Introduction - ICCA...ICCA Australia – Client / Supplier Business Workshop 2011, Gold Coast Sunday 20th November to Wednesday 23rd November, 2011 Introduction Welcome to the ICCA

ICCA Australia – Client / Supplier Business Workshop 2011, Gold Coast

Sunday 20th November to Wednesday 23rd November, 2011

Introduction Welcome to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast. An initiative of the ICCA Australian Committee and jointly hosted by the Gold Coast Convention and Exhibition Centre and the Gold Coast Convention Bureau, ICCA Australia members are invited to be involved in the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast from Sunday 20th November to Wednesday 23rd November, 2011. This program is based on a similar framework to the highly successful ICCA International Client Supplier Business Workshops, utilising the same standard ICCA guidelines as the inaugural ICCA Australia Committee Association Business Sessions in Darwin, 2009. With the support of the ICCA Asia Pacific Regional Director, Mr. Noor Ahmad Hamid said “it is good to see ICCA Australia members using their ICCA network.” Objectives A minimum of 10 and maximum 15 ICCA Australia members each invite a client to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast to discuss their specific meeting requirements. Clients must conform to strict selection criteria (see guidelines below), so ensuring that participating venues and convention bureaus can promote their company and services to senior decision‐makers who are actively looking for future 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 association business exchange environment. During the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast, the participating clients get the opportunity to meet a minimum of 10 and a maximum of 15 ICCA Australian Committee members. They make initial contact with the sales team as well as learn the suitability (or otherwise) of the destinations in a way that would otherwise have been time consuming and would have involved a great deal of travel. At the end of the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast, venues and/or bureaus and clients are given a de‐briefing session to get some valuable feedback on the event, and clients are also given some private time to network with one another during the clients’ sessions. How to Participate Please read the guidelines listed below carefully and once you understand the conditions for participation, you will be required to find a suitable client to invite to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast, who meets with the following strict criteria: a) He/she must be a key decision‐maker or decision‐influencer with regard to where the conference or event takes place in the future.

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ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast Sunday 20th to Wednesday 23rd November, 2011



b) The conference must meet the historical size criteria for ICCA Association Business Sessions. For the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast it is more than 500 delegates with a trade exhibition. c) If the conference has no track record, the projected number of attendees must meet the size criteria for the Association Business Sessions. d) ICCA members should not invite the same clients who attended the ICCA Australia Committee Business Sessions 2009 held in Darwin to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast, nor should the same conferences be represented at this event. In subsequent years, neither the client nor the conference should be represented at any other ICCA Australian Association Business Sessions held within the previous three years (an exclusion list will be available to ICCA members). e) The conference must be at least 3 days duration and must take place at least once every 3 years. For the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast, it must be an Australian [National] or Asia Pacific meeting which only rotates within at least 3 major Australian cities or Asia Pacific countries. f) Once you have found a suitable client and understand the conditions for participation then the next step is to complete the necessary registration and client profile forms attached to be considered for participation. Guidelines Introduction The proposed ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast guidelines are based on the same format with National Meetings held in Australia or regionally in the Asia Pacific region. The criteria will be based on the meetings to be held at least every 3 years with a minimum of 500 delegates and a trade exhibition. Example ‐ ICCA Sector Venues organise two Client/Supplier Workshops annually. At present, one for international conferences with more than 800 delegates and one for European conferences with more than 500 delegates. 1. ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast objectives The primary objective of the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast is to provide a cost‐effective opportunity for ICCA Australian Committee members to meet and do association business with key decision makers for Australian or Asia Pacific conferences, meetings and similar events. A secondary objective is to introduce clients to ICCA and to explain the benefits of working with ICCA members.

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The ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast is not an opportunity to reward a client with a free trip, nor should it be used by the host venue as a site inspection or familiarisation trip. 2. ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast format The format is simple: A minimum of 10 and maximum 15 ICCA members each invite a client to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast to discuss their specific meeting requirements. Accompanying clients must conform to strict selection criteria (see overleaf), 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 association business exchange environment. The ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast commences on Sunday with a networking evening. The following day the Australia Association Business Exchange takes place and the ICCA Australia Chair or Representative briefs the clients about ICCA and the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast in a separate room, while members set up their tables. Clients then join the members, sitting opposite the member who invited them for the first discussion period of 5 minutes. Then on the sound of a buzzer they 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). Each discussion period lasts approximately 15‐18 minutes. When the 15‐18 minutes is over a bell/buzzer will sound to indicate that the session is over and a two minute interval will take place for taking notes, coffee, consumption etc. which will be available in the room. After the two minute interval the bell/buzzer will indicate that the next session will begin and each client is requested to move to the next table on the right. After every three sessions a 10 minute break will be provided. During the event, participating clients will get the opportunity to meet between 10 and 15 other ICCA members. After the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast members and clients are given a short de‐briefing session in separate rooms to get some valuable feedback on the Business Workshop and time is also scheduled for a ‘clients only’ networking session. 3. Conditions for participation Participation in the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast is restricted to a maximum of 15 ICCA members, each of whose representatives attend with a client meeting the criteria set out below. For a client to be accepted for the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast, he/she must meet the following criteria:

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a) He/she must be a key decision‐maker or decision‐influencer with regard to where the conference or event takes place in the future. b) The conference must meet the historical size criteria for ICCA Association Business Sessions. For the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast it is more than 500 delegates with a trade exhibition. c) If the conference has no track record, the projected number of attendees must meet the size criteria for the Association Business Sessions. d) ICCA members should not invite the same clients who attended the ICCA Australia Committee Business Sessions 2009 held in Darwin to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast, nor should the same conferences be represented at this event. In subsequent years, neither the client nor the conference should be represented at any other ICCA Australia Client / Supplier Business Workshops held within the previous three years (an exclusion list will be available to ICCA members). e) The conference must be at least 3 days duration and must take place at least once every 3 years. For the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast it must be an Australian (National) or Asia Pacific Meeting which only rotates within Australia or Asia Pacific and between at least 3 major Australian cities or Asia Pacific countries. 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 venue profile forms should be sent to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast host for approval. Once approval has been granted, the hosts of the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast will ensure that the ICCA member concerned is informed immediately to minimise the period of uncertainty for themselves and their client. ICCA members are accepted on a first come first served basis, provided their clients meet the necessary criteria. Full client details must be included in the member’s application to participate. Only the official fully completed registration form, together with the official fully completed client and ICCA member profile forms will be accepted. (Please note registration is only accepted upon receipt of all three forms.) It is not possible to reserve a place at the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast by informing the host by email, fax, phone etc. Only the official fully completed registration form together with the official fully completed client and member’s profile forms will be accepted. A waiting list operating on a first come first served basis will be set up if over 15 applications are received.

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If a member’s client has been accepted for the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast but subsequently drops out, the participant 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 member’s client is rejected for the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast because it does not meet with the criteria set out in the guidelines, the member 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 ICCA members are obliged to fully brief their client about ICCA in general and about the objectives of the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast. ICCA members must ensure that their clients bring with them any information/printed material relating to their conference and organisation which could be of use to participating members (in particular information relating to the decision‐making process for where the event will be held in future years). It is not necessary for the ICCA member to have an association business relationship with the client they bring to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast; only that the client meets the criteria specified above. Participating ICCA members are responsible for covering the registration fees for themselves and their client to attend. Participating ICCA members are responsible for covering the costs for return airfares for themselves and their client to attend the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast. The ICCA member and client are responsible for any incidental expenses incurred not included in the registration fees. If at any time a client is not participating in the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast (e.g. arrives late, leaves early) the member who invited him/her is suspended from participating for the time of absence of their client. This is a one‐on‐one Business Workshop so only one (1) representative per organisation can attend the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast. ICCA members must be financial ICCA Australian Committee members to participate in the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast. If a client cancels their participation in the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast for whatever reason, the cancellation policy is upheld and the member who invited the client cannot attend any part of the programme, Client / Supplier Business Workshop or networking/social events.

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Participants are expected to partake in all parts of the programme starting with the welcome reception right through to the farewell dinner on the Tuesday night and should arrive on time for all sessions. All participants are requested to bring business cards to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast with them. 4. Client (organisation) Profile form Each client is requested to complete the Client Profile form. This form must be sent to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast host together with the registration form and ICCA Australia Member Profile form. If all three forms are not received then it is not accepted as an official application for the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast. The Client Profile form will be included in the workbook handed out to the participating members and clients during the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast and will be distributed at least two weeks prior to the event. Additionally the client is requested to supply all other relevant information, which is important for ICCA members which is not given in the profile, such as: list of local counterparts; outline and structure of the organisation; selection criteria for future events venues; decision making process for future congresses/events/conventions etc. 5. ICCA Australia Member Profile form Each ICCA member is requested to complete the ICCA Australia Member Profile form, which includes various information about the member’s services. This profile must be sent to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast host together with the registration form and the Client Profile form. If all three forms are not received then it is not accepted as an official application for the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast. The ICCA Australia Member Profile form will be included in the workbook handed out to the participating clients during the event and will also be distributed to the participating clients at least two weeks prior to commencement of the event. Venue & Accommodation Venue Gold Coast Convention and Exhibition Centre Corner Gold Coast Highway and TE Peters Drive Broadbeach Queensland 4218 T: +61 7 5504 4000 E: [email protected] W: www.gccec.com.au Contact: Kerrin Thompson, Executive Assistant to the General Manager

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mailto:[email protected]

http://www.gccec.com.au/



Accommodation Jupiters Gold Coast (linked directly to the Gold Coast Convention and Exhibition Centre via pedestrian bridge) Broadbeach Island Broadbeach Queensland 4218 T: +61 7 5592 8502 E: [email protected] W: www.jupitersgoldcoast.com.au Contact: Violeta Herrero, Associate Director of Sales If you wish to extend your stay Jupiters Gold Coast offers the special rate of $160 per room per night. For further information, please contact Jupiters Gold Coast on T: +61 7 5592 8502 and quote group booking: ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast.

Preliminary Programme Day One ‐ Sunday 20th November, 2011 ‐ Arrival from respective cities ‐ Own transport to accommodation at Jupiters Gold Coast ‐ Welcome reception – casual dinner (from 5:00pm) Day Two ‐ Monday 21st November, 2011 ‐ Breakfast at leisure ‐ Arrival at Gold Coast Convention and Exhibition Centre (GCCEC) ‐ welcome and introduction ‐ AM interactive session facilitated by Elizabeth Rich ‐ Lunch and optional GCCEC site inspection ‐ PM interactive session continued facilitated by Elizabeth Rich ‐ Association closed workshop ‐ ICCA members closed workshop ‐ Casual dinner Day Three ‐ Tuesday 22nd November, 2011 ‐ Breakfast at leisure ‐ Business Exchange sessions, GCCEC ‐ Lunch ‐ Afternoon activity ‐ Gala dinner Day Four ‐ Wednesday 23rd November, 2011 ‐ Breakfast at leisure ‐ Departure day

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mailto:[email protected]

http://www.jupitersgoldcoast.com.au/

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Registration The Registration fee for both member and client is AUD$1,460.00 inclusive of GST The registration fee is to be paid by the ICCA member and includes: accommodation (two single rooms for three nights, including breakfast) at Jupiters Gold Coast, meals, interactive business workshop and social activities including transfers to and from social activities.

ICCA members are to pay the cost of their own flights and their clients’ flights including transfers to and from the airport. Please note airport transfers are not arranged due to various flight and departure times.

ICCA members are required to complete the Registration form and the Member Profile form and ask their client to complete the Client Profile form. All three forms need to be typed and fully completed and sent to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast to [email protected] or faxed to +61 7 5570 3144 (attention Matthew Sturt) before the registration deadline of Friday 26th August, 2011. The ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast host will then check to see if the client meets with the criteria in the guidelines. If the client is suitable, the ICCA members will be sent confirmation of their registration by email. Registration will be completed upon receipt of the full payment of the registration fee. Contact Details For more information and/or co‐ordination of the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast, please contact: Contact: Matthew Sturt (Gold Coast Convention Bureau) Email: [email protected] Phone: +61 7 5584 6214 Don’t miss out on this unique business workshop opportunity ‐ places are limited and on a first‐come‐first‐served basis. Start looking for a suitable client to invite to the ICCA Australia ‐ Client / Supplier Business Workshop 2011, Gold Coast today!

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Introduction - ICCA...ICCA Australia – Client / Supplier Business Workshop 2011, Gold Coast Sunday 20th November to Wednesday 23rd November, 2011 Introduction Welcome to the ICCA