1. ‘How to Host a Scientific International Conference’ Seminar
Azeta Seery
International Conferences Officer - Fáilte Ireland

2. International Association Conferences
International Associations
bring together members with common professional, scientific or social interests.
Association Conferences
Characteristics: Structure, Rotations, Bidding processes
Types/Examples:
International Union of Food Science and Technology Congress (IUFoST)
European Peptide Symposium
The World Newspaper Congress,
The International Beekeepers Association

3. What is a Local Host/Conference Ambassador
Ambassadors are professional people from fields as varied as academia, science, technology, sport, medicine, law and business ……… who have potential influence over their international Association's/ Society’s/
Federation’s choice of conference destination
Irish Conference Ambassador make the invitation and lead the pitch for Ireland

4. Fáilte Ireland Strategic Vision
“Position Ireland as a World Class destination for Business Tourism purposes across the association conference, incentive and corporate meetings sectors.
Building on the brand strengths Ireland should be well known among travel specialists as a key destination for enterprise, team and personal renewal”
Business Tourism identified as an area
of strategic importance.

5. €530 Million

6. Value of an International Conference Delegate
The total value of an international association conference delegate €1,000-€1,500
Over 20% of delegates indicated that they were accompanied by family or friends.
International delegates spent on average over 5 days in Ireland,
on average at one and a half extra days pre or post conference.

7. Why Ireland?
Ireland has a wealth of conference facilities – €4 billion spent on conference infrastructure
Ease of access
routes to Ireland (over 60 Airlines)
- Direct flights from over 20 countries
- 100 air routes from 35 British Airports
- US Immigration Pre-clearance
Professional trade
World Class Venues
Accommodation
PCOs

8. You’ll be in Good Company……
Knowledge based society - ITs, Universities, Research Institutes

9. Why Ireland Positive Feedback from International Delegates:
9/10 delegates very satisfied with experience of Ireland
85% said that they would recommend Ireland as a conference destination.
Attendance up approx 10% on previous attendance rates worldwide
Ireland’s Conference Ambassador’s influence
Subject prowess/ membership base
Strong international connections
Key influencer

10. National Conference Ambassador Programme
Fáilte Ireland’s Role
National Conference Ambassador Programme
The remit of the Conference Ambassador programme is to help potential Conference Ambassadors invite and host international conferences and meetings in Ireland.
Generate/Stimulate Demand
Advisory Role - unbiased advice
Mentoring
Support Conference Ambassadors practically & financially
Understanding that conference management is not a Conference Ambassador’s area of expertise, nor
should it be!

11. Working with Meet in Ireland
International Conferences Team,
Fáilte Ireland
Azeta Seery & Neasa NíDhomhnaill
Jennifer Churchward, Manager
Geraldine Jeffers, Financial Support
Regional Convention Bureaux:
Dublin
Cork
Shannon Region
Marketing groups- Killarney & Galway
Irish Trade:
PCOs, DMCs, Venues, Hotels, Universities etc

12. Why become a Conference Ambassador?
Our Conference Ambassadors give the following reasons for hosting an international conference.
Increased the profile and recognition of their University or Organisation
It earned them recognition from their professional colleagues both nationally and internationally
International conferences offer excellent networking opportunities, which helped form research partnerships, secure future funding and establish worldwide links in the specialist field of the meeting
Contributing to the economy
Support from Fáilte Ireland every step of the way

13. How to Host an International Conference

15. 1) Interest – Weighing up the Pros and Cons
Objectives of the Association/ Society
National Vs International
Bidding - What’s required?
Formats -
Submission deadlines & decision timelines -
Competitors -
Challenges?
Time / Money

16. Bid Preparation & Submission
Bid presentation & Lobbying decision makers
City Bid Document preparation
Bid Presentation
Promotion at preceding conference to back the bid
Bid Team Travel

17. Site Inspection Opportunity
Logistics
Important part of decision making process
Working with RCB
Creating programme
Advantages to getting it right….

18. Operations Requirement for a Professional Conference Organiser ?
A PCO is a specialist in the organisation and operation of small, medium and large conferences, in particular academic conferences
Assisting with Venue & Accommodation options if no PCO
Working with RCB & Industry

19. Marketing At preceding Conferences Communications Destination Appeal
Stand Collateral: Brochures, DVDs, Pens Pins, Posters
Tourism Ireland presence; diary dependant.
Communications
Digital repository
Destination Appeal
Sample programmes
Tourism options
Partner Programmes

20. Conference Ambassador Support
Financial assistance towards:
Bid process
Support to produce bid document
Travel & accommodation related to presenting bid
Site inspections
Bring key decision makers to Ireland to view proposed venue & programme
Marketing costs
To ensure maximum delegate turnout
Marketing at preceding conferences
Utilising Tourism Ireland colleagues – over 20 Market offices

21. Practical Supports Ireland DVD ‘Why Ireland’ Presentation
Sample Bid Document
Image Library
Sample programmes
Conference Checklist
Vat Reclaim
Governmental and regional letters of invitation
Marketing worldwide at preceding events with Tourism Ireland
Delegate information
Introductions to trade where appropriate
Site inspection itineraries

22. Conference Ambassador Support
Support available for conferences of
50+ delegates
No restrictions on subject matter
Simple application process
Support agreed over a number years

23. Next Steps
Get in Touch with Fáilte Ireland – we’re here to support you