIG PART OF HOW THECURRENT CRISIS IS GOING TO GET RESOLVED.PEOPLE NEED TO GET TOGETHER

AIPC CONTACT DETAILS

marianne.de.raay@aipc.org

or www.aipc.org

Edgar Hirt

4780 HQ32.indd 104780 HQ32.indd 10 16-04-2009 16:06:1516-04-2009 16:06:15

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4780 HQ32.indd 114780 HQ32.indd 11 16-04-2009 16:06:2116-04-2009 16:06:21

HEADQUARTERS 12

HQ: Could you briefly describe ESTRO?

Muriel Hallet: ESTRO stands for European

Society for Therapeutic Radiology and Oncol-

ogy. The association was created more than

25 years ago and aims at clinicians, physi-

cists, biologists, technicians specialised in

radiotherapy and in a broader perspective

at anyone active in the Oncology fi eld. It has

around 5,000 members throughout the world,

even though we are a European organisation.

The key role of ESTRO is to ensure the inter-

national exchange of information and know-

ledge in the fi eld of radiotherapy. Therefore we

organise courses, conferences and congresses,

mainly in Europe but some of our teaching

activities take place all over the world.

Altogether, we organize 6 conferences on a

regular basis: four (PREVENT(1), ICHNO(2), GEC/

ESTRO(3) and our Biennial Conference) on

uneven years, for 200 to 2,500 participants,

and two (MIRO(4) and our Annual Congress) on

even years, for up to 5,000 participants.

HQ: What is the Society’s decision process

concerning the organisation of a congress?

Muriel Hallet: Generally speaking the confer-

ence/PCO department of ESTRO takes the

decision of where conferences and con-

gresses are going to take place according

to specifi c criteria. In case we can’t decide

between two destinations - and this can hap-

pen - we leave the decision to our Presidents

or the Board.

HQ: Where will the next congresses be held?

And why have you picked these destina-

tions?

Muriel Hallet: Our next conference will be

held in Porto in May 2009, for approximately

500 delegates. The decision process for this

conference was a bit different than usual as

we are dealing with a scientifi c group that

was used to organising the conference on

their own. This time, the scientifi c group pro-

posed three destinations: Brighton (instead

of London for budgetary reasons), Warsaw

and Porto. Warsaw was eliminated quite

quickly because of lack of availability; it was

a tight match between Brighton and Porto

which was fi nally won by the latter.

When it comes to choosing a destination,

there of course can be an indication from

our President or the board that we have to

follow. In general, we try not to have anyone

frustrated and to diversify our offer, so that

one particular geographical region is not

privileged to the disadvantage of another.

Destinations in Northern Europe have the

same chance to welcome us as destina-

tions in Southern Europe. However when it

comes to the Annual congress, it becomes

a challenge to fi nd a suitable venue in the

South offering the required capacities (5,000

participants, 8 rooms in parallel and 10,000

m2 of exhibition space). Nevertheless Barce-

lona met this challenge since they have been

selected for the 2010 Annual Congress.

In August-September 2009, the 10th Biennial

conference will take place in Maastricht. We

expect around 2,500 delegates. Maastricht

FOUNDED IN 1980, ESTRO EXISTS TO ADVANCE ALL ASPECTS OF RADIATION ONCOLOGY THROUGH A RANGE OF ACTIVITIES FOR ITS

MEMBERS, THE HEALTHCARE AND PATIENT COMMUNITIES. AND THEY OF COURSE ORGANISE EVENTS. MURIEL HALLET, EVENTS & INDUS-

TRY RELATIONS SENIOR MANAGER, TELLS US ALL ABOUT IT.

THE EUROPEAN SOCIETY FOR THERAPEUTIC RADIOLOGY AND ONCOLOGY

INTERVIEW WITH MURIEL HALLET

HQ> A S S O C I A T I O N P O R T R A I T

Exhibition area at ESTRO 27, Göteborg, Sweden

4780 HQ32.indd 124780 HQ32.indd 12 16-04-2009 16:06:2116-04-2009 16:06:21

HEADQUARTERS 13

has been in the bidding process for 6 years

and they were really eager to get this confer-

ence. The main problem, and the reason why

they have failed in the past, was their hotel

capacity. For the 2009 conference, they have

met the challenge by booking 90% of the

hotel capacity… So we fi nally have the op-

portunity to work together.

As for hotels, the majority of our participants

pay everything for themselves - a very small

number of delegates are sponsored - so

we use a limited number of 5-star hotels.

Students, for example, need affordable ac-

commodation.

HQ: When choosing a congress centre, what

criteria must it satisfy?

Muriel Hallet: A congress centre is the very

fi rst thing we look at in a destination. It comes

even before the convention bureau. The size

and capacity of the venue come fi rst. The

teams working there must be easy to work

with and have the ability to set up a confer-

ence in an effi cient way. Everything has to be

at reasonable walking distance. The services a

centre provides, the fl exibility it can boast and

the willingness to work with us are of course

aspects we take into consideration.

HQ: Do you work with a PCO or a DMC? Why?

What do you expect of them?

Muriel Hallet: ESTRO works with a PCO

when it comes to accommodation. A PCO

will always be able to negotiate better rates

and services, as we are a ‘one-shot buyer’.

They also usually provide a very good level

of service.

For other services, we usually don’t work

with a PCO but it all depends. If the PCO is

able to better negotiate prices than we would

on our own, then I don’t see the reason why

we shouldn’t work with a local PCO!

HQ: Do you foresee changes to the way in

which you operate over the next few years?

Muriel Hallet: There have already been many

changes so I would say fi rst let’s stabilise.

But I would always push for a change if it

is a constructive one. Associations can be

very conservative and being too conserva-

tive can prevent you from improvement and

innovation.

Nowadays more and more associations tend

to be better organised, in a more profes-

sional way. Organising conferences is a risky

business but when you do it properly and

you have a good market for it, it generates

important revenue. I strongly believe that

better organised associations serve the com-

munity to which they belong more effi ciently.

HQ: Have you been affected by the current

global crisis?

Muriel Hallet: Yes we have. Unfortunately

cancer does not decrease because of the

fi nancial crisis, but budgetary restrictions

do affect hospitals and mainly sponsors and

exhibitors. As very few of our participants

are sponsored, we probably suffer less than

others, but we can defi nitely feel an impact.

www.estro.org

(1) PREVENT: Prediction, Recognition, EValuation and Eradication of Normal Tissue effects of radiotherapy(2) ICHNO: International Conference on innovative approaches in Head & Neck Oncology(3) GEC/ESTRO: Groupe Européen de Curiethérapie / ESTRO(4) MIRO: Molecular Imaging in Radiation Oncology

> A S S O C I A T I O N P O R T R A I T

ESTRO EVENTS

2004GEC-ESTRO-ABS-ALATRO – Barcelona – 650 part.

ESTRO 23 – Amsterdam – 3,600 part.

2005GEC-ESTRO – Budapest – 550 part.

8th Biennial ESTRO Conference – Lisbon – 1,800 part.

2006ESTRO 25 – Liepzig – 3,850 part.

2007ICHNO – Barcelona – 1,100 part.

GEC-ESTRO – Montpellier – 550 part.

9th Biennial ESTRO Conference– Barcelona – 2,200 part.

2008ESTRO 27 – Göteborg – 4,450 part.

2009PREVENT – Brussels – 200 part.

2nd ICHNO – Barcelona – 1,100 part.

GEC-ESTRO – Porto

10th Biennial ESTRO Conference – Maastricht

2010MIRO – Brussels

ESTRO 29 – Barcelona

Muriel HalletPoster area at ESTRO 27 Plenary session at ICHNO, Barcelona

ORGANISING CONFERENCES CAN BE A RISKYBUSINESS BUT WHEN YOU DO IT, IT GENERATES IMPORTANT REVENUE THAT SERVES BETTER THE RADIOTHERAPY COMMUNITY

4780 HQ32.indd 134780 HQ32.indd 13 16-04-2009 16:06:3316-04-2009 16:06:33

MegaronAthens International Conference Centre

Vass. Sofias & Kokkali, Athens 115 21, GreeceT: +30 210 728 2000F: +30 210 729 0174

e-mail: maicc@megaron.grwww.megaron.gr

Megaron Athens International Conference Centre

…In a Class of its Own

The MAICC is an exceptional new meetings venue offering stunning aesthetics and cutting edge technology. A landmark in the centre of a most unique city, Megaron has a total offering of 143,000m2, a choice of 18 meeting spaces, expansive exhibition areas and sweeping foyers.

What’s more there’s a year round world-class performing arts programme so you can offer your delegates an unforgettable experience. Megaron. In Pursuit of Excellence. C

M

Y

CM

MY

CY

CMY

K

Megaron_AD_21_27cm_Fnl.pdf 3/20/07 3:16:03 PM

4780 HQ32.indd 144780 HQ32.indd 14 16-04-2009 16:06:5116-04-2009 16:06:51

HEADQUARTERS 15

HQ> R E S E A R C H

In the old days a speaker would take his own

slides along and make sure that they were

loaded into the carousel of the projector in

time for the presentation. Nowadays, things

are clearly different. Speakers are often

asked far in advance to submit their intended

presentations electronically; during the

actual conference the latest version can then

be added to the conference fi le. No more

collecting slides afterwards but just back to

conference-business-as-usual with, possibly,

a virus on your memory stick.

But what about intellectual property, e.g. the

copyrights on audiovisual materials such as

videos and PowerPoint presentations? What

will the conference organizers do with the

materials they so easily obtained, and who

will have access to this material? Which

guarantees do the conference organizers

offer in advance and what assurances does

the presenter have in terms of property

rights?

The Ubbo Emmius Colleghie of the Groningen

Convention Bureau has given these ques-

tions some thought and drawn up the follow-

ing advisory directives for both conference

organizers and speakers.

INTELLECTUAL PROPERTY DOCUMENT FOR CONFERENCE ORGANIZERSIn a system to protect the intellectual prop-

erty rights attached to audiovisual materials,

including PowerPoint presentations of speak-

ers, meticulous care and a clear and simple

speaker’s agreement are essential elements.

Publication rights in proceedings are usually

well protected by general copyright law, and

they are by and large owned by the publisher

who signed a publishing contract with the

conference organization. This is not the case

with audiovisual materials to be used during

the presentation at the conference itself. It

is therefore recommended to formulate a

clear policy on the basis of which rules can

be drawn up.

Determining the policy

The conference organizer has a choice of

various options, including e.g.:

+ Informing participants that no liability

whatsoever is accepted with regard to

submitted materials and their intellectual

property rights;

+ Setting up a series of measures that offer

protection against undesired and unau-

thorized use of PowerPoint presentations,

videos or other materials;

IN A WORLD DOMINATED BY ELECTRONICS AND DIGITAL COMMUNICATION, IT IS

PROBABLY WISE TO GIVE A THOUGHT TO THE PROTECTION OF INTELLECTUAL PROPERTY

IN THE WORLD OF CONFERENCES AND CONVENTIONS.

UBBO EMMIUS COLLEGHIE OF THE GRONINGEN CONVENTION BUREAU

INTELLECTUAL PROPERTY AND THE WORLD OF CONFERENCES AND CONVENTIONS

e

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HEADQUARTERS 16

> R E S E A R C H

+ Offering the assurance that all submitted

electronic material will be deleted imme-

diately after the session.

Standard Operating Procedure (SOP) for

employees of conference organizers

An Employees’ Manual - including volunteers

and people hired from third parties for the

duration of the conference - outlining the for-

mulated policy may be drawn up. A manual

of this kind is the practical translation of the

formulated policy.

Storage and deletion control

and verifi cation of e-documents:

documentation

Actions to be taken in matters involving

protection and liability require documenta-

tion. In such matters, the Quality Principle

(Care Principle) applies: ‘Write down what

you do and do what you have written down’.

There need to be documents, for instance,

for the handing over of the manual to em-

ployees and the receipt of instructions by the

employees.

Information to speakers

Speakers should add a copyright notice to all

their materials, e.g. on every single Power-

Point slide: © [year of publication] [author’s

name or name of the institution claiming the

copyrights], e.g. © 2009 Prof. Dr. W. Jansen.

It is also recommended to clarify what kind

of information will be put on the public

domain part of the website and what infor-

mation will remain restricted to the private

domain of the conference website.

Speaker’s agreement

A correct and clear speaker’s agreement is

crucial to the protection of rights and state-

ment of duties. A speaker’s agreement is a

formal legal document stating the obliga-

tions of best intents of both parties in clear

language.

Warranty provisions and liabilities

There is no such thing as ´zero risk´, particu-

larly not when dealing with electronic data

transfer. However, assurances that make the

signed agreement workable can be given

within reasonable limits. Warranties and relat-

ed liabilities can best be included in a clause

or paragraph in the speaker’s agreement.

INTELLECTUAL PROPERTY DOCUMENT FOR SPEAKERS AT CONFERENCES AND CONVEN-TIONS

People who speak at a conference are

usually invited to do so by the conference

organizers. A speaker needs to know his

obligations and rights. In view of this, correct

information and a clear speaker’s agreement

are crucial (Care Principle). The conference

organizers are responsible for the provision

of clear and unambiguous information and

for drawing up and providing a transparent

speaker’s agreement in which the ‘joys and

burdens’ are stated in a comprehensible

manner.

In addition to basic information such as time

and location of the conference, the duration

and the type of presentation, the framework

and the session within which the presenta-

tion is held, the need for an abstract and/

or a manuscript, travel and accommodation

allowances, conference costs, special ‘social

events’ etc., it should also include informa-

tion about the ‘fate’ of the presentation, from

the moment it is sent in or submitted to the

moment the conference ends.

Protection of presentations

Speakers are mostly asked to submit Power-

Point presentations or other electronic types

of presentation ahead of the actual confer-

ence date. This means that the author loses

sight of his presentation, i.e. loses control

over any use of this material that may be in

violation of intellectual property rights. He

must be informed ahead of time about what

will happen with the presentation after he

has submitted it, and how the presentation

is secured against abuse of and unauthor-

ized access. It is therefore important to add

at least a formal copy right symbol © to the

materials.

Temporary storage on the central

laptop/PC of the conference

organizers

Generally, conference organizers will store

materials temporarily on a central laptop

or PC in session fi les created especially for

the occasion. Access to these fi les needs

to be secured with unique passwords for

the duration of the storage. Obviously, this

means that both access codes and user

names of people who have access need to be

documented.

Destruction of the fi les after the

presentation session

Depending on the conference organizers’

policies, it may be decided to hold on to the

materials for a particular period after the

presentation, or to destroy them. It is recom-

mended to inform the speaker about the

policy and the conditions, and to include this

information in the speaker’s agreement.

Only keep and/or copy materials after

written permission of the owner/author

Possibly the speaker may not want his ma-

terials to be made available to third parties

without his knowing. It is therefore necessary

that the procedure to be followed in such

matters is clear in advance.

AUDIOVISUAL MATERIALS USED DURING THE PRESENTATION AT CONFERENCES ARE NOT PROTECTED BY GENERAL COPYRIGHT LAW.IT IS THEREFORE RECOMMENDED TO FORMULATE A CLEAR POLICY ON THE BASIS OF WHICH RULES CAN BE DRAWN UP

The full version of this article can be read on www.groningencongresbureau.nl/en/gcb/news/gcb-uec-groningen-manual-intellectual-property

4780 HQ32.indd 164780 HQ32.indd 16 16-04-2009 16:07:0716-04-2009 16:07:07

1735

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4780 HQ32.indd 174780 HQ32.indd 17 16-04-2009 16:07:0716-04-2009 16:07:07

HEADQUARTERS 18

Marcel Vissers: In Europe, we know Canada

mostly as dreary, cold and far too large to

live in. And I’ve not even heard a word men-

tioned about Vancouver!

Rick Antonson: There’s in fact something

to be said about this perception of many

Europeans. We’ve let this image exist for

much too long but over the past fi ve years

we’ve been showing other colours. We are

a country in which quality of life is highly

regarded and where ‘thinking green’ has

become a part of our daily conduct. In this

second largest country in the world, nature

predominates, with its spaciousness, healthy

air and abundance of green. All of these are

highly regarded values in these times. In the

last few years, Europeans have discovered

this aspect of our country, and each year

we’re seeing more and more visitors making

their way to Canada. And among the four

great Canadian cities, Vancouver has even

developed into a City-Trip-Topper. Vancouver

stands out by virtue of its location on the

ocean, its mild climate, and the city’s high

quality of life. In particular, Vancouver has

become a lively city, a city that has devel-

oped into a Lifestyle City. The old image no

HQ> T O U R I S M V A N C O U V E R

SEVERAL NEW, HIP CITIES HAVE APPEARED ON THE WORLD SCENE THAT HAVE RECEIVED

A LOT OF RESPECT IN A SHORT PERIOD OF TIME. AND THAT’S NOT DUE TO THEIR HISTORI-

CAL CHARACTER, BUT TO THE MANY INNOVATIVE PROGRAMS THAT THESE CITIES HAVE

RAPIDLY BROUGHT TO LIFE OR BETTER: TO THE VISION THEY HAVE DESIGNED FOR THE

CITY. THE PRINCIPAL CITIES ARE: VANCOUVER IN CANADA, SYDNEY AND MELBOURNE IN

AUSTRALIA, CAPE TOWN IN SOUTH AFRICA, AND DUBLIN IN EUROPE. THESE FIVE CITIES

HAVE THREE THINGS IN COMMON: SUBLIME LOCATION ON A NEWLY DEVELOPED WATER-

FRONT; LIVELY, INNOVATIVE AND MULTI-CULTURAL LIFESTYLE; AND ALL FIVE HAVE AN

INSPIRING CONGRESS CENTRE THAT EXCELS IN GREEN MEETINGS. WHICH IS WHY THEY’VE

ALL BECOME SUCCESSFUL CONGRESS DESTINATIONS TOO. I HAD THE GOOD FORTUNE TO

ENGAGE RICK ANTONSON, PRESIDENT AND CEO OF TOURISM VANCOUVER, IN A SPIR-

ITED CONVERSATION. GOOD FORTUNE BECAUSE RICK HAS A GREAT DEAL OF HISTORICAL

KNOWLEDGE AND HE WRITES A BOOK FROM TIME TO TIME AS WELL. AND HE’S A PARTICU-

LARLY IMPASSIONED STORYTELLER.

REPORT MARCEL A.M. VISSERS, EDITOR IN CHIEF

VANCOUVER LEADING CONGRESS CITY IN A LAND OF NEW VALUES

Rick Antonson

4780 HQ32.indd 184780 HQ32.indd 18 16-04-2009 16:07:1416-04-2009 16:07:14

HEADQUARTERS 19

> T O U R I S M V A N C O U V E R

longer fi ts! We’re going to really show the

new image in 2010, when the whole world will

be looking at us during the Vancouver 2010

Olympic and Paralympic Winter Games.

Marcel Vissers: I myself (and many others too,

I think) have a very limited historical knowledge

of Canada, and British Columbia in particular.

I know that you’re an expert in this field.

Rick Antonson: In comparison with Europe, we

have a young ‘western’ history, though our in-

digenous peoples have been host nations for

countless years. Often Europeans wonder at

the differences between Canada and the US,

the parliamentary system in our country and

our links to the Queen of England, our rich

fabric of multinationals which is characterized

as the ‘Canadian Mosaic’, the Canadian em-

phasis on diplomacy in foreign affairs, the in-

ventions few people know came from Canada:

Blackberry technology, basketball, telephone,

electric lightbulbs, and the reputation of Van-

couver as “Hollywood North” because of the

number of fi lms made here each year.

Marcel Vissers: The 2010 Olympic Winter

Games do indeed mean a lot for a region and

for a city. I’ve seen the promotional film, and

it certainly predicts big things for British

Columbia and Vancouver in particular.

Rick Antonson: First of all, there’s the open-

ing of the new extension to the Vancouver

Convention Centre, which will serve as the

International Media Centre for the Games.

The whole world will become familiar with

this iconic building. For us, the Winter Games

are the defi nitive, fi gurative springboard to

a larger reputation in the world. Vancouver

is already a well-known city in the congress

world. According to the ICCA (2007), we’re in

26th place, in front of other Canadian (North

American?) cities (only Montreal does better:

the UIA ranks it in 15th place). Everybody in

this city has their eyes on 2010. The world will

be watching. It’s catalysing a great solidar-

ity and future-directed thinking. And for

Vancouver? We have everything to entice a

congress delegate and also to make him or

her come back.

Marcel Vissers: How should I now view

Tourism Vancouver, Meetings & Conventions

in this overall picture?

Rick Antonson: Tourism Vancouver is a busi-

ness association representing approximately

1,050 members in tourism and related indus-

tries and activities. And we have a terrifi c

partnership with the Vancouver Convention

Centre. Our purpose is to effectively market

Metro Vancouver as a destination for leisure,

meeting and event travellers. Our goals are

to attract visitors to the region, encour-

age them to stay longer, and ensure they

return. This is done through the coordinated

group action of members and staff work-

ing together. On our (green) website, we

make a clear distinction between ‘Book Your

Meeting’ and ‘Service your Meeting’. This

last point is very important to us: fi rst of all,

it’s all about ‘building exceptional customer

relationships’.

Marcel Vissers: Green is paramount for

Vancouver. To what extent is this a market-

ing tool?

Rick Antonson: Future-oriented, responsible

thinking is indeed paramount for us, that’s

true. And green thinking is one example of

that. We’re a land of mountains, sparkling

ocean, cosmopolitan fl air and we’re espe-

cially a multicultural city. In no way do we

want to give up these values. For us, green

thinking and green meetings are actually put

into practice. They’re used less as marketing

tools - they are Vancouver’s reality. Did you

know, by the way, that Greenpeace was cre-

ated in Vancouver? In our Leadership report,

we say clearly that we’re ‘Green Vancouver’

… and that’s not black and white!

RICK ANTONSONPRESIDENT AND CEO OF TOURISM VANCOUVER

‘VANCOUVER HAS DEVELOPED INTOA LIFESTYLE CITY’

CONTACT

Richard Yore, Director of Sales ryore@tourismvancouver.comtel 604 631 2803

Dorte Ottesen, International Sales Manager

dottesen@tourismvancouver.com

tel 604 631 2853

Meetings & Conventions

Tourism Vancouver

www.tourismvancouver.com

Exceeding Expectations

A BestCities Global Alliance Member

False Creek

4780 HQ32.indd 194780 HQ32.indd 19 16-04-2009 16:07:1816-04-2009 16:07:18

HEADQUARTERS 20

AT THE BEGINNING OF APRIL THIS YEAR, ONE OF THE MOST

BEAUTIFUL EXTENSIONS TO AN EXISTING CONVENTION CENTRE

WAS OPENED. UNRIVALLED IN ITS LOCATION ON THE WATER-

FRONT, AND WITH ONE OF THE LARGEST LIVING GREEN ROOFS IN

THE WORLD, THE NEW VANCOUVER CONVENTION CENTRE HAS TAKEN A BIG STEP TOWARDS THE

FUTURE. AN EXPERIENCED INDIVIDUAL IS IN CHARGE OF A PRESTIGIOUS UMBRELLA PROJECT:

VANCOUVER CONVENTION CENTRE EXPANSION. WE HAD A LIVELY AND FROM TIME TO TIME A

PHILOSOPHICAL-HUMOROUS CONVERSATION WITH THE PRESIDENT AND CEO, WARREN BUCKLEY.Warren Buckley

HQ> V A N C O U V E R C O N V E N T I O N C E N T R E

Marcel Vissers: After years of success

leading Suntec Singapore, you’re back

in your native land leading another

large project in Vancouver. I see a happy

Warren Buckley sitting before me.

Warren Buckley: You would probably have

seen a happy Warren Buckley sitting in

Singapore, too. I had a great time there, with

so many new experiences that I can put to

very good use here. But I must honestly admit

that it’s really good to be back in my home

country. I have the feeling that I’ve embarked

on a new youth in my career. The project that

I’m leading in Vancouver is more than the

Convention Centre alone.

Marcel Vissers: Indeed, I read here about ‘BC

Place’ as well?

Warren Buckley: The Olympic Winter Games

are just around the corner, and we mustn’t

lose a moment in showing the world this

unique event in all its beauty. So, the City

of Vancouver has drawn up a master plan

for 2015. There are three large investors

involved in the project: the Federal Govern-

ment, the province of British Columbia, and

the public sector. BC Place is a world-class

venue that was erected in 1983 and has an

air-supported dome. In 2011, we’ll unveil an

innovative, energy-saving retractable roof.

It will become the home of the greatest mo-

ments in BC’s sports history and future host

of the 2010 Winter Olympic Games’ opening

and closing ceremonies. You should also look

at the Convention Centre’s new extension in

this context. Building for a new world. More

than ever before, we want to put Vancouver

and Canada on the global map!

Marcel Vissers: How do you see the

Vancouver Convention Centre’s future?

Warren Buckley: When we look at the suc-

A CONVENTION CENTREFOR A NEW WORLD

4780 HQ32.indd 204780 HQ32.indd 20 16-04-2009 16:07:3616-04-2009 16:07:36

cesses that were achieved in Barcelona and

Sydney where the Olympic Games were also

held then, I see a great future in store for

Vancouver as a destination. The Vancouver

Convention Centre with its Five Sails is already

a Vancouver landmark. And we’re also an

award-winning Centre. There are more than

7,000 bedrooms on walking distance from the

Convention Centre. And a new hotel on the

site in under construction.

We’re now resolutely taking the global lead

for everything concerning sustainability. The

building is a fi ne example of this. We’re also

very strong in the area of congress bidding.

My image of the Centre’s future is extremely

positive.

THE HIGHLIGHTS OF THE VANCOUVER CONVENTION CENTRE’S ABILITY TO HOST GREEN MEETINGS, OR ‘ZERO-WASTE’ EVENTS

The new expansion is constructed to LEED (Leadership in Energy and

Environmental Design) Gold standards and is at the forefront of environmental

design and sustainability.

Key Green Design features:

+ Marine habitat design built into foundations

+ Seawater heating and cooling and on-site water treatment

+ On-site grey and black water recycling systems

+ Use of natural light and natural ventilation

+ Carbon neutral by 2010

+ Zero-waste targeted via reducing, reusing and recycling

+ Current facility-wide recycling program recovers nearly half of the total volume

of waste generated.

+ Source fresh, locally and organically produced foods for ‘scratch’ kitchens

+ Sustainable BC forest products are key in the design of the expansion.

Many of the interior walls and ceiling details showcase BC wood products, featuring

fi r and hemlock

GOING GREEN ENVIRONMENTAL SUSTAINABILITY

If you’ve ever had the chance to listen to Catherine Wong, Vice President Operations, on

the topic ‘Going Green Environmental Sustainability’, you know how passionate she is

about the Vancouver Convention Centre. During the last AIPC congress in Singapore, I

sat listening to her with my mouth open. That was also the beginning of my fascination

with one of the world’s largest green roofs better known as the ‘Living Roof’ whose most

prominent features are:

+ A 6-acre (2.4 hectares) green roof

+ Housing over 20 species from the Northwest, totalling almost 400,000 indigenous

plants and grasses

+ Grown in lava rock, topsoil and gravel approximately 6 inches deep

+ Drainage and water recovery systems collect and use rainwater as irrigation

WE HAVE MORE THAN 7,000 BEDROOMS ON WALKING DISTANCE FROM THE CONVEN-TION CENTRE

> V A N C O U V E R C O N V E N T I O N C E N T R E

Ken Cretney

Ken Cretney is the new GM of the Vancouver

Convention Centre. Because I was so inquisitive

about the living green roof of the new extension,

he led me on a tour of the convention centre. We

took the stairs, and fi nally (breathless) reached

the roof. I saw the grass growing I swear! Sheep

and goats could graze on it. To my mind, this is the

loveliest green work of art that there is.

Ken is of the same opinion: “We’re a conference

centre, but especially a waterfront building where

three things predominate: glass, light and water. The

wood comes from the region, the glass from over-

seas, and the water is from Vancouver. Delegates

will have the time of their life here. But a Centre is

more than materials you also have to infuse it with a

soul. That’s why we devote so much attention to art

(literally) and service. I myself come from the hotel

sector, and I adhere to the notion that a conference

centre must be managed like a hotel. There’s only

one difference between the two: there are no guest

rooms. Delegates can’t sleep here, except on their

chairs during the congress...”

A CONGRESS CENTRE IS A LITTLE LIKE A HOTEL

Vancouver Convention Centre Ballroom View

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HEADQUARTERS 22

HQ> V A N C O U V E R H O T E L S & V E N U E S

THE LARGEST CONFERENCE HOTELS IN VANCOUVERWhether it’s a large citywide event or a small

conference, fi nding the right convention hotel is

an all-important task, and in Vancouver it’s easy!

In the downtown area alone, there are more than

15,000 hotel rooms with hundreds of thousands

of square feet of meeting space to accommodate

your event. We visited four of the city’s largest

conference hotels, all located in the city centre

within walking distance of the newly expanded

Vancouver Convention Centre:

A LANDMARK HOTEL: THE FAIRMONT HOTEL VANCOUVERA landmark hotel, the Fairmont Vancouver Hotel

is the perfect venue for meeting in the midst

of Vancouver luxury: close to Stanley Park and

Vancouver’s restaurants, bars, shops and sports

stadiums. The hotel houses 556 guest rooms, and

meeting facilities that include 2 grand ballrooms

and 12 function rooms with 3500m2 of meeting

space.

www.fairmont.com/hotelvancouver

A TOWER HOTEL: SHERATON VANCOUVER WALL CENTRE The largest hotel in Vancouver, the Sheraton

Vancouver is a luxury high-rise business facility in

the heart of Vancouver’s shopping and entertain-

ment areas, surrounded by the trendy Robson

Street and Yaletown boutiques, outdoor Markets

and art galleries. The hotel has 736 guest rooms

along with meeting facilities that include a trio

of ballrooms, 35 meeting rooms and 4600m2 of

meeting & exhibition space.

www.sheratonvancouver.com

A DOWNTOWN RESORT HOTEL: THE WESTIN BAYSHOREOn the shores of Coal Harbour, overlooking

Stanley Park, the Westin Bayshore offers the best

of both worlds: an invigorating urban lifestyle and

a relaxing resort-like experience. The hotel has 511

guest rooms with 5600m2 of meeting space that

includes the largest ballroom in Western Canada

and 35 meeting rooms.

www.westin.com/bayshore

A DOWNTOWN LUXURY HOTEL: THE HYATT REGENCYSurrounded by the bustling business center -

moments from shops and entertainment - the

Hyatt Regency is the ideal starting point to

explore everything this dynamic city offers. The

hotel boasts 644 guestrooms and over 4200m2

of function space including 30 meeting rooms,

two ballrooms and unique rooftop venues with

breathtaking views.

www.vancouver.hyatt.com

WHAT TO VISIT? WHERE TO ORGANISE AN EVENT?There are countless unique venues in Vancouver and

they all offer something you won’t fi nd anywhere

else – a place to visit and meet. These venues can

host groups as small as 50 to events of 1000 or

more attendees. We visited 9 such venues, and each

is as exciting to visit as it is to host an event at:

BC PLACE In 2011, BC Place will unveil an innovative, energy-

saving retractable roof. A world-class venue since

the raising of its air-supported dome in 1983, BC

Place will continue to make history with a modern

state-of-the-art, sustainable design. Nestled in

the heart of one of the most beautiful, pristine,

and active cities in the world, Vancouver, British

Columbia, BC Place is a place where the commu-

nity comes to live their dreams. It is the home to

some of the greatest moments in BC’s sports his-

tory and future host of the 2010 Winter Olympic

Games Opening and Closing Ceremonies.

www.bcplacestadium.com/

VANCOUVER: TRENDY CONGRESS CITY

VANCOUVER IS A FAVOURITE CITY TRIP TOWN IN CANADA SIMPLY BECAUSE IT HAS

EVERYTHING THAT A DEMANDING VISITOR IS LOOKING FOR THESE DAYS. ON TOP OF

THAT, YOU’RE BOUND TO HAVE MILD WEATHER IN VANCOUVER. I VISITED THE CITY FOR A

COUPLE OF DAYS IN THE COMPANY OF AN EXCELLENT HOST: RICHARD YORE, DIRECTOR

OF SALES, MEETINGS & CONVENTIONS, FOR TOURISM VANCOUVER. HE HAD ME ENJOY

THE CITY AS IF I WAS A WEEKEND CONGRESS DELEGATE. WE TOOK A LOOK AROUND THE

FOUR OF THE LARGEST CONFERENCE HOTELS AND VISITED ALL OF THE SPECIAL VENUES

THAT VANCOUVER HAS TO OFFER.

Fairmont Hotel Vancouver Westin Bayshore Sheraton Wall Center Hyatt Regency

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HEADQUARTERS 23

> V A N C O U V E R H O T E L S & V E N U E S

THE UBC MUSEUM OF ANTHROPOLOGYDramatic and intimate spaces at the Museum of

Anthropology can be rented during non-public

hours for meetings, weddings, receptions, dinners,

cultural performances, awards ceremonies, work-

shops, and salmon barbecues - all with opportu-

nities for exclusive enjoyment of the Museum’s

Galleries and stunning ocean views. In late spring,

the Michael M. Ames Theatre, including a stage

and multimedia projection suite, will reopen.

This newly refurbished space presents an ideal

venue for workshops, lectures, seminars, and fi lm

screenings for up to 90 guests.

www.moa.ubc.ca/index.php

THE VANCOUVER ART GALLERYThe Gallery stands in the centre of a city recog-

nized as a nurturing ground for artistic talent.

Through cutting-edge exhibitions, they feature the

work of leaders in the fi eld of contemporary art

and Vancouver’s internationally renowned artists,

including Jeff Wall, Ian Wallace, Stan Douglas,

Rodney Graham, Roy Arden and Brian Jungen,

serving as a portal for their remarkable achieve-

ments while furthering British Columbia’s artistic

legacy. The Gallery also houses the magnifi cent

works of signifi cant historical artists, including the

most extensive collection of the work of Canada’s

beloved Emily Carr.

www.vanartgallery.bc.ca/index.html

THE ORPHEUM THEATREOriginally opened in November 1927 as a

vaudeville house, the Orpheum was the largest

and most opulent theatre on the Pacifi c Coast.

The City of Vancouver purchased the theatre in

1974 and undertook a complete restoration of

the theatre’s interior. The Orpheum re-opened in

1977 as the permanent home of the Vancouver

Symphony Orchestra and a restored concert hall

that hosts a variety of pop, classical, choral and

chamber recitals. It is also an ideal venue for

concert recordings, conference sessions, seminars

and fi lm shoots.

www.vancouver.ca/Theatres/

STANLEY PARKStanley Park is recognised internationally as

one of the world’s great parks. Vancouver’s fi rst

park and one of the city’s main tourist attrac-

tions, Stanley Park is an evergreen oasis of 400

hectares close to the city centre. Its natural west

coast atmosphere provides a backdrop of majestic

cedar, hemlock and fi r trees, transporting visitors

to an environment rich in tranquillity. There is

always something happening in the park check the

Events Calendar for listings.

www.city.vancouver.bc.ca

VANCOUVER AQUARIUMPromising to ‘Engage, Amaze and Inspire’ visitors,

the Vancouver Aquarium is a self-supporting

non-profi t association dedicated to the conserva-

tion of aquatic life. Groups hosting an event at

the Vancouver Aquarium directly support the

Aquarium’s efforts. The Catering & Events team

has developed a number of initiatives designed to

reduce impact on the environment. These include

success stories like the ‘Zero Waste to Landfi ll’

events or the commitment to 100% compliance

with the Aquarium’s own sustainable seafood

program, Ocean Wise. The team will also work

with you to provide custom-designed menus, high-

lighting local cuisine and ingredients to reduce the

carbon footprint.

www.vanaqua.org

CAPILANO SUSPENSION BRIDGEYou breathe in the cedar-scented rainforest air as

you make your way across Vancouver’s famous

landmark. Only minutes away from Vancouver’s

city centre, Capilano Suspension Bridge takes

you to the natural splendour of rainforest trails

through magnifi cent evergreens and the unique

perspective of Treetops Adventure, a walk high in

the trees.

www.capbridge.com

GROUSE MOUNTAIN,THE PEAK OF VANCOUVERGrouse Mountain is a year-round mountaintop

playground offering exceptional recreation and

magical views of Vancouver. Just 15 minutes from

Vancouver’s city centre, Grouse Mountain offers

customised recreational options for every season,

along with the technical and presentation tools

to support any business meeting. There are full

catering capabilities as well as a choice of unique

venues, from intimate to large.

www.grouse-mountain.com

THE MORRIS J. WOSK CENTRE FOR DIALOGUEThe Morris J. Wosk Centre for Dialogue is a

conference centre dedicated to understanding

effective communication. The only facility in

BC certifi ed by the International Association of

Conference Centres, it adheres to the highest

standard of conference meeting space. Since its

opening in September 2000, the Centre has been

the catalyst for issues ranging from restorative

justice and international law to health care to art.

Innumerable smaller but important conversations,

arbitrations and seminars take place there daily.

www.sfu.ca/dialog/

Stanley Park Vancouver Aquarium Capilano Suspension Bridge The Morris J. Wosk Centre for dialogue

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HEADQUARTERS 24

HQ> V A N C O U V E R C A S E S T U D Y

‘The Transplantation Society is an inter-

national forum for the worldwide advance-

ment of organ transplantation and it or-

ganises a world congress every two years.’

That’s how the engaging Professor Dr. Paul

Keown, who is member of the University of

British Columbia, sums up the world congress

that will be held in Vancouver in August 2010.

He is the Chair of this 23rd Congress. He also

had me understand immediately that, in the

preparation and follow-up of the congress

– from bid to chair, if you will – the Vancou-

ver Convention Bureau has been a great

and active support. And he mentioned the

individual by name: Richard Yore, Director of

Sales, Meetings and Conventions

Marcel Vissers: Professor, how should I pic-

ture ‘The Transplantation Society’?

Paul Keown: You will undoubtedly remem-

ber 1967, when South Africa’s Dr. Christiaan

Barnard accomplished the world’s fi rst

human heart transplantation. Since then,

this medical speciality has undergone an

unprecedented evolution and local, national

and regional transplantation associations

have sprung up all over the world, including

in Canada. You should view TTS as a coordi-

nating organisation that gathers together all

possible disciplines around transplantation.

The bi-annual world congress is a good exam-

ple of TTS’s activities. Our very fi rst congress

was in 1966 in Paris.

Marcel Vissers: And how would you explain

organ transplantation to our readers?

Paul Keown: Organ transplantation is a suc-

cessful therapy for end-stage organ failure

of the kidney, liver, heart, lung, pancreas or

intestine. Transplantation of cells and tissues

is the most recent great gain in this medical

discipline. The access of patients to transplan-

tation therapy varies widely across the globe,

partly determined by the underlying level of

economic development in different countries

and partly determined by other factors such

as the availability of organs. And it is to the

Transplantation Society’s great credit that it

has decided to seek to address global inequi-

ties in transplantation therapy in order to

facilitate appropriate access to transplanta-

tion for all patients who would benefi t.

Marcel Vissers: And then suddenly there’s

the good news that TTS is organising the bi-

annual congress in 2010 in Vancouver!

Paul Keown: Suddenly is not really the right

word. As is the case for all large medical

congresses, the preparatory route is a long

one and requires the cooperation of all kinds

of local and national organisations. We’ve

been planning this congress for six years.

And here I should pay high tribute to the

Vancouver Convention Bureau, which has

helped us enormously in drawing up the bid

and pulling in the congress. There’s a lot of

hard work involved in bringing more than

4000 delegates to a city. Especially lots of

collaborative work!

Marcel Vissers: Was it an easy decision for

the council?

Paul Keown: We have a very democratic

decision-making process when a decision

needs to be taken about where the world

congress is to be held. It always begins with

a call for bids. TTS’s council has made a

number of important alterations to the way

in which its congress will be organised in the

future. I suggest you take a look at the TTS

website under the category ‘Call for bids for

congress venues’. Whoever submits a bid

should of course also have quite a bit to offer

in the way of local transplantation expertise.

You should be able to show credibility. The

host country and the convention centre need

to be able to provide top guarantees to the

organiser. And the local or national associa-

tion needs to demonstrate that it has worked

innovatively. Fortunately, we in Canada - and,

more specifi cally in Vancouver - are very

strong in this area.

Marcel Vissers: Do you work with a PCO in

Vancouver?

Paul Keown: We have a number of very good

PCOs and DMCs in Vancouver. For the con-

gress in 2010, we’ve selected International

Conference Services. As you undoubtedly

know, it’s an internationally renowned PCO,

specialised in the organisation of superior

congresses, particularly in the medical fi eld.

Marcel Vissers: The destination and the ven-

ue are also important for a world congress.

As a resident of Vancouver, how do you your-

self view your city and conference centre?

Paul Keown: First of all, I should say that our

congress in 2010 is the same year (albeit a

different month) that Vancouver is hosting

the Olympic Winter Games. Which is already

an attraction in its own right. And this year,

in April, the new extension of the Vancouver

Convention Centre will open, which will also

provide suffi cient exhibition space for our

congress. That’s an iconic event. Vancouver

is consistently ranked as one of the world’s

most beautiful cities. It is a city of stunning

natural beauty - nestled between the

snow-capped Coastal Mountains and the blue

waters of the Pacifi c Ocean - as well as being

a cosmopolitan city, bustling with activity. In

Vancouver, you can golf, swim and ski all in

the same day, if you’re so inclined!

INTERVIEW WITH PROF. DR. PAUL KEOWN, CHAIR OF THE CONGRESS IN 2010

A WORLD CONGRESS ONTRANSPLANTATION IN VANCOUVER

PAST AND FUTURE TS CONGRESSES2016 XXVI Open bid – expectation: 5,000 delegates

2014 XXV San Francisco, USA

2012 XXIV Berlin, Germany

2010 XXIII Vancouver, Canada (approx. 4,500 delegates)

2008 XXII Sydney, Australia (4,400 registrants)

Professor Dr. Paul Keown

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ExperienceExperience Venue West’s excellence – we’ve been in business for more than 38 years, serving the needs of Associations and Congresses. We are a full service company – conferences, trade shows, events, and tours - and our mission is to deliver outstanding results.

InternationallyVenue West is part of an international network that provides conference services around the world. So whether you’re coming to Vancouver, or Mexico City, or Nice, or Singapore, we have the expertise and the drive to make your meeting the best it can be.

Let us take care of the details (and meet the deadines)!

C O N F E R E N C E S E R V I C E S

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HEADQUARTERS 26

HQ

WHISTLERFrom Vancouver, a scenic 90-minute drive

north along the Sea to Sky Highway leads

to Whistler, North America’s #1 ski resort.

Along the way are excellent photo and

hiking opportunities, including spectacular

Shannon Falls and the stunning Stawamus

Chief rock face. Once in Whistler, stroll the

cobble-stoned streets, enjoy a wide selec-

tion of restaurants and outdoor cafés, or

take in year-round special events and street

performers. Winter activities include world

famous skiing, snowboarding, snowmobiling

and snowshoeing on Whistler and Blackcomb

Mountains. In the summer, enjoy champion-

ship golf, hiking, mountain biking, canoeing,

guided nature walks, swimming, and other

watersports.

VICTORIA & VANCOUVER ISLANDVictoria, BC’s capital city, is accessible from

Vancouver by passenger/vehicle ferry,

fl oatplane or helicopter. Better yet, take a

whale watching tour in an open vessel and

sea Orca whales, sea lions, and other marine

wildlife. In Victoria, experience the old

English charms with double-decker bus ride

or traditional afternoon tea at The Fairmont

Empress hotel. Other attractions include the

Parliament Buildings and Butchart Gardens.

Just north of Victoria, there are wineries in

Cowichan Valley, native totems in Duncan,

and art galleries in Chemainus.

VANCOUVER - ALASKA CRUISE Vancouver serves as the home port for the

renowned thousand-mile Inside Passage

cruise, offering some of the world’s most

spectacular scenery. Passengers will be en-

thralled with the wondrous maze of forested

islands, glacier-carved fjords and Southeast

Alaska’s most popular, frontier-friendly ports.

ROCKY MOUNTAINSWhether you are looking for peace and

solitude or outdoor adventure, travel on-

board the Rocky Mountaineer train & head

to the breathtaking Canadian Rockies. Here,

the landscape is as diverse as the views are

spectacular. You’ll discover cool glaciers and

natural hotsprings, dense forests and wide

open meadows. And there is plenty to do,

everything from hiking, mountain biking and

horseback riding to canoeing, kayaking, and

fi shing.

OKANAGAN VALLEYSituated in central British Columbia, the

Thompson-Okanagan region is one of the

province’s most beautiful and best-kept

secrets. With its green valleys, bountiful

orchards, crystal clear lakes and mountain

resorts, the area abounds with things to do

and see year-round. From wine tasting tours

to whitewater rafting, golfi ng and sailing to

skiing and snowboarding, the Okanagan Val-

ley has it all.

VANCOUVER, SPECTACULAR BY NATURE

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VISITING ONE OF THE NATURAL TREASURES IN THE VICINITY OF VANCOUVER, BRITISH CO-

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FLIGHT TO VICTORIA, THE CAPITAL OF BRITISH COLUMBIA, IS AN UNFORGETTABLE SPEC-

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OF THE HISTORY OF CANADA AND OF BRITISH COLUMBIA IN PARTICULAR.

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4780 HQ32.indd 264780 HQ32.indd 26 16-04-2009 16:09:0616-04-2009 16:09:06

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4780 HQ32.indd 274780 HQ32.indd 27 16-04-2009 16:09:3116-04-2009 16:09:31

Vancouver

ONE OF THE WORLD’S PREMIER MEETING AND CONVENTION DESTINATIONSBring your next meeting or convention to Vancouver and discover why this spectacular city is consistently rated as one of the best places in the world to live and one of the top delegate draws. Vancouver offers exceptional cuisine, first-class hotels and outstanding facilities including our award-winning, recently expanded convention centre.Make Tourism Vancouver your first point of contact for a successful meeting. We provideassistance with securing guestrooms and meeting space, bid presentations, siteinspections, delegate air services, promotional material and other convention services.

Contact Richard Yore in the Meetings & Conventions departmentat ryore@tourismvancouver.com or 604.682.2222 or visitour website tourismvancouver.com.

4780 HQ32.indd 284780 HQ32.indd 28 16-04-2009 16:09:3216-04-2009 16:09:32

HQ

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THOUGH IT’S SOMETIMES HARD, THE HQMAGAZINE.EU TEAM IS THRIVING TO BE THE

BEST. THAT’S WHY WE ALSO LIKE TO PROMOTE THE BEST DESTINATIONS WHERE TO

HOLD CONGRESSES AT. VANCOUVER AND MELBOURNE, ON WHICH WE HAVE WRITTEN

EXTENSIVELY IN THIS ISSUE, ARE PART OF THE BEST CITIES GLOBAL ALLIANCE.

BUT WHAT IS THAT ABOUT EXACTLY? LET’S FIND OUT!

DO YOU KNOW THE BEST CITIESGLOBAL ALLIANCE?

Comprised of Cape Town, Dubai, Singa-

pore, San Juan, Copenhagen, Edinburgh,

Melbourne and Vancouver, the Best Cities

Alliance has established the meeting indus-

try’s fi rst global Client Service Charter which

guarantees member convention bureaus

service levels built around fi ve key attributes:

reliability, assurance, innovation, empathy,

and responsiveness.

It’s almost like meeting planners can select

a ‘best city’ with a blind eye: choosing a

‘best city’ partner guarantees the highest

possible standards in the provision of expert

information on the destination, specialist

assistance in planning and putting together a

bid package, assistance in the initial planning

stages of a convention, maximising delegate

attendance, and providing value added

services onsite to complement an event.

What else could you dream of?

On a digital note, the Alliance website comes

complete with a RFP booking engine, and

provides meeting planners, who increasingly

rely on internet-based information, with

guidelines and tips for planning a meeting,

incentive, convention or exhibition.

Stay tuned: we will keep you updated on this

Best Cities Alliance on www.hqmagazine.eu!

And if you would like to receive sample

copies of the reports on Vancouver and/or

Melbourne, please contact

cecile@meetingmedia.eu

www.bestcities.net

Melbourne

> B E S T C I T I E S

4780 HQ32.indd 294780 HQ32.indd 29 16-04-2009 16:09:5416-04-2009 16:09:54

HEADQUARTERS 30

In trade associations, IT is not only part of

the way our organisations are managed from

an administrative and project management

standpoint. IT should also be conceived as a

tool to improve our services or even create

new ones. As part of service provision to

members, remote technology and web 2.0 of-

fer a diverse array of opportunities by, in par-

ticular, allowing greater information tailoring,

service customisation and interactivity. The

fi rst and most important use of IT investment

for a trade association is its website. Bro-

chures, fl yers, business cards now need to be

complemented by more interactive presenta-

tion materials.

At the International Fertilizer Association

(IFA), we recently revamped our website en-

tirely and opted for a content management

system. With such a team structure in place,

any IFA staff member can create and edit

web pages. This decision marked an impor-

tant change in our association’s culture. The

website is now no longer the webmaster’s

turf. Providing content is everybody’s respon-

sibility. fertilizer.org now has become a one-

stop information place to communicate with

all stakeholders, from members to journalists

and the general public. Our primary audience

is our membership. To reach out to them in

INFORMATION TECHNOLOGY HAS BECOME A NECESSITY OF THE BUSINESS WORLD THAT

IS GRADUALLY BECOMING INTEGRATED INTO TODAY’S CORPORATE AND IT STRATEGIES.

THIS LEVEL OF ALIGNMENT IS REMARKABLE AND AFFECTS ALL OF US IN OUR DAILY

PERSONAL AND PROFESSIONAL LIVES.

TEXT LUC MAENE - ESAE PRESIDENT AND DIRECTOR GENERAL OF THE INTERNATIONAL FERTILIZER ASSOCIATION

THE KEY ROLE OF INFORMATION TECHNOLOGY

LOOKING BACKESAE/EMIF ASSOCIATION PROGRAMME MARCH 18, 2009 - TOUR & TAXIS, BELGIUMIN CONJUNCTION WITH

ESAE was pleased to partner with EMIF in

Brussels on 18 March, 2009 for a fi rst-of-

its-kind dedicated association programme.

We’d like to thank all delegates and

speakers who helped make this a valuable,

content-rich morning and a basis for part-

nership building.

‘Strategies for challenging times: building

your thriving association’ was the theme

giving speakers and participants the chance

to discuss the challenge of members’ en-

gagement in today’s climate. Gérard Legris,

Head of Unit at the European Commission,

provided new insights into the workings of

the organisation. We also welcomed Karin

Wouters who offered fi rst-hand case studies

on crisis management.

SAVE THE DATES!ESAE provides a range of opportunities

throughout the year to develop and ex-

change your knowledge and understanding

of issues affecting European associations.

> 16 JUNE, 2009 - BRUSSELS, BELGIUM > MORNING MASTERCLASSEmbracing the Revolution: Building the

Association’s Innovation Capacity Jeff

E S A E C A L E N D A R 2 0 0 9

a more personalised manner, a member-only

section was created that addresses mem-

bers’ information needs. To improve further

interactive and remote collaboration, we have

also just started using online workspaces for

document sharing, such as MS Live Work-

space. Our overall communications strategy

now tackles the challenge of improving our

web presence, in particular through web 2.0

tools (YouTube, SlideShare, LinkedIn, etc.)

In addition, we are currently trying to im-

prove our internal knowledge management

by using project management and team

workspaces, such as MS Sharepoint, to com-

municate better among ourselves, collabo-

rate more effectively, improve workfl ows and

Luc Maene

4780 HQ32.indd 304780 HQ32.indd 30 16-04-2009 16:10:3016-04-2009 16:10:30

facilitate administrative procedures.

The next step in our efforts will be to lever-

age IT in the context of our events. So far,

we have been using limited new technology.

The format of the IFA meetings has remained

quite traditional because IT has not yet de-

livered innovative solutions that can replace

face-to-face networking. We are, however,

exploring the possibilities of making greater

use of tele/web-conferencing for smaller

meetings. In fact, the power of new technolo-

gies can be utilised for trade associations to

communicate better among themselves. In

this capacity, ESAE is tasked with an impor-

tant role: to bring together information from

its members and share it widely through its

website and other interactive means.

HEADQUARTERS 31

HOW USING THE LATEST SOFTWARE CAN HELP SIMPLIFY ADMINISTRATION AND

IMPROVE COMMUNICATION BEFORE, DURING AND AFTER AN EVENT.

TEXT SIMON YOUNG

Organising any type of event nowadays involves using some type of technology to proc-

ess data. However it cannot be underestimated the number of people in the industry who

are still totally mystifi ed or baffl ed as to what the latest technological developments are

and more importantly how it impacts on them or their future business.

Most event organisers would consider themselves familiar with the Internet and

perhaps use it on a daily basis. However few are taking full advantage and utilising

web based technologies to improve their overall business effi ciency and increase

results. Searching for a venue on-line or offering web registration just scratches the

surface of what is now possible.

MAKING THE MOST OF THE INTERNETTotally web-based solutions provide dedicated event websites to manage the whole event

from start to fi nish using the Internet. This means no software installations on individual

computers at the offi ce relying on one person to do everything. The benefi ts of this type

The power of new technologies can be utilised for trade associations to communicate better among themselves

THE LATEST TECHNOLOGY REVOLUTIONISING THE EVENTS INDUSTRY

de Cagna, chief strategist and founder of

Principled Innovation LLC. You will explore

the unprecedented revolution taking place

in the broader operating environment,

helping you make the case for innova-

tion. You will distill key ideas and insights

from an innovation case study, and walk

away with key concepts and strategies for

designing an open innovation system for

your organization.

> 22 OCTOBER, 2009 - BRUSSELS, BELGIUM > ESAE ANNUAL CONGRESS

For more information, please visit

www.esae.org / info@esae.org

4780 HQ32.indd 314780 HQ32.indd 31 16-04-2009 16:10:3516-04-2009 16:10:35

HEADQUARTERS 32

of approach are numerous as instead of just

the event organiser having access to the data,

anyone with the correct security password

worldwide can either simply view or be allowed

to edit the data. This could include other

organisations and coordinators at different

locations, hotels, speakers or abstract referees.

DESIGNED FOR THE DELEGATEFor the delegate this type of web based sys-

tem also has advantages, or example

activities such as workshops, dinners and

tours can be listed and anything the

delegate signs up for can be incorporated

into a fi nal, personalised participant

agenda. Again this is available for the del-

egate to view at their leisure any where

keeping the profi le the event constant in the

delegates mind.

The allocated hotels or the event can be rep-

resented on the event website enabling

full descriptions of the hotels and their activi-

ties as well as virtual tours etc. Individual

hotel reservations, room block selling and

automatic hotel booking per participant

and room-sharing management all becomes

easier to manage. Reservations can be modi-

fi ed or cancelled online and rooming lists

forwarded to each hotel simply and quickly.

PUSH ASIDE THE PAPERWORKOther reports, such as participant and

activity lists, transport, budget and billing

reports, which can be time consuming

are constantly available and up-to-date.

Evaluation forms and questionnaires can be

created and arranged in different customis-

able folders. Statistics can be gathered and

reports defi ned.

Another important element of many events

which is diffi cult to coordinate is abstract

handling. The full workfl ow from abstract

submission to notation by referees, editing

and the insertion of images, to publication of

the proceedings can all be done online.

Additionally and perhaps more importantly

for the event organiser communicating

with delegates or other participants in the

event becomes easier automatic emails can

be created and sent to one or a group of

selected people and personalised. Text mes-

sages can also be personalised and sent to

mobile phones.

IMPROVING COMMUNICATION THROUGHOUT THE EVENTThe key benefi t of these type of web based

solutions is that information can be con-

stantly updated anywhere, subject to internet

connection and is available 24/7.

The results lead to improved communica-

tions, better e-marketing of the event and

easier data analysis or event organizer, del-

egate and supplier. The cost associated

with organising an event in this way does not

have to be astronomical as these types

of solutions can be rented per event so they

are available and affordable to everyone.

So what are the downsides to this alternative

to traditional event organising methods? The

speed of the Internet connection seems to

be the main concern as access to the event is

solely based on this and as an organiser this

needs to be quick and reliable.

MANAGING YOUR MOBILEAnother exciting technology that is revolu-

tionising the events industry is interactive

mobile technology. Simply using your mobile

phone as a means of communicating

and participating throughout an event.

Today, 94% of the population of Western

Europe owns a mobile phone, 66% uses it

for text messaging and 32% accesses the

internet through their mobile phone. The

trend for mobile internet access is just begin-

ning - this number is forecast to rise

dramatically in the next 5 years.

The service work on any device such as a

mobile phone, PDA or laptop on any kind

of internet connection (i.e. W-LAN, Wi-Fi,

GPRS or fi xed line and regardless of the

network operator) is therefore available for

almost anybody. Not only does it provide del-

egates with all the information regarding an

event they require via their mobile phone,

it also helps to reduce operational costs by

reducing staff numbers and paperwork. There

is also the added benefi t generating ad-

ditional sponsorship revenue through mobile

advertising.

KEEPING ON TOP OF TECHNOLOGYIn an unpredictable and often diffi cult busi-

ness environment, making use of all the

available technologies can provide that

margin that will make an organisation more

effi cient saving time and money. But more

importantly the key is to be fully aware of

what is currently on the market to decide

whether that technology will benefi t you.

With a lot of high-tech jargon it is very easy

to confuse the different options available and

make a wrong investment which can be very

costly fi nancially and otherwise. Research

the market carefully asking any unfamiliar

terminology to be fully explained and always

demand a demonstration.

The key benefi t of these type of web based solutions is that information can be constantly updated anywhere, subject to internet connection and is available 24/7

Simon Young

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HEADQUARTERS 33

In Meeting Planners International Future

Watch survey, event organisers positioned

Workload as the number one issue impacting

their job and industry. Overworked and un-

derpaid could not be a more appropriate way

to describe event organisers today juggling

location logistics, hotels, catering, agendas,

marketing and the many other details relat-

ing to registering people to their events.

‘Event organisers are reducing their work-

load by 50% using online registration and

why it is the fastest growing solution in

event organising today.’

According to industry expert Corbin Ball,

80% of event organisers are really being

disadvantaged by managing their registra-

tions using non-online methods. They are

missing out on cutting their workload in

half because they are not using an online

registration system. In a recent survey, 342

event organisers estimated their workload

was reduced by 55% on average after

switching to an online event registration

system. A good online registration system

eliminates a lot of work by automating tasks

that event organisers used to do manually,

like data entry, reporting, mailing and pay-

ment processing work. Below are seven ways

a good online registration system can cut an

event organisers workload in half.

REDUCE DATA ENTRY WORKUsing paper registrations or web forms be-

comes a time consuming process that leaves

you struggling with illegible handwriting and

correcting wrong information. An online regis-

tration system takes the registration data right

from the online form, stores it in an online

database where you can access any delegates’

information at anytime and runs an unlimited

number of reports with a click of a button.

REDUCE ACCOUNTING WORKCollecting payments from those who have

forgotten to pay is an ongoing issue before,

during and after events, turning into too

many mailers, phone calls and keeping up-to

date on your accounts receivable tracking.

An online system automatically accounts for

who owes what and produces reports where

you can email personalised letters with

amounts due at just a click of a button.

REDUCE MAILING WORKRegistration using paper or a web form can

increase manual work i.e. printing, copy-

ing, folding, mailing, emailing etc. An online

system will eliminate these time-consuming

activities by automatically emailing everyone

when they register with their receipt, invoice

and event materials. It also makes reminders

easy when you can email everyone with a

click of a button.

REDUCE REPORTING WORKIf you use Excel spreadsheets or home-grown

databases to organise your data, then

you have the ongoing task of transferring and

compiling data to get the totals you need for

your event. An online registration system will

automatically compile and tally all of your data

for you in real-time. You can run summary

reports that tell you how many people are at-

tending, how much they paid, and what dietary

requirements you need to order. You can also

give links to these reports to your clients or

vendors so they can get up to the-minute in-

formation without you having to send updates.

REDUCE CREDIT CARD & PAYMENT PROCESSING WORKAccepting non-online payments is manual

processing, with data entry, wrong credit

card numbers, declined cards and accounting

complexities. An online system will eliminate

these extra steps with real-time credit card

processing and built-in automated accounting

doing the job the moment someone registers.

REDUCE DELEGATE CHANGESDelegate changes and cancellations are a

necessary part of registration, creating many

calls and email requests that interrupt you at

your busiest time, right before the event! With

an online system, delegates can go online and

make their own changes and cancellations

without ever having to bother you. You just

get the email notifi cation that it took place.

REDUCE ALLOCATION MANAGEMENT TIMEManaging allocations for events, breakout

sessions and room blocks can be a time

consuming and intensive task. A good regis-

tration system automatically manages alloca-

tions, waiting lists and automatically notifi es

your delegates when a place is not available.

For more information or questions:

simon.young@missioneventsoftware.eu

or visit www.missioneventsoftware.eu.

Simon Young is an online event technology specialist and MISSION event software Ltd, a leading European event manage-ment software company.

HOW ONLINE REGISTRATION REDUCES WORKLOAD AND SAVES VALUABLE TIME

4780 HQ32.indd 334780 HQ32.indd 33 16-04-2009 16:10:4316-04-2009 16:10:43

HEADQUARTERS 34

Facebook is the number one social media

tool deployed by associations, according to a

summer 2008 Association Social Technolo-

gies Survey. It’s made up of more than 52

million people in the US alone. It’s the online

hangout of young professionals - as well as a

growing number of young-at-heart profes-

sionals. Plus, setting up an offi cial presence

for your association is free.

1. You’re always saying ‘start by listen-

ing’ - but what does that mean, exactly?

And how do we know if our members are

on Facebook?

‘Listening’ means fi nding where your members

are hanging out and paying attention to what

they’re discussing online. On Facebook, you

can start by simply searching. To do that, just:

1. Set up a Facebook account.

2. Look for a search box at the top right the

screen, where you can type in the name of

your association (or related acronym and

keywords) to see what comes up.

Another easy way to start listening is by

personally connecting to your members.

Do you have members in your email

address book? Facebook’s Friend Finder

walks you through the process of import-

ing email addresses from your webmail

(Gmail, Hotmail, AOL, Comcast, etc.) or

email client (Outlook 2000 or above).

Then, Facebook will automatically fi nd

everyone in that list who is already on the

network.

Checking this way is important because

the last thing you want to do is spam

your members. But if they are already on

Facebook, they will usually be glad to get

an invitation from you to connect.

2. What if we fi nd an existing group on Face-

book claiming to represent us even though

we didn’t have anything to do with it?

A group like this is another good thing. It is

visible proof that you represent something of

value that people want to share. In response:

• Join the group or page and connect with

the administrator.

• Let him (or her) know that you’re really

happy he’s bringing members together.

FACEBOOK FOR ASSOCIATIONS

YOUR TOP FIVE QUESTIONS ANSWERED, FROM HOW TO GET STARTED IN THIS POPULAR FORM

OF SOCIAL MEDIA TO HOW TO MEASURE THE RETURN ON YOUR INVESTMENT.

TEXT MADDIE GRANT CHIEF SOCIAL MEDIA STRATEGIST FOR SOCIALFISH

4780 HQ32.indd 344780 HQ32.indd 34 16-04-2009 16:10:4416-04-2009 16:10:44

HEADQUARTERS 35

• Ask what you can do to help - from simply

feeding content or logos to actually taking

over the work of administering the group.

• Offer to link to the group from your web-

site. Be as friendly as possible and you may

reap the benefi ts in new members. You

will certainly get some free word-of-mouth

marketing.

3. Which should we set up… a Facebook

Group, a Facebook Page, or both?

This issue is still being debated. For-profi t

businesses tend to prefer Facebook Pages.

Pages are like a company profi le. They let you

track traffi c and demographics and then tar-

get ads to group members and their friends.

I think, though, that as a membership as-

sociation, you have an inherently special rela-

tionship with members that may enable you

to get more out of a Facebook Group. Groups

are intended to encourage interaction at a

peer-to-peer level. In a Group, for example,

you can send all your Group members mes-

sages that will reach them in their Facebook

inbox. In contrast, on Pages you can only post

‘updates’ that people may or may not see.

4. OK, so now we have a group.

How do we keep the activity going?

Nurturing your Facebook Group takes time

and a little bit of regular effort, but it’s not

hard to do.

A crucial element is fresh content on a regu-

lar basis. Any time a group member posts

content to your group, an update is posted

in their friends’ newsfeeds. So recruit a few

champions - staff and members who have

other members as Facebook friends. Ask

them to upload photos of your events, tag

people in the photos, post discussion topics,

and otherwise participate in the group.

If you don’t get members involved as champi-

ons, the group can very easily wither and die.

Remember, even if you want to use the group

to market your stuff, peer-to-peer interaction

is the key to a viable Facebook Group.

5. How do we measure success?

What’s the return on investment?

There are a lot of ways to measure your suc-

cess on Facebook. The metrics you choose will

depend on your goal for being in the space.

It will take time to start seeing a real ROI. Fa-

cebook is essentially a word-of-mouth engine;

the more connections you can make with

members, the more the engine can work for

you. Once you establish yourself in the space

and make connections with your stakeholders,

you will start to see benefi ts, especially if you

are actively using event invitations and group

messages with your Group or Page. The

bottom line is this: A successful presence on

Facebook can help you turn your membership

base into a community of people who feel

a connection with your organization. So go

ahead – tap into the social graph. There is lit-

tle risk in trying and a whole world to gain.

Maddie Grant is the chief social media strategist for SocialFish, a company that helps associations get the most out of social media.

Maddie blogs at

www.diaryofareluctantblogger.com

Contact: maddie@socialfi sh.org

IF YOUR GOAL IS TO… THEN YOU SHOULD…

… fi nd your stakeholders on Facebook … track the number of group members or fans you get

… generate word of mouth … track the number of pass-along event invitations

… track traffi c back to your website … use your site’s landing page to generate that metric

… reach younger members … track the demographics of your fans on your Page

… attract a new audience … try Facebook Ads, which have powerful demographics and metrics you can use

As a membership association, you have an inherently special relationship with members that may enable you to get more out of a Facebook Group

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HEADQUARTERS 36

TAKE ADVANTAGE OF NEW TECHNOLOGIES

TO BETTER SERVE YOUR MEMBERS - AND

EVEN INCREASE YOUR MEMBERSHIP BASE.

TEXT CAROLYN HOOK - MEMBERSHIP/OPERATIONS

DIRECTOR AT THE NEW JERSEY SOCIETY OF CERTIFIED

PUBLIC ACCOUNTANTS, ROSELAND, NEW JERSEY

Using technology in the membership func-

tion is more than data mining, keeping

your Association Management System

(AMS) data clean, and providing podcasts

and blogs. Organisations can use technol-

ogy to recruit and retain members and pro-

vide member services that go above and

beyond the member expectations. Here are

10 easy - and mostly low-cost - ways to use

technology to achieve your membership

goals.

1. Provide a member service through voicemail messaging. When members

reach your voicemail message, take the

opportunity to help answer frequently

asked questions. Are members always

calling to get their ID number or website

password? Incorporate directions for re-

trieving this information online without

waiting for your callback.

2. Use PowerPoint - movie-theater style. While attendees wait for their seminar to

start, run a presentation loop promot-

ing member benefi ts, upcoming events,

products, and services. Throw in some

fun facts and trivia. Add in advertisers

for some revenue.

3. Include email tags on staff signatures. Remember the saying, ‘Membership

is everyone’s job’? Instruct all staff to

include short messaging in their email

signatures. Create a schedule, and send

new tags regularly.

4. Invest in on-hold messaging. Everyone

has heard music or the static of a poorly

tuned radio when they’ve been on hold;

background music neither recruits nor

retains members. Create announce-

ments that tell members how to renew

or how to get involved, as well as an-

nouncements that tell prospects why

they should join. Your messages should

be short enough to fi t within your on-

hold wait-time goals.

5. Conduct quick, informal opinion surveys. Survey software has made it almost too

easy to conduct surveys. While straw

polls are not always ‘statistically valid’,

they can offer insight into member likes,

habits, and so forth, or provide direction

for in-depth surveys. Include one- or

two-question polls regularly on your

website and in electronic newsletters,

along with instant results to build a fol-

lowing.

6. Use pop-up alerts in your AMS. Set

automatic alerts when members and

customers have an outstanding balance,

are missing an address, have special

needs, or require other attention. When

staff members access the members’

records, they’ll be able to update the

record as needed and serve the member

more effectively.

7. Conduct and record conference-call fo-cus groups. Conference-call focus groups

are appealing because members can

participate fairly anonymously, at their

desks (without commuting). New phone

systems often have the ability to easily

record a conversation and save it as a

.wav fi le to access at any time. There

are plenty of resources for conducting

conference call focus groups online.

Remember to tell participants that they

will be recorded.

8. Make the most of your ‘on vacation’ assistant. How many times do you get

an automated reply message that just

says, ‘I’m gone from the offi ce until

Tuesday. I’ll contact you when I return.’

Often, there isn’t even a signature.

Take the opportunity to provide a

full-service automated reply message:

‘I’m sorry I can’t help you right now.

I’m gone from the offi ce until Tuesday.

If you need to renew your member-

ship, contact Sue Jones at ext. 245 or

sjones@abc.org or visit abc.org/renew.

If you are looking for a list of affi nity

programs, visit abc.org/memberssave.

If you have an urgent need, please

call William Baker at ext. 266. You can

always visit the ABC Web site at abc.

org for more information or send e-mail

to membership@abc.org. Thanks. I’ll

contact you when I return.’

9. Use Google alerts to fi nd info about your audience. Go to www.google.com/alerts

to have Google send you a weekly email

with the latest relevant Google results

based on your search criteria. You may

fi nd prospects to recruit, members to

congratulate, and potential exhibitors

and advertisers. You can keep track of

the competition.

10. Expand your online existence. Step out

into the virtual world by creating a Wiki-

pedia entry about your organization or

posting videos on YouTube or photos on

Flickr. Customers looking for information

on your organization can learn about

you in numerous ways.

Contact: chook@njscpa.org

10 TECHNOLOGY TIPS FOR MEMBERSHIP RECRUITMENT & RETENTION

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HEADQUARTERS 37

THE DIFFERENCE BETWEEN GOOD EVENTS

AND GREAT EVENTS IS MARKETING, AUTO-

MATION OF ADMINISTRATIVE TASKS AND

GOOD MANAGEMENT. FOR OVER 15 YEARS

REGIS SOFTWARE HAS BEEN PROVIDING

TECHNOLOGIES FOR EVENT ORGANISERS,

FOR OVER 5000 EVENTS WORLDWIDE. WITH

THIS EXPERIENCE WE THOUGHT IT WOULD

BE HELPFUL TO WRITE ABOUT BEST PRAC-

TICES FOR MEETING ORGANISERS.

TEXT SIMON YOUNG

EFFECTIVE INVITATIONSThe fi rst element of a successful event is ef-

fective promotion through email invitations,

automated online event registration and

additional integrated marketing efforts such

as direct mail, phone calls and an informative

event web site. Email invitations are the most

economical event marketing method and un-

doubtedly drive more attendance for organis-

ers than any other marketing medium. Post

event data analysis on over 3,500 events

showed organisers can achieve up to three

times the standard response rate after im-

plementing integrated email marketing with

direct mail and outbound calling campaigns.

E-MARKETINGSupport your event marketing efforts with

targeted and personalised emails to invitees.

As stated in the EventView’05, the annual

event and marketing trends study conducted

by Meeting Organisers International, ‘enhanc-

ing the customer relationship’ was recognised

as the most important criteria for successful

events by over 73% of global respondents.

Customisation is a powerful tool to strength-

en relationships and improve the event ex-

perience for all parties involved. Each group

of invitees should receive specifi c messaging

tailored to their interests. Response rates for

a one size fi ts all invitation can be 50% less

than invitations for specifi c groups of attend-

ees such as VIP clients, prospects, different

levels of association members etc.

THE EVENT WEBSITEIt is very important for an event website to

allow attendees to register and pay for an

event online. There are various website ori-

ented marketing initiatives that can be used

to promote registration and attendance, such

as early discounts, group rates, and promo-

tion codes. Without a solid online registration

solution and the capability to track these

logistics, organisers often overbook a venue

or undersell the space they have bought.

A good event website should present at-

tendees with an event agenda and stream-

line the registration process for all parties.

Online registration systems can pre populate

attendee data into registration forms and

provide a simple click registration process

proven to dramatically increase response

rates. No one likes to fi ll out long forms.

Organisers can take segmented registration

a step further by presenting various registra-

tion paths on the web sites for different

types of attendees.

COLLECT PAYMENTS ONLINELogistical headaches often stem from un-

dertaking the task of manual event payment

processing. Whether you practice payments

onsite or prior to the event, a substantial

amount of time and energy will be invested

in manual fee collection. The ideal solution is

simple: automation. Attendees can pay event

fees securely during the online registration

process and the funds are automatically

deposited into the designated bank account.

Automation can also apply to early discounts.

Then organisers do not have to handle

manual payments. All refund policies should

be clearly outlined in the registration process

so attendees have the necessary informa-

tion up front. Further, online payments allow

attendees and organisers to track their

fi nances instantly.

USE TECHNOLOGYStreamline administrative tasks through auto-

mation. Software systems can automate man-

ual functions such as creating reports and

data entry to enable the planner to focus on

more important tasks. Automation can yield

cost savings up to 92% while simultaneously

making event campaigns more strategic. In

addition, the Meeting Organisers Foundation

noted that ‘event professionals who step up

and effectively advise stake holders in this

new context are likely to see their personal

importance to the organisation rise.’

The fi nal key to successful events is to man-

age your success and strive for improvement

with data analysis. Compare logistics across

multiple events to determine trends among

your attendees. Event technology has become

a fundamental tool for today’s event organiser.

Contact: regis@missioneventsoftware.eu

REGIS web based automated event management system is a leading European software solution for meeting & event organisers to manage their events.

EVENT MARKETING AND MANAGEMENT

A good event website should present attendees with an event agenda and streamline the registration process for all parties

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HEADQUARTERS 38

My fi rst large conference which implied a

higher use of ‘state-of-the-art’ technological

devices dates back from a little while now...

1990 with an IBM users group called Share

Europe. The Internet Revolution was in its

early stages. In those days, emails were

brought to our desk by an appointed staff

member who had downloaded it from an

obscure intranet. As fastidious and obsolete

as this may sound today, this was then magic

for us.

A fax was somewhat of a novelty and we

still used telexes. This fi rst technologically

advanced meeting took place at the brand

new CNIT in October 1990. We were among

their very fi rst clients and our request to

have a room fi lled with some 20 PCs and

printers was seen as totally extravagant, not

to mention our fabulous spreadsheets for

our budget!

A couple of years later, in 1992, I started

working for a pharmaceutical researchers as-

sociation, the Controlled Release Society. My

offi ce being located at the University of Ge-

neva, a partner of the CERN, I discovered the

Internet, had a mobile phone and gave out

walky talkies during my conferences as a way

to communicate with my staff. The techno-

logical innovations included an extensive use

of Excel based programs, lists of participants,

online registrations and new websites.

I started my own communication agency

in 2001, as a virtual offi ce with minimal of-

fi ce charges and maximal use of electronic

devices to compensate staff and offi ce space.

Technology then really meant a gain of time

and a shift from a purely administrative

workforce to a multifunctional team of highly

educated partners.

At our Geneva headquarters, our rather

unique profi le in the meeting industry

in these fi nancially constraint moments

has enabled us lately to be appointed for

the meeting preparation of two new but

extremely prominent Organizations chaired

by former UN Secretary General, Mr. Kofi

Annan, the Global Humanitarian Forum

(GHF, www.ghf-ge.org ) and the Kofi Annan

Foundation.

We held the fi rst Forum of the GHF in June

2008 for an audience of 400 participants

and some media coverage. For us, it was a

real challenge, in the world’s rather exclusive

group of ‘Meetings where you have to be’, as

we work as a catalyst for environment and

humanitarian NGOs and organizations.

Both organizations imply extreme security,

total dedication to ethics, environment

compliance and major media impact. Scan-

ning badges which include photos is a must

as we have to be able to know where is at

any given moment each of these VIPs (our

attendees include a large number of Heads

of States, CEOs, ministers, etc.). This puts

our suppliers, both on the AV and online

registrations in a rather tense pressure to be

particularly inventive in the way to approach

these meetings while maintaining a very

‘green’ approach.

Excel has thus been replaced by Eventure,

a software allowing us to minimize the

work on online registration including as-

sessment of rooms and maximum capacity

of each session. I had observed Parthen

for 15 years before being able to use their

effi cient and user-friendly technology. We

obtain a very high degree of security with

IN THE GOOD OLD DAYS, A MEETING MEANT A NICE CONFERENCE ROOM,

COMFORTABLE ARMCHAIRS AND A LECTURER SPEAKING FROM A LECTERN TO AN

AUDIENCE WHO HAD SENT A REGISTRATION BY REGULAR MAIL AND HAD PLAIN BADGES

WITH THEIR NAMES AND LOTS OF RIBBONS TO IDENTIFY THEM….

TEXT DAPHNÉ ROMY - CEO AND FOUNDER OF THE DRM-DESTINATIONS AND RESOURCES

MANAGEMENT AGENCY

THE TECHNOLOGICAL CHALLENGESOF TODAY: THE RECENT EXPERIENCEOF AN OLD TIMER

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HEADQUARTERS 39

the new Quick Response Code, a 2D bar

code originally designed for the automobile

industry which is now, thanks to the mobile

phone cameras, a precious tool allowing

my meeting participants to exchange their

personal and business data in the easiest,

simplest and most effective way, while al-

lowing us to scan our participants in a least

offensive manner.

We also face the double requirement of a

highly sophisticated stage management

and the highest possible degree of respect

for environment. This still implies erasing

our meeting’s carbon footprint but we can

limit that carbon footprint by carefully

identifying our partners. In this respect,

our AV suppliers, Dorier, were selected on

the basis not only of their long experi-

ence, but also of their green approach to

audiovisual for conferences. This meant in

our case that displays should be built with

recycling material, and that the AV sup-

plier should carry equipment complying

with the ROHS, an EU environmental law

which, among other elements, regulates

electronic equipment. Only reduced use of

chemicals and heavy metal in the manufac-

turing process is now tolerated in the EU

and the usage of LED lights now divides

by 10 our electrical consumption. Usage

of videoconference, Satellite downlink and

web casting can also reduce the environ-

mental trace by reducing CO2 caused by air

transportation.

Dorier also came with a panoramic projec-

tion with ‘picture in picture’ into it, making

my stage set a projected image and allowing

for multiple pictures inserted into it. A must

for my delegates under 30 who apparently

suffer from a ‘constant attention defi cit’ to

remain attentive to our panelists.

Networking has always been essential and it

is hard to be at the same time permanently

exposed on the web while maintaining a

level of privacy and security. We certainly

experience the era of ‘having our cake and

eating it’ in terms of having the world at our

fi ngertips and obtaining information.

What still remains a challenge is to identify

the proper partner and the accurate piece

of information. I am constantly working on

it and, as much as I am Facebooked and

Linkedin, smart-phoned and ultra-connect-

ed, I admit that nothing really changes in

the fact that our delegates still eat (even

though it tends to be more organic and

healthier food than a couple of decades

back), sleep and want the human connec-

tion… with a higher degree of concern for

the environment. So comfortable armchairs

are still a must even if the lecturer is now

sometimes a virtual one!

A Paris born and raised Communica-tor, Daphné Romy holds a Ph.D. in sociolinguistics. She has over 20 years experience serving Civil Society Organi-sations and International Associations. A Swiss resident since 1985, she has the double specialization in multicultural and civil society issues. She is a Council Member of the Union of International Associations (UIA).

www.drmglobal.com

www.uia.org

www.kofi annanfoundation.org

NETWORKING HAS ALWAYS BEEN ESSENTIAL AND IT IS HARD TO BE ATTHE SAME TIME PERMANENTLY EXPOSED ON THE WEB WHILE MAINTAINING A LEVEL OF PRIVACY AND SECURITY

Daphné Romy Dorier panoramic projection screen

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HEADQUARTERS 41

A PROMINENT PLACE IN THE CONFERENCE AND CONGRESS SECTORThe congress and meeting industry is an ever

growing sector. Europe, whose countries and

cities dominate the global meeting associa-

tions’ statistics, continues to be an unchal-

lenged player in the industry. The statistics

of both ICCA (International Congress and

Convention Association) and UIA (Union of

International Associations) illustrate the Aus-

tria’s pole position as a congress and meet-

ing destination. In both rankings, Austria oc-

cupies ninth place among the most popular

destinations for international congresses and

meetings (2007).

The great variety of convention, congress

and event locations and hotels, together with

the many leisure activities and the superb

natural environment, are the ingredients of

Austria as a meetings destination. Austria’s

excellent position is partly due to the at-

tractiveness of the capital Vienna, a true

conference metropolis if you consider the

number of conferences and congresses held

there every year. In 2007, the city scored

the fi rst rank in the ICCA city ranking for the

third time in row. In other words, no other

city in the world hosted as many congresses

as Austria’s capital.

HQ

THINK ABOUT AUSTRIA AND IMAGES OF SNOWY MOUNTAINS WITH GREAT SKIING OR

SUN-BATHED SUMMER LAKES COME TO MIND. WHY NOT COMBINE YOUR NEXT CON-

GRESS OF CONFERENCE WITH AUSTRIA’S STUNNING NATURAL SURROUNDINGS AND RICH

CULTURAL HERITAGE? HOLDING YOUR EVENT IN AUSTRIA WILL MAKE IT SOMETHING OF

A VACATION TOO. AND IDEAL LOCATIONS FOR ALL KINDS OF MEETINGS, FROM SMALL

GATHERINGS TO INTERNATIONAL MEGA-EVENTS, CAN BE FOUND ALL OVER THE COUN-

TRY. THE VARIETY OF UNIQUE CONFERENCE VENUES AND LEISURE ACTIVITIES FULFILL

EVERY WISH. HERE IS JUST A SAMPLING OF WHAT AUSTRIA, LAND OF GREAT HOSPITAL-

ITY, HAS TO OFFER.

AUSTRIA REVEALED: HOLD YOUR MEETINGS WHERE OTHERS GO ON HOLIDAY

> A U S T R I A

Vienna© Wien Tourismus / Willfried Gredler-Oxenbauer

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HEADQUARTERS 42

Because Austria is located in the very heart

of Europe, it is a gateway to the East. The

choice for Austria can be made from a

strategic point of view. The proximity to the

eastern and central Europe creates interest-

ing opportunities for both participants and

organisers of a convention. The dense route

network centered on Vienna International

Airport also contributes to the city’s posi-

tion as a hub between western and eastern

Europe. Presently, around 65 airlines offer

more than 400 fl ights per week to 40 desti-

nations in Eastern Europe and another 130

destinations to all metropolises in Western

Europe, Asia, Australia and the USA. Graz,

Innsbruck, Klagenfurt, Linz and Salzburg of-

fer convenient connections to the interna-

tional air traffi c network as well. The modern

and effi cient public transport infrastructure

ensures fl exible and easy connections to all

destinations within Austria and to neighbour-

ing countries.

AN INNOVATIVE CONGRESSINDUSTRY Without innovation, competitiveness in the

international convention and meeting busi-

ness is hard to maintain. To this end, conven-

tion bureaus in Austria have undertaken

major efforts to strengthen the country’s

congress industry. To meet the demands of

the international conference and congress

sector, abcn, the austrian business and

convention network, has made innovation

its guiding principle. The abcn, not to be con-

fused with the ACB, the Austrian Convention

Bureau, was founded in 2003 as a specialized

division within the Austrian National Tourist

Offi ce. ‘In the future, innovations will play a

decisive part in the successful development

of Austria’s tourism trade’ comments Petra

Stolba, Chief Executive Offi cer of the Aus-

trian National Tourist Offi ce.

With that in mind, the austrian business and

convention network has been restructured

and effi cient cooperation between abcn and

Austria’s eight regional convention bureaus

and leading commercial partners established.

The abcn manages core tasks of meeting and

convention marketing. The abcn’s website,

www.abcn.at, provides comprehensive infor-

mation concerning Austria’s convention and

congress industry.

> A U S T R I A

INTERNATIONAL CONGRESSESIN AUSTRIA IN 2009

+ 7th Annual Meeting of the Austrian Society of

Neurology - Congress Center Villach in Carinthia –

March 25-28, 2009 – 600 participants

+ 10th Annual NATA Symposium on Transfusion

Medicine and Alternatives - Design Center Linz

April 15-17, 2009 – 800 participants

+ 10th Annual Carinthian Lake Symposium for

Dentistry - Casino Velden in Carinthia,

May 7-10, 2009 – 400 participants

+ EUROMEDLAB Congress - Congress and Messe

Innsbruck, June 7 -11, 2009 – 4000 participants

+ Robocup 2009 - Stadthalle Graz,

June 29-July 5, 2009 – 2,000 participants

+ 28th Annual Congress of the European Society

of Regional Anaesthesia & Pain Therapy -

Salzburg Congress Centre,

September 9-12, 2009 – 1,500 participants

+ 17th International Stereoscopic Union

Congress - Toscana Congress Gmunden,

September 9 -14, 2009 – 400 participants

+ European Health Forum

Bad Hofgastein Kongress in Salzburg,

September 30-October 3, 2009 - 550 participants

+ 45th Annual Meeting of the European Associa-

tion for the Study of Diabetes (EASD) - Messe

Wien Exhibition & Congress Centre in Vienna

September 29-October 2, 2009 – 15,000 participants

THE GREAT VARIETY OF CONVENTION, CONGRESS AND EVENT LOCATIONS AND HOTELS, TOGETHER WITH THE MANY LEISURE ACTIVITIES AND THE SUPERB NATURAL ENVIRONMENT, ARETHE INGREDIENTS OF AUSTRIA AS A MEETINGS DESTINATION

Dachstein SkywalkMesse Wien© Christian Husar

Scalaria

Vienna© Wien TourismusClaudio Alessandri

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HEADQUARTERS 43

In Vienna, the continuous innovation of

the convention industry is illustrated by

new locations like the revitalised Schön-

burg Palais and Todesco Palais. A new

underground connection to the Exhibitions

& Congress Center Messe Wien is another

infrastructural renewal. Austria’s provinces

do not lag behind when it comes to the

ever-changing conference industry. Several

provincial convention bureaus are invest-

ing in infrastructure and continue working

on new venue concepts. In Upper Austria,

members of the Upper Austria Convention

Bureau have invested more than 188 million

euros in conference tourism infrastructure

since its foundation in 2006.

In Carinthia conference business is expe-

riencing an astonishing development, and

fi gures show that it is gaining popularity as

a congress, conference, event and incentive

destination. In close cooperation with the

Carinthian conference business, Convention-

land Carinthia (CLC) has developed numerous

new conference opportunities as well as pro-

motional media. In recent years, the province

has made major investments in new hotel

constructions – like the revitalized fi ve-star

Hotel & Location Schloss Velden, directly

located at Lake Wörth, or the Holiday Inn

Villach****, a state-of-the-art design busi-

ness hotel with direct access to the Congress

Center Village, renovation, extension and

adaptation of seminar facilities, as well as the

creation of additional services such as spa

areas and supporting programmes.

In an effort to attract and support confer-

ence organisers, Conventionland Carin-

thia provides intense services. Carinthia

inaugurated a conference subsidy, creating

a model that is unique in Austria, because

it covers not only a specifi c city or facility

but the whole province with its meeting infra-

structure. With the subsidy Carinthia aims

to support new scientifi c conferences with

international participants. The amount of

the subsidy ranges between 1,500 and 8,000

euros, depending on the number of overnight

stays. Providing advice regarding suitable

locations, responding to accommodation

request, drafting a bid book, containing

customised information on venues, hotels,

arrivals and the region, are among the other

services offered by Conventionland Carinthia.

Two awards, recently presented to the prov-

ince of Salzburg, are another proof of how

successful developments in the provinces

have been. Saalfelden Congress in Salzburg

was honoured with the Best Centre Award

2008 by the European Association of Event

Centres, while the Conga-Award for the

best congress and conference destinations

worldwide was given to Salzburg last year in

the category ‘International Destinations’. The

city of Salzburg offers a splendid combina-

tion of venues and experiences, with its

immense variety of musical events and rich

cultural programme.

Situated in the province of Upper Austria,

Linz also deserves to be pointed out. Being

> A U S T R I A

Mariazeller Europeum Design Center Linz

PETRA STOLBA, CHIEF EXECUTIVE OFFICER OF THE AUSTRIAN NATIONAL TOURIST OFFICE: ‘IN THE FUTURE, INNOVATIONS WILL PLAY A DECISIVE PART IN THE SUCCESSFUL DEVELOPMENT OF AUSTRIA’S TOURISM TRADE.’

Salzburg Congress

Salzburg© Alpine Palace

Salzburg Saalfelden© Congress Saalfelden

Carinthia© Capella Schloss Velden

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HEADQUARTERS 44

the European capital of culture in 2009,

the city has gained the attention of congress

operators worldwide. Last March, the Design

Center Linz, characterized by an iconic ar-

chitecture and natural use of daylight, hosted

the SMAG Conference, an international

airport congress. In April, it will welcome the

tenth annual NATA Symposium, an interna-

tional medicine congress with around 800

participants.

Other examples of recent developments:

+ A new event centre, Europeum, recently

opened in the north of Styria: the venue

comprises 6 conference and function

rooms for up to 1,200 people. An 800

m2 exhibition area also shows what

Mariazell has embodied for centuries: a

truly European community as a collabo-

rative effort by people from different

nations and cultures.

+ In Linz, the Castle Museum was ex-

tended with a south-wing containing an

event hall for 400 guests.

+ A new 4-star Blumenhotel has been

completed in St. Veit, the so-called

‘town of fl owers’ in Carinthia. The hotel

is a member of Vienna International Ho-

tels & Resorts and provides 110 rooms

and two conference rooms with space

for up to 176 people.

+ the brand new Lindner Seepark Hotel

- Congress & Spa**** in the city of Kla-

genfurt, on the shores of Lake Wörth,

with 146 rooms, 5 meeting rooms for up

to 244 people.

+ Two new top-ranking members, the

Alpine Palace New Balance Luxus Re-

sort in Saalbach-Hinterglemm and the

Sporthotel Wagrain, recently joined the

Salzburg Convention Bureau network.

That brings the capacity within the

network to a total of 6080 hotel beds

in hotels specialised in congresses and

seminars, and 73,800 m2.

+ In 2007, Convention Partner Vorarl-

berg (CPV) came up with a novelty, the

Convention Card Vorarlberg. The card

can be fi xed to any data carrier and

charged with the individual services of

your choice. It permits more convenient

organisation and contributes to greater

fl exibility in convention programmes.

+ The Festspielhaus Bregenz in Vorarl-

berg, distinguished in 2004 by the

International Association of Congress

Centres as one of the three best con-

gress centres in the world, was renovat-

ed in 2006. The building, a remarkable

composition of glass, steel, wood and

concrete, has an extraordinary design,

which differs from room to room. The

building provides space for up to 2,150

persons.

+ Opened in 2008, the Hotel & Spa

Linsberg Asia in Lower Austria offers

a place of recreative tranquility on

premises of 60,000 m2 surrounded by

forests and nature preserves.

+ In Burgenland, Bliem’s Wohnreich will

open May 1st, 2009. Its well balanced

architecture with traditional Pannonian

details will fi t seamlessly in with nature;

its two seminar rooms will boast state-

of-the-art equipment.

VIENNA: WORLDWIDE TOPMEETING ADDRESSVienna, capital of Austria, and the atmos-

pheric heart of the former Habsburg Empire,

holds a special position as a congress desti-

nation. Not only is it one of the most popular

cities for international congresses according

to ICCA and UIA international statistics, but it

is also a city that breathes magic. Transport

is incredibly convenient: The City Airport

train provides a non-stop 16 minutes con-

nection between airport and the very centre

of Vienna, and the network of underground

lines, tram and bus routes, is known to be

one of the most modern and effi cient in the

world, allowing conventions delegates to

explore Vienna easily.

Throughout the city you can experience the

cities’ rich historical heritage combined with

a great musical tradition. As the birthplace

of the waltz and operetta, and the hometown

of many famous composers, Vienna is an

undisputed music metropolis. Conference

delegates will also be inspired by the wonder-

ful baroque Schönbrunn Palace, Spanish

Riding School and the Hofburg Imperial

Palace, or by the latest achievements in ar-

chitecture and art. Modern architecture, like

the MuseumsQuartier, one of the world’s ten

largest cultural complexes, complements the

heritage of bygone days. With its large parks,

tree-lined avenues, countless vineyards and

> A U S T R I A

Sporthotel Wagrain© Sporthotel Wagrain

Messe Wien© G. Szuklits

Hofburg Vienna© Hofburg Vienna

Vienna© Wien Tourismus / Maxum

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HEADQUARTERS 45

Graz is a university town. It is an intelligent

place brimming with ideas and is renowned

for its research and education facilities.

These points aside, Graz has a number of

other aces up its sleeve. The city is the ideal

size for conference delegates. It is easy to

fi nd your way around the centre with all

the major amenities within easy walking

distance, including hotels, restaurants,

shops and the conference centre itself. The

range of hotel accommodation is continually

growing.

Graz is also well known for its leading

companies in the timber and automotive

components industries which drive the

local economy. The city’s commitment to

renewable energy projects is an additional

draw for a wide variety of event organisers.

The city’s restaurants are also held in high

regard. As a culinary capital, Graz offers

everything from regional specialities to

international cuisine.

Messe Congress Graz has a full range

of services which will satisfy the precise

requirements of any customer. Messe

Congress Graz comprises the largest event

venues in the city, effortlessly combining

past and present, splendour and simplicity.

The splendid neoclassical congress|graz

building stands out for its acoustics and

state-of-the-art conferencing technology.

The stadthalle|graz at the Messegelände

site boasts 6,500 m2 of open, pillar-free

space and a further 19 rooms in the adjacent

messecongress|graz. Customers reap the

benefi ts of ultra-modern architecture and

a highly versatile venue. stadthalle|graz is

also connected to the two-storey, 13,500 m2

Hall A which opened in 2008. This power-

ful combination is perfect for a range of

purposes from large-scale conferences

and sports events, to seminars and rock

concerts. Messe Congress Graz is the profes-

sional partner of choice for your event in

the city of Graz.

IT COMES AS LITTLE SURPRISE THAT GRAZ DID SO WELL IN THE LATEST ICCA

(INTERNATIONAL CONGRESS & CONVENTION ASSOCIATION) RATINGS. AT 126TH, THE

CITY FINISHED WITHIN THE TOP THIRD OF CONFERENCES DESTINATIONS – A HIGHLY

RESPECTABLE RESULT FOR A CITY OF ITS SIZE.

MEMORABLE MEETINGS IN AUSTRIA…MEMORABLE MEETINGS IN GRAZ

HQ> G R A Z

Messe Congress Graz

Messeturm, 6. Stock, Messeplatz 1, A-8010 Graz

Tel: +43 316 8088-245

Fax: +43 316 8088-250

office@mcg.at - www.mcg.at

Heinz Klatschmidt

Graz Convention bureau

Messeplatz 1

+43 316 8075-0

hk@graztourismus.at

MESSE CONGRESS GRAZ COMPRISES THE LARGEST EVENT VENUES IN THE CITY, EFFORTLESSLY COM-BINING PAST AND PRESENT, SPLENDOUR AND SIMPLICITY

Stadthalle

Entrance of Congress Graz

Congress Graz

HEADQUARTERS 45

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HEADQUARTERS 46

the 21 km long Danube Island, Vienna can be

regarded as one of Europe’s greenest cities.

And of course, Vienna has numerous restau-

rants, coffee houses, bars and shops.

The signifi cant role of Vienna as a major

conference site has a long tradition, dating

back to the Congress of Vienna in 1815, when

peace talks were held following the Napo-

leonic Wars. Nowadays, the city provides

excellent conference facilities, hotel accom-

modations and support services. At least 30

palaces and museums can serve as venues

for your conference. The Austria Center Vi-

enna, the largest convention facility in town,

has space for up to 10,200 persons, and

consists of 17 halls with capacities for 100 to

4,320 persons, and 170 side rooms. It is the

ideal spot for large conventions with related

exhibitions, cultural and public events, balls

and banquets.

Unique among congress centres and one of

Europe’s premiere addresses is the Hof-

burg Congress Centre Vienna. This former

imperial palace with its glittering rooms has

been maintained its original state and offers

a large and sublime backdrop, together with

the required modern technical equipment,

for conventions, conferences and events.

As a more recently built congress centre,

the Reed Messe Wien Congress is a steel

and glass building completed in 2004 and

situated near one of Vienna’s largest parks.

The 15 halls, with possibilities for fl exible

confi guration and a seating capacity of 3,300

each, offer a wide range of opportunities for

conference organisers. In addition, delegates

can choose from different hotel categories

ranging from family-run establishments to

luxury hotels in former palaces.

2009 promises to bring growth for the

Viennese conference business. It got off to a

good start with two leading associations on

the international congress scene celebrating

their anniversaries in their birthplace Vienna.

Hotel InterContinental was the stage for the

annual congress of the International Phar-

maceutical Congress Advisory Association

(IPCAA), which was founded in 1989 and

whose members are representatives of the

world’s leading pharmaceutical companies.

IPCAA celebrated its 20th anniversary in

true Viennese style at Schönbrunn Palace.

Soon after, the annual congress of the As-

sociations Conference Forum (ACF) took

place. ACF was founded in 1999 and is the

only exclusively customer-oriented associa-

tion on the international congress scene. The

AC Forum celebrated its 10th anniversary at

Palais Todesco.

Other major congresses planned for 2009

in Vienna include the Alzheimer Conference

(6,000 participants), European Congress of

Radiology (17,000 participants), and Euro-

pean Respiratory Congress (15,000 partici-

pants), all demonstrating the importance of

Vienna as a venue for medical congresses.

> A U S T R I A

Austria’s convention industry has created

an ideal forum for convention, congress,

and meeting operators: access. The fair

took place for the fi rst time in 2004, as

a joint initiative of the Austrian National

Tourist Offi ce, Austrian Airlines, Aus-

trian Convention Bureau (ACB), Vienna

Convention Bureau (VCB), and Round Table

Conference Hotels (RTK). access has since

gained international recognition: more than

200 Austrian exhibitors - congress centres,

meeting hotels, event locations, agencies,

convention bureaus, tourism organisations,

marketing and sales pools and service

providers - present themselves in an impe-

rial ambience, providing a market place for

innovative planning and successful event

organisation in Austria. The theme of ac-

cess 2009 in the Vienna Hofburg, October

5-6, will be ‘Talk is Golden – The Essence of

Successful Communication’.

To register please visit: www.access-austria.at

NOWADAYS, VIENNA PROVIDES EXCELLENT CONFERENCE FACILITIES,HOTEL ACCOMMODATIONS AND SUPPORTSERVICES. AT LEAST 30 PALACES AND MUSEUMS CAN SERVE AS VENUES FOR YOUR CONFERENCE

Vienna© Wien Tourismus

access© Michael Grinner

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HEADQUARTERS 47

WHEN MOUNTAIN VILLAGE MEETS CONFERENCE EVENTAt fi rst thought, Austria might seem like the

typical destination boasting ski resorts to

satisfy the wishes of millions of winter season

guests. However, conference, meeting and

seminar delegates can constitute a similar

grateful public to the land shaped by moun-

tains, valleys, lakes and crystal-clear rivers.

Throughout the country professional and

ultramodern conference locations, events and

meeting facilities are offered, together with a

variety of leisure activities. For event organ-

izers who would like to combine business with

pleasure, Austria is perfect. What more can

you wish for your conference participants

than the opportunity to take a deep breath in

a natural environment during breaks?

Whether it is the high peaks of Styria or the

romantic landscapes of Upper Austria, the

natural surroundings of Austria surely are a

stimulating background for your conference.

Delegates can take advantage of superior

sports facilities, or try out the many ther-

mal spas, sample culinary delights and an

impressive cultural diversity. An equal variety

of activities is to be found in Lower Austria,

one of Europe’s oldest cultural regions. The

wine-growing region of the Wachau, one of

the most famous in the world, has gained a

deserved place in the UNESCO World Herit-

age List, together with the Ghega railroad, a

hiking trail along mountain Semmering in the

same province. As for meetings locations, the

Kongress & TheaterHaus Bad Ischl, Upper

Austria is just one example of the many Alpine

conference venues all over Austria.

If you are not looking for an Alpine backdrop,

you can always go to Austria’s most eastern

province, Burgenland, characterized by its

hilly landscape, Mediterranean climate with

300 sunny days per year, vast vineyards

and hospitality. The proximity to Vienna

and Bratislava makes it a strategic place to

organise a congress. Lake Neusiedl, the ‘sea

of the Viennese’, in the north of the province,

is regarded as a paradise for water sports

and is part of a Europe-wide unique nature

preserve. From the tower lounge in Busi-

ness Hotel Pannonia Tower in Parndorf, the

highest hotel in the country, you can catch

a magnifi cent view over the lake and nearby

national park. The hotel boasts 119 modern

rooms and 6 conference rooms with space

for up to 220 people, making it an ideal loca-

tion for conferences.

And if you would like to include in your pre-

or post-congress tour some relaxed times in

ultramodern thermal facilities you will have

no lack of choices. In Burgenland, an exten-

sive wellness offer is provided in the St. Mar-

tin’s Thermal Spa & Lodge, situated along

the edge of the national park. The four-star

lodge features 150 rooms that makes it

excellent for all congress participants. In

the historic spa town Bad Tatzmannsdorf,

well-known for its curative resources and

open-air museum, a conference becomes a

memorable event. Another location where

conference delegates can refresh their mind

is the new Falkensteiner Hotel & Spa in Bad

Leonfelden in the scenic Mühlviertel region

of Upper Austria. Its doors will open in the

spring of this year.

Last but not least, the Tirol is another great

place to meet. The ‘Heart of the Alps’ has

numerous assets: a worldwide reputation

for hospitality, easy accessibility, fi rst-class

infrastructures, and a striking mountain

landscape. Its three convention centers host

many European and international con-

gresses. Congress and Messe Innsbruck

with congresspark igls and the Innsbruck

fairgrounds offer more than 27 halls and

meeting rooms with a maximum capacity

of 8,000 persons. The convention centre

in Mayrhofen - the Europahaus - will be

completely renewed this year and open in

> A U S T R I A

THROUGHOUT THE COUNTRY PROFESSION-AL AND ULTRAMODERN CONFERENCE LOCA-TIONS, EVENTS AND MEETING FACILITIES ARE OFFERED, TOGETHER WITH A VARIETY OF LEISURE ACTIVITIES

Tirol, Congress Centrum Alpbach© CBT Partner

Congress und Messe Innsbruck© CBT Partner

Burgenland© Pannonia Tower

Tirol Europahaus© CBT Partner

Burgenland© St. Martins Therme & Lodge

Kongress & Theaterhaus Bad Ischl

Burgenland

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HEADQUARTERS 48

May 2010 with 10 plenary and seminar rooms

for from 12 to 1,200 delegates. As for the

Congress Centrum Alpbach, it is situated

in a very modern building in the middle of a

picturesque Alpine village: Alpbach’s small

size offers event organizers an opportunity

to rent the village centre in its entirety. Talk

about one-of-a-kind conferences!

Styria, the green heart of Austria, is versatile

like no other province! The possibilities for

your event are innumerable. The fi gures speak

for themselves: it boasts no less than 26 con-

ference hotels, 6 convention centres, 4 event

location, 3 convention bureaus and 2 event

agencies! It’s a destination of choice for many

meetings: in Schladming, the UniCredit group

SkiMeeting (4,000 participants) will take place

in March; in September, Bad Radkersburg will

welcome the 500 delegates of the ÖGATAP

Kongress (Österreichische Gesellschaft für an-

gewandte Tiefenpsychologie und allgemeine

Psychotherapie). Besides the many options

Graz can provide (see page 41), conference

hotels worth taking into consideration are

Schloss Pichlarn, a 900-year old castle that

has been transformed into a state-of-the-art,

exclusive conference and media centre for

up to 200 people, the Lindner Hotel & Spa

- Die Wasnerin, surrounded by a fascinating

mountain panorama, boasting 3 conference

rooms, the Ramsau Zentrum, where you

can dance, meet and dine at the foot of the

Dachstein, and the Congress Ausseerland

which offer incomparable surroundings for

staging events and celebrations in an elegant

rural scenery.

A RICH DIVERSITY OF VENUESThe meeting industry of Austria’s provinces

may be less known, compared to the popular

convention and congress city of Vienna,

nonetheless they offer an attractive range of

options for an event or conference.

In the Austrian provinces, the number of un-

conventional venues, conference centres and

event locations, in general equipped with the

most modern conference technologies, is im-

pressive. A variety of conference centres and

appealing locations is to be found in Carin-

thia, which is best suited for medium-scaled

conferences for up to 600 people. The Aviva

Seminar Resort & Spa, the Hinterstoder’s

Hoess Hall, with its strikingly modern struc-

ture, both located in Upper Austria, and the

Casino Velden, on the shore of Lake Wörth,

are just a few examples of the exceptional

array of regional conference centres.

Austria’s historic past is indissolubly inter-

twined with that of ruling dynasties and

noble families, which has left the country

with numerous castles and palaces. These

remnants of the past are often chosen by

> A U S T R I A

IN THE AUSTRIAN PROVINCES, THE NUMBER OF UNCON-VENTIONAL VENUES, CONFERENCE CENTRES AND EVENTLOCATIONS, IN GENERAL EQUIPPED WITH THE MOST MODERN CONFERENCE TECHNOLOGIES, IS IMPRESSIVE

MS Sönnenkönigin in Voralberg

Vorarlberg Kulturhaus Dornbirn

Lower Austria Casino Baden© NÖ Werbung

Lower Austria Grafenegg© NÖ Werbung

Lower Austria Trend Eventhotel Pyramide© NÖ Werbung

Conference Center Laxenburg© NÖ Werbung

Aviva

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HEADQUARTERS 49

congress organisers as an alternative to

more traditional venues. At Knappenstöckl

in Burgenland you can reside and have a con-

ference in the feudal setting of the stately

baroque palace of Halbturn, once owned by

Empress Maria Theresa. The Knappenstöckl

motto, ”Dining - Drinking - Having a Confer-

ence - Living”, speaks for itself. Especially

charming is Aurolzmünster Castle in the

Innkreis region of Upper Austria, a venue

that opens its doors to all kinds of events.

In the area around Vienna, you can book

baroque castles, medieval monasteries and

even fi nd a signifi cant archaeological excava-

tion site and Europe’s largest casino.

Very special venues also include abandoned

industrial factories, museums, and even

ships. You can opt for the Leather Fac-

tory in Linz, a historic industrial building,

the Gramaphon Center in Gramastetten, or

choose the Working World Museum in Steyr.

The Kulturhaus in Dornbirn, a vibrant stu-

dent town in Vorarlberg, showcases events

in a more cultural setting, boasting rooms

that can accommodate up to 730 visitors.

Perhaps one of the most fascinating venues

that have recently been developed is the MS

Sonnenkönigin, a futuristic ship made of

glass and steel that cruises beautiful Lake

Constance in Vorarlberg, Austria’s western-

most province. This unique 70-meter long

fl oating venue accommodates a maximum of

1,000 people and can be transformed into a

theatre, concert hall, banquet hall, confer-

ence centre or catwalk centre.

Known as ‘the cradle of Austria’s history’,

Lower Austria is another must-see, where

some 60% of Austria’s grape harvest is pro-

duced. The region is also home to more than a

dozen spa resorts, including Baden, the most

frequented. In terms of meeting venues, you

will have countless possibilities to choose from.

Congress Casino Baden, the largest in Europe,

is an ideal setting for events involving up to

1,100 people. In the Conference Center Laxen-

burg, up to 500 delegates can enjoy symbiosis

of imperial elegance and comfortable setting

in history-fi lled halls. Located outside of

Vienna, Austria Trend Event Hotel Pyramid

is a spectacular 42-meter high glass pyramid

whose unique surroundings are perfect for

staging events involving up to 4,000 guests -

the complex also boasts a 3,500 m2 congress

center. Set amidst newly erected vineyards,

the Loisium Hotel plunges its guests into the

world of wine, from its interior cork motif to

‘vinotherapy’, a selection of treatments involv-

ing grape and wine products. Last but not

least the Kaiserliches Festschloss Hof is your

chance to hold an international congress at a

festive imperial venue: its baroques setting can

welcome up to 1,500 guests.

To help you choose the right venue for your

event, Austria’s regional convention bureaus

will be pleased to provide professional assist-

ance, from the organisation of site inspection

and transfer management, to conference

follow-up. More information can be found on

their websites and in brochures.

> A U S T R I A

CONTACTS

ABCN AUSTRIAN BUSINESS AND CONVENTION NETWORKAustrian National Tourist Office

Margaretenstrasse 1, 1040 Vienna

Tel.: +43(0)1 588 66 350

Fax :+43(0)1 588 66 42

abcn@austria.info

www.abcn.at

CONVENTION BUREAU TIROL Maria-Theresien-Strasse 55

A-6020 Innsbruck

convention@gstirol.at

Tel.: +43 (0)512 9008 633

Fax: +43 (0)512 9008 926 33

SALZBURG CONVENTIONBUREAUAuerspergstrasse 6

A-5020 Salzburg

Tel.: +43 (0)662 88987 271

Fax: +43 (0)662 88987 535

convention@salzburgcb.com

CONVENTION PARTNERVORARLBERGRömerstrasse 2

A-6900 Bregenz

Tel.: +43 (0)5574 43443 23

Fax: +43 (0)5574 43443 4

service@convention.cc

CONVENTION BUREAUOBERÖSTERREICHFreistädter Strasse 119

A-4041 Linz

Tel.: +43 (0)732 7277 100

Fax: +43 (0)732 7277 130

tagung@oberoesterreich.at

STEIERMARK CONVENTIONSt.-Peter-Hauptstrasse 243

A-8042 Graz

Tel.: +43 (0) 316 4003 0

Fax: +43 (0)316 4003 10

info@steiermark-convention.com

CONVENTIONLANDKÄRNTENFeldkirchnerstrasse 140/4

A-9020 Klagenfurt

Tel.: +43 (0)463 507355 14

Fax: +43 (0)463 507355 30

convention@kaernten.at

CONVENTION BUREAU NIEDERÖSTERREICHNiederösterreichring 2, Haus C

A-3100 St. Pölten

Tel.: +43 (0)2742 9000 19825

Fax: +43 (0)2742 9000 19802

convention@noe.co.at

VIENNA CONVENTION BUREAUUntere Augartenstrasse 38/Top 5

A-1020 Wien

Tel.: +43 (0)1 21114 500

Fax: +43 (0)1 21461 17

convention@vienna.info

BURGENLAND TOURISMUSSchloss Esterházy

A-7000 Eisenstadt

Tel. +43(0)2682 63384 0

Fax +43(0)2682 63384 20

info@burgenland.info

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HEADQUARTERS 50

HQ

On the Galician light-chiselled seaside, A

Coruña breathes avant-garde and creativ-

ity. Its powerful design and fashion industry,

with internationally incomparable brands,

have aroused the interest of academics

and travellers alike. The city’s fi shing port

is one of the most signifi cant in Europe and

for some years now has boasted one of the

most modern docks as far as structure and

management are concerned. It is visited

and admired by experts from many different

countries. Of course other industrial and

energy-based activities have sprung up

around the port, even if the driving force of

the city lies in its growing services sector.

Tourism forms part of this, especially con-

gress tourism.

AN EVER-CHANGING CITY WITH WORLD-CLASS SERVICEJust like other port cities, the seafront of A

Coruña is being subject to extensive rebuild-

ing. This includes a new outer port, already

underway, which will take contaminating

traffi c away from the city centre and bring

the old port lands back for public use. This

new phase of town planning took its fi rst

steps when PALEXCO, the congress centre

of A Coruña, was built on the Transatlantic

Dock, opposite the leisure harbour.

PALEXCO forms part of a complex that also

holds a shopping and leisure centre. Its glass

walls make it a privilege location to admire

the bay. In addition to its multipurpose

A CORUÑA HAS EMBRACED THE 21ST CENTURY WITH ENTHUSIASM AND SELF-CONFIDENCE.

WITH ITS 300,000 INHABITANTS, THIS LUMINOUS MARITIME CITY IN THE NORTH-WEST

OF SPAIN IS WITNESSING AN EXCITING PROCESS OF MODERNISATION, WHICH EXPLAINS

ITS GROWING LEADERSHIP IN CONGRESS TOURISM. NEW COMMUNICATION NETWORKS,

HOTELS, SHOPPING CENTRES, CULTURAL AND LEISURE INFRASTRUCTURES MAKE UP THE

NEW FACE OF A CITY THAT IS LOOKING TOWARD THE FUTURE, WITH ITS GLORIOUS PAST

AND ITS STUNNING NATURAL LANDSCAPE. AN ESSENTIAL PIECE OF THIS SCENARIO IS

PALEXCO, THE CONGRESS AND EXHIBITION CENTRE OF A CORUÑA. SINCE IT OPENED IN

2005 ALMOST 600 EVENTS HAVE BEEN HELD THERE, VISITED BY HALF A MILLION PEOPLE.

IT IS NOW PUTTING THE FINISHING TOUCHES TO THE ORGANISATION OF THE MAIN INTER-

NATIONAL TOURISM FORUM, THE AIPC ANNUAL CONFERENCE, TO BE HELD EARLY JULY.

> P A L E X C O

PALEXCO,WHERE WATER, LIGHT AND GLASS MEET

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HEADQUARTERS 51

functionality, spread out over a fl oor area of

10,000 m2 and endowed with state-of-the-

art technology, PALEXCO provides quality

management: it was the fi rst congress centre

in the north-west of Spain to receive the

ISO9001 quality certifi cate, in recognition

of its excellent processes and services. In its

fi rst years of life, PALEXCO management has

also received various awards, both domestic

and international, among which are the OPC

Award for the Best Congress Centre in Spain

2005, and fi nalist at the APEX Award for the

Best Congress Centre in the World 2006,

organised by the AIPC.

A Coruña and its congress centre have also

benefi ted from the notable improvements

in land and air communications in Galicia

in recent years. Apart from the network

of motorways that joins the main cities of

Galicia together and to the capital of Spain,

A Coruña boasts an airport just 10 minutes

away from PALEXCO, providing numer-

ous daily fl ights to Madrid and Barcelona,

with various international routes as well.

Air access to A Coruña is completed by the

international airport of Lavacolla, in Santiago

de Compostela.

A GEM ON THE SEASIDEPALEXCO lies right in the heart of the city,

just fi ve minutes away from the best shops

and hotels and from the cultural centres

with the best programmes, including shows,

operas, exhibitions and leisure events all

throughout the year. It seems as if the city

was built for pedestrians: in A Coruña visitors

will peacefully and easily fi nd their way by

day and by night alike. You can choose from

among the lengthy promenade, the beaches

or the historical parts of the town rich with

churches and squares, narrow streets full of

lively bars where you can wash tapas down

with drinks!

Among the monuments the city is proud of

are the oldest working Roman lighthouse

in the world, the Tower of Hercules, on its

way to being declared a world heritage site.

Half an hour away, there is also an almost

compulsory visit to the imposing city of San-

tiago de Compostela, the religious, cultural

and humanistic destination for millions of

pilgrims from all over the planet. Another

attraction highly valued by travellers is A

Coruña’s and Galicia’s extraordinary cuisine;

the exquisite seafood, fi sh and wine are

highly praised.

> P A L E X C O

PALEXCO,THE HARD FACTS

Total fl oor area: 10,000 m2.

Total capacity of Palexco: 3,000 pax

Number of auditoriums: 2

(500 and 1,500 pax)

Number of meeting rooms: 13

(capacity ranging from 55 to 105 pax)

Exhibition area: 3,500 m2

TRY EVERYTHINGPeople in Galicia are well-known for knowing

how to live and eat well. Come and fi nd out

why, trying the best seafood and fresh fi sh

recently unloaded in the port, Galician veal,

the popular dish ham with turnip greens

washed down with varied local wines, which

rub shoulders with the best international

brands. You can try all this at elegant res-

taurants or in informal tapas bars.

THE LOVE OF FASHIONIf there is anything that identifi es A Coruña it

must be its universal and avant-garde fashion.

You will fi nd clothes and accessories of all

styles and prices at the boutiques in the streets

and the numerous shopping centres. Zara, Mas-

simo Dutti, Caramelo, Kina Fernández, Antonio

Pernas, Purifi cación Garcia, Adolfo Domínguez,

Bimba & Lola, Carolina Herrera … make sure

you leave some room in your suitcase.

IN ADDITION TO ITS MULTIPURPOSE FUNCTIONALITY, SPREAD OUT OVER A FLOOR AREA OF 10,000 M2 AND ENDOWED WITH STATE-OF-THE-ART TECHNOLOGY, PALEXCO PROVIDES QAUALITY MANAGEMENT

PALEXCO Muelle de Trasatlánticos, s/n.

15003 A Coruña, Spain

Tel: +34 981 228 888

Fax: +34 981 229 950

director@palexco.com

www.palexco.com

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_ Q g _ g

C l i iti

C M Y CM MY CY CMY K

When the finest becomes a habit.

Next autumn Rimini willinaugurate its newPalacongressi ConferenceCentre: the biggest andfinest in Italy, withstate-of-the-art technologyand services. Will you settlefor anything less?

www.riminipalacongressi.it

From next autumn, in Rimini.

società del:

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HEADQUARTERS 53

kleur te bepalenadhv kleurstalen

HQ

A MUST-SEE DESTINATIONThe Portuguese capital has been included in

‘Best in Travel 2009’, a tourist guide edited

by Lonely Planet, as one of the top ten cities

in the world to visit. Considered an ideal

destination for people who are looking for

an urban experience, Lisbon is described as

a city that ‘combines Old World charm with

youthful vibrancy.’ The emphasis is laid on

the discovery of the city through its Santos

Populares festivities, its various festivals

and the daily cultural events, along with the

simmering of conversations in cafes and the

restaurants, described as a ‘gourmet dream’.

Would it be the best time for congress del-

egates to check it out?

EN ROUTE TO LISBONFrom June 2009, Lisboa will enjoy direct and

regular fl ights to Moscow, Warsaw and

Helsinki on Portuguese airline company TAP.

According to Luiz Mor, executive vice-

president of TAP, the three new routes will

be served by fi ve weekly fl ights, which, in

the summer high season, could increase to

seven. 50,000 visitors from these areas are

expected in 2009. From July 2009, Boston

will be served by a daily SATA International

fl ight to Lisbon. The same company will also

run fi ve fl ights a week between Toronto and

Lisbon, starting from summer next year.

LISBON ACCOMMODATION AT ITS BESTPenha Longa Hotel, Spa & Golf Resort,

Albatroz Hotel and Palace, Bairro Alto

Hotel, Ritz Four Seasons and Lapa Palace

are included in the Top 100 hotels in the

world voted by Condé Nast Traveller’s read-

ers. The list, published in November ranked

the Penha Longa Hotel, Spa & Golf Resort in

Sintra as the best of the 25 best resorts in

Europe, receiving the most votes from the

32,500 Condé Nast Traveller readers who

took part. The fi ve-star establishment came

51st in the world ranking.

EXCLUSIVE HOTELS RENOVATED In the past year, hotels in Lisbon have

renovated both their physical spaces and the

services they provide, in order to keep up not

only with the demands of the market, but

also with new aesthetic and lifestyle trends.

The Tivoli chain refurbished its Tivoli Lisboa

and Tivoli Jardim hotels. In the Tivoli Lisboa

hotel, the meeting areas now contain multi-

purpose rooms equipped with the most up-

to-date technology. The Tivoli Jardim hotel

has now 119 rooms, a restaurant and several

meeting rooms.

Corinthia Hotel Lisbon, home to the largest

congress centre in a hotel of its category, has

also invested in renovations and now houses

the largest spa in the country. Similarly, the

Dom Pedro Palace now boasts a sumptuous

day spa. The new Altis Belém Hotel & Spa

is due to open soon. With a prime location at

the Bom Sucesso Dock on the River Tagus,

this charming fi ve-star hotel has 45 rooms,

5 suites, and several meeting rooms. Located

close to the Centro Cultural de Belém and

the Centro de Congressos de Lisboa, the Altis

Belém is an ideal venue for meetings of any

kind, with its three fl exible, fully equipped

rooms. The hotel’s gardens are also available

for outdoor events.

HQ MAGAZINE AND LISBON HAVE A LONG-STANDING RELATIONSHIP. IT’S NORMAL:

IN THE PORTUGUESE CAPITAL, THERE ARE ALWAYS CHANGES WORTH WRITING ABOUT.

LET’S FIND OUT WHAT’S NEW IN LISBON THIS TIME AROUND!

POSTCARDSFROM LISBON

> L I S B O N

Parque das Nacoes

CONTACT

Lisboa Convention Bureau

Rua do Arsenal, 15 - 1100-038 Lisboa

Tel +351 210 312 700, Fax +351 210 312 899

atl@visitlisboa.com

www.visitlisboa.com

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Who says conventions should be conventional? In Montréal, we’ve got all the nuts and bolts to help you plan a successful event—like 30,000 m2 of meeting & convention space in the Palais des congrès, our ultramodern convention centre, over 26,000 hotel rooms, a 24/7 online housing system and innovative attendance-building tools. Plus, we’ll bring creative, customized solutions to create that extra touch of magic your attendees will never forget.

maybe that’s why we’re ranked 2nd in north america for international meeting destinations*.

START PLANNING WITH US NOW! 33 1 47 97 29 06 tourism-montreal.org/meet *Source: The Union of International Associations (2007).

D104889_8069_Eu_Headquarters_DPS.indd 1 4/6/09 1:15:41 PM4/6/09 1:15:41 PM4780 HQ32.indd 554780 HQ32.indd 55 16-04-2009 16:15:2416-04-2009 16:15:24

Colloquium, the specialist in congress organization and management of professional associations, is now present in Brussels. Thanks to this European-scale development we are able to boost our international expertise and assistance capacities. We are now even closer and more responsive to you, confi rming our ambition to provide our clients with the best possible consulting services.

To fi nd out more, go to colloquium-group.com

DD

H

COLLOQUIUM 210x270_GB HeadQuaters.indd 1 11/12/08 11:22:34

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