Organizing & Hosting International Events Chapter 4 Organizing & Hosting International Events Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

International Congresses Objectives Forum for exchange of information Learn of recent advances Address common problems Establish dialogue with colleagues Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

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 party Organizing committees vs. local host committees Secretariat duties vs. PCO duties Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

Impact on Planning Additional lead time & budget allocations Socio-economic factors Cultural backgrounds Language comprehension Attendance criteria Planning is aided by Advances in technology Bridge funding Gateway city Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

Program Content & Policies Topics & session format Invitation of speakers & dignitaries Appointment of Chair Call for papers Program support requirements Breaks, leisure time & networking Reflect the nationalities of attendees Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

PCO Contrast to secretariat Intimate knowledge of country & venue Fee vs. percentage Handles logistical & administrative details Principal liaison with suppliers Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

Differences from US Shows Local laws, customs, regulations Configuration, shape & construction of “stands” Entertaining in exhibit hall Advance time longer (lead & set up) Larger budgets Language considerations Collection & disbursement of funds Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

Planning considerations Closed or public show Space and overflow (2 times net = gross) Shipping & Customs Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

Prospectus Information Pricing Eligibility Installation Marketing Hours Floor plan Utilities Shipping/drayage Contract Pricing Installation Registration Restrictions Specifications Security Insurance Special services Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

What to expect on-site Anticipate problems Arrive 3 to 4 days prior to review & confirm Exhibit hours are more extensive Attire more formal Signs, staff badges, announcements and operators all multilingual Security more prevalent & extensive Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

Wearable Technology Smart cards & badges Utilizes bar codes or imbedded microchips Contains demographic & security information nTag Utilizes infrared & LCD technology Built-in radio for communications Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved

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 Copyright © 2007 by John Wiley & Sons, Inc. All rights reserved