First Steps for the Chair in the Preparation of an International Congress

FIRST STEPS FOR THE CHAIR IN THE PREPARATION OF AN INTERNATIONAL CONGRESS

ASSOCIATION SUPPORT SERIES

IAPCO ASSOCIATION SUPPORT SERIES LAST UPDATED MAY 2022

This document is to assist the Chair of the Local Organising Committee in the host country and assumes that the country has already been selected, but not necessarily the venue, going through 13 essential steps:

1.CONGRESS REQUIREMENTS 2. MANAGEMENT ROLES & RESPONSIBILITIES

3. MANAGEMENT PCO 4. SELECT VENUE 5. CONFIRM DATES 6. SECURE HOTELS 7. VISAS 8. BUDGET 09. SCIENTIFIC / TECHNICAL PROGRAMME 10. PROMOTION 11. INDUSTRY/SPONSORSHIP

12.LOGISTICS 13. TIMETABLE

1. CONGRESS REQUIREMENTS The congress requirements need to be clearly defined: Purpose of the congress Organising body/bodies: National/International Number and composition of delegates Market segment/Origin of delegates Duration of congress and exhibition Year/month of congress (avoid competing with established congresses and take into account public and religious holidays) Frequency of congress Number of abstracts Number and capacity of session halls Industry/sponsorship concept Net exhibition space Official languages Identification of financial responsibility Publications Invited speakers Peculiarities of the host country Legislation and special permits required On-going events in the destination around the planned congress dates Sustainability Legacy Green meeting components Accessibility Technical infrastructure required Cultural (social) events Congress Secretariat Congress format: In-person only/hybrid/virtual

2.MANAGEMENT - ROLES AND RESPONSIBILITIES Define the roles and responsibilities of the international and national committees Ideally sign a Memorandum of Understanding (MOU) between the international and the national committee Appoint a Local Organising Committee (LOC) to take responsibility for the various administrative requirements: Organisation needs, administration & logistics Marketing & Promotion Treasurer Social Industry/sponsorship and exhibition Appoint the Scientific/Technical Programme Committee Define the communication and reporting channels, specify the decision processes Identify the key stakeholders in the destination and the support they can provide, and invite their involvement

3.MANAGEMENTPROFESSIONAL CONGRESS ORGANISER (PCO) Refer to IAPCO document: "How to Choose the Right PCO" and: "Request for Proposal (RfP) for the Appointment of a PCO" A PCO should be appointed at the earliest opportunity, the selection to take into account the following criteria:

Experience in the international market A proven track record on similar congresses Trustworthiness International recognition Financial stability Quality Transparency Use of state-of-the-art technology International membership & accreditation (especially IAPCO membership) Experience in hosting successful virtual/hybrid congresses Understanding of the value of sustainability, equity, diversity, and inclusion Integration of the UN Sustainable Development Goals (SDGs) (as applied by IAPCO) in the overall congress preparation strategy Do not underestimate the time required to organise a congress. Outsourcing of at least the logistical parts of a congress will enable you to present yourself as the host, not the organiser.

The PCO, especially an accredited PCO, can be instrumental in supporting you to deliver a quality congress and can act as your consultant and trusted partner.

Pay close attention to the RfP details, explain your needs and requests in depth and be sure to meet the shortlisted PCO in person, before appointing the winner.

4. SELECT VENUE A PCO’s expertise will be helpful in selecting a suitable venue for the congress. The following points should be taken into consideration: Capacity of: Exhibition space including loading access, building heights, etc., depending on size, choose purpose-built rooms for exhibition (avoid areas like foyers) Registration area Poster area Session halls (various types of halls) Catering Offices Cloakrooms Facilities needs Cost Exclusivity arrangements with local suppliers e.g., in-house audio-visual Internet (Wi-Fi) capacity Accessibility Location Quality/management Proven track record on similar congresses Staff willingness and flexibility Safety and Security Sustainability and CSR Potential and capacity to host a hybrid event Hotel capacities and distance from the venue Airport access (international/national) Customs clearance/entry controls National regulations & restrictions (especially for medical events)

5. CONFIRM DATES The dates and duration of the congress may depend on the format (in-person, virtual, hybrid).

When selecting the dates for the congress it is essential to research other events that may conflict, either in size, location, or subject matter.

Public and religious holidays should also be considered (https://www.timeanddate.com/holidays/ is a good resource).

6. SECURE HOTELS After selecting the venue, it is essential that the hotel accommodation is swiftly secured (before public announcement of congress dates to reduce the risk of fraudulent agencies). Take into consideration: Speaker/VIP/Organising Committee requirements Industry/sponsor requirements Staff accommodation needs Budget accommodation Sufficient accommodation for individuals in all categories If the congress has a reasonable track record, there should be enough information available on the actual take up of rooms through the official congress booking channel. However, room blocks should be negotiated so as to minimise risk; a PCO is skilled in managing the risk associated with contracting for room blocks and can negotiate deposits and deadlines.

7. VISA MANAGEMENT Information on the destination’s visa requirements as well as supporting documents to assist with application will need to be provided. A PCO usually offers this service and can secure the necessary consular recognition of a congress.

8. BUDGET When preparing the initial budget, the following points should be taken into consideration: Accurate calculation of all congress expenses Tax implications Legal and audit implications Financial procedures Cash flow Currency stability City/national support Airline contributions Funding Registration history and income projection Industry support (direct and indirect) Profit allocation (if appropriate) Provisional costs Format of the congress Various budget scenarios Risk management and liability In addition: The budget should be realistic The budget must balance on a sensible breakeven The budget should be transparent to all The budget should be adapted to the circumstances of each period (i.e., frequently updated) The budget should be flexible and include risk factors

9. SCIENTIFIC/TECHNICAL PROGRAMME Structure: Type of sessions Timetable grid Formats and furniture Live broadcasting Include virtual/hybrid component Various session styles Abstracts, publications, and proceedings: Abstracts management Platform for submission and review Review process Evaluation and selection criteria Types of presentation: oral, poster, e-poster, etc.

Format: online, printed, e-book, etc.

Production and distribution Format of poster presentation during a virtual/hybrid congress Speakers/Invited persons: Origin Costs Gender and region balance In-person or virtual participation Audio-visual equipment: Quality Efficiency Clear guidelines for presentation Necessary equipment for virtual/hybrid component Efficient and accurate technical support Rehearsals

10. PROMOTION Detailed marketing and promotion plan Logo/design website Print On-site promotion at other events Digital marketing Journals/advertising Using industry/sponsors and other stakeholders Database (mailing list) Social media Newsletters (email) Promotional teasers Ambassador Programme Co-operation within network of stakeholders: universities, national societies, scientific institutions Promotional opportunities

11. INDUSTRY/ SPONSORSHIP It is essential that industry be considered a partner of the congress, with full co-operation and trust. Local and/or international industry partners may be willing to assist in promoting the congress and should be carefully approached.

The PCO’s experience may be of great value here and instrumental in the development of a sponsorship and exhibition plan.

Exhibition: Location Access Build-up/breakdown (allowing for sufficient time for the size of the exhibition) Duration/open times Proximity to session halls

Services (technical, catering, staff, cleaning, security, freight forwarding, customs, help desk) Integrated delegate activities, interactive formats Stand allocation Legislation concerning materials on display Virtual booths and virtual attendance for exhibitors Acknowledgments according to type of event Exhibitors’ recognition (printed and online ads, special social event) Detailed instructions for exhibition (exhibition manual) Sponsorship: Market research Design of sponsorship opportunities and pricing Financing and pre-financing Marketing opportunities Return on investment Guidelines for levels of sponsorship Hospitality suites/virtual hospitality suites Sponsor recognition (printed and online ads, special social events) Virtual attendanceNOTES for sponsors/virtual component Sponsors’ meetings (pre-congress, on-site, and debriefing) Contract: Payment against invoices Cancellation Terms Deadlines Rules and regulations Risk management/liability study General Data Protection Regulation (GDPR) and/or other local data protection legislation

12. LOGISTICS

13. TIMETABLE

There are many detailed organisational tasks which need to be taken into consideration; some of the key elements to consider are as follows:

Once the above first steps have been completed, a detailed timeline setting out all the management and organisational tasks that need to be undertaken to complete the congress can be prepared. Depending upon the sequence of the congress, this timeline should be created as early as possible, as the timing of some items (for example, invitations to speakers, industry/sponsors, and promotion) are critical to success. An accredited PCO is in a position to prepare all documents and tools concerning the operational management of the congress and to provide detailed guidance and support.

Registration (both online system and on-site setup) Secretariat Supplier management Staff/hosts/students (English language to be included) Transport Technical equipment and construction Signage and decoration On-site digital tools Catering Security First-aid Media management Social programme Companions’ programme Tour programme (congress technical tours, day tours, and pre- and post-congress tours) Virtual platform Virtual and/or hybrid component

AFTER THE FIRST STEPS The PCO will guide and advise Local Organising and Scientific Committees on all aspects of the congress.

NOTES

The professional and accredited PCO can be instrumental in the design and implementation of the above activities.

Acknowledgements Special Thanks to: Sissi Lygnou, AFEA, IAPCO Council Officer and Chair of TF Publications Ambassadors, Members of IAPCO TF Publications: Elena Alexandrova, AIM Group Michael Kern, DEKON Group Markus Preussner, INTERPLAN African Agenda: Kristen Tremeer

About IAPCO The International Association of Professional Congress Organisers - IAPCO, is a global non-for-profit organisation representing today 138 accredited business and professional events organisation companies in 40 countries. All Members have undergone a qualification process to become a Member of IAPCO and must continually demonstrate a high level of service through the IAPCO annual quality assessment audits. The IAPCO mission is to raise the standards of service amongst its members and other sectors of the meetings industry by means of continuing education, interaction with other professionals and research.

List of Members A full list of members, including all contact details, is available on the IAPCO website Reference Documents All IAPCO documents and guidelines can be obtained from IAPCO or from the IAPCO website to assist in the planning of your event.

HQ/Secretariat THE INTERNATIONAL ASSOCIATION OF PROFESSIONAL CONGRESS ORGANISERS (“IAPCO”) is registered at c/o Prager Dreifuss, Mühlebachstrasse 6, 8008 Zürich, Switzerland, registration no. CH-020.6.900.220-3/. Administration and secretariat services are provided by outsourced contractors based in Belgium and the United Kingdom. Contact details: info@iapco.org Reproduction Reproduction of any part or of the entire document is subject prior authorisation and approval from IAPCO. Copyright IAPCO: Latest edition May 2022 Disclaimer The inclusion or exclusion of information from this document should not be interpreted as an endorsement or nonendorsement by either IAPCO. IAPCO is not responsible for the accuracy or timeliness of the information presented in this document or for editing, classifications or omissions. IAPCO is not responsible for decisions or actions that may be made as the result of information presented in this document