ICCA VENUE COMPARISON
REPORT SUMMARY
Alec Gilbert
Adelaide Convention Centre
October 2010
Regional Representation
Is VAT refundable for
international clients?
33%
Yes
No
67%
Is your venue a member of an
alliance (eg Bestcities)
16%
Yes
No
84%
Is your venue part of a chain (eg
Accor, Ogden)?
19%
Yes
No
81%
Sustainability/CSR
What accreditation/standard has your
venue chosen?
What initiatives has your venue developed
to reduce environmental impact?
Economic Impact: Does your
venue measure economic impact?
22%
Yes
No
78%
Economic Impact: Is your venue
measured on its contribution to the
local economy?
29%
Yes
No
71%
Economic Impact: How is delegate
spend measured – calculated by?
Client Satisfaction Surveys: Do you
conduct client satisfaction surveys?
Client Satisfaction Surveys: Are they
conducted by an independent company?
Client Satisfaction Surveys: Do you conduct
separate surveys for organisers and delegates?
Space Rentals – Ballroom: Is your venue
prepared to offer a discount on the ballroom
when F&B used inhouse?
Space Rentals – Lobby/Foyer: What are
your charging policies for the lobby/foyer
when used for registration?
Space Rentals – Lobby/Foyer: What are
your charging policies for the lobby/foyer
when used for catering?
Space Rentals – Lobby/Foyer: What are your
charging policies for the lobby/foyer when used for
small non-commercial exhibitions?
Space Rentals – Conference Services:
What is included in the conference room
rental?
Space Rentals – Conference Services: Are
clients allowed to bring in own av equipment into a
meeting room/breakout room?
Space Rentals – Conference Services: Are
clients allowed to bring in own av equipment into a
Plenary Room?
Space Rentals – Conference Services: If the
Centre is providing av equipment, do you charge
for tech staff?
Space Rentals – Conference Services: Do you
provide water on tables for the participants FOC?
Space Rentals – Exhibition Halls: How much do
you charge per sq.m. for an exhibition hall per day
for a commercial exhibition?
1000-2000m2 per m2
Euro 1 to Euro 45
2001-5000m2 per m2
Euro .73 to Euro 40
5001-10000m2 per m2
Euro .73 to Euro 40
Space Rentals – Exhibition Halls: Are the
following items/services included in the prices you
indicated in the m2 price?
Space Rentals – Exhibition Halls: Do you
charge normal or different rates during set-up and
dismantling?
Space Rentals – Exhibition Halls: If different,
please indicate what % of the normal rate you
charge
Space Rentals – Exhibition Services: Do you
have an inhouse exhibition booth contractor?
Space Rentals – Exhibition Services: If yes, do
you charge for providing the shell scheme?
Space Rentals – Exhibition Services: Does
your centre coordinate the following ex. services
(either inhouse or through suppliers)?
Space Rentals – Exhibition Services: Can you
also order online?
Space Rentals – Exhibition Services: Do you
charge for these services?
Space Rentals – Exhibition Services: Does
your centre invoice these services directly to
exhibitors?
Space Rentals – Exhibition Services: Does
your centre invoice these services directly to the
organisers?
Space Rentals – Exhibition Services: Do your
rental costs include on site management service
hours (duty management)?
Space Rentals – Banqueting/F&B: Catering – is
the catering part of your organisation or is it
contracted out?
8%
41%
51%
Contracted out
In House
Both
Space Rentals – Banqueting/F&B: Catering – if
in house, is the client obliged to use it?
12%
Yes
No
88%
Space Rentals – Banqueting/F&B: Catering – If
contracted out, do you suggest a list of exclusive
caterers to clients?
26%
36%
23%
15%
Yes, 1 caterer
Yes, 2 for the choice of the client
More than 5
No
Space Rentals – Banqueting/F&B: Catering – If
contracted out, do you get commission from the
outside caterers?
Space Rentals – Banqueting/F&B: Catering – If
yes, how much % commission do you get?
4%
4%
46%
46%
1%-10%
11%-20%
21%-30%
31%-40%
Space Rentals – Banqueting/F&B: Catering –
Please indicate lowest price/delegate for working
lunch: eg sandwiches/rolls/cake/fruit
Food
Between Euro 2 and Euro 35
One glass wine/beer
Between Euro 1 and Euro 9
One glass soft drink
Prices not provided
Staff
Most venues included in price – if not, average
is Euro 20
Chairs and tables
Most venues included in price – if not, free of
charge
Buffet display or props
Most venues included in price – if not, free of
charge
Space Rentals – Banqueting/F&B: Catering –
Indicate the lowest price for a buffet lunch per
delegate
Average Price: Euro 22.00
(includes: food, soft drinks, service,
furniture, buffet display/props)
Space Rentals – Banqueting/F&B:
Catering –
Average price per delegate of a seated lunch
(entree/main/dessert): Euro 22.00
Average price per delegate for a coffee break of
250 pax (tea, coffee, biscuits): Euro 5.10
Space Rentals – Banqueting/F&B: How
many days/hours prior to an event must final
F&B numbers be confirmed?
9%
25%
66%
1-5 Days
6-10 Days
11 Days or More
Restaurants: Are there any restaurants
open to the public in your Centre?
Miscellaneous Services: Organisation – Are your
rental costs inclusive of site management service
hours (duty management)?
Miscellaneous Services: Organisation – What
kind of staff do you have on call during the event?
Miscellaneous Services: Additional equipment
and services – do you have a guarded
cloakroom/left luggage?
Miscellaneous Services: Additional equipment
and services – do you charge for the use of these
facilities?
Miscellaneous Services: Additional equipment
and services – do you have facilities for people
with the following disabilities?
Miscellaneous Services: Additional equipment
and services – do you charge extra for toilets
attendants in your rental charges?
Miscellaneous Services: Additional equipment
and services – do you have your own cleaning
services or it is contracted out?
Miscellaneous Services: Additional equipment
and services – are cleaning costs included in the
space rental price?
Miscellaneous Services: Additional equipment
and services – do you have foreign money
exchange facilities and/or cash dispenser?
Miscellaneous Services: Additional equipment
and services – do you have a Business Centre?
Miscellaneous Services: Which services are
available in the Business Centre?
Miscellaneous Services: For which
communication services in the Business Centre do
you charge?
Miscellaneous Services: Does your venue
provide any pre-congress marketing support?
A.
B.
C.
D.
E.
F.
G.
Attendance at preceding congress
Dedicated congress webpage on venue website
Customised promotional dvd
Flyers to distribute at preceding congress
Direct marketing to delegates (HTMLs)
Images/maps
Others
Miscellaneous Services: Does your venue
provide any additional on-site services?
A.
B.
C.
D.
E.
Tourist Information Desk
Theatre Desk
Hostesses/Attendants (multilingual)
Welcome Desk
Other
Commercial Policy: Rates – do you charge high
and low season rates?
Commercial Policy: Rates – do you have a ½
day occupancy charge?
Commercial Policy: Rates – do you negotiate on
your published rates?
Commercial Policy: Down Payment/Cancellation
Policy – how much % of the total quotation is paid
when signing the contract for room rental?
1%
4%
3% 2%
7%
5%
33%
8%
16%
11%
10%
<5%
6-10%
11-15%
16-20%
21-25%
31-35%
36-40%
46-50%
51-55%
>61%
26-30%
Commercial Policy: Down Payment/Cancellation
Policy – do you suggest a schedule of payments
when signing the contract?
Commercial Policy: Down Payment/Cancellation
Policy – do you require full payment before the
event starts?
8%
35%
53%
4%
Yes - rental only
No - rental only
Yes - rental and all additional costs
No - rental and all additional costs
Commercial Policy: Down Payment/Cancellation
Policy – do you have a cancellation policy?
3%
Yes
97%
No
Commercial Policy:
Down Payment/Cancellation Policy – If yes
to a cancellation policy, how much % of
the total revenue do you claim if the client
cancels/postpones event upon the
following notified periods?
Up to 12 months prior to the event in %
Between 12 and 6 months prior to the event
in %?
Between 6 and 3 months prior to the event
in %?
Between 3 and 1 months prior to the event
in %?
Less than 1 month prior to the event in %?
5%
0%
1%
16%
8%
5%
65%
0%
<25%
25-50%
51-75%
76-99%
100%
>100%
Accommodation: Do you have?
Relations with Other Organisations: Partners –
do you provide a hotel booking service as an
inhouse service or do you recommend an agency?
Relations with Other Organisations: Partners –
If you recommend an agency, how much
commission in % of the total room rate do you get?
Relations with Other Organisations: Partners –
Do you pay commission to a vendor finder if they
introduce business to you?
39%
61%
Yes
No
Relations with Other Organisations: Partners –How
much commission in % of the total conference room rental
price do you pay per event confirmed?
Relations with Other Organisations: Partners – Do you
pay commission to a DMC or PCO if they introduce
business to you?
Relations with Other Organisations: Partners – How
much commission in % of the total conference room rental
price do you pay per event confirmed?
Relations with Other Organisations:
Partners – Do you have an Inhouse PCO?
Relations with Other Organisations:
Partners – If yes, do you charge for it?
Relations with Other Organisations:
Transportation – do you charge for parking?
Relations with Other Organisations: Transportation –
does your city provide a free or discounted pass for
delegates for public transport and/or free shuttles?
Relations with Other Organisations: Official Bodies –
does your centre receive annual operating supports
(subsidies)?
Relations with Other Organisations: Official Bodies –
does your centre receive capital expenditure supports
(refurbishment, building)?
Relations with Other Organisations: Does your city have
a subvention policy for large congresses?
Relations with Other Organisations: If yes, what do you
usually offer?
Relations with Other Organisations: If yes, what are the
criteria for subvention?
Relations with Other Organisations: Does your city
provide any additional services to enhance delegate
experience – Welcome Desk at Airport/Railway Station?
Relations with Other Organisations: Does your city
provide any additional services to enhance delegate
experience – Hostesses/Attendances at Airport/Railway
Station?
Future Developments: Your Building – Are
they are plans for refurbishment or structural
Future Developments: Your Building – Is your
venue newly opened or expanded in the past 3
years?
Future Developments: Your Building – Will your
venue be newly opened or expanded in the next 3
years?
Future Developments: Your Building – Are you
lobbying or planning for a new or expanded venue
in the future?
Future Developments: Your Building – If no to
previous question, has your venue been
extensively refurbished in the last 3 years?
Future Developments: Your Building – Will your
venue be extensively refurbished in the next 3
years?
Future Developments: Accommodation – Are
there plans to build a hotel on site in the near
future?