ICCA Sector Destination Marketing Small Client/Supplier Business Workshop
 

Guidelines

IMPORTANT PLEASE NOTE: The guidelines have slightly changed, please see point 'f' in bold text below under the 'conditions for participation'.

Introduction

These guidelines deal with the Sector Destination Marketing Small Client/Supplier Business Workshop. This workshop is the 4th edition of the small workshop organised for European destination marketing members and is open to all European members of the sector however in order to give smaller bureaux a chance to participate, priority will be given to those bureaux who did not attend the workshop in Brussels in June 2017 (until 1 December).

1. Workshop Objectives

The primary objective of the workshops is to provide a cost-effective opportunity for ICCA members to meet and do business with key decision-makers of conferences.

A secondary objective is to introduce clients to ICCA and to explain the benefits of working with ICCA members.

The workshop is not an opportunity to reward a client with a free trip overseas, nor should it be used by the host as a site inspection or familiarisation trip.

2. Workshop format

The format is simple: A minimum of 10 and maximum 15 ICCA members each invite a client to the Workshop to discuss their specific meeting requirements. Accompanying clients must conform to strict selection criteria (see below), so ensuring that participating members can promote their company and services to senior decision-makers who are actively looking for destinations and venues. No other event offers the same opportunity for client and supplier to meet face-to-face and discuss future co-operation in a tailor-made Workshop environment.

The Workshop commences on Thursday afternoon with a ‘Client’s Introduction’ followed by a Networking evening. The next day the Workshop takes place and members set up their tables while the clients are given a brief presentation of the hosting destination or tour of the venue. At the start of the Workshop the clients are asked to join the members, sitting opposite the member who invited them for the first discussion period of 5 minutes. After the first discussion session of 5 minutes and on the sound of a buzzer clients are asked to move in a clockwise direction to the next table for the second discussion period of 15-18 minutes (The length of the discussion depends on the number of participants). After every three or four sessions a 20 minute break will be given. During the workshop, the participating clients get the opportunity to meet representatives from between nine to fourteen other bureaux as well as meet with the ICCA representative.

The following day (Saturday) members and clients are given a short de-briefing session in separate rooms to get some valuable feedback on the Workshop and time is also scheduled for a Clients only session where clients can discuss matters of mutual interest and exchange experiences. The Workshop may also include an educational session on the Saturday morning.

Please see section 6 for the layout of the tables in the Workshop room.

3. Conditions for Participation

This workshop is open to all European destination marketing members in good financial standing however members who attended the International Workshop in Brussels in June 2017 will be held on a waiting list until the deadline of 1 December to give priority to smaller European convention bureau members who have not attended the most recent workshop.

Participation in each workshop is restricted to a maximum of 15 Convention Bureau. Each of the Convention Bureau brings a client who meets the criteria set out in these guidelines.

For a client to be accepted for the workshop, he/she must meet the following criteria:

a) He/she must be a key decision-maker or has decision making influence with regard to where the European conference takes place in the future.

b) The conference must historically meet the size criteria for the workshop (A maximum of 800 delegates).

c) If the conference has no track record the projected number of attendees must meet the size criterion for the workshop. 

d) The conference should not have been represented and the client must not have been present at any ICCA Sector Destination Marketing workshop held within the previous 3 years or the last 3 editions of the small workshop. (see Exclusion List under the "My ICCA" section of the website).

e) The conference must be at least 3 days duration, must take place at least once every 4 years and must be a European conference which rotates between at least 3 European countries and only rotates within Europe.

f) In order to keep in line with ICCA's new strategic goal #2 - Engaged Association Executives, the guidelines have slightly changed and only association executive clients will be accepted straight away. Anyone registering with a Core PCO or AMC client will be held on a waiting list until the registration deadline
and will only be offered a place if there are still places available and providing they meet the criteria and submit a document in which the client association agrees to be represented and states that the Core PCO or association management company is involved in the decision influencing process concerning future locations of their event

g) The conference must not be limited to rotating only between countries that speak one language, for example, French speaking countries or Spanish speaking countries.

- It is not necessary for Convention Bureau to have a business relationship with the client they bring to the workshop, only that the client meets the criteria.

- No more than 2 Convention Bureaux from the same country may participate and they can not be from the same city.

- Convention Bureaux are accepted on a first-come-first-served basis provided their client meets the necessary criteria. Full client details must be included in a Convention Bureaux application to participate. Only the official registration form is valid.

- Waiting lists, also operating on a first-come-first-served basis, will be set up both for overall participation (if over 15 applications are received), for individual countries (if over 2 from the same country apply) and for Core PCO/Association Management Companies.

- If a Convention Bureaux client has been accepted for the workshop, but subsequently drops out, the Convention Bureau may put forward a replacement client, but this will be treated as a new application to be dealt with under the first-come-first-served rule.

- If a bureau client is rejected for the workshop because it does not meet with the criteria set out in the guidelines, the bureau may put forward a replacement client, but this will be treated as a new application to be dealt with under the first-come-first-served rule.

- Participating Convention Bureau are obliged to fully brief their client about ICCA in general, and about the objectives of the workshop. The Convention Bureau must ensure that their clients bring with them any information/printed materials relating to their conference and organisation, which could be of use to participating Convention Bureau. In particular, information relating to the decision-making process for where the conference will be held in future years.

- The official language of the workshop is English, so clients should have at least a basic command of this language.

- Participating Convention Bureau are responsible for their own and their clients travel arrangements to the host venue. They are also responsible for covering the registration fees for themselves and their client, which includes all transport, accommodation, meals and entertainment from arrival at the local airport/railway station to departure at the end of the workshop.

- If at any time a client is not participating in the workshop (e.g. arrives late, leaves early) the Convention Bureau which invited him/her is suspended from participation for the time of absence of their client.

- It is a one on one Workshop so only one representative per organisation can attend the Workshop.

- Accompanying persons can not attend any part of the Workshop, business or social.

- Members must be in good financial standing with ICCA if they want to participate in the Workshop.

- If a client cancels their participation in the Workshop for whatever reason, the cancellation policy is upheld and the member who invited the client can not attend any part of the programme, business or networking/social events.

- Participants are expected to participate in all parts of the programme starting with the Clients Introduction and networking evening through to the Client's Forum and debriefings sessions on the Saturday morning and should arrive on time for all sessions.

- All participants are requested to bring business cards to the Workshop with them.

- Consultants or representatives of ICCA member companies will not be accepted to participate in the ICCA Workshops if they are also representing non-ICCA member companies.

- It is recommended to start looking for a client immediately upon receipt of the invitation. Once a client who fits the criteria has agreed to attend, the completed registration form, together with the client and bureaux profile forms should be sent to ICCA Head Office for approval. Once approval has been granted, ICCA Head Office will ensure that the bureaux concerned will be informed immediately to minimise the period of uncertainty for themselves and their client.

- Bureaux are accepted on a first come first served basis, provided their clients meet the necessary criteria. Full client details must be included in a bureaux application to participate. Only the official fully completed registration form together with the official fully completed client and bureaux profile forms will be accepted. (Please note registration is only accepted upon receipt of all three forms).

4. Client (organisation) Profile

Each client is requested to complete the Client Profile. This profile must be sent to ICCA Head Office together with the Registration Form and Bureaux Profile form. If all three forms are not received then it is not accepted as an official application for the Workshop. The Client Profile form will be included in the Workbook which will be emailed to all the participants at least two weeks prior to the Workshop.

Additionally the client is requested to supply all other relevant information, which is important for an event/congress destination and which is not given in the profile, such as: list of local counterparts; outline and structure of the organisation; selection criteria for future events; decision making process for future congresses/events etc.

5. Bureaux Profile

Each bureaux is requested to complete the Bureaux Profile form, which includes various information about the destination. This profile must be sent to ICCA Head Office together with the Registration Form and Client Profile. If all three forms are not received then it is not accepted as an official application for the Workshop. The Bureaux Profile form will be included in the Workbook which will be emailed to all the participants at least two weeks prior to the Workshop.

6.  Sample floor plan for workshop room