International Congress and Convention Association Client Supplier Communication Dr Paul Honess 12 th European ICCRM 24 June 2006 iccaworld.com

The XXII International Primatological Society Congress 2008 Dr Paul Honess Oxford University 12th ICCRM Antalya, Turkey June

Outlines, 11th ICCRM, Seville, 2005 Summary: Who am I? What is my association? What do we need for our event? What are we prepared to do ourselves? What requirements do we have from: A local organization A venue A Professional Conference Organiser

IPS 2008 Host Primate Society of Great Britain Destination Edinburgh, Scotland Venue Edinburgh International Conference Centre (EICC) © 2006 Stephen Nash

Founded in 1967 UK’s learned society for primate biologists and non-primatologists interested in primates Europe’s largest primate society Members: c. 400 Primate Eye 2 meetings / year (Spring & Winter) Small grants for conservation & captive care

Research Understanding Conservation Protection & preservation Education Value & importance Captive Care Welfare

Affiliate societies (10% shared membership): –American –Spanish –Italian –Australian Biennial congress: habitat & non-habitat countries: Edinburgh(2008) Strasbourg (1992), Bali (1994), Madison (1996), Madagascar (1998), Adelaide (2001), Beijing (2002), Turin (2004), Uganda (2006), Edinburgh (2008) –German –Great Britain –Japan –Francophone

What Do We Need? Venue for up to 1200 Single site venue Flexibility –Space –Budget Destination/suppliers that listen to & understand our budget Range of accommodation Attractive, accessible destination Planning / bid advice Guidance on PCOs Financial guidance

For Bid Preparation Identification of destination & venue Accommodation profile Justification Provisional budget Local support –ECB: Edinburgh Ambassador Programme –Venue: EICC – tailoring & budgeting

Beyond That? Historical reliance on volunteers for: –Marketing –Design / artwork –Website –Review –Editorial –Secretarial (registration & accommod) –Sponsorship –Stewarding –Technical

Beyond That? Historical reliance on volunteers for: –Marketing –Design / artwork –Website –Review –Editorial –Secretarial (registration & accommod) –Sponsorship –Stewarding –Technical

Therefore We Require….

A Local Organisation Knows the market & destination Assists with the bid Helps market the destination Gives impartial guidance (PCOs?) Accommodation booking

A Venue Competitive –Cost –Services Flexible –Space –Suppliers –Technical EICC

A PCO Marketing Sponsorship Exhibition Registration Secretarial On site support Financial expertise Negotiation with suppliers (+contract handling) Social programme

Expectations Traditionally the delegates complain about –Cost –Facilities –Organisation Provided delegates are realistic about the cost of such meetings our team will give no reason for complaint!

Committee for IPS 2008 Dr Hannah Buchanan-Smith Dr Phyllis Lee Prof Ann MacLarnon Dr Bill Sellers Ellen Colingsworth Kristi Hayes Jane Kelly Morag Fraser Lynn Samson Graham Samson

International Congress and Convention Association Thank you! Client Supplier Communication Dr Paul Honess 12 th European ICCRM June 2006 iccaworld.com