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

2. 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

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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

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