ICCA Destination Marketing European Business Workshop
 

Guidelines

Introduction

This Business Workshop will be a European Workshop for European conferences of 500 delegates or more.


1. Workshop Objectives

The primary objective of this workshop is to provide a cost-effective opportunity for ICCA Destination Marketing members to meet and do business with key decision-makers of European association conferences.

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

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

2. Workshop format

The format is simple: A minimum of 10 and maximum 15 ICCA destination marketing members each invite an association executive to the Workshop to discuss their specific meeting requirements. Accompanying association executives 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, venues and services. No other event offers the same opportunity for association executives and ICCA members to meet face-to-face and discuss future co-operation in a tailor-made Workshop environment.

The Workshop commences on Thursday afternoon with the ‘Association Executives Introduction’ followed by a Networking evening. The next day the Workshop takes place and members set up their tables while the association executives are given a brief presentation of the hosting destination or tour of the venue. At the start of the Workshop the association executives are asked to join the members, sitting opposite the member who invited them for the first discussion period. After the first discussion session the association executives 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). During the workshop, the participating association executives 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 association executives have a forum session in separate rooms to discuss matters topics suggested by the members or association executives to discuss amongst their peers and for sharing best practices/knowledge transfer.

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

3. Conditions for Participation

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

For an association executive to be accepted for the workshop, he/she must meet the following criteria:

a) He/she must be a key decision-maker or have 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 (500 delegates or more).

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 association executive must not have been present at any ICCA Destination Marketing Business Workshop held within the previous 2 years. (see Exclusion List under the "My ICCA" section of the website under "Logo's & Documents").

e) The conference must be at least 3 days duration, must take place at least once every 4 years and must rotate between at least 3 European countries.

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 will be accepted straight away. Anyone registering with a Core PCO or AMC 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 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 recommended to start looking for an association executive immediately upon receipt of the guidelines and exclusion list. Once registration opens, the completed registration form, together with the fully completed association 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 association executive.

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

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

  • Completed application forms (Registration form, Association Profile form and Venue Profile forms) should only be sent to Head Office once registration opens.
  • It is not possible to reserve a place at the workshop by informing Head Office by email, phone or otherwise. Only the official fully completed registration form together with the official fully completed association and bureaux profile forms will be accepted. (Please note registration is only accepted upon receipt of all three forms.)

  • 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 AMCs and Core PCO executives.

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

  • If a convention bureaux association executive 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 association executive, 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 association executive about ICCA in general, and about the objectives of the workshop. The Convention Bureau must ensure that their association executive brings 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.

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

  • The official language of the workshop is English, so association executive should have at least a basic command of this language.

  • Participating Convention Bureau are responsible for their own and their association executives travel arrangements to the hosting destination. They are also responsible for covering the registration fees for themselves and their association executive, 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 an association executive 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 association executive.

  • 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 an association executive cancels their participation in the Workshop for whatever reason the venue member must inform ICCA Head Office immediately and the cancellation policy is upheld and the member who invited the association executive 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 Association Executive Introduction and networking evening through to the Educational sessions and Association Executive’s Forum on the Saturday 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.

4. Association Profile

Each Association Executive is requested to complete the Association 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 Association 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 Association Executive 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 Association 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