Conference Ambassador Handbook

Conference Ambassador
Handbook
‘Meet in Ireland’ is the official Business Tourism brand for the island of Ireland.
It is made up of three official tourism authorities, Fáilte Ireland, Tourism Ireland
and the Northern Ireland Tourist Board.
Under the brand Meet in Ireland, these 3 authorities promote Ireland for the
purposes of business tourism, as a leading conference and meeting destination.
Contact us today for impartial advice on your conference planning:
Business Tourism Unit, Áras Fáilte, 88-95 Amiens Street, Dublin 1, Ireland
Telephone: Orla Canavan 00 353 1 8847169 / Azeta Seery 00 353 1 8847189
Email: [email protected]
Website: www.meetinireland.com/conferenceambassador
Could you be a
Conference Ambassador?
Anyone can be a Conference Ambassador. If you have the potential
to host an international conference in Ireland, no matter what your
field, we are here to help.
Orla: 00 353 1 8847169 or Azeta: 00 353 1 8847189.
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Interested? Find out more contact
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The programme provides relevant impartial
assistance and financial support to Conference
Ambassadors at every stage of the event, from
the initial bid to marketing and promotion.
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What is the
Conference
Ambassador
Programme?
Fáilte Ireland developed the Conference
Ambassador Programme to support
individuals who want to organise an
international conference in Ireland.
mbassador
Conference Ambassadors are typically influential in their Association
or Society. If you are in the process of organising a conference,
or considering a future bid, find out how we can assist you.
1
Why become
a Conference
Ambassador?
Our Conference Ambassadors give
the following reasons for hosting an
international conference.
n Hosting an international conference
increased the profile and recognition
of their University or Organisation
n It enhanced their reputation in their
area of expertise
n It earned them recognition from their
professional colleagues both nationally
and internationally
www.meetinireland.com/conferenceambassador
“I fly airplanes for a living,
I had no idea what to do to begin to start
the bidding process for the conference. Fáilte
Ireland were fantastic from the get go. We couldn’t
have done it without Fáilte Ireland, honestly.”
Ken McManus – Irish Airline Pilots
Association
2
n International conferences offer excellent
networking opportunities, which helped
form research partnerships, secure future
funding and establish worldwide links
in the specialist field of the meeting
n Knowing that they are contributing
to the economy, as well as increasing
exposure to Ireland as both an area
of academic/scientific excellence
and as a tourist destination
n Support from Fáilte Ireland every step
of the way
5 simple steps to hosting
a successful conference
Bid preparation
Bid submission
1
Consider the objectives
of the association and
define what needs to be
included in the bid.
No matter what stage
in the process you find
yourself, Fáilte Ireland
is here to help.
Present your bid to
key decision makers
balancing content,
strategy, finance and
destination appeal.
Site inspection
2
Operations
Marketing
Consider how to
target potential
delegates to
increase delegate
numbers.
4
Checklist to make
sure your conference
is a success.
Invite key decision
makers to view
venue options to
help confirm the
conference.
3
5
No matter what stage in the process you find yourself in Fáilte Ireland
is here to help. www.meetinireland.com/conferenceambassador
3
How can we help?
Bid documentation preparation and
presentation
Site inspection hosting
n
n
Financial funding to assist with the
preparation and the travel involved
with bidding for an international
conference
n
Independent advice on all aspects of
organising an international conference
n
Introduction to Professional Conference
Organisers (PCOs)
n
Letters of invitation/endorsement
to support the bid document
Fund and co-ordinate site visits for your
international committee with our Regional
Convention Bureaux partners. Site visits
cover meeting facilities, hotels, social
options and attractions
Marketing support fund
n
Financial contribution towards the
marketing of your conference to
encourage a strong delegate turnout
nMarketing
“A conference
Resources available:
n
Sample bid documents
n
Image libraries
delegate is worth over twice the
value of a leisure tourist to the Irish
Economy.” Fáilte Ireland’s Survey of
Overseas Travellers and Business
nVideos
n
Sample presentations
www.meetinireland.com/conferenceambassador
4
Tourism Monitor
at preceding
conferences
n
Support from our
Tourism Ireland
colleagues in over
20 market offices
worldwide
“Feedback
on the Ireland bid was that
our partnership approach was perfect in
Applying for financial support
n
Guidelines and application forms are
available on www.meetinireland.com/
ambassador/supports
n
Applications should be submitted to
Fáilte Ireland in advance of the activity,
whether bid, site inspection or for
marketing the conference
n
The assessment process takes
approximately four weeks from receipt
of the application
n
A letter of offer is issued to the
ambassador when funding is awarded,
outlining the conditions for the funding
n
Claims for funding can be submitted
after the activity has taken place or
after the conference is over
every way. It was classy, dignified, informative and
to the point and won the day without any challenge at
all.” Karen O’Sullivan, President, Ice Skating
Association of Ireland
www.meetinireland.com/ambassador/
supports
www.meetinireland.com/conferenceambassador
5
Donegal
Why Ireland?
Sligo
Knock
www.meetinireland.com/conferenceambassador
Air Access
to Ireland
Dublin
6
Access:
Dublin Airport
n
Dublin Airport is one of Europe’s busiest airports
n
60 airlines flying to over 170 destinations, including
direct scheduled daily flights from North America,
mainland Europe, Britain and regular flights from
the Middle East
n
Dublin Airport offers services to 29 airports in the
UK and the ever expanding European network
now covering 100 airports
n
A second Airport Terminal T2, increased the
capacity of the airport to 15 million
n
Dublin Port Tunnel cuts journey time from the
airport to the city centre to 20 minutes
Shannon
Kerry
Waterford
Cork
Cork International Airport
Over 25 airlines flying to over 60 destinations, including
direct scheduled daily flights from mainland Europe and
Britain. Cork airport is less than 10 minutes from Cork City
Centre
Shannon Airport
Over 25 destinations connected including direct scheduled
daily flights from North America, mainland Europe and
Britain
Knock International Airport
Over 25 destinations connected including direct scheduled
daily flights from mainland Europe and Britain
Flights are also available from the regional airports of Donegal,
Kerry, Waterford and Sligo
Why Ireland?
Accommodation
Unique to Ireland
n
Over 900 hotels
n
n
In excess of 60,000 bedrooms
Rich cultural heritage –
music, theatre, art
n
World class accommodation facilities
n
Cosmopolitan cities and serene
countryside
n
International hotel chains and small
boutique hotels
n
Professionalism and experience
of Ireland’s Professional Organisers.
n
Every price range available from
castles to campus accommodation
n
Collaborative professional industry
n
Exceptional value for money
n
Renowned hospitality and Irish ‘craic’
VAT rate
Ireland’s attractiveness has been enhanced by two VAT regulations.
n
VAT incurred on accommodation connected with a ‘qualifying conference’
can now be reclaimed
n
Reduction of VAT rate to 9% relating to tourism related industries.
(See www.revenue.ie for more information)
www.meetinireland.com/conferenceambassador
7
Regional Convention Bureaux
The Regional Convention Bureaux in Dublin, Cork, Limerick/Shannon work in partnership with Fáilte Ireland. These
organisation as are all non-profit marketing bodies set up to assist Conference Ambassadors bid and win International
conference business for their regions.
Services available from a Regional Convention Bureau include:
n
n
Venue-finding and co-ordination
of quotations to help organisers
locate the best-suited facilities,
accommodation and service
suppliers
n
Assistance with bids for International
events and conferences
n
Co-ordinate and support on-site
inspection visits for meeting and
event organisers
Free advice on social, tour and
partner programmes, including
pre and post conference options
n
Liaise with regional tourism, civic
and business interests to ensure the
successful planning and staging of
meetings and events
Introduction to Professional
Conference Organisers (PCOs)
if required
www.m
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Dublin
Cork
Limerick
n
n
Over 8,500 bedrooms in Cork
city and county
n
7,000 bedrooms including 2,500
in the University of Limerick
n
Largest hotel: Silver Springs
Moran Hotel with seating for
800 theatre style
n
Largest hotel: Strand Hotel with
seating for 600 theatre style
n
Largest gala dinner venue:
City Hall for 800 guests
n
Largest gala dinner venue:
Thomond Park for 450 people
n
Largest conference venue:
City Hall for 900 theatre style
n
Largest conference venue:
University of Limerick for 1,000
auditorium style
n
Twenty five 4 star hotels and
three 5 star hotels
n
World class sports facilities
at the University of Limerick
n
Cork is known as the Food
Capital of Ireland and aptly so
with over 70% of the country’s
artisan food producers based
in Cork
n
n
Cork is also a pharmaceutical
and research hub
Limerick has a diverse and rich
history combining Medieval,
Georgian and modern
architecture with King John’s
Castle, the Hunt Museum and
the Milk Market all must sees
n
The Shannon region offers a
change to explore the Wild
Atlantic coast, see the awesome
Cliffs of Moher and the unique
lunar landscape of the Burren
n
n
n
n
n
n
n
n
20,000 bedrooms
A compact and walkable city
Purpose built conference centre
Largest city hotel: The Burlington
Hotel with seating for 1,200
theatre style
Largest hotel: Citywest Hotel and
Conference Centre with seating
for 4,100 theatre style
Largest gala dinner venue:
The RDS (Royal Dublin Society)
for 3,200 guests
Largest conference venue:
The RDS (Royal Dublin Society)
6,500 theatre style
Purpose built conference centre:
The CCD (Convention Centre
Dublin) with space for 3,020
theatre style. Auditorium with
tiered seating for 2,000 and
seating for 2,000 for gala dinner
Eleven 5 star hotels and thirty five
4 star hotels
www.dublinconventionbureau.com
www.corkconventionbureau.com
www.meetinireland.com/conferenceambassador
www.conferenceandsportsbureau.com
9
Basic Guide to Choosing a PCO
A Professional Conference Organiser
(PCO) is a specialist in the organisation
and operation of small, medium and large
conferences, in particular, medical, ICT,
scientific, financial and academic
conferences.
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How to Choose a PCO?
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10
Get clarification as to what the Local
Organising Committee is responsible
for and establish the tasks you will
need assistance with, e.g. online
registration, identifying and managing
sponsors, financial management etc
Review the list of PCO consultancy
and operational services. Be clear
about what you ask a PCO to quote
for in a RFP (Request for Proposal),
as this will influence the cost quoted
n
Draft your service requirements for
the PCO
n
Fáilte Ireland will introduce you to
3 of their approved PCOs based on
your requirements. Allow 40 minutes
to 1 hour per interview in order for an
adequate evaluation of the proposal
How PCOs Charge?
PCOs can charge in a variety of ways.
Usually it will be a combination of the
following:
a) Overall project management fee
b) Per delegate fee
c) Percentage of overall conference
budget
d) Percentage of exhibition and
sponsorship revenues
As each conference is unique, the
PCO will work with you to come to
an agreement on what is the most
appropriate approach for your conference
that is in line with the financial objectives.
Don’t forget that whichever fee structure
is applied, this is a part of the conference
budget, not an extra. The PCO fees are
financed from the conference income.
www.meetinireland.com/conferenceambassador
Top Tips
to evaluate a PCO?
The Association of Irish Professional
Conference Organisers (AIPCO)
is the professional association for conference organisers in Ireland
AIPCO Consultancy and Operational services
n
What is the PCOs track record of bid submissions,
winning bids, expertise and track record in your sector?
n
Research and feasibility studies
n
Ask for case studies and references.
n
Bid design, management and delivery
n
Bid presentations and lobbying
n
Meet the lead Project Manager who would be dealing
with your conference.
n
Financial management and budget design
n
VAT assessment and management
Do you think you could work with the company and
the team on a long term basis?
n
Risk assessment
n
Green meetings and sustainability services
n
Does the PCO understand your challenges, objectives
and vision?
n
Catering, accommodation and supplier negotiations
n
Venue management and logistics
n
What approach is the PCO suggesting for the
management of your conference?
n
Delegate registration and travel visa assistance
n
Abstract/poster management
Does the PCO have the required skillset and expertise
to manage your particular requirements?
n
Graphic design, set design and signage
n
Are specific guidelines set out by the International
Association/Society in the Request for Proposal?
Marketing and communication services
(print, digital, social media)
n
Programme and speaker liaison
Discuss the various financial models that are available
to you to manage your conference
n
Sponsorship and exhibition sales and management
n
Audio-visual services and production management
n
Simultaneous interpretation and translation services
n
Social Programmes, entertainment, transport
n
Content capture and
distribution
n
Hybrid Meetings
n
n
n
n
As a rule, Fáilte Ireland and the Convention Bureaux do
not get involved in the actual decision as to which PCO to
appoint, as this must ultimately be your decision, however
we will guide you through the process in order for you to get
the best result, while remaining impartial
www.aipco.ie
11
You’ll be in good company
A wide range of INDUSTRY
SECTORS are located in Ireland
Source: IDA
out
8
of 10
Global Pharmaceutical
corporations
out
3
of 5
Top Games companies
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Global ICT corporations
out
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12
10
Top “Born on the Internet”
companies
more
than 50%
Of the world’s leading
Financial Services Firms
out
17
of 25
Global Medical Device
companies
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13
Conference Checklist Guidelines
www.meetinireland.com/conferenceambassador
14
The following is an outline of action points to consider when organising a conference. It is by no means
exhaustive, as the actual details will be matched to your bespoke requirements, deadlines and objectives.
Preliminary planning
Contact the Business Tourism
Unit to discuss the Conference
Ambassador programme
Consider dates, duration
and size of meeting
Contact previous organisers
and establish what
information can be passed on
Appoint Professional
Conference Organiser
(if required)
Confirm a local organising
committee, e.g. Chair,
Treasurer, Scientific Chair etc
Undertake venue feasibility
study and select conference
venue
Finance
Identify financial responsibilities,
ownership of risk, subvention,
availability of seed funds and deposit
payment schedules
Set registration fees and identify exhibition
and sponsorship revenue targets
Prepare budget and set up bank accounts
Establish reporting methods and
timelines
Consider tax implications and VAT
reclaim possibilities
Sponsors and exhibitors
Prepare a list of potential sponsors
and exhibitors
Confirm size of exhibition hall
Prepare and design industry prospectus
Consider programme structure
and theme
Commence sales of exhibition and
sponsorship opportunities
Consider registration process,
information to be collected,
registration opening and
closing dates
Carry out management and deliverables
of packages sold, e.g. branding, sponsor
goods, advertising
Accommodation
Select range of
accommodation
Negotiate room rates and
manage accommodation
bookings and attrition
Programme development
Scientific Chair to select
scientific committee
Identify programme theme,
streams, number of sessions
Consider invitation listing for
international, plenary and
keynote speakers
Engage abstract
management system
Send call for abstracts
Announcement of abstracts
for oral or poster presentation
Organise relevant speaker
travel and accommodation
www.meetinireland.com/conferenceambassador
Marketing
Prepare marketing plan –
consider print, digital and
all social media avenues for
promoting the conference
Consider attendance at other
conferences as a promotional
vehicle, in particular the
conference(s) prior to your year
Identify database sources
if available
Design conference logo and
develop a website
Schedule e-zines, first
announcement, second
announcement etc.
Select and order merchandise,
e.g. bags, name badges etc.
Design and print all collateral,
e.g. invitations, tickets,
programmes
Invite media and organise
press room
Social programme, production
and audio-visual
Develop creative concepts for
social programme, e.g. gala
dinner, welcome reception
Select social events, venues and
arrange transport
Select audio-visual company
Agree on stage set, production
and entertainment
Select and book entertainers
Schedule pre and post tours
Catering
Based on budget parameters,
select menus for full conference
programme
Confirm final numbers with
the caterers and special dietary
requirements
Conference venue and suppliers
Source quotations from multiple
suppliers and negotiate contracts
Ensure all requisite insurances are in
place
Devise staff schedule and recruit staff/
volunteers where appropriate
Liaise with venue project manager
regarding all conference details
Confirm all other requirements with
venue
Post conference administration
Send letters of thanks to speakers,
sponsors, suppliers, venues etc.
Send invoices for outstanding
accounts
Send out evaluation form
Conference debrief
Submit requirements for any support received to the Conference
Ambassador fund
Prepare final financial report
For a full conference checklist: www.meetinireland.com/Ambassador/Supports
15
Top 10 Things to do in Ireland
1. Hop on a City Bus Tour
Dublin, Cork and Limerick all offer hop-on
hop-off site-seeing tours with guides to offer
entertainment and insights, with multilingual
commentary available.
2. Find a Festival
5. Drink a Drop
You can’t visit Dublin without tasting Guinness,
better still visit the state-of-the-art Guinness
Storehouse, located beside the famous brewery,
Ireland’s top visitor attraction. Follow this with
a trip to the Old Jameson Distillery or visit
Cork’s own Midleton Distillery.
Whether it’s the world renowned St Patrick’s Day Parade,
the annual ‘Redhead Convention’, Lisdoonvarna’s
Matchmaking Festival, the Dublin Horseshow or the Fleadh
Cheoil na hÉireann there is a festival for everyone!
8. Play King of the
Castle
You like castles and cathedrals?
Ireland has an abundance!
Christchurch, St Patrick’s,
Blarney, Bunratty and the Rock
of Cashel, for every period we
have it covered.
6. Try Irish Dancing
3. Cities by the Sea
Experience live Irish dancing and
traditional music, (popularised by
Riverdance), in some of the many Irish
pubs or traditional Irish venues across
the country.
West Cork is renowned for its wild beaches and jagged
peninsulas; and for its Irish-speaking islands like Cape
Clear and Sherkin. Within half an hour of Dublin city
centre, you could find yourself bobbing along in a
small boat on the way to Dalkey Island or Ireland’s Eye.
Galway is as much a city as a staging post for what lies
beyond – Ireland at its wildest. Within a few hours you’ll
be winging your way from Maam Cross to the harbour
town of Clifden, or the coral beach at Carraroe.
Before its closure in 1924, Dublin’s
Kilmainham Gaol housed some of the
most famous political and military
leaders in Irish history. Similarly Cork
City Gaol offers a fascinating insight into
the life of prisoners in the 19th century.
7. Go to Gaol
4. Grab a game
Whether it’s Gaelic football, hurling or camogie, the experience encapsulates everything that’s
synonymous with the Irish. “It’s a rip-roaring good time, it’s tribal and about deeply engrained
rivalries. But it’s always respectful.” Dean Goodison (Freelance Sports Writer and Reporter)
16
For more see
www.discoverireland.ie
9. Visit the Animal
Kingdom
Tucked away in the central
Phoenix Park, Dublin Zoo is
Ireland’s most popular family
attraction and with over 1
million visitors a year. Visit
Ireland’s biggest wildlife park,
Fota Island, only 15 minutes
from the heart of Cork city with
everything from cheetahs and
giraffes to penguins and zebras.
10. Pop into a Pub
There’s not much that has been said
about Irish Pubs, that hasn’t been said in
Irish pubs. These trusty little tabernacles
are famous for their creamy pints, cosy
snugs and quick-witted craic.
2014
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www.meetinireland.com/conferenceambassador
Telephone:
Email:
Website:
Orla Canavan 00 353 1 8847169 /
Azeta Seery 00 353 1 8847189
[email protected]
www.meetinireland.com/conferenceambassador
FI-22334-12