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IAPCO & Macau Regional Seminar
on
Professional Congress Organization
at
16 – 19 March 2009
Preparing for the impact of the Global Economic Downturn.
Back to basics! An opportunity to refresh one’s knowledge to further enhance
on the delivery of quality service in order to remain competitive!
Certificate of Attendance from IAPCO & MGTO will be awarded
ORGANISED BY: HOSTED BY:
WELCOME REMARKS BY DIRECTOR OF MGTO
MACAU GOVERNMENT TOURIST OFFICE (MGTO)
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Dear Colleagues,
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It is my pleasure to invite you to the IAPCO Regional Seminar on Professional Congress
Organization, which is to take place in Macau on 16th to 19th March, 2009.
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The International Association of Professional Congress Organizers (IAPCO) was founded in
1968 by professionals for professionals engaged in the organization and management of
international congresses, conventions and special events: professional congress organizers
(PCOs).
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A major part of IAPCO is to provide specialist training for PCOs. IAPCOs' education
programme is regulated by the IAPCO Training Academy where over 1,700 people
worldwide have obtained an IAPCO Seminar Certificate of Attendance. Since the first IAPCO
Seminar in 1975, IAPCO has built up an unequalled reputation in the field of international
meetings management training.
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While this seminar will show you how to successfully manage congresses to attract industry
support and more attendance, Macau will offer you opportunities to establish good networks
with worldwide professionals and hands on experience in Asia's newest and most exciting
destination for meetings and incentives.
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We are looking forward in seeing you in Macau.
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Yours sincerely,� �
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João Manuel Costa Antunes
Director of Macau Government Tourist Office
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You are cordially invited to participate in an IAPCO Regional Seminar in Macau hosted by
the Macau Government Tourist Office (MGTO).
WHAT IS IAPCO?
IAPCO was founded in 1968 by professionals for professionals engaged in the organization
and management of international congresses, conventions and special events: professional
conference organizers (PCOs).
WHAT IS AN IAPCO SEMINAR?
A major part of IAPCO is to provide specialist training for PCOs. IAPCOs’ education
programme is regulated by the IAPCO Training Academy where over 1,700 people
worldwide have obtained an IAPCO Seminar Certificate of Attendance. Since the first IAPCO
Seminar in 1975, IAPCO has built up an unequalled reputation in the field of international
meetings management training.
WHO SHOULD ATTEND?
Anyone involved in the meetings industry is welcome, and the programme will benefit those
of all levels of knowledge, whether new to the industry or having many years of experience.
Participants will come from: PCO companies, National organizations, Convention bureau,
Corporate companies, International airlines, Conference hotels, Interpretation and translation
companies, International associations, National tourism bodies, International meeting
managers, Pharmaceutical companies, Travel agencies, Conference centres, Exhibition
management companies, Association management companies.
WHY MACAU?
Macau is Asia’s newest and most exciting destination for meetings and incentives with billions
of dollars worth of new infrastructure underway. Nowhere in Asia have there been so much
investment in large scale venues, accommodation, entertainment and attractions in recent years,
yet everything happening simultaneously! Now is time to meet the new Macau!
CAN YOU AFFORD NOT TO BE THERE?
Registration 1st delegate of the organization
2nd delegate onwards from the
same organization
Fee MOP$2,000.00 for Macau entities /
USD$250.00 for non-Macau entities
MOP$1,000.00 for Macau entities /
USD$125.00 for non-Macau entities
Registration fee includes:
² Attendance at the Seminar
l Monday 16th 13.00 - 17.30
l Tuesday 17th 09.00 - 17.30
l Wednesday 18th 09.00 - 17.30
l Thursday 19th 09:00 - 13:00 (Macau MICE update tour)
² All materials related to the seminar
² Arrival & departure transfer in Macau
² A welcome lunch on 16th March and a farewell dinner on 18th March
² Two coffee breaks and one lunch daily from 16th to 18th March 2009
² Half day Macau MICE update tour on 19th March
² Certificate of attendance by IAPCO & MGTO
² No refunds are possible for any of the package not taken
APPLICATION
Participation in the Seminar is strictly limited. Applicants will be accepted on a first-come
first-served basis and only after payment has been received. Provisional bookings are not
encouraged. However, bookings and payments can be made in a company name if the
particular participant is not yet known at the time of booking. Bank Transfer is recommended
as the payment method. An acknowledgement will be sent on receipt of a registration form
together with, if required, an invoice; however, confirmation of a place at the Seminar will
only be made once payment is received. Places will only be confirmed when full payment has
been received. No discounts on fees are available other than those quoted and IAPCO and
MGTO has no funds for sponsorship of participants. It is inappropriate to register an
accompanying person and requests to do so cannot be met.
Please complete the enclosed registration form and return to the Secretariat by fax to: (853)
2872-7310 OR email to [email protected] before 9th March 2009.
CERTIFICATE
A certificate of attendance from IAPCO & MGTO will be issued to all participants at the final
session of the Seminar.
CANCELLATION & REFUND
Cancellations - by letter, fax, or email only - received by the Secretariat before 27th February
2009, the registration fee will be refunded less 50%* and no refund will be given for
cancellations received thereafter, or for participants who do not attend or partially attend.
Participants are required to arrange insurance for cancellation, travel, loss of personal
possessions, medical, accident etc. on their own behalf. The Regional Host, MGTO reserves
the right to cancel the Seminar in the event of exceptional circumstances, in which case the
registration fee will be fully refunded*. (*All bank charges are to be borne by the participant.)
HOTEL ACCOMMODATION
As the official seminar venue, The Four Seasons Hotel Macao (www.fourseasons.com/macau)
has extended a special seminar rate of MOP$1,550.00 nett per room per night (approximately
USD$195.00 nett per room per night) for single or double occupancy inclusive of single or
double ABF. Such rate will be offered for the seminar period on 16th to 19th March 2009, and
extended to three days before and three days after for delegates who wish to stay longer.
Reservation must be made directly to Four Seasons Hotel Macao by fax to (853) 8112-8689
or email [email protected]. For enquiry, please contact Mr. Calvin Xiao, Catering
and Conference Services Manager, at (853) 8112-8848. Please refer to the enclosed Hotel
Reservation Form.
TRANSPORTATION
The Macau Special Administrative Region (MSAR) is a part of China's territory. It is located
on the Southeast coast of China to the western bank of the Pearl River Delta. Bordering on
Guangdong Province, it situates 60km from Hong Kong and 145km from the city of
Guangzhou.
Macau International Airport (www.macau-airport.com) was opened in 1995, and is currently
being served by more than 15 international airlines and connecting Macau to more than 24
international cities. For example, Air Macau, Air Asia, Bangkok Airways, Cebu Pacific Air,
Xiamen Airlines, VIVA Macau, Malaysia Airlines, Transasia Airways, Eva Airways,
Philippine Airlines, Shanghai Airlines, China Eastern Airlines, Shanghai Airlines, Tiger
Airways, Jetstar Asia, East Star Airlines, Shenzhen Airlines, and others.
Delegates who wish to arrive Macau directly by air can use any of the above airline networks.
Alternatively, delegates can fly to Hong Kong International Airport, and without leaving the
airport, take the airport SeaExpress Ferry (www.turbojet.com.hk/eng/schedule/airport.html)
and connects smoothly to Macau. Please note that advance reservation and sailing schedule
planning is necessary to ensure seamless connection. For enquiry, please email to
[email protected] or tel: (853) 8790-7039.
The Macau Government Tourist Office’s website contains many more traveling tips for
travelers. Please visit www.macautourism.gov.mo for more information.
Welcome Desk for the IAPCO Regional Seminar will be set up at the arrival halls, Macau
Government Tourist Office’s Tourist Information Counter, at Macau International Airport and
Macau Ferry Terminal, on 15th and 16th to assist delegate arrival.
THE SECRETARIAT
For any enquiry, kindly please contact Macau Government Tourist Office – The Secretariat,
at tel: (853) 8396-3060 or fax: (853) 2872-7310 or email: [email protected].
SPEAKER BIOGRAPHICAL DETAILS
Philippe Fournier, IAPCO Vice President
Managing Director, MCI, Paris, France
MCI is one of the leading PCOs and Association Management Companies
in Europe dealing with over 100 conferences and exhibitions per year and
providing full concept congress and exhibition management to worldwide
based scientific societies, associations and federations. Philippe created
the Paris office in 2003 but has been in the industry since 1984 organising
congresses in France and all over the world. He is Vice President of
IAPCO, a founder and board member of the French PCO chapter in the French Federation of
Congresses, Exhibitions and Fairs (FFSCF) and a partner of INCON. He is a frequent
speaker for IAPCO both at Regional Seminars and at Industry Trade Shows.
Roslyn McLeod, IAPCO Council Member
Managing Director, Tour Hosts Pty Ltd., Sydney, Australia
Founded by Roslyn in 1973, Tour Hosts is one of Australia's leading PCOs
providing total conference management for international association,
government and corporate conferences and exhibitions. In recognition of
her contribution to the meetings industry, Roslyn was awarded her country's
Medal of the Order of Australia (OAM). Roslyn is a Council Member of
IAPCO, a Committee Member of the IAPCO Training Academy, a past
President of the Meetings and Events Australia (MEA), a partner of INCON and a member of
the Starwood Asia Pacific MICE Advisory Board. Roslyn is a frequent speaker at Regional
Seminars, the IAPCO annual “Wolfsberg” Seminar and throughout the industry as a leading
authority on business management.
Sarah Storie-Pugh, IAPCO Administrator
Chairman, Concorde Services Ltd., London, UK
Sarah’s background is purely that of conference organisation with personal
involvement in over 350 events from 200 to 10,000 participants and
100-4,000m² exhibitions. Sarah joined Concorde Services in 1983 as
joint MD, having spent the previous six years organising international
association events. She is now Chairman of the company, Concorde
having been acquired by the Congrex Group in 2006. Concorde is
ISO9002 certified. Sarah is a Past-President, past Treasurer and current Administrator of
IAPCO. Sarah was awarded the meetings industry Personality of the Year Award in 2004.
She has lectured at many IAPCO national and regional seminars and has been a member of
the Faculty of the IAPCO annual “Wolfsberg” Seminar for the past 24 years.
PROGRAMME
16th March 2009, Monday
09:00 - 12:00 Registration
12:30 – 13:30 Welcome Lunch
13:45 – 14:00 Opening
14:00 – 14:45 Introduction to Association Meetings
Roslyn McLeod
14:45 – 15:45 Refreshment Break
15:45 – 16:15 Creating the Project Plan
Sarah Storie-Pugh
16:15 – 17:30 Working Group Part 1
Evening free
17th March 2009, Tuesday
09:00 – 09:45 Promotion of a Destination and Bidding to Win
Roslyn McLeod
09:45 – 10:30 Sponsorship
Sarah Storie-Pugh
10:30 – 11:00 Refreshment Break
11:00 – 12:00 Financial Planning & Budgets
Philippe Fournier
12:30 – 14:00 Lunch Break
14:00 – 14:45 Promotion of a Congress
Roslyn McLeod
14:45 – 15:45 Refreshment Break
15:45 – 16:15 Venue Management
Philippe Fournier
16:15 – 17:30 Working Group Part 2
Evening free
18th March 2009, Wednesday
09:00 – 09:45 Exhibitions
Philippe Fournier
09:45 – 10:30 Social Programme
Sarah Storie-Pugh
10:30 – 11:00 Refreshment Break
11:00 – 11:45 Programme Management & Abstract Handling
Roslyn McLeod
11:45 – 12:30 Congress Registration and On-Site Arrangements
Philippe Fournier
12:30 – 14:00 Lunch Break
14:00 – 14:45 Accountability & Crisis Management
Sarah Storie-Pugh
14:45 – 15:45 Refreshment Break
15:45 – 17:30 Presentation of Working Groups
Closing of Seminar
Farewell Dinner
19th March 2009, Thursday
09:00: - 13:00 Macau MICE update tour
Afternoon departure
PROGRAMME CONTENT
The following programme has been selected to provide you with a snapshot understanding of
the mechanics of conferences and exhibitions and in the time available gain an overview of
some of the elements of organisation.
Introduction to Association Meetings
This seminar is focused on the organisation of international association meetings, however,
the principals can be applied to all kinds of conferences. An opportunity to refresh one’s
knowledge of the different types of meetings and how they impact upon our industry:
Association Meetings, Governmental Meetings and Corporate Clients.
Creating the Project Plan
A new conference is a new venture which needs to be planned from the beginning. As with
any business a full project plan will need to be created from within a given framework.
Promotion of a Destination and Bidding to Win
As more and more countries and cities compete for the major international conferences, it is
becoming increasingly important to understand the marketplace, to know when to lobby and
when not to, and how to create that winning Bid.
Sponsorship
Congresses provide the opportunity for companies to gain exposure to their client base and lift
their profile. How to construct a sponsorship strategy to achieve financial advantage to the
congress and deliver satisfactory outcomes for sponsors.
Budgets - Financial Planning for the Congress
Budgeting and budget control is the essential ingredient to a well-run meeting. Obtaining
quotations, assessing delegate and exhibition revenue to create a workable budget; looking at
pre-financing and cash flow objectives.
Promotion of a Congress
Most congresses need a marketing plan and the actions to attract delegates, prominent
speakers, delegates, sponsors and exhibitors. This takes careful planning to raise the
awareness of the congress whilst keeping the costs to a minimum.
Venue Management
Despite the technological revolution, the selection of the right venue remains a crucial task;
how that venue is used to maximise its potential; basic hall management skills with correct
scheduling form an integral part of the planning process.
Exhibitions
Where sellers can meet their buyers attending the congress and an extension of the congress
scientific programme, the exhibition provides an ambience to do business in what is often
compared to a modern supermarket of specialist product or services. Learn why exhibitions
have become an important part of most congresses and how to go about planning one.
Social Programme
Face to face meetings are all about networking. The social programme is an important part
of any meeting and provides the opportunity for participants to meet others in a social
atmosphere combining entertainment or food and beverage in the package.
Programme Management & Abstract Handling
Attention to detail is one of the hallmarks when undertaking scientific programmes and
publications. Whether managing the invited speakers, preparing clear and logical print and
web materials, or handling the receipt of 100s of abstracts, it is the programme that is the key
to any congress.
Congress Registration and On-Site Arrangements
Establishing an effective pre-registration system taking into account both international
association and corporate meetings is essential. Deciding which technology is the most
suitable for you and your clients, and how to use it efficiently to ensure the perfect registration
system will be discussed. On-site registration is as important as the advance procedures.
Accountability & Crisis Management
Litigation has arrived into the meetings industry. If there is an accident or a problem,
someone will try and pass the blame to someone else. Know how to ensure that it is not you
that takes the blame: undertake risk assessments and manage health and safety procedures;
look at real life cases and how they could have been avoided.
Financial Planning Exercise
This is a short exercise to involve the students, working in pairs at their existing tables, to
ensure the grasp of timing, breakeven, variable and fixed costs.
Workshop Presentations
It is customary to include working group sessions as part of the seminar programme. This
provides the students with the opportunity to network, work as a team, draw on the
presentations of the seminar, and learn from the experience of their colleagues.
Workshop groups should consist of a maximum of 10 persons.
IAPCO & Macau
Regional Seminar
on
Professional Congress Organization
Monday 16 – Thursday 19 March 2009
- REGISTRATION FORM -
Personal Information
First name: Last name: (Mr/Mrs/Ms)
Company:
Address: Country:
Function/Job Title:
Membership: AACVB IAPCO ICCA
Industry Partner Program (MGTO/MBTC) Others:
Phone: ( ) Fax: ( )
E-mail:
Years of experience in the conference industry: Date of birth: / /
Company Activity
PCO Company National Organization/Association
Convention Bureau International Organization/Association
Exhibition Management Company Conference Hotel
Travel Agency Conference Centre
DMC Other (please specify):
Within my Company I have involvement with:
Managing my Company/Department Bidding for Congresses
Project Management Exhibitions
Sponsorship Registration
Accommodation Financial Planning & Budgets
Scientific Programmes & Abstracts Congress Promotion & Marketing
Other (please specify):
Registration Fee
Registration 1st delegate of the organization
2nd delegate onwards from the same
organization
Fee MOP$2,000.00 for Macau entities /
USD$250.00 for non-Macau entities
MOP$1,000.00 for Macau entities /
USD$125.00 for non-Macau entities
* Registration fee includes documentation, lunches, refreshment breaks, certificate of attendance
and a half day Macau MICE update tour.
* Registration fee does not include accommodation. Reservation must be made directly to hotel –
see Hotel Reservation Form attached.
Cancellation & Refund
Cancellations - by letter, fax, or email only - received by the Secretariat before 27th February 2009,
the registration fee will be refunded less 50%* and no refund will be given for cancellations
received thereafter, or for participants who do not attend or partially attend. Participants are
required to arrange insurance for cancellation, travel, loss of personal possessions, medical, accident
etc. on their own behalf. The Regional Host, MGTO reserves the right to cancel the Seminar in the
event of exceptional circumstances, in which case the registration fee will be fully refunded*. (*All
bank charges are to be borne by the participant.)
Payment
Bank
Transfer
Payment is to be made to:
Account Name : Fundo de Turismo
Account No.: 8003911119
Swift Code: BNUL MO MX
Bank Name: Banco Nacional Ultramarino S.A.
Bank Address: Avenida Almeida Ribeiro nos. 22 e 38, Macau
Please send a copy of the original Bank Transfer – payable to the mentioned
account number – together with this registration form to the Secretariat for
record. Kindly note all the bank charges are to be borne by the client.
Other Arrangements
Travel and Transfers
I will travel to Macau by
Sea Air Own arrangements/car
* Specific travel details will be requested nearer the time of the seminar.
Special Dietary Arrangement
Please specify if any special dietary arrangement is required
Dictionary
IAPCO will provide a Meetings Industry Terminology Dictionary, please select language required.
English/Chinese (traditional & simplified) English/12 language version
I would like to be added to the Macau Business Tourism Centre (MBTC) database for receipt of
future MBTC documents and information updates. (MBTC is a unit under MGTO whose mission
is to facilitate and promote MICE activities in the Macau SAR).
Please complete the enclosed registration form and return to the Secretariat by fax to: (853)
2872-7310 or email to [email protected] before 9th March 2009, or kindly contact the
Secretariat at tel: (853) 8396-3060 for any enquiry.
IAPCO & Macau Regional Seminar
Mar 16 – Mar 19, 2009
Please complete this Reservation Form and send it to the Catering and Conference Services Department. Attention: Mr. Calvin Xiao, Catering and Conference Services Manager Direct number: (853) 8112-8848, Fax: (853) 8112-8689 or Email: [email protected]
Guest Name (Mr./Mrs./Ms.)
Circle one Last Name First Name
Company
Title Telephone
Country code/area code/number
Fax
Country code/area code/number
Arrival Date Departure Date
ROOM TYPE Conference Rate per room per night
¨ Deluxe Room (Single/Twin) MOP1, 550 nett
¨ Smoking ¨ Non Smoking
Special Request
• The above room rate is inclusive of 10% service charge, and 5% government tax.
• The above room rate is including 1 or 2 breakfasts (depends on room occupancy) and excluding Executive Club access and
benefits.
• Hotel check in: 15:00 / check out: 12:00 noon.
FLIGHT/AIRPORT TRANSFER
Arrival Flight Departure Flight
Airline / Flight # / Arrival Time Airline / Flight # / Departure Time
Please tick car type with appropriate airport
¨ Mercedes Benz S350: ¡ MOP275 net per car one way transfer to or from Macau International Airport
• Maximum capacity is two persons with two large bags. • Airport transfer may only be confirmed with flight details and credit card guarantee. • Cancellation charge: the Hotel must be informed of airport transfer cancellation at least 2 hours prior to the scheduled flight arrival
time or a full charge will be applied to the credit card provided. GUARANTEE & CANCELLATION POLICY
• For booking to be accepted, full stay should be guaranteed by a nominated credit card. Please fill in the Credit Card information required.
• Cancellation policy: The Hotel must be informed of room cancellation before 6:00 pm local time 14 day prior to arrival or a one night charge will be applied to the credit card provided.
• Cutoff date is 14 days prior to arrival, i.e. Mar 2, 2009 ¨ Visa ¨ Master Card ¨ American Express ¨ Diners Club ¨ JCB
Credit Card Number Expire Date
Signature Date
HOTEL USE ONLY
¨ Confirmed Confirmation No. ¨ Not Confirmed
Acknowledged by Date Confirmed
E s t r a d a d a B a í a d e N . S e n h o r a d a E s p e r a n ç a , S / N , T a i p a , M a c a u
T E L : ( 8 5 3 ) 2 8 8 1 8 8 8 8 FA X : ( 8 5 3 ) 2 8 8 1 8 8 9 9 w w w . f o u r s e a s o n s . c o m / m a c a u