Conference Ambassador Handbook

‘Meet in Ireland’ is the official Business Tourism brand for the island of Ireland. It is made up of three official tourism authorities, Fáilte Ireland, Tourism Ireland and the Northern Ireland Tourist Board.

Under the brand Meet in Ireland, these 3 authorities promote Ireland for the purposes of business tourism, as a leading conference and meeting destination.

Contact us today for impartial advice on your conference planning:

Business Tourism Unit, Áras Fáilte, 88-95 Amiens Street, Dublin 1, Ireland

Telephone: Orla Canavan 00 353 1 8847169 / Azeta Seery 00 353 1 8847189 Email: info@meetinireland.com Website: www.meetinireland.com/conferenceambassador

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dorFáilte Ireland developed the Conference

Ambassador Programme to support individuals who want to organise an international conference in Ireland.

The programme provides relevant impartial assistance and financial support to Conference Ambassadors at every stage of the event, from the initial bid to marketing and promotion.

Could you be a Conference Ambassador?Anyone can be a Conference Ambassador. If you have the potential to host an international conference in Ireland, no matter what your field, we are here to help.

Conference Ambassadors are typically influential in their Association or Society. If you are in the process of organising a conference, or considering a future bid, find out how we can assist you.

Interested? Find out more contact Orla: 00 353 1 8847169 or Azeta: 00 353 1 8847189.

What is the Conference Ambassador Programme?

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www.meetinireland.com/conferenceambassador

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

n Hosting an international conference increased the profile and recognition of their University or Organisation

n It enhanced their reputation in their area of expertise

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

n 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

n Knowing that they are contributing to the economy, as well as increasing exposure to Ireland as both an area of academic/scientific excellence and as a tourist destination

n Support from Fáilte Ireland every step of the way

Why become a Conference Ambassador?

“I fly airplanes for a living,

I had no idea what to do to begin to start the bidding process for the conference. Fáilte

Ireland were fantastic from the get go. We couldn’t have done it without Fáilte Ireland, honestly.”

Ken McManus – Irish Airline Pilots Association

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5 simple steps to hosting a successful conference

No matter what stage in the process you find yourself in Fáilte Ireland is here to help. www.meetinireland.com/conferenceambassador

5Operations

Checklist to make sure your conference is a success.

3Site inspection

Invite key decision makers to view venue options to help confirm the conference.2

Bid submission

Present your bid to key decision makers balancing content, strategy, finance and destination appeal.

4Marketing

Consider how to target potential delegates to increase delegate numbers.

1Bid preparation

Consider the objectives of the association and define what needs to be included in the bid.

No matter what stage in the process you find yourself, Fáilte Ireland is here to help.

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Bid documentation preparation and presentation

n Financial funding to assist with the preparation and the travel involved with bidding for an international conference

n Independent advice on all aspects of organising an international conference

n Introduction to Professional Conference Organisers (PCOs)

n Letters of invitation/endorsement to support the bid document

Resources available:

n Sample bid documents

n Image libraries

n Videos

n Sample presentations

Site inspection hosting

n Fund and co-ordinate site visits for your international committee with our Regional Convention Bureaux partners. Site visits cover meeting facilities, hotels, social options and attractions

Marketing support fund

n Financial contribution towards the marketing of your conference to encourage a strong delegate turnout

n Marketing at preceding conferences

n Support from our Tourism Ireland colleagues in over 20 market offices worldwide

How can we help?

www.meetinireland.com/conferenceambassador

“A conference

delegate is worth over twice the value of a leisure tourist to the Irish

Economy.” Fáilte Ireland’s Survey of Overseas Travellers and Business

Tourism Monitor

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Applying for financial support

n Guidelines and application forms are available on www.meetinireland.com/ambassador/supports

n Applications should be submitted to Fáilte Ireland in advance of the activity, whether bid, site inspection or for marketing the conference

n The assessment process takes approximately four weeks from receipt of the application

n A letter of offer is issued to the ambassador when funding is awarded, outlining the conditions for the funding

n Claims for funding can be submitted after the activity has taken place or after the conference is over

www.meetinireland.com/ambassador/supports

www.meetinireland.com/conferenceambassador

“Feedback on the Ireland bid was that

our partnership approach was perfect in every way. It was classy, dignified, informative and

to the point and won the day without any challenge at all.” Karen O’Sullivan, President, Ice Skating

Association of Ireland

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Access:Dublin Airportn Dublin Airport is one of Europe’s busiest airports

n 60 airlines flying to over 170 destinations, including direct scheduled daily flights from North America, mainland Europe, Britain and regular flights from the Middle East

n Dublin Airport offers services to 29 airports in the UK and the ever expanding European network now covering 100 airports

n A second Airport Terminal T2, increased the capacity of the airport to 15 million

n Dublin Port Tunnel cuts journey time from the airport to the city centre to 20 minutes

Why Ireland?Donegal

Sligo

KnockDublin

Shannon

Kerry

Cork

Waterford

Cork International AirportOver 25 airlines flying to over 60 destinations, including direct scheduled daily flights from mainland Europe and Britain. Cork airport is less than 10 minutes from Cork City Centre

Shannon AirportOver 25 destinations connected including direct scheduled daily flights from North America, mainland Europe and Britain

Knock International AirportOver 25 destinations connected including direct scheduled daily flights from mainland Europe and Britain

Flights are also available from the regional airports of Donegal, Kerry, Waterford and Sligo

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Accommodationn Over 900 hotels

n In excess of 60,000 bedrooms

n World class accommodation facilities

n International hotel chains and small boutique hotels

n Every price range available from castles to campus accommodation

n Exceptional value for money

Unique to Irelandn Rich cultural heritage –

music, theatre, art

n Cosmopolitan cities and serene countryside

n Professionalism and experience of Ireland’s Professional Organisers.

n Collaborative professional industry

n Renowned hospitality and Irish ‘craic’

VAT rateIreland’s attractiveness has been enhanced by two VAT regulations.

n VAT incurred on accommodation connected with a ‘qualifying conference’ can now be reclaimed

n Reduction of VAT rate to 9% relating to tourism related industries. (See www.revenue.ie for more information)

www.meetinireland.com/conferenceambassador

Why Ireland?

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Regional Convention Bureaux

The Regional Convention Bureaux in Dublin, Cork, Limerick/Shannon work in partnership with Fáilte Ireland. These organisation as are all non-profit marketing bodies set up to assist Conference Ambassadors bid and win International conference business for their regions.

Services available from a Regional Convention Bureau include:

n Venue-finding and co-ordination of quotations to help organisers locate the best-suited facilities, accommodation and service suppliers

n Introduction to Professional Conference Organisers (PCOs) if required

n Assistance with bids for International events and conferences

n Co-ordinate and support on-site inspection visits for meeting and event organisers

n Free advice on social, tour and partner programmes, including pre and post conference options

n Liaise with regional tourism, civic and business interests to ensure the successful planning and staging of meetings and events

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Dublinn 20,000 bedroomsn A compact and walkable cityn Purpose built conference centren Largest city hotel: The Burlington

Hotel with seating for 1,200 theatre style

n Largest hotel: Citywest Hotel and Conference Centre with seating for 4,100 theatre style

n Largest gala dinner venue: The RDS (Royal Dublin Society) for 3,200 guests

n Largest conference venue: The RDS (Royal Dublin Society) 6,500 theatre style

n Purpose built conference centre: The CCD (Convention Centre Dublin) with space for 3,020 theatre style. Auditorium with tiered seating for 2,000 and seating for 2,000 for gala dinner

n Eleven 5 star hotels and thirty five 4 star hotels

www.dublinconventionbureau.com

Corkn Over 8,500 bedrooms in Cork

city and countyn Largest hotel: Silver Springs

Moran Hotel with seating for 800 theatre style

n Largest gala dinner venue: City Hall for 800 guests

n Largest conference venue: City Hall for 900 theatre style

n Twenty five 4 star hotels and three 5 star hotels

n Cork is known as the Food Capital of Ireland and aptly so with over 70% of the country’s artisan food producers based in Cork

n Cork is also a pharmaceutical and research hub

Limerickn 7,000 bedrooms including 2,500

in the University of Limerick n Largest hotel: Strand Hotel with

seating for 600 theatre stylen Largest gala dinner venue:

Thomond Park for 450 peoplen Largest conference venue:

University of Limerick for 1,000 auditorium style

n World class sports facilities at the University of Limerick

n Limerick has a diverse and rich history combining Medieval, Georgian and modern architecture with King John’s Castle, the Hunt Museum and the Milk Market all must sees

n The Shannon region offers a change to explore the Wild Atlantic coast, see the awesome Cliffs of Moher and the unique lunar landscape of the Burren

www.corkconventionbureau.com www.conferenceandsportsbureau.com

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Basic Guide to Choosing a PCOA Professional Conference Organiser (PCO) is a specialist in the organisation and operation of small, medium and large conferences, in particular, medical, ICT, scientific, financial and academic conferences.

How to Choose a PCO?

n Get clarification as to what the Local Organising Committee is responsible for and establish the tasks you will need assistance with, e.g. online registration, identifying and managing sponsors, financial management etc

n Review the list of PCO consultancy and operational services. Be clear about what you ask a PCO to quote for in a RFP (Request for Proposal), as this will influence the cost quoted

n Draft your service requirements for the PCO

n Fáilte Ireland will introduce you to 3 of their approved PCOs based on your requirements. Allow 40 minutes to 1 hour per interview in order for an adequate evaluation of the proposal

How PCOs Charge?

PCOs can charge in a variety of ways. Usually it will be a combination of the following:

a) Overall project management fee

b) Per delegate fee

c) Percentage of overall conference budget

d) Percentage of exhibition and sponsorship revenues

As each conference is unique, the PCO will work with you to come to an agreement on what is the most appropriate approach for your conference that is in line with the financial objectives.

Don’t forget that whichever fee structure is applied, this is a part of the conference budget, not an extra. The PCO fees are financed from the conference income.

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AIPCO Consultancy and Operational services

n Research and feasibility studies

n Bid design, management and delivery

n Bid presentations and lobbying

n Financial management and budget design

n VAT assessment and management

n Risk assessment

n Green meetings and sustainability services

n Catering, accommodation and supplier negotiations

n Venue management and logistics

n Delegate registration and travel visa assistance

n Abstract/poster management

n Graphic design, set design and signage

n Marketing and communication services (print, digital, social media)

n Programme and speaker liaison

n Sponsorship and exhibition sales and management

n Audio-visual services and production management

n Simultaneous interpretation and translation services

n Social Programmes, entertainment, transport

n Content capture and distribution

n Hybrid Meetings

www.aipco.ie

The Association of Irish Professional Conference Organisers (AIPCO) is the professional association for conference organisers in Ireland

www.meetinireland.com/conferenceambassador

Top Tips to evaluate a PCO?Top Tips to evaluate a PCO?n What is the PCOs track record of bid submissions,

winning bids, expertise and track record in your sector?

n Ask for case studies and references.

n Meet the lead Project Manager who would be dealing with your conference.

n Do you think you could work with the company and the team on a long term basis?

n Does the PCO understand your challenges, objectives and vision?

n What approach is the PCO suggesting for the management of your conference?

n Does the PCO have the required skillset and expertise to manage your particular requirements?

n Are specific guidelines set out by the International Association/Society in the Request for Proposal?

n Discuss the various financial models that are available to you to manage your conference

As a rule, Fáilte Ireland and the Convention Bureaux do not get involved in the actual decision as to which PCO to appoint, as this must ultimately be your decision, however we will guide you through the process in order for you to get the best result, while remaining impartial

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8 out of 10Global ICT corporations

3 out of 5Top Games companies

9 out of 10Global Pharmaceutical corporations

10Top “Born on the Internet” companies

more than 50%Of the world’s leading Financial Services Firms

17 out of 25Global Medical Device companies

Source: IDA

You’ll be in good companyA wide range of INDUSTRY SECTORS are located in Ireland

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What other destinations is Ireland competing with for the chosen year?

Do the association/society have a preferred date or time of year?

Do the previous organisers have a post event report?

Any feedback from delegates and event attendees?

Was the conference (or certain elements of it) organised by

a Professional Conference Organiser (PCO) or a Destination

Management Company (DMC)?

If they organised it themselves how much time did it take out

of their daily jobs, was there anything they would change?

Did they come in on budget, if not why?

Do they have an indication of general attendance at the conference?

Was there a sponsorship element to the conference? If so, who

looked after it?

Is a letter of interest required or a full bid document? If so, what

date should these be submitted by?

Questions to ask International

Association/Society

Checklist of questions for the previous organisers or secretariat

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Preliminary planning Contact the Business Tourism Unit to discuss the Conference Ambassador programme

Consider dates, duration and size of meeting

Contact previous organisers and establish what information can be passed on

Appoint Professional Conference Organiser (if required)

Confirm a local organising committee, e.g. Chair, Treasurer, Scientific Chair etc

Undertake venue feasibility study and select conference venue

Consider programme structure and theme

Consider registration process, information to be collected, registration opening and closing dates

Accommodation Select range of accommodation

Negotiate room rates and manage accommodation bookings and attrition

Programme development Scientific Chair to select scientific committee

Identify programme theme, streams, number of sessions

Consider invitation listing for international, plenary and keynote speakers

Engage abstract management system

Send call for abstracts

Announcement of abstracts for oral or poster presentation

Organise relevant speaker travel and accommodation

Finance Identify financial responsibilities, ownership of risk, subvention, availability of seed funds and deposit payment schedules

Set registration fees and identify exhibition and sponsorship revenue targets

Prepare budget and set up bank accounts

Establish reporting methods and timelines

Consider tax implications and VAT reclaim possibilities

Sponsors and exhibitors Prepare a list of potential sponsors and exhibitors

Confirm size of exhibition hall

Prepare and design industry prospectus

Commence sales of exhibition and sponsorship opportunities

Carry out management and deliverables of packages sold, e.g. branding, sponsor goods, advertising

The following is an outline of action points to consider when organising a conference. It is by no means exhaustive, as the actual details will be matched to your bespoke requirements, deadlines and objectives.

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Social programme, production and audio-visual

Develop creative concepts for social programme, e.g. gala dinner, welcome reception

Select social events, venues and arrange transport

Select audio-visual company

Agree on stage set, production and entertainment

Select and book entertainers

Schedule pre and post tours

Catering Based on budget parameters, select menus for full conference programme

Confirm final numbers with the caterers and special dietary requirements

Conference venue and suppliers Source quotations from multiple suppliers and negotiate contracts

Ensure all requisite insurances are in place

Devise staff schedule and recruit staff/volunteers where appropriate

Liaise with venue project manager regarding all conference details

Confirm all other requirements with venue

Post conference administration Send letters of thanks to speakers, sponsors, suppliers, venues etc.

Send invoices for outstanding accounts

Send out evaluation form

Conference debrief

Marketing Prepare marketing plan – consider print, digital and all social media avenues for promoting the conference

Consider attendance at other conferences as a promotional vehicle, in particular the conference(s) prior to your year

Identify database sources if available

Design conference logo and develop a website

Schedule e-zines, first announcement, second announcement etc.

Select and order merchandise, e.g. bags, name badges etc.

Design and print all collateral, e.g. invitations, tickets, programmes

Invite media and organise press room

www.meetinireland.com/conferenceambassador

For a full conference checklist: www.meetinireland.com/Ambassador/Supports

Submit requirements for any support received to the Conference Ambassador fund

Prepare final financial report

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Top 10 Things to do in Ireland1. Hop on a City Bus TourDublin, Cork and Limerick all offer hop-on hop-off site-seeing tours with guides to offer entertainment and insights, with multilingual commentary available.

8. Play King of the Castle

You like castles and cathedrals? Ireland has an abundance!

Christchurch, St Patrick’s, Blarney, Bunratty and the Rock

of Cashel, for every period we have it covered.

9. Visit the Animal Kingdom

Tucked away in the central Phoenix Park, Dublin Zoo is

Ireland’s most popular family attraction and with over 1 million visitors a year. Visit

Ireland’s biggest wildlife park, Fota Island, only 15 minutes

from the heart of Cork city with everything from cheetahs and

giraffes to penguins and zebras.

10. Pop into a PubThere’s not much that has been said

about Irish Pubs, that hasn’t been said in Irish pubs. These trusty little tabernacles are famous for their creamy pints, cosy

snugs and quick-witted craic.

5. Drink a DropYou can’t visit Dublin without tasting Guinness,

better still visit the state-of-the-art Guinness Storehouse, located beside the famous brewery, Ireland’s top visitor attraction. Follow this with

a trip to the Old Jameson Distillery or visit Cork’s own Midleton Distillery.

6. Try Irish DancingExperience live Irish dancing and traditional music, (popularised by

Riverdance), in some of the many Irish pubs or traditional Irish venues across

the country.

7. Go to GaolBefore its closure in 1924, Dublin’s

Kilmainham Gaol housed some of the most famous political and military

leaders in Irish history. Similarly Cork City Gaol offers a fascinating insight into the life of prisoners in the 19th century.

3. Cities by the SeaWest Cork is renowned for its wild beaches and jagged peninsulas; and for its Irish-speaking islands like Cape Clear and Sherkin. Within half an hour of Dublin city centre, you could find yourself bobbing along in a small boat on the way to Dalkey Island or Ireland’s Eye. Galway is as much a city as a staging post for what lies beyond – Ireland at its wildest. Within a few hours you’ll be winging your way from Maam Cross to the harbour town of Clifden, or the coral beach at Carraroe.

2. Find a FestivalWhether it’s the world renowned St Patrick’s Day Parade, the annual ‘Redhead Convention’, Lisdoonvarna’s Matchmaking Festival, the Dublin Horseshow or the Fleadh Cheoil na hÉireann there is a festival for everyone!

4. Grab a gameWhether it’s Gaelic football, hurling or camogie, the experience encapsulates everything that’s synonymous with the Irish. “It’s a rip-roaring good time, it’s tribal and about deeply engrained rivalries. But it’s always respectful.” Dean Goodison (Freelance Sports Writer and Reporter)

For more see www.discoverireland.ie

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Telephone: Orla Canavan 00 353 1 8847169 / Azeta Seery 00 353 1 8847189 Email: info@meetinireland.com Website: www.meetinireland.com/conferenceambassador

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