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‘How to Host a Scientific International Conference’ Seminar

‘How to Host a Scientific International Conference’ Seminar. Azeta Seery International Conferences Officer - Fáilte Ireland. International Association Conferences. International Associations bring together members with common professional, scientific or social interests.

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‘How to Host a Scientific International Conference’ Seminar

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  1. ‘How to Host a Scientific International Conference’ Seminar Azeta Seery International Conferences Officer - Fáilte Ireland

  2. International Association Conferences • International Associations • bring together members with common professional, scientific or social interests. • Association Conferences • Characteristics: Structure, Rotations, Bidding processes • Types/Examples: • International Union of Food Science and Technology Congress (IUFoST) • European Peptide Symposium • The World Newspaper Congress, • The International Beekeepers Association

  3. What is a Local Host/Conference Ambassador Ambassadors are professional people from fields as varied as academia, science, technology, sport, medicine, law and business ……… who have potential influence over their international Association's/ Society’s/ Federation’s choice of conference destination • Irish Conference Ambassador make the invitation and lead the pitch for Ireland

  4. Fáilte Ireland Strategic Vision “Position Ireland as a World Class destination for Business Tourism purposes across the association conference, incentive and corporate meetings sectors. Building on the brand strengths Ireland should be well known among travel specialists as a key destination for enterprise, team and personal renewal” Business Tourism identified as an area of strategic importance.

  5. €530 Million

  6. Value of an International Conference Delegate • The total value of an international association conference delegate€1,000-€1,500 • Over 20% of delegates indicated that they were accompanied by family or friends. • International delegates spent on average over 5 days in Ireland, • on average at one and a half extra days pre or post conference.

  7. Why Ireland? • Ireland has a wealth of conference facilities – €4 billion spent on conference infrastructure • Ease of access - 170+ routes to Ireland (over 60 Airlines) - Direct flights from over 20 countries - 100 air routes from 35 British Airports - US Immigration Pre-clearance • Professional trade • World Class Venues • Accommodation • PCOs

  8. You’ll be in Good Company…… • Knowledge based society - ITs, Universities, Research Institutes

  9. Why Ireland • Positive Feedback from International Delegates: • 9/10 delegates very satisfied with experience of Ireland • 85% said that they would recommend Ireland as a conference destination. • Attendance up approx 10% on previous attendance rates worldwide • Ireland’s Conference Ambassador’s influence • Subject prowess/ membership base • Strong international connections • Key influencer

  10. Fáilte Ireland’s Role National Conference Ambassador Programme • The remit of the Conference Ambassador programme is to help potential Conference Ambassadors invite and host international conferences and meetings in Ireland. • Generate/Stimulate Demand • Advisory Role - unbiased advice • Mentoring • Support Conference Ambassadors practically & financially Understanding that conference management is not a Conference Ambassador’s area of expertise, nor should it be!

  11. Working with Meet in Ireland • International Conferences Team, Fáilte Ireland • Azeta Seery & Neasa NíDhomhnaill • Jennifer Churchward, Manager • Geraldine Jeffers, Financial Support • Regional Convention Bureaux: • Dublin • Cork • Shannon Region • Marketing groups- Killarney & Galway • Irish Trade: • PCOs, DMCs, Venues, Hotels, Universities etc

  12. Why become a Conference Ambassador? Our Conference Ambassadors give the following reasons for hosting an international conference. • Increased the profile and recognition of their University or Organisation • It earned them recognition from their professional colleagues both nationally and internationally • 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 • Contributing to the economy • Support from Fáilte Ireland every step of the way

  13. How to Host an International Conference

  14. 1) Interest – Weighing up the Pros and Cons • Objectives of the Association/ Society • National Vs International • Bidding - What’s required? • Formats - • Submission deadlines & decision timelines - • Competitors - • Challenges? • Time / Money

  15. Bid Preparation & Submission • Bid presentation & Lobbying decision makers • City Bid Document preparation • Bid Presentation • Promotion at preceding conference to back the bid • Bid Team Travel

  16. Site Inspection Opportunity • Logistics • Important part of decision making process • Working with RCB • Creating programme • Advantages to getting it right….

  17. Operations • Requirement for a Professional Conference Organiser ? • A PCO is a specialist in the organisation and operation of small, medium and large conferences, in particular academic conferences • Assisting with Venue & Accommodation options if no PCO • Working with RCB & Industry

  18. Marketing • At preceding Conferences • Stand Collateral: Brochures, DVDs, Pens Pins, Posters • Tourism Ireland presence; diary dependant. • Communications • Digital repository • Destination Appeal • Sample programmes • Tourism options • Partner Programmes

  19. Conference Ambassador Support Financial assistance towards: • Bid process • Support to produce bid document • Travel & accommodation related to presenting bid • Site inspections • Bring key decision makers to Ireland to view proposed venue & programme • Marketing costs • To ensure maximum delegate turnout • Marketing at preceding conferences • Utilising Tourism Ireland colleagues – over 20 Market offices

  20. Practical Supports • Ireland DVD • ‘Why Ireland’ Presentation • Sample Bid Document • Image Library • Sample programmes • Conference Checklist • Vat Reclaim • Governmental and regional letters of invitation • Marketing worldwide at preceding events with Tourism Ireland • Delegate information • Introductions to trade where appropriate • Site inspection itineraries

  21. Conference Ambassador Support • Support available for conferences of 50+ delegates • No restrictions on subject matter • Simple application process • Support agreed over a number years

  22. Next Steps Get in Touch with Fáilte Ireland – we’re here to support you

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