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IAPCO WEB-EDGE LIBRARY

WEB-EDGE Library

Welcome to the IAPCO web-EDGE library. This virtual library is meant to serve as a continuously evolving source of meetings industry specific information for both new employees and company veterans alike. Please email comments and questions to olivia@iapco.org.
  • PCO Essentials Introductory Pack

    Our first set of 7 presentations are presented by IAPCO Council Members. This particular set of webinars are geared towards congress essentials.

    • Total Presentations: 7
    Non-Member Price: $280.00 USD
    IAPCO Member Price: $0.00 USD
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    Introduction to the Association Meetings Market

    • Abstract
    • Speaker Bio
    • Presentation
    • Handouts

    When you are reading this, it is fair to conclude that you are showing an interest in the world of (international) meetings. The meetings industry – also referred to as business events industry – represents an enormous and growing part of the world economy. But not only that; meetings also play an important role in the development of thought, knowledge and education of people worldwide, and as such contribute to cultural understanding and respect in a global environment. The industry is evolving and change is rampant.

    The terminology in the meetings industry can vary across organisations e.g. association, society, institute are the different names an officially formed and organised group of people may use. The meeting can be a conference, congress, convention, symposium, forum, or any other gathering of people. The international organising body can be referred to as the international council, board, executive, committee or any other such term.The programme can have abstracts, papers, summaries, proceedings, plenary sessions, concurrent sessions, break outs, streams, syndicate sessions,workshops just to name a few. It is important to identify the different types of associations and understand how associations drive value to their members. In this session the focus is on Association Meetings, providing some basic knowledge on this sector of the meetings industry.

    After some years of temporary assignments at congresses, Michel started his professional career in the meetings and exhibition industry with a part-time involvement in the European Society of Cardiology in 1989. Following his graduation from University, Michel joined Congrex in 1997 where he was involved in the organisation of many international congresses. Changing perspective, he decided to focus on a postgraduate in journalism in 2003. Returning to the industry later that year, new appointments took him from Istanbul to AIM Group in Rome and, in 2010, to return to Istanbul, where he is active as the Business Development Director for FIGUR International and their joint-venture LFC. Michel is President of IAPCO and has been a member of the Training Academy since 2006.


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    The Framework

    • Speaker: Jan Tonkin
    • Length: 55 minutes
    • Abstract
    • Speaker Bio
    • Presentation

    You have won the pitch, you have a contract in place and now you need to begin the business of managing the event. Where do you start? How do you ensure you capture the vision and initial ideas for the event? How do you get all the parties aligned in their thinking? How can you inspire confidence in the way you will approach the project?

    Creating a framework document achieves all of these goals. It provides the opportunity to crystallise the thinking that is done at the outset and delivers the platform on which a detailed project plan can be compiled. It also demonstrates that you know how to efficiently and effectively manage the event.The framework has a short lifespan. It is designed to describe initial thinking and is subsequently replaced by a project plan detailing tasks, timings and responsibilities.This presentation focuses on the purpose of the framework, its elements and how to use the document during the first phase of a project.

    Jan Tonkin is the founder and Managing Director of The Conference Company, the only accredited member of IAPCO in New Zealand. Formed in 1990, The Conference Company is today one of Australasia’s most reputable PCOs, with 30 staff, offices in four cities in New Zealand and operations in Australia. Jan has more than 25 years’ experience managing conferences, exhibitions and awards programmes in Britain and New Zealand. She is IAPCO Vice President, Vice Chair of the Association’s Training Academy and a frequent speaker at IAPCO Regional Seminars.


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    Budgeting and Cashflow Forecasting

    • Speaker: Jan Tonkin
    • Length: 55 minutes
    • Abstract
    • Speaker Bio
    • Presentation
    • Handouts

    Developing a budget is one of the first and most important tasks in managing a conference. In the initial planning phase, the development of a budget helps to establish whether the conference will be viable i.e.whether total revenues will cover total costs. Compiling a cashflow chart based on the budget highlights any seed funding needed, at what point in the project it will be needed and when it can be repaid.

    As planning progresses and commitments are made to suppliers, the budget is updated with those costs together with any revised estimates of attendance and sponsorship revenue.This presentation describes how to collate information about the costs and sources of and present them in a format which can be readily understood. It also outlines how budget and cashflow information can be used to inform decision making over the lifespan of a conference.

    Jan Tonkin is the founder and Managing Director of The Conference Company, the only accredited member of IAPCO in New Zealand. Formed in 1990, The Conference Company is today one of Australasia’s most reputable PCOs, with 30 staff, offices in four cities in New Zealand and operations in Australia. Jan has more than 25 years’ experience managing conferences, exhibitions and awards programmes in Britain and New Zealand. She is IAPCO Vice President, Vice Chair of the Association’s Training Academy and a frequent speaker at IAPCO Regional Seminars.


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    Promotion of a Congress

    • Abstract
    • Speaker Bio
    • Presentation
    • Handouts

    Maximising congress attendance has become one of the greatest challenges for associations. To ensure people will register for a congress it is important to get the basics right: a cutting edge scientific programme, an attractive programme design and formats allowing for delegate engagement and providing good networking opportunities, as well as best ROI or ROO!
    But the key question is: How do we effectively communicate in order to reach 100% of our target group and to achieve the desired impact taking into account the generational differences? A 360º marketing and communication strategy is needed which encompasses the three main areas of marketing:

    1. Digital marketing embracing brand creation, congress promotion via the official congress website, video, webinars, on-line “teaser” sessions, congress app, video, electronic marketing such as email blasts and e-newsletters and social media campaigns
    2.Traditional marketing methods including printed promotional activities, advertising and PR
    3.Face to face marketing consisting of promotional campaigns in collaboration with industry and sponsors, promotion through an ambassador programme acting as an extended sales force, as well as promotional campaigns at other industry events and the preceding conference

    Social media campaigns help to reach out to those potential conference delegates not covered in any existing database or mailing list. It requires some expertise though to use the right media and channels depending on whom we are targeting and for what purpose.

    André Vietor, a native German born in Frankfurt/Main, started his career in the hotel industry where he held sales positions at several properties as well as at international sales offices for Intercontinental Hotels and the Ritz-Carlton Hotel Company between 1984 and 1995.

    In 1995 he joined the PCO business and is currently leading Barceló Congresos, the congress division of Grupo Barceló dedicated to meetings management, association management and business events consulting. He positioned the brand as one of the top references in congress management worldwide. In early 2014 he started to expand the business to Latin America with the brand “Barceló Congresos Latam” opening offices and establishing strategic partnerships in several countries such as Argentina, Chile, Costa Rica, Colombia, Dominican Republic, Mexico, Panama, Peru and Uruguay.

    André is an expert and professional consultant in business plan development, planning of bid strategies and management of bid presentations, destination marketing as well as association development. He is an active board member of IAPCO (International Association of Professional Congress Organisers) since 2001 where he was President from 2006 to 2008. He currently holds the position of the Chair of the Training Academy since 2011.


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    Exhibitions

    • Abstract
    • Speaker Bio
    • Presentation
    • Handouts

    Exhibitions have become the major space for interaction between industry and professionals. They are therefore an integral part of a successful conference. The session will outline the process of planning and managing an exhibition step by step – starting with comparing an exhibition alongside a conference with a tradeshow and outlining important differences. Further, the session will touch on the creation of the Exhibitor Prospectus as well as the Technical Manual, the designing of a showfloor, the different booth options as well as general management tips and must do’s .
    At the end of the session, the participants will have a clear understanding of the various steps in Exhibition Management, and will be able to create a realistic timeline by understanding the full cycle of the Exhibition Management Process.

    Mathias Posch is President and Partner of International Conference Services (ICS). With its headquarters in Vancouver, Canada and branch offices in Toronto, Denver and Vienna, the company manages conferences around the globe - in 25 countries on 6 continents.  Mathias is an elected Council Member of IAPCO; represents the organisation on the Convention Industry Council and leads the IAPCO Ambassador Programme.  Having worked both in Europe and North America, Mathias has a great understanding of the different needs of international associations, as well as issues arising from regulations in the North American and European market that impact international meetings in their host locations.  Mathias is a respected industy expert and has been invited to speak at numerous international and national conferences on a variety of important topics. He is a Faculty Members of the Wolfsberg Annual Seminar as well as the Meetings MasterClass and has presented at many Regional Seminars and undertaken speaking engagements in the past.

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    Abstract Handling/Scientific Programme

    • Abstract
    • Speaker Bio
    • Presentation
    • Handouts

    It may seem obvious; the core of every meeting is the content of the program itself, therefore this webinar will focus on all aspects of program management – from Abstract Management to the importance of Continuing Education credits for participants.

    The session will include an overview of session types and characteristics to give a general idea on how a conference is being composed and what to keep in mind. The difference between invited program and crowd-sourced programs will be explored and the benefit to individual participants explained.

    At the end of the session, the participants should be able to understand the way a conference program is created and be ready to dive deeper into the specifics of their companies Abstract Management and Programme Management tools.

    Mathias Posch is President and Partner of International Conference Services (ICS). With its headquarters in Vancouver, Canada and branch offices in Toronto, Denver and Vienna, the company manages conferences around the globe - in 25 countries on 6 continents.  Mathias is an elected Council Member of IAPCO; represents the organisation on the Convention Industry Council and leads the IAPCO Ambassador Programme.  Having worked both in Europe and North America, Mathias has a great understanding of the different needs of international associations, as well as issues arising from regulations in the North American and European market that impact international meetings in their host locations.  Mathias is a respected industy expert and has been invited to speak at numerous international and national conferences on a variety of important topics. He is a Faculty Members of the Wolfsberg Annual Seminar as well as the Meetings MasterClass and has presented at many Regional Seminars and undertaken speaking engagements in the past.

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    Registration

    • Abstract
    • Speaker Bio
    • Presentation
    • Handouts

    Registration has always been (and always will be) the central work of a PCO. It can be considered the “essence” of our profession. It is the first interactive contact between the PCO and the congress participants; the main source of all congress related information and the vehicle for contracting additional and/or optional services; and it represents the only assured source of income for the congress - an indispensable revenue to reach budget goals.

    Registration equals access as it is the only way to attend scientific sessions and/or parallel industry exhibitions as well as other defined services included in the different registration categories.Handling registrations is not limited to data entry, but starts beforehand with careful planning of the logistics and the gathering of all relevant congress information.Each participant who registers is an individual client who pays a fee for certain services and has his/her specific needs and special requirements must be addressed and satisfied.

    Establishing an effective pre-registration system is essential. Deciding which technology is the most suitable for you and your clients, and how to use it efficiently to ensure the perfect registration system. On-site registration is as important as the advance procedures. Delegate technology is today’s essential component.


    Patrizia is Vice President of AIM Group International and has over 25 years of experience in congress management. She has been President of IAPCO (International Association of Professional Conference Organisers) and she is member of the IAPCO Council and Training Academy and treasurer and partner of INCON (Global Partnership in Conferences & Events). Active in education she teaches tourism management and marketing at the Universities of Economics of Rome and Milan. AIM Group International is among the leaders in the organisation of congresses and events. The full management of congresses, meetings and events on behalf of associations, corporations and institutions is the Group’s core business which employs nearly 400 permanent staff and has offices in Berlin – Brussels – Budapest – Florence – Lisbon – Madrid – Milan – Munich – New York – Paris – Philadelphia – Prague – Rome – Sofia – Vienna.


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