Congressi associativi: quanto contano gli incentivi nella scelta della destinazione Speaker: Florian Locatelli, CEO European Society for Regional Anaesthesia & Pain Therapy (ESRA) Martina Querforth, Project manager ETA-Florence Modera: Enrico Zuffi, Director EZ Associates Geneva

1. Let’s select our next
destination!
Florian Locatelli – Chief Executive Officer
November 2014

2. ESRA WAS ESTABLISHED IN 1982
MISSION
Promote Excellence in the field of Regional
Anaesthesia Pain Therapy
VISION
Be the voice of Regional Anaesthesia Pain
Therapy in Europe
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3. OBJECTIVES
Exchange of information
Increase educative support
Further education in general
Quality annual general meeting
ACTIVITIES
Annual Meeting – Sept. 2-5 2015, Ljubljana, Slovenia
Regional Anesthesia Pain Management Journal
ESRA Diploma (EDRA)
Scientific Webcasts/Podcasts
Education/Research grants
ESRA Academy – our online educational platform

4. ESRA OFFICE
Rue Daubin 7
1205 Geneva
SWITZERLAND

5. MEMBERSHIP
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6. MEMBERS BY ZONE
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7. DESTINATIONS HISTORY

8. THE NORTH/SOUTH EFFECT
2009:
Salzburg
2010:
Porto
2011:
Dresden
2012:
Bordeaux
2013:
Glasgow
2014:
Seville
Reg #s 1333 1648 1433 1663 1582 1708
Countries 60 71 72 71 65 76
Resident 16.5% 18% 20% 15% 18% 18%
ESRA
Members
414 474 443 541 479 482
Abstracts 561 704 645 656 623 712
Exhibits 19 21 27 32 36 30

9. CONGRESS SPECS.
Number of participants 1,500 – 1,800
Exhibition size (Net) 600-750 sqm (net)
Exhibition Catering (Gross) 2,400 – 2,500 sqm gross
Posters / Eposters 600 sqm gross:
120 posters on double sided poster
boards (1 shift); 6 Eposter Stations,
Poster Walks
Rental Budget EUR 80,000-90,000
Days 1-2 days of set-up (Monday-Tuesday)
3.5 days Congress (Wednesday-Saturday
half day)
0.5 days Dismantling (Saturday PM)
Hotel Rooms (in 3-4 star hotels,
close to Congress Venue)
600-900 rooms
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10. OUR CONDITIONS
Preferred Congress Dates
• Wednesday – Saturday
• 1st Week in September
The City
• In EUROPE
• Medium to large cities serviced by an international airport
• Preference is given to locations where the congress centre is
located in the city centre
• Sufficient 4 and 3 star hotels (minimum 600-900) within a close
proximity to the congress centre - within a 15-20 minute radius
from the congress venue by public transportation
• Experience with hosting international congresses
• Attractive and of interest to the participants
** All bidders must consider the pharmaceutical codes of practice of the EFPIA
(European Federation of Pharmaceutical Industries and Associations) when
presenting a bid.
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11. BIDDING PROCESS
TIMETABLE FOR BIDS 2018-19 (2 years bids)
• Bidding guidelines are sent out in April 2015
• A detailed bid including the application form must be submitted to
the ESRA Office by June 2015 – 3 years before the intended
congress
• Review of bids by ESRA and Kenes International, Professional
Congress Organizer (PCO): July-September 2015
• Presentation to the ESRA Council and selection of the venue or
short listing at the ESRA Council Meeting: September 2015
• Site Inspection of selected candidates (if necessary):
September 2015 - February 2016
• Final selection of venue/city at the Mid-Term Board meeting in
March 2016
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12. Site Selection Report

13. SELECTION CRITERIA
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City/Venue Weight
Congress profit 50%
Venue Suitability 50%
–Meets congress requirements 35%
–Growth flexibility 20%
–Transport links to Destination 15%
–Sufficient hotels near the venue 15%
–Venue Location 15%
–Level of service 0%
–Past experience 0%
Total Venue Quality 100%
POLITICS XX%
TOTAL DESTINATION SCORE 100%
Commissions are not key, but…

15. THANK YOU!
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16. “Association Meetings:
the importance of subventions
in choosing a destination ”
for events organised by
ETA Florence Renewable Energies
Martina Querforth

17. Who I am
Martina Querforth
ETA Florence Renewable Energies
10 + years experience in marketing and events organisation
Main responsibilities
Responsible for ETA Florence events

18. Introduction
Who is ETA Florence Renewable Energies?
• A Consultancy specialised in Renewable Energies based in Florence.
20 staff members;
• main activities: consultancy, engineering, strategic communications and
events
ETA Florence events
• European Biomass Conference and Exhibition:
Annual with 1.500 participants from 60 countries, 800 presentations,
80 exhibitors, 2.000 visitors)
• Support to European PV Solar Energy Conference and Exhibition
(EUPVSEC):
Annual with 3,500 delegates, 1.500 presentations, 140 exhibitors, 9.000
trade and business professionals plus
• Smaller special topic conferences and workshops (from 50 to 500 pax)

19. Organisation of large events
Outsourced:
• hotels
• speakers management assistance
In house:
• venue selection,
• conference program,
• exhibition and sponsorship sales,
• all communication and marketing activities,
• social events
• logistical and administrative services materials

20. Main selection factors
• Venue capacity (conference rooms, exhibition size)
• Biomass market?
• City/ venue accessibility/ onsite hotels
• Cost of the event in the venue and in the destination itself
• Collaboration between
the venue/ destination
the local authorities
+ other stakeholders

21. ETA Florence decision process
• Short list of venues for site inspection
• Site inspection by ETA Florence team
• Negotiations with the national associations/organisations
• Short listed venues (max 3)
• Presentation to the Executive Committee members
• Final negotiation
• 18 – 24 months decision cycle

22. ETA Florence suggestions
BID
Before bidding get to know the client, its events and the decision
process
DO:
• Personalise the offer
• Attend the client’s event before bidding
• Assist the client to imagine how the event can be realised in the
venue/ destination
• Make a cost efficient offer (various options +)
• Invite client for site inspection
• Listen to the clients’ previous experience
• Be flexible for collaboration

23. ETA Florence suggestions
What do we expect from the venue/ destination
• Introduction to local/ industrial and national organisations
• Assistance to obtain financial and in-kind support
• Advice and recommendations to invite relevant personalities
• Media and journalists

24. Crisis: higher needs
• Cost efficient offer
• Advice on new income possibilities – sponsors/ in-kind support
• Flexibility: last minute bookings/ cancellations regarding spaces and
services (rooms equipment rental, catering)
• Staff support: assistance to specific tasks (preparation social events,
suggestions for location of dinners, assistance to invite and attract
press and media)
• Sales support: exhibition space to local and national target groups
• Promotional support

25. THANK YOU!
Martina.querforth@etaflorence.it

26. Association Meetings: the
importance of subventions in
choosing a destination
Enrico Zuffi Director of EZ
Associates Geneva
Florence, Wednesday, 12th
November 2014

27. Subventions
• Why is this becoming a theme?
– MICE industry value is more and more recognized
– The economic impact is much higher than in the leisure market
– Low season and week-ends can be filled with meeting or events
– More cities have increased their offer:
• Airports /Connections
• Congress Centers/Hotels
• Academic Venues
• CVB’s proactive sales attitude
• The political support has grown globaly
• Support can be targeted to a specific MICE segment

28. Subventions
• The Meetings Industry is still growing!
M Corporate meetings
I Incentives
E Trade Shows/ Exhibitions: are all
dependent of the economic situation
C Association meetings are still growing
– Are better organized and know their buying power
– Regulations will change meeting habits
– Therefore local support is welcome

29. Type of subventions and when?
• Bidding process
• CVB offer
– Free services
• Bidding process
– Bidbook, partial or full with budget etc
– Video,Film
– Site inspections
– Selection of local PCO’s or DMC’s
– Promotional material
– Delegate boosting

30. Type of Subventions
• Offered by the destination during the event
• Destinations
– trough their CVB’s / DMO’s
– Reduced rental of conference centers
– Welcome reception social events
– Sponsoring
– Free public transport
– Sponsoring of participants from low income
countries (UN)

31. Subvention and bid support
practices

32. Corporate meetings
• Support needed ?
– Yes! Large meeting
• CVB’s as neutral local expert in the selection
process
• Kind of support (Social event reception)
• Direct Subventions : no

33. Incentives
– Support needed?
– Yes if the event is large and repeating/ back
to back
– CVB’s or local DMC’s
– Selection support
– Negotiaton of venues
• Congres centers
• Venues for social events
• Gifts

34. Trade Shows
and Exhibitions
• Subventions requested?
– Organizers are excellent shoppers!
• They know their buying power!
• Risk sharing with the Exhibition center (supplier)
• Delegate boosting ( Local market )
• Destinations know their high economic value as
this is repeat business!

35. Association Meetings
• The fastest growing market:
– In Europe
– In Asia
– In South America
• Large meetings are splitting off
– Into Winter Meetings
– Specialized Courses
– Political awareness stronger
– Higher negotiating power

36. National
Associations
International Regional (European)
Governmental
IGO
(UN, Unicef, WHO)
Non-Governmental
INGO
Medical Scientific Political Religious Sports Trade

37. Associations Trends
• Trends: Better organized
• Select venues better
• Increased quality of the meetings
• Member gets more value
• More and more certified meeting specialists:
MPI, SITE
• More CORE PCO’s are handling them
• More AMC (Association Management
Companies)
• Large Associations are doing all inside

38. Political Associations and IGO’s
• Support requested ?
• Yes and often at the highest level
• Procedure :
– Host country sends an official invitation
– Memorandum of understanding
• Subvention type
– Fully sponsored hosting programm
» Center and infrastructure (AV,media center,registration)
» Social events
» Local transportation
» Security
» Economic impact
» Overnights,travel of delegates /prestige
» UN Summits , UN association or federations EU summits
» IUCN,UPU, World Water Summit,UNEP, ITU …

39. Sport Associations
• Support requested ?
– YES and substantially and at Governamental
level
• Olympic Games;
• Fifa, UEFA
• Sport Accord

40. Trade Associations
– Trade Associations
– Support requested ? helps
– CVB s as door openener together with the
local assocation
• Often the local association acts as a sponsor
• With excellent connections to governements and
local commerce
• Type of support
– Welcome reception /Congress dinner (local host)
– Venues for social events
– Congres centers

41. Scientific Associations
– Support /Subventions needed ?
– Support yes strongly
• Bidding process either by the CVB or local PCO
• Congress
– Free/ reduced congress center (fixed cost)
– Welcome reception fully or partially sponsored
– Other social events or visits
– Free public transport
– Promotional material (All printed material)
– Volunteer service /Hostess service

42. Scientific Associations
• Support / Subventions needed?
• Applied research can count on sponsors
- Sponsoring is less needed
• Risk sharing sponsors/registration fees less risky
• Fundamental research very few sponsors
- Sponsoring welcomed
• Risk high as depending mostly registration fees

43. Religious Associations
• Support/subvention needed ?
– Support can help
– Large religious events request huge support (
logistics)
– Usulally sponsored by the local community

44. Medical Associations (Clinical)
• Support welcomed ? Yes
– Bidding from the CVB
– Congress support helps
• Welcome reception
• Reduced fee of Congress Center
• Free public transport
• Promotional material
• Eventually delegate boosting

45. Medical associations (research)
• Support needed? Very much so
• Very few sponsors

46. Subventions
We live in a changing global economy where
the sponsors are selecting the events more
and more carefully
-Compliance
-Pharmacy code
-CSR (Corporate Social Responsability)
High quality meetings and trade shows will
survive !
Subventions will be increased by the
destinations

47. Thank you. Grazie.