1. Industry Seminar Lisbon, 19 February 2013
- Building Joint Strategies for the Future -
How to attract more international meetings to the destination Lisbon
The PCO Point of View

2. Presentation by Inge Hanser
Co-chairperson of INCON
Managing director of CPO HANSER SERVICE
Offices in Berlin, Hamburg, Frankfurt // Germany
As PCO in business for more than 30 years
Operating conferences, congresses worldwide

3. Who is INCON?
A dynamic partnership of the world’s leading conference, event and destination management companies
Employer of staff globally
Organiser of 10,000+ conference and event projects, serving 3 million delegates and procuring five million bed-rooms per annum
An industry heavyweight with annual budget under management of an estimated €1 billion

4. Decision Process for Congress Destination
How?

5. Decision Process // Expectations of PCO/Client
Major Players
City / Country
Convention Bureau
Congress Center / Congress Hotel
Hotels

6. General Requirements: City and Country
Moderate price level
Safe and untroubled
Easy access by air
No or few entry restrictions
Not prone to natural disasters /cases of force majeure
Attractive country

7. General Requirements: City and Country
Moderate weather conditions (no storms, excessive heat etc.)
No health restrictions
Language
Nowadays congresses are held in a limited number of countries only

8. General Requirements: Congress Center / Congress Hotel
Flexible room capacity for multifunctional use
Soundproof rooms
State-of-the-art technical equipment
Clearly structured offers
Declaration of additional expenses
Basic equipment included in costs/market prices
WiFi, intranet, sound and lighting system, electricity, seating, furniture
Balanced contract conditions
Moderate payment and cancellation conditions

9. General Requirements: Congress Center / Congress Hotel
Experience with international clients
Trained staff
Language
Adequate public transport connection
Risk taking of currency fluctuations
Risk sharing model

10. What to expect from the Convention Bureau
Co-ordination of local suppliers and common activities to persuade clients of the destination
To show readiness to co-operate with the client
Co-ordination of sufficient hotel rooms at fair market prices and conditions
Complaint-free offers and products (e.g. ISO standards)
Double-check supplier’s quality

11. What to expect from the Convention Bureau
Recommendation of suppliers
To pay attention to price stability
Sustainable practices (“Green meetings”)
Involvement in promotion activities
Provision of promotion material

12. What to expect from the Convention Bureau
Signage in public areas (“City Mapping”)
Free public transport
Provision of venue for social event free of charge
Free site inspection
Financial support?
Prudent bid books
 Understanding the client

13. What to expect from the Hotels
Refurbished, attractive hotels
Moderate prices
Flexibility
Price Structure
No minimum of nights
Cancellation policy
Fair conditions
Customary commission
Fair business – no extraordinary profits (e.g. rooms sold twice)
Minimisation of damage (e.g. reselling rooms in case of cancellations)
Green, sustainable alignment

14. Good entry conditions (EU member) Moderate mediterranean climate
Lisbon in particular
Pro
Attractive city
Moderate prices
Good entry conditions (EU member)
English widely spoken
Great hospitality
Moderate mediterranean climate

15. Recommendation for Improvement
Lisbon in particular
Recommendation for Improvement
Public transportation to congress centre
Free public transportation
Hotels close to congress centre

16. More services offered inclusive Maximum of flexibility offered
Lisbon in particular
Trend
More services offered inclusive
Maximum of flexibility offered
Risk sharing models

17. Strategy Lisbon in particular
Post meeting after congress with client (permanent improvement)
Conference Ambassadors
Fam Trips
Present at Shows
Give positive news

18. Strategy Lisbon in particular
Regular business exchange with other cities and clients
Benchmarking with other cities
Create innovative ideas
Be different
Permanent evaluation of services

19. AIM Lisbon in particular High level of service
Present Lisbon as unique destination
Value for money

20. Thank You www.incon-pco.com