Luc Hendrickx Executive Director

11th ICCRM, Seville, 7-9 July 2005 Who are the key congress suppliers? What does the congress need from these key suppliers? How do I communicatie with the client?

11th ICCRM, Seville, 7-9 July 2005 Key Suppliers Venue Convention and Visitors Bureau Congress Centre Destination Management Company Hotels (Local/National diabetes community)

11th ICCRM, Seville, 7-9 July 2005 Venue Politically stable Point of contact sees “the wider picture” Understands the economic impact of a mega-congress Key suppliers work as a team (including the hotels!) Congress-friendly Contacts with local decision-makers Accessible (fits the IDF political agenda)

11th ICCRM, Seville, 7-9 July 2005 Convention and Visitors Bureau Feel and appetite for the city Support site inspection Main contact for the bid process Access to local contacts, co-negotiation Unbiased and complete information Provide authorized ruling on legal status, tax, VAT Suggestions for social functions Support after the contract is signed Artwork Arbitration between organizer and local suppliers

11th ICCRM, Seville, 7-9 July 2005 Congress Centre State-of-the-art infrastructure Match the size and requirements Full-house rate, 24/24 Preferred suppliers (<> exclusive suppliers, tying) Balanced terms & conditions rental agreement Deposits/balance, cancellation/availability, additional services Appoint operations manager ASAP Attend the previous congress

11th ICCRM, Seville, 7-9 July 2005 Destination Management Company PCO/DMC Track record of successful congresses of similar size Excellent references Satisfied with the DMC role “Eyes and ears on the ground”, represent the client Attend previous congress Share information

11th ICCRM, Seville, 7-9 July 2005 Hotels Be part of the key supplier team Care about the city as a congress-friendly destination Think long-term Hotel accommodation is part of the initial bid Keep to bid commitments Realize that a congress is not an incoming group Go easy on yield management Be real about offer & demand Adapt release dates to the nature of the event Don’t exploit tying Realize congress attendance is becoming more selective

11th ICCRM, Seville, 7-9 July 2005 How to communicate with the client Personal contacts IMEX, EIBTM, ICCA, EFCT, IAPCO, MPI Involve association professionals in client advisory panel Associations Conference Forum (AC Forum)

11th ICCRM, Seville, 7-9 July 2005 How not to communicate with the client Don’t send unsollicited Don’t send unsollicited brochures Don’t invite a blind target group to fam’ trips You have two ears, only one mouth

11th ICCRM, Seville, 7-9 July 2005