SPEAKER
MANUAL
Key information “At a Glance”
What:
The European Meetings & Events Conference
Where:
Novotel Budapest Congress, Alkotas utca 63-67
1123 BUDAPEST HUNGARY
When:
Sunday 29 January – Tuesday 31 January, 2012
Why:
It is MPI’s mission to make our members successful by building Human
connections to: Knowledge/ content, Relationships and Marketplaces. Through
MPI’s conferences we provide member value regionally by creating a platform for
the community to access relevant content, strengthen the community network
and access the regional marketplace
Theme:
Innovation – Re-Imagined
Contact:
Miranda van Brück, +33-6-31617551, mvanbruck@mpiweb.org
Maria Thylén +352-621229122, mthylen@mpiweb.org
About MPI:
Meeting Professionals International (MPI), the meeting and event industry’s
largest and most vibrant global community, helps our members thrive by
providing human connections to knowledge and ideas, relationships, and
marketplaces. MPI membership is comprised of more than 23,000 members
belonging to 71 chapters and clubs worldwide. Founded in 1972, Head quartered
in Dallas and with global offices in Luxemburg, Toronto and Doha. Seventy-one
Fortune 100 companies are represented in MPI membership and MPI is the only
meetings industry association to maintain a 50/50 ratio between planner and
suppliers. For more information, visit www.mpiweb.org.
MPI’s Vision: Build a rich global meetings and events industry community.
MPI’s Mission : Make our members successful by building human
connections to knowledge/ideas, relationships and marketplaces.
Attendees:
The audience consists of +/- 400 MPI members and non-members. All are
leading meeting and events industry professionals (both planners and suppliers),
as well as students and trade press. English is the official conference language,
but please note that for the majority of the attendees English is not their first
language. Attendees typically come from all over Europe and we will have some
US and Middle-East based attendees as well.
GENERAL INFORMATION
Conference History:
MPI has held an annual conference in Europe since 1992 which was re-launched In 1996 as the
Professional Education Conference – Europe and in 2008, The European Meetings and Events
Conference was born. Since 1985 the conference has grown from 185 delegates to 575 in 2008
in London. MPI’s conference is positioned to be the leading conference for meeting
professionals doing business in Europe by providing cutting edge, high level education, quality
networking and a platform for doing business in Europe.
Theme of the conference: Innovation – Re-Imagines
“Our theme is ‘Innovation. Re-Imagined’”. “Ubiquitous human connectivity is one of today’s most
pervasive global trends. Applying innovation is the key to successfully managing that
connectivity for our fast changing industry and crucial in helping planners and suppliers bring
more value to their events.” The 2012 conference is the first to be held in a central European
city. “Hungary is a European hub of innovation, so it’s especially appropriate that its capital is
our host city for the 2012 conference,”
EMEC is the most innovative conference for meeting professionals in Europe in concept,
content as well as meeting room design. The 2012 conference builds off the success of last
year’s EMEC event in Düsseldorf, Germany, in terms of professional development content.
Attendees will experience and experiment with new meeting set-ups, formats and educational
opportunities as never before.
Conference Content objectives
• Provide high level, innovative education and quality networking
• Content satisfaction rate of 90%
Attendee Types:
- Corporate, Association/ Non-profit, Government Meeting Professionals are people
who are solely employed by a corporation or association etc. to plan and/or oversee the
strategic and financial management and/or logistics of their meetings.
- Meeting Management Professional (agency planners) – a person who is a sole
proprietor of, or is employed or engaged by, a meeting management company. They
provide meeting services including strategic and financial management and/or
professional meetings management services to multiple clients. Depending whether their
job responsibilities are primarily planning or supplying based on where they spend 51%
or more of their time defines to which category they belong within MPI (planner of
supplier).
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-
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Supplier Meeting Professional – a person who provides and/or sells products and
services to the meetings industry, such as a destination management, hotelier, audiovisual, florist, transportation, production or convention and visitor’s bureau company.
This classification of membership is not limited to the groups listed.
Faculty & Students - Faculty attendees (teachers) are employed as faculty in postsecondary academic programs related to the meetings, hospitality, events or tourism
industries. Student attendees are individuals enrolled in a post-secondary academic
program. The student must be enrolled in either a certificate, undergradute or gradute
program unless the academic institution defines it otherwise
Trade Press
ROOM SET UP AND AUDIO VISUAL INFORMATION
Room Set-Up:
Patria Hall
Bartok I-III
Lehar I-III
Brahms I-III
Liszt I-III
Gallery Corridor
: General sessions room – Mix of set-up’s for 400 people
: Concurrent sessions room - Mix of rounds and theatre +/- 150 people
: Concurrent sessions room - Mix of rounds and theatre +/- 100 people
: Concurrent sessions room - Theatre (curving) 80 people
: Concurrent sessions room - Mix of rounds and theatre +/- 100 people
: Concurrent sessions room - Experiential/Future focused +/- 80 people
All rooms will be available/accessible for set-up min. 30 minutes prior to the start of your
session. Earlier set-up will NOT be possible due to multiple uses of the session rooms.
- In order to maximize room capacity, all rooms will be set accordingly. Each session room
will have all the equipment pre-set for all sessions scheduled that day. Although you may
not require all of the equipment provided in your room, another Content Presenter also
scheduled to be in the same room may be using it.
- Room maximums: Several factors influence the number of attendees at your session or
forum. Session rooms will be set for the maximum number as determined by MPI and the
following policy applies:
Everyone in the session must have a seat
No additional chairs can be brought in
No attendees are permitted to stand in the back of the room or sit on the floor.
Audio-visual information
- PowerPoint: A specially-designed slide template has been made available to you for use
as part of your visual presentation. You are required to incorporate this template as
the first and last slide of your PowerPoint presentation. This template should be
reflected in your handout if you are using your PowerPoint presentation in handout view
as your handout.
- Session Content Archiving: Your session(s) may be recorded for Content Archiving. The
content will be made available to attendees via the MPI web site. Please note the
Content Archiving option in your Content Presenter Contract. If you agree, you will be
contacted with further details.
- Please note that MPI doesn’t provide a laptop/computer in the standard available AV
equipment. If needed, this needs to be requested separately.
- AV-support: Technicians are available for your support. If they aren’t available, your first
port of call should be the Educational assistant assigned to your room or an MPI staff
person.
Speaker lounge (Kodaly)
MPI has reserved a meeting room for you, where you can prepare for your sessions or that you
can use as a lounge during the conference. MPI does not provide computers, laptops or printers
in this area. For computers with internet connection or for printing materials, please go to the
MPI Café on the ground floor.
Utilizing E‐‐tools
Twitter:
The European conference has its own Hashtag: #EMEC12. We encourage you to post tweets
using this hashtag to start discussions around your session at #emec12.
Blogs:
Blogs are available to all MPI members to be used as a one‐way communication tool for
commentary, essays, stories, photos, etc. Others can respond to blog postings.
Other:
MPI will use social networking tools such as Facebook & LinkedIn. We ask speakers to actively
engage in using these tools, as appropriate.
Facebook: Stay tuned with EMEC and share your story, join the European Meetings and Events
Conference now!
Linked-in: Join the discussion on LinkedIn under European Meeting & Event Conference.
POLICIES AND EXPECTATIONS
Non-Commercial Nature of Sessions
Under no circumstances is this platform to be used as a place for direct promotion of a Content
Presenter’s product, service or monetary self-interest. However, MPI does allow one exception
- Content Presenters are allowed to place a moderate offering of marketing material at the back
of the room and mention his/her company at the end of the presentation. (See your Content
Presenter Contract for further information.)
Developing the Workshop Content
We ask that you actively involve your attendees in your session. A simple question-answer
format is not sufficient to “involve your attendees”. Highly interactive methods encourage
learning, build learners’ confidence and enhance the transfer of learning to the workplace. The
success of your session will depend on the degree to which you involve your session attendees
as well as the quality of the content you provide.
Involving your learners can be done with activities such as peer discussion, small group
activities, case studies, role-plays, games, story telling or other engaging techniques. Q&A is
vital, but so is vibrant discussion and even debate throughout the entire session. Please also be
cautious of the following aspects when developing your content:
- Language. For MOST attendees English is not their first language. If you are a native
English speaker, please make sure to adjust your speed and try to avoid the use of
complicated words.
- Link to our industry. Please make sure that you use words that resonate with the
audience (like Meetings and Events industry, suppliers & planners etc.).
Connecting to the central theme
The overall theme of the conference is “Innovation – Re-Imagined”. We ask you to think about
how your session connects to the Meetings and Events industry and how it connects to the
central theme. Please link your session to this central theme, so attendees will experience that
all sessions are indeed connected. It is crucial for the success of the conference that our
attendees feel the connection to this theme in your presentation and learn something from it.
Please use the verbiage where appropriate and try to use examples from the Meetings and
Events industry as much as possible.
Handouts
Any Speaker choosing to provide a handout must upload an electronic version of their
handout(s). Please send your handout(s) to Maria Thylén +352-621229122,
mthylen@mpiweb.org
Handouts will be available for download online before, during and after the conference (for
registered attendees only). Therefore it is essential that your handout is submitted as soon as
possible. MPI does not provide copies of handouts for attendees onsite at the conference.
Handouts not uploaded/ provided to MPI before the start of the conference must be copied and
shipped at the Speaker's own Expense – to the Speaker’s hotel – not MPI. Quantities needed
are determined by session room maximums. This information will be provided to the Speaker
closer to the conference date.
Note: Handouts will not be copied or paid‐for by MPI on‐site at the conference.
Handout Format
* Electronic versions in PowerPoint, Microsoft Word, or .PDF will be accepted.
* Do not use company letterhead nor company name, logo, etc.
* Utilize "easy‐to‐read" fonts and “white space” so that your handout is reader‐friendly and
provides room for note taking.
Shipping Session Materials
All materials provided to session participants must be approved by MPI’s Program Management
Department. If you are providing handouts or other materials to your attendees, (such as books
or articles) you must ship them directly to your hotel in advance. You must send them to your
attention and your hotel. The event site will not accept any packages – even if addressed to
MPI’s Program Management Department. Following the event, please make your own
arrangements for returning any books or other materials back to you.
ONSITE CONFERENCE INFORMATION
On-site briefing: Please come to the Speaker lounge, room name Kodaly on Sunday January
29th at 15h00 for the on-site briefing with all speakers. Make sure to register yourself before at
the registration desks at the entrance. In this meeting you will be introduced to each other and
our technical teams.
Rehearsal times:
- Sunday Opening General Session rehearsal: 10:00 - 12:30 and 13:30 - 14:30. Patria Hall
- Monday Flashpoint rehearsal: 7:30 - 8:45. Patria Hall
For all presenters who are speaking during these time slots: please come to the Patria Hall for
your sound & presentation check as well as your rehearsal during the above mentioned times.
AV-crews will be available to assist you during these times.
Session Attendance - Ticketless Sessions
MPI has determined it is in the best interest of attendees to allow a first-come-first-served policy
for the majority of sessions. This means the attendees have not registered for sessions in
advance, and do not have tickets for any one session.
Education Assistants
MPI assigns one helper to your session that we call “Education Assistants” or “EA’s”. These
individuals are either volunteers or students. Their role is to monitor your session room, room
attendance, and conduct attendee counts. They can also get help for you in the event your AV
fails or if you need some MPI staff emergency assistance. If you have any questions or
concerns at any time during your session, please speak to the Education Assistant and he/she
will find the MPI staff member in charge of your session.
Quickmobile app
Navigate European Meetings and Events Conference 2012 with your iPhone or blackberry.
Download the app in your respective store and navigate your way around the conference.
Questions? At registration, the Quickmobile team is available to help you get started or to
trouble shoot and provide solutions.
Evaluations
Attendees will be asked to evaluate sessions on the basis of the Content Presenter’s
performance, session content, and learner outcomes. We aim to achieve a content satisfaction
rate of 90%. Please remind attendees to complete their evaluation which they will receive as per
their preference (real-time on their smart phone or per e-mail after the event). You will receive
the results of your evaluations as soon as possible after the conference.
Dress Code
The dress code for the conference is business attire with the exception of the social functions:
- MPI Welcome Reception (Sunday): Business Casual
- Opening Night Networking Event (Sunday): Business Casual
- Rendezvous Europe (Monday): Casual
- Closing Night Gala Dinner (Tuesday): Business / Evening Attire
Contacts:
General information:
- Maria Thylén +352-621229122, mthylen@mpiweb.org
- Miranda van Brück, +33-6-31617551 mvanbruck@mpiweb.org
Registration/ Housing: emec@showcare.com
Airport transfer information:
Airport: Budapest Liszt Ferenc International Airport (BUD), formerly known as Budapest
Ferihegy International Airport, is about 10 miles from the city center. From the airport you can
take a taxi to the Novotel Budapest Congress hotel.
Congress Center transfers:
Your hotel (Novotel Budapest Congress - Alkotas utca 63-67, 1123 Budapest, Hungary) is
immediately connected to the Congress Center.
Evening function transfers:
Complimentary shuttle services to and from the off-site social functions are provided by the
Hungarian National Tourist Office.
Working closely with you is a high priority for us. If you have any questions or need assistance
please contact us. We have condensed the most important information for you in this speaker
manual. We want you to excel when holding your presentation and trust that this will help you in
your preparations.
Miranda van Brück
Knowledge Manager
Mobile: +33-6-31617551
E-mail: mvanbruck@mpiweb.org
Maria Thylén
Chapter Business Manager
Mobile +352-621229122
E-mail: mthylen@mpiweb.org