programme - IAPCO

IAPCO & MacauRegional SeminaronProfessional Congress Organizationat16 – 19 March 2009Preparing for the impact of the Global Economic Downturn.Back to basics! An opportunity to refresh one’s knowledge to further enhanceon the delivery of quality service in order to remain competitive!Certificate of Attendance from IAPCO & MGTO will be awardedORGANISED BY:HOSTED BY:

WELCOME REMARKS BY DIRECTOR OF MGTOMACAU GOVERNMENT TOURIST OFFICE (MGTO)xÇDear Colleagues,nxoIt is my pleasure to invite you to the IAPCO Regional Seminar on Professional CongressOrganization, which is to take place in Macau on 16th to 19th March, 2009.° ­n¿¾nnThe International Association of Professional Congress Organizers (IAPCO) was founded in1968 by professionals for professionals engaged in the organization and management ofinternational congresses, conventions and special events: professional congress organizers(PCOs).n¿¾n n¿n„ oA major part of IAPCO is to provide specialist training for PCOs. IAPCOs' educationprogramme is regulated by the IAPCO Training Academy where over 1,700 peopleworldwide have obtained an IAPCO Seminar Certificate of Attendance. Since the first IAPCOSeminar in 1975, IAPCO has built up an unequalled reputation in the field of internationalmeetings management training.n¿¾nn¿oonn¿¾nžhy n½ n¿¾nn­¤n¿¾nn¿„oWhile this seminar will show you how to successfully manage congresses to attract industrysupport and more attendance, Macau will offer you opportunities to establish good networkswith worldwide professionals and hands on experience in Asia's newest and most excitingdestination for meetings and incentives.

n onn¿“©x¢’olnWe are looking forward in seeing you in Macau.“Yours sincerely, ´João Manuel Costa AntunesDirector of Macau Government Tourist Office‘x

You are cordially invited to participate in an IAPCO Regional Seminar in Macau hosted bythe Macau Government Tourist Office (MGTO).WHAT IS IAPCO?IAPCO was founded in 1968 by professionals for professionals engaged in the organizationand management of international congresses, conventions and special events: professionalconference organizers (PCOs).WHAT IS AN IAPCO SEMINAR?A major part of IAPCO is to provide specialist training for PCOs. IAPCOs’ educationprogramme is regulated by the IAPCO Training Academy where over 1,700 peopleworldwide have obtained an IAPCO Seminar Certificate of Attendance. Since the first IAPCOSeminar in 1975, IAPCO has built up an unequalled reputation in the field of internationalmeetings management training.WHO SHOULD ATTEND?Anyone involved in the meetings industry is welcome, and the programme will benefit thoseof all levels of knowledge, whether new to the industry or having many years of experience.Participants will come from: PCO companies, National organizations, Convention bureau,Corporate companies, International airlines, Conference hotels, Interpretation and translationcompanies, International associations, National tourism bodies, International meetingmanagers, Pharmaceutical companies, Travel agencies, Conference centres, Exhibitionmanagement companies, Association management companies.WHY MACAU?Macau is Asia’s newest and most exciting destination for meetings and incentives with billionsof dollars worth of new infrastructure underway. Nowhere in Asia have there been so muchinvestment in large scale venues, accommodation, entertainment and attractions in recent years,yet everything happening simultaneously! Now is time to meet the new Macau!

CAN YOU AFFORD NOT TO BE THERE?Registration 1 st delegate of the organizationFeeMOP$2,000.00 for Macau entities /USD$250.00 for non-Macau entities2 nd delegate onwards from thesame organizationMOP$1,000.00 for Macau entities /USD$125.00 for non-Macau entitiesRegistration fee includes: Attendance at the Seminar• Monday 16 th 13.00 - 17.30• Tuesday 17 th 09.00 - 17.30• Wednesday 18 th 09.00 - 17.30• Thursday 19 th 09:00 - 13:00 (Macau MICE update tour) All materials related to the seminar Arrival & departure transfer in Macau A welcome lunch on 16 th March and a farewell dinner on 18 th March Two coffee breaks and one lunch daily from 16 th to 18 th March 2009 Half day Macau MICE update tour on 19 th March Certificate of attendance by IAPCO & MGTO No refunds are possible for any of the package not takenAPPLICATIONParticipation in the Seminar is strictly limited. Applicants will be accepted on a first-comefirst-served basis and only after payment has been received. Provisional bookings are notencouraged. However, bookings and payments can be made in a company name if theparticular participant is not yet known at the time of booking. Bank Transfer is recommendedas the payment method. An acknowledgement will be sent on receipt of a registration formtogether with, if required, an invoice; however, confirmation of a place at the Seminar willonly be made once payment is received. Places will only be confirmed when full payment hasbeen received. No discounts on fees are available other than those quoted and IAPCO andMGTO has no funds for sponsorship of participants. It is inappropriate to register anaccompanying person and requests to do so cannot be met.Please complete the enclosed registration form and return to the Secretariat by fax to: (853)2872-7310 OR email to mbtc@macautourism.gov.mo before 9 th March 2009.

CERTIFICATEA certificate of attendance from IAPCO & MGTO will be issued to all participants at the finalsession of the Seminar.CANCELLATION & REFUNDCancellations - by letter, fax, or email only - received by the Secretariat before 27 th February2009, the registration fee will be refunded less 50%* and no refund will be given forcancellations received thereafter, or for participants who do not attend or partially attend.Participants are required to arrange insurance for cancellation, travel, loss of personalpossessions, medical, accident etc. on their own behalf. The Regional Host, MGTO reservesthe right to cancel the Seminar in the event of exceptional circumstances, in which case theregistration fee will be fully refunded*. (*All bank charges are to be borne by the participant.)HOTEL ACCOMMODATIONAs the official seminar venue, The Four Seasons Hotel Macao (www.fourseasons.com/macau)has extended a special seminar rate of MOP$1,550.00 nett per room per night (approximatelyUSD$195.00 nett per room per night) for single or double occupancy inclusive of single ordouble ABF. Such rate will be offered for the seminar period on 16 th to 19 th March 2009, andextended to three days before and three days after for delegates who wish to stay longer.Reservation must be made directly to Four Seasons Hotel Macao by fax to (853) 8112-8848or email calvin.xiao@fourseasons.com. For enquiry, please contact Mr. Calvin Xiao, Cateringand Conference Services Manager, at (853) 8112-8689. Please refer to the enclosed HotelReservation Form.TRANSPORTATIONThe Macau Special Administrative Region (MSAR) is a part of China's territory. It is locatedon the Southeast coast of China to the western bank of the Pearl River Delta. Bordering onGuangdong Province, it situates 60km from Hong Kong and 145km from the city ofGuangzhou.

Macau International Airport (www.macau-airport.com) was opened in 1995, and is currentlybeing served by more than 15 international airlines and connecting Macau to more than 24international cities. For example, Air Macau, Air Asia, Bangkok Airways, Cebu Pacific Air,Xiamen Airlines, VIVA Macau, Malaysia Airlines, Transasia Airways, Eva Airways,Philippine Airlines, Shanghai Airlines, China Eastern Airlines, Shanghai Airlines, TigerAirways, Jetstar Asia, East Star Airlines, Shenzhen Airlines, and others.Delegates who wish to arrive Macau directly by air can use any of the above airline networks.Alternatively, delegates can fly to Hong Kong International Airport, and without leaving theairport, take the airport SeaExpress Ferry (www.turbojet.com.hk/eng/schedule/airport.html)and connects smoothly to Macau. Please note that advance reservation and sailing scheduleplanning is necessary to ensure seamless connection. For enquiry, please email toenquiry@turborjet.com.hk or tel: (853) 8790-7039.The Macau Government Tourist Office’s website contains many more traveling tips fortravelers. Please visit www.macautourism.gov.mo for more information.Welcome Desk for the IAPCO Regional Seminar will be set up at the arrival halls, MacauGovernment Tourist Office’s Tourist Information Counter, at Macau International Airport andMacau Ferry Terminal, on 15 th and 16 th to assist delegate arrival.THE SECRETARIATFor any enquiry, kindly please contact Macau Government Tourist Office – The Secretariat,at tel: (853) 8396-3060 or fax: (853) 2872-7310 or email: mbtc@macautourism.gov.mo.

SPEAKER BIOGRAPHICAL DETAILSPhilippe Fournier, IAPCO Vice PresidentManaging Director, MCI, Paris, FranceMCI is one of the leading PCOs and Association Management Companiesin Europe dealing with over 100 conferences and exhibitions per year andproviding full concept congress and exhibition management to worldwidebased scientific societies, associations and federations. Philippe createdthe Paris office in 2003 but has been in the industry since 1984 organisingcongresses in France and all over the world. He is Vice President ofIAPCO, a founder and board member of the French PCO chapter in the French Federation ofCongresses, Exhibitions and Fairs (FFSCF) and a partner of INCON. He is a frequentspeaker for IAPCO both at Regional Seminars and at Industry Trade Shows.Roslyn McLeod, IAPCO Council MemberManaging Director, Tour Hosts Pty Ltd., Sydney, AustraliaFounded by Roslyn in 1973, Tour Hosts is one of Australia's leading PCOsproviding total conference management for international association,government and corporate conferences and exhibitions. In recognition ofher contribution to the meetings industry, Roslyn was awarded her country'sMedal of the Order of Australia (OAM). Roslyn is a Council Member ofIAPCO, a Committee Member of the IAPCO Training Academy, a pastPresident of the Meetings and Events Australia (MEA), a partner of INCON and a member ofthe Starwood Asia Pacific MICE Advisory Board. Roslyn is a frequent speaker at RegionalSeminars, the IAPCO annual “Wolfsberg” Seminar and throughout the industry as a leadingauthority on business management.Sarah Storie-Pugh, IAPCO AdministratorChairman, Concorde Services Ltd., London, UKSarah’s background is purely that of conference organisation with personalinvolvement in over 350 events from 200 to 10,000 participants and100-4,000m² exhibitions. Sarah joined Concorde Services in 1983 asjoint MD, having spent the previous six years organising internationalassociation events. She is now Chairman of the company, Concordehaving been acquired by the Congrex Group in 2006. Concorde isISO9002 certified. Sarah is a Past-President, past Treasurer and current Administrator ofIAPCO. Sarah was awarded the meetings industry Personality of the Year Award in 2004.She has lectured at many IAPCO national and regional seminars and has been a member ofthe Faculty of the IAPCO annual “Wolfsberg” Seminar for the past 24 years.

PROGRAMME16 th March 2009, Monday09:00 - 12:00 Registration12:30 – 13:30 Welcome Lunch13:45 – 14:00 Opening14:00 – 14:45Introduction to Association MeetingsRoslyn McLeod14:45 – 15:45 Refreshment Break15:45 – 16:15Creating the Project PlanSarah Storie-Pugh16:15 – 17:30 Working Group Part 1Evening free17 th March 2009, Tuesday09:00 – 09:45Promotion of a Destination and Bidding to WinRoslyn McLeod09:45 – 10:30SponsorshipSarah Storie-Pugh10:30 – 11:00 Refreshment Break11:00 – 12:00Financial Planning & BudgetsPhilippe Fournier12:30 – 14:00 Lunch Break14:00 – 14:45Promotion of a CongressRoslyn McLeod14:45 – 15:45 Refreshment Break15:45 – 16:15Venue ManagementPhilippe Fournier16:15 – 17:30 Working Group Part 2Evening free18 th March 2009, Wednesday09:00 – 09:45ExhibitionsPhilippe Fournier09:45 – 10:30Social ProgrammeSarah Storie-Pugh10:30 – 11:00 Refreshment Break11:00 – 11:45Programme Management & Abstract HandlingRoslyn McLeod11:45 – 12:30Congress Registration and On-Site ArrangementsPhilippe Fournier12:30 – 14:00 Lunch Break14:00 – 14:45Accountability & Crisis ManagementSarah Storie-Pugh14:45 – 15:45 Refreshment Break15:45 – 17:30Presentation of Working GroupsClosing of SeminarFarewell Dinner19 th March 2009, Thursday09:00: - 13:00 Macau MICE update tourAfternoon departure

PROGRAMME CONTENTThe following programme has been selected to provide you with a snapshot understanding ofthe mechanics of conferences and exhibitions and in the time available gain an overview ofsome of the elements of organisation.Introduction to Association MeetingsThis seminar is focused on the organisation of international association meetings, however,the principals can be applied to all kinds of conferences. An opportunity to refresh one’sknowledge of the different types of meetings and how they impact upon our industry:Association Meetings, Governmental Meetings and Corporate Clients.Creating the Project PlanA new conference is a new venture which needs to be planned from the beginning. As withany business a full project plan will need to be created from within a given framework.Promotion of a Destination and Bidding to WinAs more and more countries and cities compete for the major international conferences, it isbecoming increasingly important to understand the marketplace, to know when to lobby andwhen not to, and how to create that winning Bid.SponsorshipCongresses provide the opportunity for companies to gain exposure to their client base and lifttheir profile. How to construct a sponsorship strategy to achieve financial advantage to thecongress and deliver satisfactory outcomes for sponsors.Budgets - Financial Planning for the CongressBudgeting and budget control is the essential ingredient to a well-run meeting. Obtainingquotations, assessing delegate and exhibition revenue to create a workable budget; looking atpre-financing and cash flow objectives.Promotion of a CongressMost congresses need a marketing plan and the actions to attract delegates, prominentspeakers, delegates, sponsors and exhibitors. This takes careful planning to raise theawareness of the congress whilst keeping the costs to a minimum.Venue ManagementDespite the technological revolution, the selection of the right venue remains a crucial task;how that venue is used to maximise its potential; basic hall management skills with correctscheduling form an integral part of the planning process.

ExhibitionsWhere sellers can meet their buyers attending the congress and an extension of the congressscientific programme, the exhibition provides an ambience to do business in what is oftencompared to a modern supermarket of specialist product or services. Learn why exhibitionshave become an important part of most congresses and how to go about planning one.Social ProgrammeFace to face meetings are all about networking. The social programme is an important partof any meeting and provides the opportunity for participants to meet others in a socialatmosphere combining entertainment or food and beverage in the package.Programme Management & Abstract HandlingAttention to detail is one of the hallmarks when undertaking scientific programmes andpublications. Whether managing the invited speakers, preparing clear and logical print andweb materials, or handling the receipt of 100s of abstracts, it is the programme that is the keyto any congress.Congress Registration and On-Site ArrangementsEstablishing an effective pre-registration system taking into account both internationalassociation and corporate meetings is essential. Deciding which technology is the mostsuitable for you and your clients, and how to use it efficiently to ensure the perfect registrationsystem will be discussed. On-site registration is as important as the advance procedures.Accountability & Crisis ManagementLitigation has arrived into the meetings industry. If there is an accident or a problem,someone will try and pass the blame to someone else. Know how to ensure that it is not youthat takes the blame: undertake risk assessments and manage health and safety procedures;look at real life cases and how they could have been avoided.Financial Planning ExerciseThis is a short exercise to involve the students, working in pairs at their existing tables, toensure the grasp of timing, breakeven, variable and fixed costs.Workshop PresentationsIt is customary to include working group sessions as part of the seminar programme. Thisprovides the students with the opportunity to network, work as a team, draw on thepresentations of the seminar, and learn from the experience of their colleagues.Workshop groups should consist of a maximum of 10 persons.

IAPCO & MacauRegional SeminaronProfessional Congress OrganizationMonday 16 – Thursday 19 March 2009- REGISTRATION FORM -Personal InformationFirst name:Last name: (Mr/Mrs/Ms)Company:Address:Country:Function/Job Title:Membership: AACVB IAPCO ICCAIndustry Partner Program (MGTO/MBTC) Others:Phone: ( ) Fax: ( )E-mail:Years of experience in the conference industry: Date of birth: / /Company ActivityPCO CompanyConvention BureauExhibition Management CompanyTravel AgencyDMCNational Organization/AssociationInternational Organization/AssociationConference HotelConference CentreOther (please specify):Within my Company I have involvement with:Managing my Company/DepartmentProject ManagementSponsorshipAccommodationScientific Programmes & AbstractsOther (please specify):Bidding for CongressesExhibitionsRegistrationFinancial Planning & BudgetsCongress Promotion & MarketingRegistration FeeRegistration 1 st delegate of the organization2 nd delegate onwards from the sameorganizationFeeMOP$2,000.00 for Macau entities / MOP$1,000.00 for Macau entities /USD$250.00 for non-Macau entities USD$125.00 for non-Macau entities* Registration fee includes documentation, lunches, refreshment breaks, certificate of attendanceand a half day Macau MICE update tour.* Registration fee does not include accommodation. Reservation must be made directly to hotel –see Hotel Reservation Form attached.

IAPCO & Macau Regional SeminarMar 16 – Mar 19, 2009Please complete this Reservation Form and send it to the Catering and Conference Services Department.Attention: Mr. Calvin Xiao, Catering and Conference Services ManagerDirect number: (853) 8112-8848, Fax: (853) 8112-8689 or Email: calvin.xiao@fourseasons.comGuest NameCompany(Mr./Mrs./Ms.)Circle one Last Name First NameTitleEmailArrival DateROOM TYPETelephoneFaxDeparture DateConference Rate per room per nightCountry code/area code/numberCountry code/area code/number Deluxe Room (Single/Twin) MOP1, 550 nett Smoking Non SmokingSpecial Request• The above room rate is inclusive of 10% service charge, and 5% government tax.• The above room rate is including 1 or 2 breakfasts (depends on room occupancy) and excluding Executive Club access andbenefits.• Hotel check in: 15:00 / check out: 12:00 noon.FLIGHT/AIRPORT TRANSFERArrival FlightAirline / Flight # / Arrival TimeDeparture FlightAirline / Flight # / Departure TimePlease tick car type with appropriate airport Mercedes Benz S350: ◦ MOP275 net per car one way transfer to or from Macau International Airport• Maximum capacity is two persons with two large bags.• Airport transfer may only be confirmed with flight details and credit card guarantee.• Cancellation charge: the Hotel must be informed of airport transfer cancellation at least 2 hours prior to the scheduled flight arrivaltime or a full charge will be applied to the credit card provided.GUARANTEE & CANCELLATION POLICY• For booking to be accepted, full stay should be guaranteed by a nominated credit card. Please fill in the Credit Card informationrequired.• Cancellation policy: The Hotel must be informed of room cancellation before 6:00 pm local time 14 day prior to arrival or a one nightcharge will be applied to the credit card provided.• Cutoff date is 14 days prior to arrival, i.e. Mar 2, 2009 Visa Master Card American Express Diners Club JCBCredit Card NumberSignatureExpire DateDateHOTEL USE ONLY Confirmed Confirmation No. Not ConfirmedAcknowledged byDate ConfirmedE s t r a d a d a B a í a d e N . S e n h o r a d a E s p e r a n ç a , S / N , T a i p a , M a c a uT E L : ( 8 5 3 ) 2 8 8 1 8 8 8 8 F A X : ( 8 5 3 ) 2 8 8 1 8 8 9 9 w w w . f o u r s e a s o n s . c o m / m a c a u