Transcript Slide 1

www.iapco.org
Interacting with the PCO for
mutual advantage
“knowing each other better to understand each other better”
Philippe Fournier, IAPCO Board Member
Managing Director, MCI France1
“Interacting with the PCO forCongress
mutual advantage”
Director, MCI
www.iapco.org
Content
What are our congresses ?
IAPCO
The congress economical impact
Working together for better interaction
2
“Interacting with the PCO for mutual advantage”
www.iapco.org
Flash back
25 years ago, CC’s bidding for events
Then, CVB’s and PCO’s
25 years ago, 40% less meetings than today…
Was a new “industry”
Increasing demands and competition since then
IAPCO : a brend of quality and professionalism
3
“Interacting with the PCO for mutual advantage”
www.iapco.org
Who is doing what ?
“Client” (who is he ?...) brings the event - the
reason for meeting, the topics for discussion,
the delivery and the participants
The Centre provides the purpose built
infrastructure to hold the event
The PCO brings the IP, resources and
infrastructure to plan and execute the event
4
“Interacting with the PCO for mutual advantage”
www.iapco.org
A Win-Win Situation Needed
All parties involved in our meeting & exhibition industry
must make a profit!
How can all parties win?
By focusing on the client and the best outcome for the event
How?
- Focus on areas of responsibility
- Share knowledge and information
- Allocate expenditure to achieve best value
5
“Interacting with the PCO for mutual advantage”
www.iapco.org
What kind of Meetings do we have ?
“Non commercial” events for
associations. (Range from small training workshops
through to large domestic/regional or international congresses).
Conventions for Private Sector. (GA’s, Sales
force meetings, Product launches, seminars, etc.)
6
“Interacting with the PCO for mutual advantage”
www.iapco.org
What is an Association Meeting?
A non commercial event with limited budget.
Range from small training workshops through
to large domestic/regional or international
congresses.
50% of them use the services of an “agent”, out
of which only 60% are real PCO’s.
7
“Interacting with the PCO for mutual advantage”
www.iapco.org
What is a Private Sector Meeting?
A commercial event with limited budget!
Range from small training seminars through to
large domestic/regional or international
conventions.
60% of them use the services of an “agent”, out
of which only 10% are PCO’s.
8
“Interacting with the PCO for mutual advantage”
www.iapco.org
IAPCO members are mainly dealing with
association meetings
89 members and affiliated members (Subsidiary companies, branch
offices)
7 Inter-governmental members
4 Honorary members
33 countries represented
Brand of quality and professionalism :









Annual training seminar
Other seminars per region
Our journal “PCO” (4 times a year)
Specific documents issued by working groups
Annual awards : International award, National client award, national
supplier award
HCA : Healthcare Congress Alliance (with Hcea and Ipcaa)
Strong membership criterias
Quality control
Ethics committee
9
“Interacting with the PCO for mutual advantage”
www.iapco.org
Associations
partnering
with IAPCO
American Society of Association
Executives
ASAE
Asian Association of Convention
& Visitor Bureaux
AACVB
Association Internationale des
Interpretes de Conference
AIIC
Association Internationale des
Palais de Congrès
AIPC
European Association of Event
Centers
EVVC
European Federation of
Conference Towns
EFCT
Healthcare Convention &
Exhibitors Association
HCEA
International Association of
Convention & Visitor Bureaux
IACVB
International Congress &
Convention Association
International Pharmaceutical
Congress Advisory Association
ICCA
IPCAA
Joint Meetings Industry Council
JMIC
Meeting Professionals
International
Professional Convention
Management Association
Society of Incentive & Travel
Executives
MPI
PCMA
SITE
10
Union of International
“Interacting
with the PCOUIAfor mutual advantage”
Associations
www.iapco.org
Supporters
of IAPCO
Official Sponsor of
IAPCO Annual
Seminars
Teletech
ConferenceCommuni
cation
Official Air Line for
IAPCO Annual
Seminars
Swiss Air Lines
Supporter of IAPCO
Annual Seminars
Switzerland
Convention &
Incentive Bureau
Supporter of IAPCO
Annual Seminars
Insurex Expo-Sure
11
“Interacting with the PCO for mutual advantage”
www.iapco.org
International Confex London
Confex
Industry
Activities of
IAPCO
Incentive Travel &
Conventions Meetings Asia
Incentive Business Travel
and Meetings Exhibition
Industry Meetings Exhibition
Incentive Travel &
Conventions, Meetings
IT&CMA
EIBTM
IMEX
IT&CM CHINA
12
World Travel Mart
WTM
“Interacting with the PCO for mutual advantage”
www.iapco.org
IAPCO members are a proof of quality
We develop our profession
We permanently discuss with “allies” (AIPC,
IPCAA, etc.)
Therefore,
Use IAPCO member for better treatment of
our common clients.
Help us identify important or new issues
arising
13
“Interacting with the PCO for mutual advantage”
www.iapco.org
What does an IAPCO member do?
He is a “risk manager”, a “banker”, a “marketing team”, an “organizer”
Often gets a mandate to organize the whole event and therefore acts
on behalf of the non-for profit organization.
Sets-up the budget, often pre-finance and becomes the client : he
takes for himself the role and interest of the client.
Knows the whole picture - formulates the management strategy,
organize the promotion, marketing and communication.
Provides his expertise - the staff, knowledge, technology and brings
the “money in, to pay everyone !”
Works with the Committees to plan, formulate a program, market,
budget and communicate with all participants.
The PCO is a kind of “conductor” bearing LOTS of responsibilities.
14
“Interacting with the PCO for mutual advantage”
www.iapco.org
AN IAPCO PCO
IS ALWAYS
RELAXED !...
AND DOES NOT
RISK
ANYTHING… !
15
“Interacting with the PCO for mutual advantage”
www.iapco.org
Let’s look at an association congress
The total spend by all participants
THE PIE
ANCILLARY
EXPENDITURE
50%
ECONOMIC IMPACT
20%
MEETING BUDGET
30%
16
“Interacting with the PCO for mutual advantage”
www.iapco.org
But who benefits from it ?
The delegates, speakers, sponsors and exhibitors,
The owner organisation
The host organisation
The direct suppliers - PCO, venues, hotels, AV & IT
suppliers, printers,
Indirect suppliers - hotels, restaurants, attractions,
transport - taxis, ferries, trains, airlines, food and
beverage industries, souvenir shops, general retail etc
17
“Interacting with the PCO for mutual advantage”
www.iapco.org
Do not forget
70% of the association meetings have less than
1000 participants
But alltogether, the annual revenue of the
congress industry (in France for instance) is
more than the Olympic games…
Most of them have not the first € to start
building their « adventure »
The PCO is a « risk manager »
18
“Interacting with the PCO for mutual advantage”
www.iapco.org
Quick look at Congress Budget
REVENUES OF A CONGRESS
EXHIBITION
30,00%
REG FEES
50,00%
SPONSOR
20,00%
19
“Interacting with the PCO for mutual advantage”
www.iapco.org
Sample Expenses of a Congress Budget
Exhibition - booth, electricity
14%
Venue - rental, F& B
20%
Marketing & communication
10%
Program
10%
Accompanying persons
1%
PCO
10%
AV
5%
Logistics - on site
10%
Social events
12%
Association payment
5%
Legals,banking,insurance
3%
20
“Interacting with the PCO for mutual advantage”
www.iapco.org
Final results of a Congress Budget…
Revenue
100%
Expenditure
90%
Client Profit
10%
Difference between Private sector and
Non for profit event… Easy task!
21
“Interacting with the PCO for mutual advantage”
www.iapco.org
The « congress world »; define which
one we are interested in …
Local meetings
National meetings
Regional meetings
International meetings
World meetings
Which one are we interested in ?...
22
“Interacting with the PCO for mutual advantage”
www.iapco.org
Medical meetings
Trade association meetings
Professional meetings
Continuing education meetings
Which one are we interested in ?...
23
“Interacting with the PCO for mutual advantage”
www.iapco.org
We probably are interested in
all of them… So, working
together for our mutual
advantage is KEY!
Let’s get to know each other
better!
24
“Interacting with the PCO for mutual advantage”
www.iapco.org
A team approach at bid stage
Together :
Create the needs ?...
Encourage and support bids to hold meetings
-Study the best outcome for the client
-by knowing what the competition is doing
-by knowing the field and sector involved
Provide strategy, define overall client’s expectations,
think of lobbying/networking campaign
Know the city well and the competition
25
“Interacting with the PCO for mutual advantage”
www.iapco.org
Start Working together EARLY !
Conducts site inspections together to build up mutual
knowledge about clients expectations in order to make
best use of venue
Issue bid documents together and present the bids
together at the preceding event
Set-up the “potential possible” budget together in full
transparency
Let’s build also our community : motivating all parties at
the very early stage
26
“Interacting with the PCO for mutual advantage”
www.iapco.org
Get information from client but do not
always trust him !
• Client advises past experiences
• Components of meetings
• Objectives and targets to achieve
• Expectations
• Revenue opportunities
• Programme content
• Last budget, participant numbers
• Study carefully the “feasibility”
Stop re-inventing the wheel each time!
27
“Interacting with the PCO for mutual advantage”
www.iapco.org
Planning together the meeting
• Provide time, expertise, consultancy & develop strategy :
the best way to use the venue
• Understand clients concept
• Brings money in and the best way to manage the budget
• Marketing
• Spend the money together !
• Meet regularly
• Run the meeting in the best possible way
• security
• sustainability
• achieve the goal, measure the success
Let’s build our community!
28
“Interacting with the PCO for mutual advantage”
www.iapco.org
FUTURE TRENDS
Professionalisation of the associations
leeds to :





Methods of procurement professionals ?
Stricter rules for venue choice
Competitive budget approach
Comparative studies
« Total cost » = product ?
29
“Interacting with the PCO for mutual advantage”
www.iapco.org
Inter acting for mutual advantage
CC manages the site
PCO manages the budget
CC’s manage the hard, PCO’s manage the soft
The Heart and the Brain : cannot live without each other …
Both CC & PCO are specialists in their own fields
and are the client’s contact
30
“Interacting with the PCO for mutual advantage”
www.iapco.org
Conclusion
We need :
- Improved communication amongst us all.
Exchange more to benefit from the
information.
- Delivering top quality meetings is no
longer enough. Demonstrate together the
benefits that the congresses deliver for
the associations.
31
“Interacting with the PCO for mutual advantage”
www.iapco.org
Now that we know
each other better, we
can only interact in a
better way…
32
“Interacting with the PCO for mutual advantage”
www.iapco.org
PCOSituation
– Now
and to theVENUE
future
CLIENT
33
“Interacting with the PCO for mutual advantage”
www.iapco.org
Your Reference for PCO’s
Thank you for your attention!
Prepared by :
Philippe Fournier, IAPCO Board Member
Managing Director, MCI France
Congress Director, MCI
34
“Interacting with the PCO for mutual advantage”