Transcript Malgosia Bartosik, Membership & Events Director, European

Who am I?
Malgosia Bartosik, Membership and Events Director,
The European Wind Energy Association
10 + years experience in marketing and events
organisation
Main responsibilities:
Responsible for EWEA events and membership
portfolio, team of 18 pax
What is EWEA?
The European Wind Energy Association: industry
association based in Brussels.
700+ corporate members from over 60 different
countries.
60 staff members; main activities: political lobbying,
strategic communications and events.
EWEA events
• EWEA annual conference and exhibition (8-10,000
pax from 80 countries, 450 presentations, 15,000
m2 net exhibition)
• EWEA biennial conference and exhibition (8,500 pax,
250 presentations, 10,000 m2 net exhibition)
• Smaller special topic conferences and workshops
around Europe (form 50 to 550 pax)
Organisation of our big events:
Outsourced:
• Core PCO: registration, hotels, speakers
management assistance
• Local PCO: social events
• Exhibition floor managers + AV/IT consultant
In house:
• venue selection, conference programme, exhibition
and sponsorship sales, all communication and
marketing activities
Main selection factors
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Venue capacity (exhibition size, conference rooms)
Wind energy market?
City/venue accessibility
Onsite hotels
• Cost of the venue and the destination itself
• Collaboration between the venue and the local
authorities + other stakeholders
EWEA decision process
• Short list of venues for site inspection
• Site inspection by EWEA events team to selected
venues
• Recommendations to the Exhibitor Council
• Negotiations with the national associations
• First offers from short listed venues (max 3)
• Presentation at the board
• Mandate to negotiate final offer with venue A and B
• 24 – 30 months decision cycle
BID
• Before bidding get to know the association, its events
and the decision process
DO:
Make an effort: customise the offer (phone interview?)
Go to the client event before bidding
Make it easy to visualise the event for the client
Make it a cost efficient offer (options +)
Invite client for site inspection (check who!) and make it
memorable
• Learn from the clients’ previous experience and avoid
mistakes that others did
• Stay flexible and open for collaboration
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DON’T‘s
• Don’t’ waste your time preparing an offer for a client
that you don’t know
• Don’t pump up the cost
• Don’t hide costs
• Don’t leave client with problems on their own
• Don’t believe in “we will not come back”. There is
always a chance to bring the client back.
• Don’t overdo
• Don’t disrespect the client whoever it is!
What do we expect from the venue
CLIENT
CLOSE COLABORATION WITH
LOCAL
STAKEHOLDERS
Crisis: higher expectations
• Cost efficient offer
• Advice on new income generation possibilities –
sponsorship?
• Increased value proposition
• Flexibility: last minutes stand bookings/ cancelations
• Staff support: extension of the client’s team
• Sales support: joint exhibitions
• Promotional support: better deals from your own
partners
• BE CREATIVE AND INNOVATIVE!
THANK YOU!
[email protected]