‘How to Host a Scientific International Conference’ Seminar

‘How to Host a Scientific International

Conference’ Seminar

Azeta SeeryInternational Conferences Officer - Fáilte Ireland

International Association Conferences

• International Associations – bring together members with common professional,

scientific or social interests.

• Association Conferences– Characteristics: Structure, Rotations, Bidding processes

• Types/Examples: – International Union of Food Science and Technology

Congress (IUFoST) – European Peptide Symposium– The World Newspaper Congress, – The International Beekeepers Association

What is a Local Host/Conference Ambassador

Ambassadors are professional people from fields as varied as academia, science, technology, sport,

medicine, law and business ……… who have potential influence over their international

Association's/ Society’s/Federation’s choice of conference destination

•Irish Conference Ambassador make the invitation and lead the pitch for Ireland

Fáilte Ireland Strategic Vision

“Position Ireland as a World Class destination for Business Tourism purposes across the association conference, incentive and corporate meetings sectors.

Building on the brand strengths Ireland should be well known among travel specialists as a key destination for enterprise, team and personal renewal”

Business Tourism identified as an area of strategic importance.

€530 Million

Value of an International Conference Delegate

• The total value of an international association conference delegate €1,000-€1,500

• Over 20% of delegates indicated that they were accompanied by family or friends.

• International delegates spent on average over 5 days in Ireland,– on average at one and a half

extra days pre or post conference.

Why Ireland?

• Ireland has a wealth of conference facilities – €4 billion spent on conference infrastructure

• Ease of access- 170+ routes to Ireland (over 60 Airlines)- Direct flights from over 20 countries- 100 air routes from 35 British Airports- US Immigration Pre-clearance

• Professional trade – World Class Venues– Accommodation– PCOs

You’ll be in Good Company……

• Knowledge based society - ITs, Universities, Research Institutes

Why Ireland

• Positive Feedback from International Delegates:- 9/10 delegates very satisfied with experience of Ireland - 85% said that they would recommend Ireland as a

conference destination.

• Attendance up approx 10% on previous attendance rates worldwide

• Ireland’s Conference Ambassador’s influence• Subject prowess/ membership base• Strong international connections• Key influencer

Fáilte Ireland’s RoleNational Conference Ambassador Programme

•The remit of the Conference Ambassador programme is to help potential Conference Ambassadors invite and host international conferences and meetings in Ireland.

•Generate/Stimulate Demand – Advisory Role - unbiased advice– Mentoring – Support Conference Ambassadors practically & financially

Understanding that conference management is not a Conference Ambassador’s area of expertise, nor

should it be!

Working with Meet in Ireland• International Conferences Team, Fáilte Ireland

– Azeta Seery & Neasa NíDhomhnaill– Jennifer Churchward, Manager– Geraldine Jeffers, Financial Support

• Regional Convention Bureaux:– Dublin– Cork– Shannon Region– Marketing groups- Killarney & Galway

• Irish Trade: – PCOs, DMCs, Venues, Hotels, Universities etc

Why become a Conference Ambassador?

Our Conference Ambassadors give the following reasons for hosting an international conference.

•Increased the profile and recognition of their University or Organisation

•It earned them recognition from their professional colleagues both nationally and internationally

•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

•Contributing to the economy

•Support from Fáilte Ireland every step of the way

How to Host an International Conference

1) Interest – Weighing up the Pros and Cons

• Objectives of the Association/ Society – National Vs International

• Bidding - What’s required?• Formats - • Submission deadlines & decision timelines -• Competitors -

• Challenges? – Time / Money

Bid Preparation & Submission

• Bid presentation & Lobbying decision makers– City Bid Document preparation– Bid Presentation

• Promotion at preceding conference to back the bid– Bid Team Travel

Site Inspection Opportunity

• Logistics – Important part of decision making process– Working with RCB– Creating programme

• Advantages to getting it right….

Operations

• Requirement for a Professional Conference Organiser ?– A PCO is a specialist in the organisation and

operation of small, medium and large conferences, in particular academic conferences

• Assisting with Venue & Accommodation options if no PCO– Working with RCB & Industry

Marketing

• At preceding Conferences– Stand Collateral: Brochures, DVDs, Pens Pins, Posters– Tourism Ireland presence; diary dependant.

• Communications– Digital repository

• Destination Appeal– Sample programmes– Tourism options– Partner Programmes

Conference Ambassador Support

Financial assistance towards:

• Bid process– Support to produce bid document– Travel & accommodation related to presenting bid

• Site inspections– Bring key decision makers to Ireland to view proposed venue &

programme

• Marketing costs– To ensure maximum delegate turnout– Marketing at preceding conferences – Utilising Tourism Ireland colleagues – over 20 Market offices

Practical Supports

• Ireland DVD• ‘Why Ireland’ Presentation• Sample Bid Document• Image Library• Sample programmes• Conference Checklist• Vat Reclaim• Governmental and regional letters of invitation• Marketing worldwide at preceding events with Tourism

Ireland• Delegate information• Introductions to trade where appropriate• Site inspection itineraries

Conference Ambassador Support

• Support available for conferences of 50+ delegates

• No restrictions on subject matter

• Simple application process

• Support agreed over a number years

Next Steps

Get in Touch with Fáilte Ireland – we’re here to support you