ICCA Congress 2019
ICCA Association Meetings Programme
Durban, South Africa, 18-20 June 2019

58th ICCA Congress

Houston, U.S.A.
27 - 30 October 2019
Fringe Meetings
  • 1.How much does it cost to register?

    Please find an overview of the registration fees here.

  • 2.What is included in the registration fee?

    Included in the registration fee:
    • Access to all education sessions
    • Business Exchange
    • Lunches, coffee breaks, evening social events as indicated in the programme
    • Airport transfers to/from official hotels only (on specific days only)
    • City tour (at specified times only, pre-registration required)

  • 3.How can I pay for my registration fee?

    Payment of the registration fee can be made by bank transfer (for bank details please see the invoice) or credit card (AMEX, MasterCard or Visa). To facilitate tracking of payments, please clearly indicate the invoice number in the reference field when making the payment.

    Please note that observers can only pay by credit card.

  • 4.When will I receive an Invoice?

    You will receive a link to download the invoice in the confirmation email.

  • 5.What do I do if I haven’t received an invoice?

    If you have not received the registration confirmation or the invoice, please check your spam folder as it may be preventing you from receiving the document. Otherwise, please contact us.

  • 6.When do I have to pay the invoice?

    Payments should be made within 30 days after the invoice has been issued. If you have not paid before the due date written on your invoice, ICCA reserves the right to send you a credit note and a new invoice with a higher fee if a registration deadline has passed in the meantime.

  • 7.Where can I find the bank details of ICCA?

    If you wish to pay by bank transfer, you can find our bank details at the bottom of your invoice.

  • 8.What happens if I don’t pay before a new deadline has passed?

    ICCA reserves the right to send you a credit note and a new invoice with a higher fee if a registration deadline has passed in the meantime.

  • 9.How do I cancel my registration?

    Notification of cancellation of your registration must be sent in writing to the ICCA Events Department.
    • For cancellations received up to and including 13 September 2019, a cancellation fee of €150 will be charged. Accompanying guests will be charged €50.
    • For cancellations received on and after 14 September 2019, no refund will be given, full amount required.
    • Name changes are not accepted, unless the participant is from the same company.
    • All refunds will be processed after the event.

  • 10a.How can I book a room in one of the official hotels?

    Please visit the hotel accommodation page for more information about the hotels. You can book a room at any of the official hotels via the dedicated booking links, which will be sent to you in the confirmation email.

  • 10b.Is breakfast included in the hotel rates?

    No, breakfast is not included in the hotel rates. Please find the following breakfast options in the immediate surrounding:

    Coffee Shops:
    Texas T: Cafe in the Marriott Lobby
    • Starbucks: Coffee, Quick Bite | 1600 Lamar St, Houston, TX 77010
    Tuscany Premium Coffee: Coffee, Quick Bite | 1200 McKinney St, Houston, TX 77010
    AHH, Coffee!: Coffee, Quick Bite | 2018 Rusk St A, Houston, TX 77003
    • Amilles Coffee: Coffee, Quick Bite | 1301 McKinney St, Houston, TX 77010

    Walker Street Kitchen: Contemporary American in the Marriott
    1600 BAR + GRILLE: Texas Flair in the Hilton Lobby level
    Quattro: Italian | 1300 Lamar St, Houston, TX 77010
    • Brasserie du Parc: French Brunch from 11am | 1440 Lamar St, Houston, TX 77010
    mkt bar: Brunch on weekends | 1001 Austin St. Houston, TX 77010
    • Lucienne: Modern European restaurant | 1070 Dallas St, Houston, TX 77002

  • 11.Can I book accommodation at an alternative hotel of my own choice?

    You may book your own accommodation, however, please note that airport transfers to/from official hotels will only be provided on complimentary basis on designated congress arrival/departure dates only for guests staying at the official hotels. Participants wishing to stay at other hotels should plan means of transport to/from the congress venue, airport and social event venues.

  • 12.How do I change or cancel my hotel accommodation if I am staying at one of the official hotels?

    Changes and cancellations should be sent in writing to the hotel reservation department.

  • 13.Is there a transfer service to/from the airport to the official hotels and the social event venues?

    Click here for more information.

  • 14.Do I need a visa to enter the U.S.A.?

    Please check here to see if you need a visa to go to the U.S.A.

  • 15.I need an invitation letter to obtain my Visa, how do I get one?

    Should you require a letter for the Congress, please contact the ICCA Events Department once you have registered.

  • 16. How can I send a shipment to the venue?

    Click here for more information.

  • 17.What is the Business Exchange?

    The Business Exchanges (BE), are sessions where participants share information on events they have recently handled. This information could turn into potential clients for your destination. Once you have won an association meeting, it isn’t likely to come back to the same destination for approximately 10-15 years. And once the event is secured, there are two things you can do with your acquired information about that meeting: you can save it in your archive, where in a couple of years it will be too out-dated to use again. Or you can exchange this information for up to date and current inside information on other events you might win now. The latter you can do at the BE.

  • 18.How does a Business Exchange session work?

    During the Business Exchange session you are required to give information and answer questions about your lead only once to other BE participants who are interested in your lead. After you have successfully signed up for the BE, you will receive approximately two weeks before the session starts the BE schedule and instructions on how the session works. The schedule will show you the different time slots (numbered rounds) as well as numbered tables and when all the BE participants are scheduled to represent their lead. The Business Exchange session room will have all the numbered tables that are mentioned in the BE schedule and all rounds (Time Slots) will be called during the session. You only need to represent your lead during one of the rounds according to the BE schedule. During all the other rounds you join tables which have leads that are interesting for you.

  • 19.Can I register as an “Observer” for the Business Exchange session?

    No, the Business Exchange is only for BE participants. If you are a first time attendee or totally new we still advise you to register for the Business Exchange. On the event website there is a BE page that will explain very clearly what is expected from you during this session. Also before the session starts we will explain how the Business Exchange will work. There will also be ICCA staff during the session to assist you. The most important thing is that you need to make sure that you can tell/give information about your lead.

  • 20.How do I indicate my interest in participating in the Business Exchange?

    When registering for the event, you can indicate that you want to participate in the Business Exchange session. You will then receive a separate email with instructions. The instructions will also include a link to an online application form where you will need to provide information on the event you are putting forward for the Business Exchange.

  • 21.How do I become a Business Exchange participant?

    First you have to propose a lead that fits the BE criteria (see next point). Participants do so, by filling out an online Lead Proposal Form and submitting the form to ICCA HQ. Once your lead has been reviewed, you will receive a confirmation email. It is only when this process has been completed that you can become a Business Exchange participant.

  • 22.Criteria for the business lead?

    - Your lead must attract at least 250 participants.
    - Your lead must be held on a regular basis.
    - Your lead must rotate between at least 3 different countries.
    - You must have won the lead which you are proposing.
    - In case of a past meeting, it should not have taken place more than 2 years ago.
    - Make sure that you have inside knowledge about your lead which you obtained by bidding for or with organizing/hosting the meeting. Be aware of the fact that you need to share this information with other BE participants during the BE session(s).

    Note that the bigger the rotation area is, the more interesting your Lead will be for the other BE participants. (For instance, a meeting with a World/ International rotation will generate interest with more members than a meeting which only rotates between German speaking countries.)

  • 23.What information do I need to supply for the Business Exchange?

    Participants will give valuable background information normally not known on the decision-making process, contacts, budget issues, delegate profile, financial criteria relating to the decision, sort of support the association need, etc.

  • 24.Do I need to give a presentation about my lead?

    Please note that during the 10 minutes of your round you don’t need to give a presentation about your lead. Instead you need to be able to give extra information about your lead that cannot be found on the BE form. You also need to be able to answer as many questions as possible about your lead during these 10 minutes.

  • 25.How many leads can I propose?

    You only need to propose one lead. If the proposed meeting doesn't meet all of the BE criteria, the meeting will not be accepted and you will be asked to send in another lead as soon as possible.

  • 26.Can I re-use a lead I proposed in the past BE sessions at other ICCA Events?

    Yes you can as long as it fits the ICCA criteria, however you will have already talked about your lead to some of the participants and they may no longer be interested in the same lead while they might have a new lead themselves.

  • 27.After sending my proposal form I saw that I made a mistake, can I make a change?

    As long as it is still before the deadline, you can. This will be explained in the confirmation email which you will receive when your lead is accepted by us.

  • 28.When is the deadline to propose my Business Exchange Lead?

    The deadline to submit the lead is 26 September 2019.

  • 29.What happens if I miss the deadline to participate in the Business Exchange?

    If you have not submitted a lead which fit the BE criteria before the deadline, you will not receive a BE confirmation email and therefore you will not be able to participate in the Business Exchange.

  • 30.Why is it not possible to have the BE deadline earlier or later?

    We would like to give everyone the opportunity to participate in the Business Exchange even the ones that are registering late for the ICCA event. For this reason we set the BE deadline as much as technically possible closer towards the event. However, we cannot move the deadline closer to the event as we need time to prepare and send out the BE schedule to all of the BE participants.

  • 31.Why is it better to submit my lead far before the deadline?

    From our experience a lot of people start submitting their lead at the very last moment. This will give us less time to verify and process the leads. If we notice that your lead does not fit the BE criteria we will have to communicate this back to you again and you will have even less time to send in a new lead before the deadline.

  • 32.When can I look at the other leads that have been proposed?

    In your confirmation email you will find the date when you can see all the other leads in the ICCA Association Database.

  • 33.When will I receive the Business Exchange schedule?

    You will receive the Business Exchange schedule with all the leads, time slots and table numbers at the latest two weeks before the session starts.

  • 34.Why do we receive the Business Exchange schedule so late?

    We want to give the opportunity to as many people as possible to participate in the Business Exchange. For this reason we will set the deadline as close as possible to the start date of the session. However it will happen that leads are not complete and that we need to wait to have all the correct information. This can sometimes take some time. When we have all information we can finally make the BE schedule and send it out. This is at the latest two weeks before the session starts.

  • 35.No-shows during the Business Exchange session

    Please keep in mind that once your lead has been accepted and you received a BE confirmation email your presence is required in Business Exchange sessions. It is unfair to the other BE participant whom prepared for the session to not show up without a reason. Therefore, if for any reason you will not be able to make it to the BE session please inform the BE team by email before the session starts. No-shows during the BE session may result in your company being excluded from future BE sessions and access to the BE leads in the association database will be withdrawn.

  • 36.Why is the Business Exchange session held a day prior to the ICCA Congress?

    We want to make sure that everybody that has been accepted for the Business Exchange can also attend and be present at this session. If the Business Exchange session is being held during the ICCA Congress itself it would mean that there will be parallel sessions which means that people that registered for the BE session would have to miss out on the other parallel sessions.

  • 37.Can we discuss leads with each other outside of the Business Exchange sessions?

    Yes, you can set-up appointments to meet up with other BE participants via the ICCA Meetings App throughout the network breaks even outside of the Business Exchange sessions. However, also note that these “self” setup BE meetings will never replace the Business Exchange sessions itself since your presence is required at these BE sessions itself.

  • 38.How do I make a Business Exchange appointment outside of the Business Exchange sessions?

    You will be able to make appointments via the ICCA Meetings App which will be made available to all participants 2 weeks before the event. Through this app you will be able to contact other Business Exchange participants to set up meetings in advance.

  • 40.I am a first time attendee, is it obligatory to participate?

    It is not mandatory to participate in the programme; however we strongly recommend attending, as it is a good way to meet other new attendees and also see what you can get out of the Congress.

  • 41.How can I become a mentor?

    In order to become a First Time Attendee mentor you must have attended a previous ICCA Congress. If you would like to volunteer to become a mentor at the Congress, please contact Ksenija Polla.

  • 42.What are Fringe Meetings?

    ICCA has again created a timeslot for members who want to organise an internal meeting (user groups, marketing consortia, alliances).

  • 43.How can I book a Fringe Meeting?

    If you wish to arrange a meeting, please contact Mieke van Loenen.

  • 44.Can I book a fringe meeting during the entire congress?

    No, there are pre-defined time slots for these meetings.

  • 45.Do I have to pay for organising my meeting?

    The room is free of charge; however food, beverages and AV are at your own expense.

  • 47.How can I set up an appointment?

    You can book an appointment using the ICCA Meetings App. 2 weeks before the Congress you will receive an email with instructions on how to download the app.

  • 48.Are there any opportunities for me to sponsor the ICCA Congress?

    If you would like more information on sponsorship opportunities, please contact Mieke van Loenen.

  • 49.I don’t want to sponsor anything on the list, can I make a suggestion?

    We are open to new sponsorship ideas as long as they are in line with the Congress goals, theme and design. If you would like to make a suggestion, please contact Mieke van Loenen.

The ICCA Events Department is the secretariat for the ICCA Congress.
ICCA Head Office
Alpha Tower, De Entree 57
1101 BH Amsterdam
The Netherlands