News from the International A ssociation of Professional Congress Organisers
Issue No. 94 Q2 April 2021
ON POINT ARTICLES • MEMBERS’ HEADLINES KEEPING UP TO DATE • MORE ABOUT IAPCO
CONTENTS ON THE COVER Traditional Rwanda dancer
13
Photo source: Rwanda Convention Bureau
Toronto
3
From the President and the CEO
4
GETTING TO KNOW... IAPCO
IAPCO Ambassadors
5
2020 member survey stats
6
Turning safety measures into opportunities
8
myRadio Nurse
9
Towards a new understanding of hygiene
9
Converting a live event into a virtual one
10
EventsAIR / IAPCO partnership
12
Is it necessary to continue training?
14
Education calendar – what’s coming up
15
EDGE-ucation – recent events
16
ICS Asia Offices – new members
17
60 seconds with Sissi Lignou
18
Getting to know Symporg AS
19
Re-imagining the role of the event professional
20
Connection co-ordination
22
FIGO in Rwanda
23
Members’ headlines
24
Our Partners
28
EDUCATION What’s happened and is happening
DESTINATION PARTNERS News and updates
ON POINT ARTICLES Keeping up to date with what is happening in the industry
MEMBERS’ EVENTS AND NEWS Read the full stories of our members' news on the IAPCO Knowledge Hub
Not enough time in the day? Too much good content to read? The PCO is adapting to meet your needs by being slimmer but more frequent – you can read it now every six weeks! Extended news is linked to the Knowledge Hub where you can find other articles, videos and learning, so grab that cup of coffee and enjoy your second issue of the new The PCO!
The PCO: published by IAPCO Whilst every care is taken in the preparation and publishing of The PCO, the views expressed are not necessarily those of IAPCO or its members and no responsibility can be taken for articles, errors or comment. Editor: Sarah Storie-Pugh / Design: jo-harrison.co.uk
IN TORONTO, WE’RE KEEPING
YOUR MEETINGS SAFE 6 things hotels are doing to help you book with confidence. #StaySafeTO
PHYSICAL DISTANCING
COMMITMENT TO CLEAN
CONNECT WITHOUT CONTACT
THE RIGHT MEETING SPACE
REDESIGNED FOOD & BEVERAGE EXPERIENCE
NO RISK BOOKING
New physical barriers and signage to help maintain physical distancing.
New no contact technology uses your phone to check in and out, as a key to rooms, access to chat with staff and more.
Priority is meeting public food guidelines. We’ve eliminated shared use items and now offer contactless delivery.
Increased cleaning and disinfecting in public spaces and guestrooms.
Dedicated group sections with decreased room capacity to meet physical distancing requirements and allow for hybrid in-person/virtual connection.
Connect with confidence with our adjusted contracting process that offers flexible terms and simplified contracts.
meetings.seetorontonow.com
GETTING TO KNOW – IAPCO
A WORD OF OPTIMISM 2021 started as another year of virtual events across our
Take advantage of change…
industry. A challenging year with a lot of uncertainties. Stephen Hawking once communicated that “Intelligence is With recent news, however, coming from different countries,
the ability to adapt to change”. Well, if the last 12 months is
a bright light is appearing at the end of the tunnel.
anything to go by then our industry is certainly filled with very intelligent people and we don’t have to look far within the
The US travel association has released their travel forecast
IAPCO community to experience just this.
to 2024 using Oxford Economics’ proprietary travel forecasting model. Total spending on Business Travel will increase by 20%
IAPCO PCOs continue to lead the conversations with their
during 2021 and additionally by 23.2% during 2022.
association and corporate clients alike in transitioning business and professional events from traditional, in-person
Restrictions are being lifted and business events are
models, through to new and exciting hybrid formats that
happening again on a local and/or regional level in countries
facilitate both on-line and in-person engagement.
that have contained the virus such as Australia, New Zealand and Singapore, and in those where their vaccination rate is
There is no clearer evidence of this than when we compare
high, as in the United States and UAE. Venues are turning into
the IAPCO Member Annual Survey data from 2019 to 2020
vaccination centres instead of field hospitals, for example, in
[see pages 6 & 7]. This ability to adapt to change and present
the Prague Congress Centre.
viable alternative options to clients has resulted in IAPCO Members facilitating content and knowledge-share delivery
We all know that people are eager to travel and meet again.
to 6.4 million participants in 2020 compared to the 6.7 million
Nevertheless, we have an obligation as industry professionals
participants in 2019, a drop of less than 5%.
to ensure this is done in a safe way, a way that will protect our staff, suppliers and participants and will keep them healthy.
Had it not been for the sheer professionalism, agility and for-
This year, along with continuing to service our clients, mostly
ward-thinking of the many leaders and their teams across the
in a virtual environment, we will focus on planning the return
IAPCO community, this important knowledge-sharing amongst
of in-person events.
academics, scientists and others would likely not have happened and solutions to some of the world’s greatest
One thing that came out of this pandemic is that organisations
future challenges may not have been discussed and debated.
and associations have realised that education can continue online. This will shift the way we think and design the future
Although faced with challenging situations, professionally
of the in-person meeting. While content will still be the core
and personally, our IAPCO community has embraced change,
of the in-person meeting, more emphasis will be given to
created new opportunities and adapted exceptionally well.
networking, community building, research collaborations and hands-on experience. This will be bolstered with online
As you read through this edition of The PCO, take a moment
participants unable to travel to the event.
to congratulate yourself on how well you too have adapted to change over the past year, what you have already achieved,
One thing is clear, a fascinating year with room for optimism is
and consider what more exciting opportunities await you.
ahead of us. Martin Boyle, CEO Ori Lahav, President 2020-2023 4
| April 2021
GETTING TO KNOW – IAPCO
AMBASSADORS’ PROGRAMME EMBRACES MEMBER ENGAGEMENT 2021 will mark the launch of a further IAPCO initiative –
networking. IAPCO’s Ambassadors’ team will be dedicated
the new Ambassadors’ Programme.
to providing full 1-1 support to the members via a 2-branch support programme: a 1-year automatic induction programme
This innovative programme has been created as part of the
to new members, which will include all members joining
IAPCO mission to provide support to all members and their
IAPCO in the last 2 years, and a bespoke 2-year support
teams, new or pre-existing, big or small and from all regions.
programme for current members and their teams.
The goal is to ensure all members can benefit equally from
Four new ambassadors join the 1-strong team bringing the
all that IAPCO has to offer in terms of quality, education and
total number to 15 across all continents.
Renata Pozza
Amit Saroj
Irene Tolis
Consulting & Community
CEO
Managing Director
Solutions Director
Indiattitude
ERA Ltd,
MCI Sao Paulo, Brazil
Gurgaon, India
Athens, Greece
Stephane Talboom Director of Sales K.I.T. Group GmbH Germany
See full list of IAPCO Ambassadors here
NEW ASSOCIATION RESOURCE TO SUPPORT HYBRID EVENT DELIVERY In the wake of the pandemic, associations must rethink
receive proposals from PCOs and host destinations,
design and delivery of events to ensure they can bring together
this new template will provide the first building block
international delegates safely and without travel if necessary.
in designing a hybrid event.”
A new, complimentary Bid Guidelines template articulates these new requirements clearly to PCOs and CVBs, equipping
“Both BestCities and IAPCO have a passion for sharing
them to support the delivery of hybrid event formats.
knowledge and expertise”, commented Ori Lahav, IAPCO President. “This free resource is the product of effective
The template, a result of collaboration and knowledge
collaboration and will now facilitate further fruitful
sharing between IAPCO and BestCities, addresses crucial
collaboration in the delivery of COVID secure business
points for the hosting of virtual event components including
and professional events.
consideration of destination selection, appropriate software choices for streaming, capturing content and security,
“Thank you to the IAPCO Ambassadors, the CVB
facilitation of networking, the cost for attendees and
representatives and the associations that were involved
promotion of the event.
in bringing this project to life. We’re hopeful this will help to drive innovation and keep our industry moving, even in
Corne Koch, Board Chair, BestCities Global Alliance says, “It’s
these uncertain times.”
clear that virtual events or hybrid event formats are here to stay for some time to come, so in order to help associations
Download template | April 2021
5
GETTING TO KNOW IAPCO – WHAT HAPPENED IN 2020?
IAPCO’S 2020 STATISTICS The following statistics have been taken from a combination
The IAPCO Company Report and Annual Survey is
of the IAPCO Coronavirus Impact Survey (Dec 2020) and the
mandatory for IAPCO Members to complete as part of
IAPCO Company Report and Annual Survey.
their annual membership renewal process. It is designed to provide IAPCO with an overview of changes to our members’
The IAPCO Coronavirus Impact Survey was distributed to
organisations regarding their own company size, staffing and
IAPCO members in two parts, the first in July 2020 and the
administration changes over the year. The responses also,
second in December 2020. July provided IAPCO with mid-year
importantly, provide insight into the sentiment, foresights and
data on the immediate impact that the Pandemic was having
trends of members, their clients and suppliers all of which is
on IAPCO Member business and on their clients’ meetings and
analysed by IAPCO to ensure that the Association's products
events. IAPCO then distributed a 2nd Survey in December
and services meet the future needs of IAPCO Members, their
2020 in order to ensure a more comprehensive understanding
teams and the professional and business events industry
of the impact across the entire calendar year.
as a whole. This year’s Survey was completed by 87 IAPCO Members.
GENERAL DATA 13 309
36.3
Meetings Organised (physical, hybrid, virtual)
meetings per day on average
2019: 21 423
2019: 58.6
6 367 856
139
participants managed
member companies
2019: 6 797 266
2019: 135
OVER
40
countries
10 273 meeting professionals 2019: 9 700
Interestingly, the average number of participants per event increased dramatically from 317 during 2019 to 478 during 2020
National Meetings
International Meetings
Corporation meetings
Association
Corporation
meetings
meetings
35%
34%
44%
Meetings 16%
Meetings 5% 6
| April 2021
meetings 57%
Other
Governmental
Association
Governmental Meetings 5%
Other Meetings 4%
GETTING TO KNOW IAPCO – WHAT HAPPENED IN 2020?
GENERAL SENTIMENT How has your business outlook for 2021 and beyond
A year from now, what do you expect of the following
changed when compared to what it was in August?gust
types of meetings/events/congresses: virtual only,
68% have similar, slightly or significantly
hybrid, in-person only, hub and spoke?
more positive outlook
Number of virtual: will remain consistent Number of hybrid: 78% reported they will increase
Have any of your clients been reluctant (unwilling)
Number of in-person only: 51% reported will decrease
to transition to Virtual Meetings?
Number of hub and spoke: 43% reported will increase
Only 22% of clients were immediately willing to change However, 90% of sponsors and exhibitors were supportive of
Future skillset requirements of PCOs
the change and willing to do so
42% (the highest response) say that digital content production will be essential
Have your virtual or hybrid meetings/events/congresses
26% digital marketing
experienced an increase in "attendees" from the
10% communication experts and 10% meeting designers
previous in-person meetings/events/congresses?
8% sales
77% have experienced an increase
4% planning and logistics
VIRTUAL / HYBRID EVENT DATA Is there a trend for future events being hub and spoke, ie where delegates could attend an event in person or locally or within their region while being connected to the main event digitally?
63.22% (55)
36.782% (32)
The biggest factors influencing the location
To what extent do you agree with the following
of my next international congress is
statement regarding expectations of a VENUE in terms
1. Flexibility in cancellation terms
of their virtual technology offerings
2. Ability of destination to satisfy tech requirements
1. Strong preference to use external meeting platform
3. Ensuring the least travel time for the largest number of delegates 4. Funding flexibility 5. Satisfying the global rotation pattern requirement of the association 6. Strong access via rail and road and not only by air
supplier of PCO choice: 79.5% agree or strongly agree 2. Expectation that venues have full virtual technology infrastructure: 70.2% agree or strongly agree 3. Strong preference for in-house venue hybrid meeting platform capabilities: 46% agree or strongly agree
| April 2021
7
ON POINT ARTICLES
TURNING COVID SAFETY MEASURES INTO ATTENDEE ENGAGEMENT OPPORTUNITIES Author: Casey Gale, Associate Editor, Convene Antigen rapid testing was key to ensuring the two-day,
event that requires rapid testing:
300-person, PCMA Convening Leaders 2021 event in
Make the environment welcoming. “Many event profession-
Singapore, could take place safely during the COVID-19
als are frequent fliers and will be familiar with airport lounges,”
pandemic. But with additional safety measures came a longer
Pang commented. “What if the waiting areas could look and
check-in process; attendees needed to wait 20-30 minutes
feel like that? Instead of a line of sterile chairs, have sofas, work
in designated holding areas at the event’s venue, Marina Bay
pods, drinks, plants, light music, etc., that immediately
Sands, for their rapid test results to be confirmed.
changes one’s experience of what a waiting area can look like.”
Philip Pang, PCMA’s Singapore-based manager of marketing
Add entertainment. “There could be an exclusive
and events, realised that the holding areas and waiting
performance that can only be watched or experienced at the
period need not be empty downtime - they could be turned
waiting area. I’m thinking, instead of merely moving into a
into opportunities to enhance participants’ overall
separate waiting area, attendees are treated to the tunes
event experience.
of a musician or better still, be allowed to select songs like a jukebox,” Pang suggested. “Perhaps the problem now
Jaga-Me, the rapid testing provider, rightly prioritised attendee
becomes getting attendees to move out of the waiting
care making sure safety guidelines were adhered to, however,
area once their test results are delivered!”
Pang felt there were ways to strike a balance between safety and serving the needs of attendees. “We talk about customer
Turn the rapid testing process into an educational
centricity at our events,” he said, which in his mind means
moment. “It’s a first for many attendees to take the antigen
working within the safety guidelines while seeking “creative
rapid test,” Pang said. “Could we invite them to understand
solutions around registration and rapid testing”.
what went behind the test, critique the experience first-hand and how they would improve it, so that their event partici-
Pang asked himself how event organisers might be able to
pants would ultimately benefit?”
make the waiting experience more comfortable in the future and “flip things around making the antigen rapid test part of
Pang sees this as prime time in the participant journey, a way
the programme - or even better, to become something to look
to warm them up for the positive experience that is just ahead
forward to”. Using HaiDiLao Hotpot - a restaurant chain that
of them — once they get the negative COVID result.
offers diners snacks, drinks, and manicures while they wait to be seated - as his inspiration, Pang brainstormed three forms of attendee engagement that organisers could add to any
8
| April 2021
This article ran in Convene
ON POINT ARTICLES
myRADIO NURSE THE FIRST WEB RADIO DEDICATED TO DIABETES SPECIALIST NURSES IAPCO Member: AIM Group International AIM Education has launched myRadio Nurse, the first digital radio channel entirely dedicated to Diabetes Specialist Nurses (DSNs). The project was promoted with the non-conditional support from Sanofi. The goal of the project is to connect nurses in a simple and direct way, promoting the exchange of information and encouraging the sharing of experiences despite the limitations dictated by the pandemic.
In times of social distancing, the digital radio offers nurses a new education and knowledge sharing tool that will be enriched with multichannel initiatives. READ FULL STORY
TOWARDS A NEW UNDERSTANDING OF HYGIENE AND INFECTION PREVENTION IAPCO Member: Congrex Switzerland During the past year, Congrex Switzerland has been monitoring the latest developments affecting the meetings and business events sector, which has been particularly vulnerable to lockdowns and travel bans. Following the initial disruption, we now find ourselves in a transition period marked by uncertainty as to how the events industry will reshape itself. Congrex’s research identified key areas of opportunity and a number of emerging themes that are likely to become permanent fixtures in this industry. Their findings have been compiled in a white paper entitled “A New Landscape for Hygiene and Infection Prevention in the Events Industry”.
The paper discusses the foundations of a strategic approach to hygiene and infection prevention that can help PCOs, associations, venues and professionals in the MICE sector fulfil their role safely and organise events that inspire and deliver value. Download the full paper here. READ FULL STORY
| April 2021
9
ON POINT ARTICLES
CONVERTING A LIVE EVENT INTO A VIRTUAL ONE IAPCO member: GUARANT International, Czech Republic Author: Ivo Miksa, Business Director
Last year, like most other organisers, we were forced to cancel
of time after the conference. In such cases, we consider it
events, change their dates, or transform them into the virtual
appropriate that the registration fees are at least 50% of
form. Now we want to share with you the practical experience
the original fees of the live conference.
that the last year of organising virtual events has brought us. How to change the programme When to make the decision
In a virtual conference, it is not necessary to offer many
Of course, for a successful transition from live to virtual
parallel sections; on the contrary, it is possible to take
conferencing, it is best to make a virtualisation decision
advantage of the additional time space for placing sections
as soon as possible. The later such a decision is made, the
one behind the other. Highly interactive sections should
greater the pressure on precise organisation and meeting
be planned for mornings or early afternoons. Evening
deadlines. We consider two months to be the minimum for
times can be effectively used for panel discussions and
an optimal and unhurried preparation of virtualisation (if the
specialised workshops.
technologies and the format of the programme are clear). The importance of training (testing) How to decide on the fee
The critical moment for the success of a virtual conference is a
In our opinion, the information and scientific content
quality rehearsal of the speakers' speeches. It begins with clear
provided through virtual conferences are as valuable as in live
instructions and self-testing of technical devices on the part of
conferences. It is important to provide participants with the
the speaker. Great attention must also be paid to the correct
highest possible level of live interaction and to complement
processes for the handling of the section from the point of
it with the opportunity to study the papers for a certain period
view of the chairperson and the reaction of individual speakers
10
| April 2021
ON POINT ARTICLES
as well as the way of moderating the discussion after the
Comfort of participants, speakers and exhibitors
contributions. The same approach must be taken for the
For participants of virtual conferences, clear instructions,
support at the exhibitors' stands. Each speaker should go
a clear programme and easy availability of the interactive
through the connection process at least twice and have
elements used are important.
practiced access to his/her presentation and passing the floor to the next speaker – this is a key criterion for the
For the comfort of the speakers, it is important to know and
smooth running of the programme from the point of view
practice the presentation process especially from a timing
of virtual live event technology.
perspective. And at the same time it is essential that the technical support of the speakers is sufficiently strong in
Strong support
asserting the technical requirements; for example, muting
For the technical team, the busy part of the conference
the non-presenting speakers, fulfilling the requirements for
starts about a week in advance, when individual sessions and
a quiet environment, etc.
training with individual speakers and exhibitors takes place. For the live conference as such, the critical requirement is to
Exhibitors need to feel comfortable, with clearly defined
correctly set up the communication channels, for example,
capabilities of virtual stands and with sufficient technical
to separate the help-line for speakers from the service for
support during their preparation. During the conference
participants. Well-communicated instructions and correctly
itself, the exhibitors are the best self-organised group.
set processes lead to the satisfaction of both participants and speakers.
| April 2021 11
IAPCO’s Technology Partner As the chosen Technology Partner, the award-winning innovative EventsAIR event management platform is used across numerous events delivered by IAPCO Headquarters, streamlining pre, during, and post event management. Using the EventsAIR system with the award winning OnAIR virtual and hybrid event platform, you can run successful virtual, hybrid and in-person events through a single event technology platform that ticks all the boxes: Comprehensive Secure User-friendly Cloud-based
Interactive 2D and 3D Experience Seamless Engaging
IAPCO Members deliver high-quality professional event services around the globe and demonstrate high levels of professionalism towards their clients. Likewise, IAPCO provides its members with world class services. We required a software provider to help us deliver exceptional events and membership engagement initiatives. We chose EventsAIR for their outstanding products and commitment to customer service. Their attention to our needs has been excellent.”
Ori Lahav, President of IAPCO
Talk to the EventsAIR Team to find out more. Email us at info@eventsair.com Or visit www.eventsair.com
AUSTRALIA 1300 236 848
NEW ZEALAND 0800 236 848
EMEA +44 808 280 0738
AMERICAS +1 855 236 8486
INTERNATIONAL +61 7 3063 3700
IAPCO and EventsAIR New Partnership
What drew you to EventsAIR as a technology partner? Martin Boyle In addition to satisfying our technological needs, EventsAIR understands IAPCO, our mission and objectives, and our members. Our long-term, mutually beneficial partnership with EventsAIR allows us, among other things, to manage our membership applications, quality reviews, communications, and invoicing from one source and to deliver tailored online educational content directly to members.
CE O
AN INTERVIEW WITH ORI LAHAV, PRESIDENT OF IAPCO, AND MARTIN BOYLE, CEO, IAPCO t in Mar
, yle o B
Will your approach to in-person events change?
Ori Lahav Yes. While content will still be core, emphasis will shift to networking, community building, research collaborations and hands-on experience.
Has the shift to virtual technology changed your objectives?
Will you consider a hybrid event model with the help of EventsAIR?
Martin Boyle The shift to virtual technologies allows us to deliver more content to a wider audience in key geographical regions through new offerings including IAPCO Impact Dialogues, IAPCO Day and GA, CEO Meetups, Hackathons and Online espresso exchanges and Virtual EDGE Seminars.
Ori Lahav Yes. Each hybrid event will be designed differently. For events where 80% of delegates are online, we will collaborate with EventsAIR to focus on building the online platform and content capture.
However, our objective remains steadfast—to raise the standards of service amongst our members and the events industry through education and interaction.
Ori Lahav Early on, we had to educate and equip delegates to get the most out of virtual events. Now, the focus is on interactivity and networking opportunities. Delegates enjoy the benefits of online learning such as being able to consume more content compared with in-person events as it is available on demand.
EventsAIR has been at the forefront of Event Technology and Innovation for over 30 years, continually pushing the boundaries of what an event management platform can do. Built by event planners for event planners, EventsAIR is a scalable, secure, cloud based platform that can manage everything from virtual, hybrid and in-person events for midsize meetings to global events. EventsAIR all on one platform is accessible anywhere, anytime and on any device.
How have delegates responded to virtual events?
Visit eventsair.com
ON POINT ARTICLES
IS IT NECESSARY TO CONTINUE TRAINING DESPITE THE CRISIS? IAPCO Member: Business Travel Consulting, Mexico Author: Karla Escamilla, Innovation and Process Leader Uncertainty and change are two words that have defined our
The crisis that we are currently experiencing has helped us
environment this year, and while we may think that this 2020 is
to take a giant step towards technological development with
an atypical year, the reality is that climate, economic, political,
accelerated changes in systems and procedures, as well as
and social environments are changing. This is not something
changes in customer needs. These have forced us to generate
new or something that will eventually stop, the only certainty
new tools, new working materials, new ways of working and
we have is that the changes will become more pronounced
new products and services. That is why, today, training goes
over time and that the challenges we face will be increasingly
beyond the work environment and becomes necessary also
complicated and uncertain.
for suppliers and users in the handling of the different services provided (especially in automation and digitalisation
Then, the big question that arises is how do we prepare
services). This will allow us to mitigate the effects of the
ourselves to move forward in the face of the new challenges
uncertainty that is generated after a crisis, marking a
that arise from the different areas of our lives? How do we
structured path, and oriented to the new goals set for growth.
generate new paths that will be necessary to travel during and after the crisis that afflicts us today?
Thanks to this technological leap, we have different resources with which to carry out the training, from virtual classrooms,
The big answer to these questions is simple: Training.
Training is the most powerful tool that we must adapt to our constantly changing environment
customised platforms that allow us to do streaming combined with real time interactions, pre-recorded capsules, digital graphics to gamification, among many other ways. In short, is training and updating necessary during and after a crisis? Of course it is, but it needs to be well directed and focused on the development of skills that allow the capacity to adapt to new circumstances, to create and develop projects, and most importantly, to increase the resilience of people and organisations.
“Training is the most powerful tool that we must adapt to our constantly changing environment, and it applies to our field of work, our families and also ourselves.” There are issues where we all need to improve our skills: • Effective communication skills • Conflict resolution and teamwork skills • Practices applied to occupational safety and health It is through training that we seek to improve this knowledge, criteria, attitudes and behaviours of people in their environments to perform activities more easily and efficiently,
Mathias Posch, IAPCO IPP l Kayo Nomura and Mai Ohira, JNTO | Ori Lahav, IAPCO President l Aurelien Bandini, JNTO
using the minimum of resources and time. 14
| April 2021
Image source: Adobe Stock
• Negotiation and process management skills
EDGE-UCATION
EDGE (bespoke) Thailand (TCEB)
EDGE APAC
Webinar Pt 1
July 2021
October 2021
15 April 2021
‘Bid Training –
Part of IAPCO’s webEDGE programme
Beginner/Intermediate’
Impact Dialogue
EDGE (bespoke) KLCC/MyCEB
April 2021
July 2021
Brought by MCEC/Melbourne CVB
By invitation only
2022
Pain or Gain – Rationale for Hybrid
EDGE Lillehammer 24-26 January 2022 Host: Gyro Conference AS EDGE (bespoke) JNTO January 2022
Pain or Gain – Rationale for Hybrid
EDGE LATAM
Presenters: Mathias Posch, Ori Lahav,
Webinar Pt 2
August 2021
Jan Tonkin, André Vietor
13 May 2021
Host: Business Travel
Part of IAPCO’s webEDGE programme
Consulting, Mexico
EDGE (bespoke) Thailand (TCEB)
EDGE (bespoke) Thailand (TCEB)
June 2021
Dates tbc - Q3 2021
‘Bidding for the Beginner’
‘Bid Training – Advanced’
2023
2021
IAPCO EDUCATION CALENDAR AS AT FEBRUARY 2021
EDGE (bespoke) JNTO January 2023 Presenters: Mathias Posch, Ori Lahav, Jan Tonkin, André Vietor
PAIN or GAIN
The Rationale for Hybrid
REGISTER NOW | April 2021 15
EDGE-UCATION
EDGE-UCATION
FACING THE NEW CHALLENGES IAPCO’s outreach programme of bespoke seminars in
Lahav, and Past President, Patrizia Semprebene Buongiorno,
Durban continued with the third EDGE seminar in the series,
the seminar took place 23-25 March, this time held virtually,
to selected DMCs and PCOs. Driven by IAPCO President, Ori
but no less impactful.
Three years of training to 20 professionals from Durban, KwaZulu-Natal
DON’T THINK OUTSIDE THE BOX – THINK LIKE THERE IS NO BOX FAST FACTS Dates:
23-25 March 2021
Format:
Virtual
Attendees: 22 selected participants Faculty:
Ori Lahav, Patrizia Semprebene Buongiorno
Closing Evaluation Score: 97.5% (new record)
PARTICIPANTS’ CHAT SAYS IT ALL embracing * adapting * restrategize * back to business unusual * nothing is impossible * evolve * adapt
“The topics are relevant to current situations impacting on
Thank you to IAPCO for being a progressive organisation;
the future industry changing events keeping us abreast
indeed, this is not the end of this amazing, life changing
of international trends.”
partnership with IAPCO – we are looking forward to many more.
Gwyn Heaton, Company GH Consulting Africa Ori and Patrizia are always amazing! They have become
...an EDGE full of positivity and enthusiasm
part of Durban, KwaZulu-Natal; we, as the entire Province of KwaZulu-Natal, appreciates them, may they grow from
“Thank you for all your assistance in the past years when we
strength to strength!
started talking about an idea that didn’t exist until then; today I am proud to say we have managed to assist over 40 meetings
Once again, thank you to you and the entire team at IAPCO
professionals from Durban, KwaZulu-Natal. My heart is full and I
for the amazing work that you do for the industry.”
will forever be grateful to you for allowing me to dream and to positively change the lives of these professionals.
Sonto Mayise, Acting General Manager, Convention Bureau/Business Development
The participants are grateful for this amazing opportunity!
16
| April 2021
and Relations Manager, Durban.
EDGE-UCATION
EDGE-UCATION
COMPETING TEAMS AT JNTO SEMINAR Three teams competed to “win” the World Congress on Endometriosis 2026 Bid at the IAPCO / JNTO Seminar in Tokyo, 3-5 March. Leading the groups and providing top tips to upskill their bidding processes were international faculty experts Jan Tonkin, New Zealand; André Vietor, Spain; Mathias Posch, Singapore; and Ori Lahav, Israel; introduced
Team 3
Team 2
Team 1
by Mayuko Tosu of JNTO.
ICS ASIA OFFICES QUALITY ENDORSED IAPCO is delighted to announce two new members in
strategic locations to manage conferences in the whole Asia
Asia, as Member Offices of International Conference
Pacific”, commented Mathias Posch, President ICS. “Since
Services (ICS). ICS’s Tokyo and Singapore Offices received
then we have been able to establish ourselves as a well-
resounding references from clients and CVBs alike and now
rounded PCO that offers world class services in live, virtual
join the ranks of the industry’s quality association members.
and hybrid formats. Despite the COVID-19 pandemic we were
“ICS has done business in Asia for many years and finally
able to grow our offices and I am proud of our experienced,
opened our offices in Singapore and Tokyo in 2018 – two
energetic team in both cities that serve our clients all over Asia with innovative approaches.”
Yoke Cheong
Hitoshi Ikezono
Senior Project Manager
Managing Director
ICS Singapore
ICS Tokyo
1 Raffles Blvd Suntec City
Lib Port Hamamatsucho
Singapore
2-5-3 Hamamatsucho
icsevents.com
Minato-ku, Tokyo 105-0013, Japan icsevents.com/japan
| April 2021 17
GETTING TO KNOW – A MOMENT WITH COUNCIL
60 SECONDS WITH… SISSI Sissi Lignou CEO AFEA Travel and Congress Services Greece
As a new member of council, how are you
What is your personal
finding the experience?
philosophy?
Since the day AFEA became a member of IAPCO in 2009,
Set high goals, believe in
I’ve always flirted with the idea of becoming more active
yourself and do not be
within the Association. Since then, following this dream,
afraid of the future. I
I’ve been supporting IAPCO through various positions, as
sometimes choose to
an Ambassador, Edgineer, Speaker for webEDGE etc. I feel
“dare” a bit more than
honoured and extremely happy to now be a member of the
my potential might allow,
Council, especially in these critical times, and I already find
but I’ve never lost out
the experience and the collaboration with great professionals
because of that decision.
exciting. I am looking forward to the journey and I am more How has IAPCO affected
than ready to contribute.
your life and your What are the most important interests outside of work
organisation?
and how do you fit these into your busy life?
As an active member of
My first and absolute passion is my family, but my second is
IAPCO, we’ve learned to invest in quality and into constantly
dancing. I’ve been dancing since I was five, and still do, in fact,
raising our standards as a company. We‘ve been educated by
now more than before. No matter what, I always find time to
the best and inspired by the value of both teamwork and the
practice competitive Latin dancing and I also participate in a
immediate need to respond to change. Personally, I’ve evolved
contemporary dance group. Believe it or not, I also love skiing
through IAPCO as a meeting professional, a team player and
on the mountains and any sporting activity close to nature.
a team leader. Tell us something that might surprise us about you I've always wanted to spend some years in Germany, as I lived in Regensburg, Bavaria, as a student for six years and absolutely loved it. I love the language, the people, the structured thinking, everything. A bit difficult for now, but maybe, one day, who knows…. Any advice for someone joining the events industry as a PCO? Set solid foundations for your business, plan in advance, study and follow the key players of our industry, such as IAPCO; be always ready to adapt and change. Trust and support your team, a positive human approach is key.
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| April 2021
GETTING TO KNOW – AN IAPCO MEMBER
GETTING TO KNOW... SYMPORG SA, SWITZERLAND IAPCO chats to Bertrand Joehr, Managing Director
Tell us some background about the company
With COVID as a current challenge, how do you
Symporg was founded in 1983 by Primola Nicole who
see 2021 evolving?
retired in 2011 since when I have been totally involved.
COVID has of course had a very negative impact on our day-to-day business but, projecting into the future, it might
We have developed a strong relationship with the Geneva
turn out to be a very good opportunity. We have been pushing
University, the Geneva University Hospital and the CERN. We
our clients for years to implement hybrid solutions to their
are very lucky to have these three strong institutions in our
congresses, but the fear of the technology related to it as
city, helping us not only to attract association congresses to
well as the fear of reducing the number of attendees was too
Switzerland but also to create new projects and conferences
strong in their minds to enable a change of direction. I really
attracting attendees from all around the world.
hope that the past months have shown them that we have the technical capacities to deliver quality content; and thanks to
We have one office in Geneva, Switzerland, where we organise
the statistics we now have from all the digital events recently
most of our events but of course we work all over the country
organised we can prove that a virtual event can attract many
as well as overseas, following our clients or projects.
additional participants who would not otherwise have attended an in-person meeting.
Do you specialise in
Every day we think about the next few months and what will/
particular events
can happen. What the past year has shown us is that uncer-
or services
tainty is the master word. We still have to be very flexible and,
which make
although we are pretty sure that in-person congresses will
Symporg unique?
be possible this autumn, we are now preparing for whatever
We don’t have
outcome might materialise (in-person, hybrid, virtual) for all of
any specialisation
our events, having to set a deadline for the decision about the
per se, although
final format.
we have decided to focus on
Why do you value being an IAPCO member?
congresses and
The accreditation is pretty important, not only for our clients,
conferences only
but also for us: it is like a reward for a job well executed!
and not corporate or public events.
But what I value most is the networking and the shared
What makes
experience between members. Being a congress organiser
Symporg unique is the fact that our core employees have
is tough… meeting with other people in the same position
been with us for more than five years, and that we have
always reminds you that you are not alone; and that you have
really close relationships with our clients. Their project is
colleagues who can help you to find solutions to problems
our project and we make anything possible to make
that other companies might have encountered.
it a success! | April 2021 19
ON POINT ARTICLES
RE-IMAGINING THE ROLE OF THE EVENT PROFESSIONAL IAPCO Member: AIM Group International Author: Annalisa Ponchia, Director of Innovation and Customer Experience
My question to you is what are your biggest takeaways from
Reskill, upskill, learn, listen, ask (the right) questions, open
what was undoubtedly one of the most difficult of years for
your mind, analyse data and trends, embrace technology, use
event organisers? I personally have two insights:
all tools at our disposal: this is what we must be prepared for.
1) professional life is a perpetual learning experience
As event professionals we must develop new competences
2) the essence of our job is the importance of (mass) social
and embrace new professional roles related to these key areas:
and professional gatherings. • Meeting Design. For an omni-channel experience, The pandemic has compelled many meeting planners to find
engagement comes through a mix of F2F and online focus
solutions to sudden shifts in meeting management. As a first
groups, social activities to targeted groups, content
reaction, we were best supporting our clients by replanning
(physical) hubs, or one-to-one interactions through speed
scheduled programmes or pivoting them to virtual events.
networking or matching.
The meetings and events industry will survive, of that there is
• Digital Tools and Platforms. Choosing the right tech
no doubt. The desire to ‘meet’ does not end. On the contrary,
solutions, understanding the right necessities and
the importance of human interaction is now more important
balancing costs with the organisation’s needs and audience
than ever. What awaits us, according to insiders’ predictions,
- we need (or to become) tech-savvy experts.
is a huge shift of perception. And the ultimate modus operandi
is to create omni-channel experiences, the hybrid event.
• Data Analytics. Gather and use data to deliver highly personalised events and boost attendee engagement.
This will raise the bar of the required professionalism and
Furthermore, it can also help organisers to build the agenda
will urge us to reimagine the role of the PCO.
of an event based on trends and preferences, identify ideal sponsors and exhibitors, improving targeted promotions.
20
| April 2021
ON POINT ARTICLES
As event professionals we must develop new competences and embrace new professional roles
• Communication & Community Management. • Virtual Sponsorship & Exhibition. Virtual meetings are Promoting the correct event image and awareness, not simply a lead-generation machine, we must help engaging the community, managing social media and sponsors and exhibitors to change their mindset and facilitating the networking and online social moments are identify the marketing insights they are getting out of their our new specialised duties. An omni-channel marketing participation and investment. strategy commits to providing consistent, on-brand communications across multiple customer touchpoints.
• RoI analysis. Take the time after the event to look at potential leads, attendance numbers, floor traffic,
• Content Management. On demand content offers the networking connections, activity, and get those numbers possibility to ‘consume’ ‘anytime, anyplace, anywhere’, that will justify their interest next year. But there is more adding value to a one-shot schedule.
to it than that because it is not just your RoI. You have Exhibitors’ RoI, Attendee RoI and Client’s RoI. Mastering the
• Speaker & Moderator Coaching. Dealing with basics of RoI analysis should be in the portfolio of skills multi- platform events, will require additional effort from of any meeting planner, with tools and resources readily speakers to adapt messages to different channels. Coaching available, to learn what is necessary. the speakers should come mainly from the meeting planner. A professional moderator/master of ceremonies Embrace lifelong learning as it will increase our can help keep everyone concentrating utilising professionalism as well as our personal lives. breaks strategically.
Image source: Adobe Stock
| April 2021 21
MEMBERS' HEADLINES - FIGO
CONNECTION CO-ORDINATION: MANAGING AN INTERNATIONAL HYBRID EVENT DURING THE PANDEMIC IAPCO Member: International Conference Services, Vancouver, Canada Author: Dale Rodas, Proposal Manager, ICS In late December of 2020, the International Federation of Gynecology and Obstetrics (FIGO) held the FIGO Africa Regional Kigali Congress. This event was unique in that it was a hybrid meeting, combining an in-person component in Kigali, Rwanda, with a virtual component, sometimes within the same session. Marta Collins, Senior Conference Manager at International Conference Services (ICS), worked with her global team and the local organisers to manage the virtual component of the event. What were some of the challenges behind managing an
from all over the world, including many from developing
in-person event without any of your team being on-site?
countries. It was quite satisfying to deliver this congress and
Co-ordination of mixed sessions was a challenge. There were
open up this kind of education to delegates who may not
some sessions where panellists were on stage and others were
have been able to travel or attend in-person, even during
joining virtually. It was difficult for the monitor to see where
non-pandemic times. I think this will be the future for this
questions were coming from and then having to share the
congress, particularly as FIGO’s goal is to engage audiences
questions on-site. Having a liaison in Kigali was important.
in low-resource countries, who cannot afford to travel to
Ideally, we would have had a contact on-site 24/7.
every meeting.
What were some of the benefits of being a hybrid event,
What was the feedback like?
as opposed to a purely in-person or purely virtual event?
People were really excited at the opportunity to attend
Because it was a hybrid meeting, it meant we were part of a
a congress and felt like they were a part of the community,
multi-team, multicultural, multinational event. The A/V
even during a pandemic. Going virtual has certainly opened
company and local PCO were in Kigali, but the delegates were
up the doors for this congress.
22
| April 2021
DESTINATION RWANDA - FIGO
CONNECTION CO-ORDINATION: MANAGING AN INTERNATIONAL HYBRID EVENT DURING THE PANDEMIC Local PCO: SRC Agency Rwanda SRC Agency Rwanda was the local PCO that worked with FIGO
the Opening Ceremony and, within the programme, some of
and ICS to make the congress a success. The event, initially
the keynote speakers were Rwandan professionals in the field
scheduled for June 2019, was postponed and re-modelled into
of Obstetrics and Gynecology.
a hybrid congress with a hub in Kigali. This was the first hybrid conference for FIGO.
As many delegates would normally travel to a destination for a meeting, how has the perspective
How were the cultural aspects and touches added
changed or expanded with a hybrid event?
into the event experience for both online and in-person
Delegates would still want to experience the destination and
guests of the Congress?
the challenge for event organisers would be to design “visual”
Being a hybrid event it was important for virtual delegates to
and “sound” virtual experiences for the delegates. Organisers
get a true feel of Rwanda’s culture. The live streamed Opening
now have to develop TV production skills to bring to life this
Ceremony was the highpoint of the Congress, with traditional
element of events. The event has to be seen as a TV
Rwandan décor, including the mesmerizing traditional
production. Now that’s a challenge!
Rwanda Dancers. Feedback from onsite conference management team How did Rwanda showcase itself as a destination
Handling onsite management for the FIGO congress was
throughout the Congress?
an unforgettable experience. The challenges that come
The iconic Kigali Convention Centre is a replica of the former
with technology are always there so it is vital to have both
traditional King’s Palace and was the backdrop for the website
a strong virtual as well as a technical partner on the ground.
landing page. Onsite décor was typically Rwandan and host-
It is definitely a collaborative effort as we are now not
esses were dressed in Rwandan attire known as Mushanana.
only co-ordinating the onsite delegates but also the
H.E. First Lady Jeannette Kagame was the Guest of Honour at
online delegates.
| April 2021 23
MEMBERS’ HEADLINES – AWARD WINNERS
VIRTUAL EVENT PIONEER AWARD FOR ABBEY IAPCO Member: Abbey Conference & Events, Ireland Abbey Conference & Events, headquartered in Dublin, Ireland, have been awarded the OnAIR Virtual Event Pioneer Award for Americas/Europe by EventsAir. “Like everyone around the globe in March 2020 we were shell-shocked,” commented Abbey Director Patricia McColgan upon receiving the Award. “However, our team responded in their usual positive way, reviewed the situation and immersed themselves almost 24/7 into the world of Virtual Events. Their
the confidence to continue meeting virtually until such time as we can again meet face to face. We are truly honoured and are so proud of our wonderful team who made this possible.”
knowledge and expertise in Virtual Events has given our clients
READ FULL STORY
KUONI CONGRESS AWARDED VIRTUAL EVENT OF THE YEAR
their long-term partner Centium [EventsAir] and their online
IAPCO Member: Kuoni Group, Switzerland
their first virtual event at the end of June, EAS2020, with 2000
platform OnAir, to deliver all their virtual and hybrid events. Even though there was a very short period of time to adapt to the situation and get to grips with the new technological tools, learning happened quickly, and Kuoni were able to perform attendees and 900 speakers; but hard work pays off, and
Since March 2020, just like everyone in the industry, Kuoni
EAS2020 was recently awarded ‘Virtual Event of the Year’.
Congress was challenged to move all meetings to an online environment. Without hesitation, they placed their trust in
READ FULL STORY
TWO BIZBASH EVENT STYLE AWARDS FOR MCI IAPCO Member: MCI Group, Canada Toronto - 09.03.2021. MCI won two BizBash Event Style Awards: Best Events of the Decade for their press event for the Nissan Canada Route 66 Media Drive Event; and Best Virtual Awards Show/Ceremony for the Enterprise Blockchain Awards. The 2020 BizBash Event Style Awards feature noteworthy live and virtual event moments from top creative brands. Two winning projects are outstanding examples of how MCI creates human-centric and multi-channel touchpoint solutions that engage and bring people together. 24
| April 2021
READ FULL STORY
MEMBERS’ HEADLINES – WINNING BIDS
WORLD TUNNELLING CONGRESS FOR ATHENS IN 2023 IAPCO Member: Convin SA, Greece The Greek Tunnelling Society (GTS) has been selected as the
Thanks to a detailed and fully and integrated proposal, as well
host of the World Tunnel Congress 2023 (WTC2023) in Athens,
as an innovative presentation, the Greek candidature prevailed
in a secret ballot during the General Assembly of 10 February
in the final stage of the candidate evaluation with 33 votes
of the International Tunnelling and Underground Space
(70%) against the Turkish candidature, which received 14 votes
Association (ITA -AITES).
(30%), constituting a national success for Greece.
GTS joined forces with professional congress organisers
READ FULL STORY
CONVIN SA along with other major stakeholders.
IT’S OFFICIAL: PLANNERS CONFIRMED FOR G20 IAPCO Member: Ega worldwide congress & events, Italy
The contract with the Delegation for the Italian Presidency of the G20 has been concluded. The three companies that will sign the most significant institutional event of the year are
The temporary joint venture, formed by Ega worldwide
ready to get started.
congress & events, Triumph Group International and Studio 80, will plan the G20 Summit in Rome in October this year.
READ FULL STORY
ON-LINE BID SUCCESSFUL FOR MILAN TO HOST WCEE IAPCO Member: AIM Group International Milan will host the 2024 edition of the World Conference in Earthquake Engineering (WCEE). This is the most important international scientific event in the field of seismic engineering held every four years and with about 5000 delegates expected. The congress is returning to Italy, from 30 June to 5 July 2024, 51 years since it was celebrated in Rome in 1973. A close collaboration and creative approach between the academic world, engineering companies, the city and the PCO guaranteed the success of this bid. AIM Group, the congress organiser, was one of the key promoters of the candidacy. READ FULL STORY
| April 2021 25
MEMBERS’ HEADLINES – WINNING BIDS
THE RIMINI PALACONGRESSI to host the IUFoST 2024 IAPCO Member: AIM Group International Rimini will host the 22nd edition of the IUFoST World Food
7500-9000 overnight stays over the five congress days.
Congress in 2024. It is the first time that this biennial event,
The successful bid was brought to fruition through
organised by IUFoST, the international organisation
a collaboration with the Italian Food Technology
representing over 300 000 scientists, technicians and food
Association, AIM Group International, Rimini, and the
engineers, from over 75 countries, will be held in Italy.
Rimini Conference Center.
The event will be held from 8-12 September 2024 at the Rimini
READ FULL STORY
Conference Center; 1800 participants are expected with about
TAINAN, WHERE CULTURES COLLIDE IAPCO Member: GIS Group, Taiwan With the perpetual passion for organising international events, GIS Group has expanded their journey into venture management with the International Convention Center Tainan (ICC Tainan). First, just a quick question: In the Age of Exploration, the Dutch came to the New World and established what is now New York. What was the port of similar significance they founded in East Asia? You may have already got the answer—Tayouan, in today’s Tainan City of Taiwan. Tainan is where Taiwan made its debut to the world in modern history. As Europeans set sail into East Asia in the 17th century and began what we embrace, and much depend upon today,
26
| April 2021
The architecture takes symbols from a whale as a tribute to the city’s maritime history and will be finished with red brick outer walls that resemble the old city barricade.
the global trade, Tainan soon rose as a trade centre for its pivotal location. Standing on the junction of south and north East Asia, it attracted the major powers of the Dutch, Japanese, and Chinese to gather here and exchange the pictures and ambitions for their development. Since then, Tainan has always been where cultures collide and amazingly enough, mesh well. READ FULL STORY
MEMBERS’ HEADLINES
MCI INCREASES NPS BY 7% IAPCO Member: MCI Group, Switzerland
with the company's engagement solutions, including live & virtual events, consulting & community solutions, and
MCI announces the results of its customer satisfaction survey.
strategic & digital communications.
The company's Net Promoter Score (NPS) reached 65, which is 7% higher than the previous year. It results from MCI’s
Through the customer satisfaction survey, MCI tracks and
dedication to customer relationships and its ongoing
measures relational and transactional clients' satisfaction
strategy to allow the client audience to influence, interact
to manage and enhance the agency's service offering.
and be immersed in the conversation.
The survey is performed annually to ensure a high level of support for customers.
The latest MCI customer attitudes survey demonstrates 98% of positive responses, which shows a high level of satisfaction
ON CPO
READ FULL STORY
At the back offices of a virtual congress –
HANSER SERVICE
the 32nd Congress of the ESP and XXXIII International Congress of the IAP
SHOWCASING VIRTUAL EVENT SUCCESS IAPCO Member: MCI Dubai, UAE Aggressive marketing campaigns by MCI Dubai for their
With the 5th Annual Saudi Midwifery Group Conference
virtual events has led to retaining key sponsors, ensuring
confirmed only 1.5 months prior to the event date, a virtual
participation and undertaking the successful training of
exhibition for their sponsor of the event, proved a winning
speakers and committee to enable their familiarisation
marketing strategy with over 980+ registered delegates.
with virtual delivery of events. READ FULL CASE STUDIES The result was that the DDI DOCS Event, originally planned for March 2020, rescheduled as a virtual event, achieved the highest number of registrations ever received for a CCAD [Cleveland Clinic Abu Dhabi] event. | April 2021 27
OUR PARTNERS
DESTINATION PARTNERS Long-term partners of IAPCO, each representing specific regions of the world
webEDGE Supporters of web-EDGE educational programme - KLCC and MyCEB
HOSTS, SERVICE PROVIDERS & CONVENTION CENTRES Recognising convention centres and suppliers to the meetings industry who provide an insight into current trends, latest innovations, advice and tips and quality service.
Service Provider
Convention Centre
28
| April 2021
Service Provider
Annual Meeting Host 2022
Service Provider
Powering the IAPCO Day
