Organizing & Hosting International Events

1. Organizing & Hosting International Events Presentation by: Mr. Evangelos Vantzos BSc, MSc, PhD Researcher

2. International Conferences • Objectives • Forum for exchange of information • Learn of recent advances • Address common problems • Establish dialogue with colleagues

3. International Congress Organization • Sponsored by international society with permanent secretariat, meets at regular intervals and rotates among member countries or • Convened by members of an industry on a one-time basis, sponsored by third parties • Organizing committees vs. local host committees • Secretariat duties vs Professional Congress Organizer (PCO) duties

4. Additional lead time & budget allocations Socio-economic factors Cultural backgrounds Language understanding Attendance criteria Planning is aided by: Advances in technology Bridge funding Gateway city Impact on Planning

5. Topics & session format Invitation of speakers & VIPs’ Appointment of Chair Call for papers Program support requirements Breaks, leisure time & networking Reflect the nationalities of attendees Program Content & Policies

6. Professional Congress Organizer (PCO) • Contrast to secretariat • Intimate knowledge of country & venue • Fee vs. percentage • Handles logistical & administrative details • Principal liaison with suppliers

7. Differences between countries conferences or exhibitions • Local laws, customs, regulations • Configuration, shape & construction of “stands” • Entertaining in exhibit hall • Advance time longer (lead & set up) • Larger or smaller budgets • Language considerations • Collection of funds and payments

8. Planning considerations • Closed or public show • Space and overflow (2 times net = gross) • Shipping & Customs

9. Information Appropriate Marketing Hours Floor plan Utilities Shipping Contract Pricing Installation Registration Restrictions Specifications Security Insurance Special services Prospectus

10. What to expect on-site • Anticipate problems • Arrive 3 to 4 days prior to review & confirm • Exhibit hours are more extensive • Dress code (formal or simple) • Signs, staff badges, announcements and operators all multilingual • Security more prevailing & extensive

11. Wearable Technology • Smart cards & badges • Utilizes bar codes or imbedded microchips • Contains demographic & security information • nTag • Utilizes infrared, bluetooth & LCD technology • Contains demographic & security information • Built-in radio for communications

12. Audiovisuals Abroad • Shipping equipment vs. renting on-site • Variations in standards & electricity • Room obstructions & line of sight • Production Media • NTSC, PAL, SECAM • DVDs may be locked with a regional code • Language differences could be a problem

13. Activity • According to Program Content and Policies please create a hypothetical conference program. • The class should separate in groups of 3-5 persons. • The particular class activity should work as a typical company meeting using brainstorming. At the end of the class exercise each group should present its findings in a 3-5 minutes presentation.

14. Suggested Readings • Allen, J. (2000). Event planning : the ultimate guide to successful meetings, corporate events, fundraising galas, conferences, conventions, incentives and other special events, John Wiley & Sons, Toronto, Canada • Allen, J. (2002). The business of event planning: Behind the scenes secrets of successful special events, Wiley, USA • Allen, J. (2003). Event planning ethics and etiquette: A principled approach to the business of special event management, Wiley, USA • Fenich, G.G. (2005). Meetings, expositions, events and conventions: an introduction to the industry, 5th edition, Pearson/Prentice Hall Upper Saddle River, NJ • Krugman, C. and Wright, R.R. (2006). Global Meetings and Exhibitions, Wiley, USA