‘How to Host a Scientific
International
Conference’ Seminar
Azeta Seery
International
Conferences Officer Fáilte Ireland
International Association
Conferences
• International Associations
– bring together members with common professional,
scientific or social interests.
• Association Conferences
– Characteristics: Structure, Rotations, Bidding
processes
• Types/Examples:
– International Union of Food Science and Technology
Congress (IUFoST)
– European Peptide Symposium
– The World Newspaper Congress,
– The International Beekeepers Association
What is a Local Host/Conference
Ambassador
Ambassadors are professional people from fields
as varied as academia, science, technology, sport,
medicine, law and business ……… who have
potential influence over their international
Association's/ Society’s/
Federation’s choice of conference destination
• Irish Conference Ambassador make the
invitation and lead the pitch for Ireland
Fáilte Ireland Strategic Vision
“Position Ireland as a World Class destination for
Business Tourism purposes across the
association conference, incentive and corporate
meetings sectors.
Building on the brand strengths Ireland should
be well known among travel specialists as a key
destination for enterprise, team and personal
renewal”
Business Tourism identified as an area
of strategic importance.
€530 Million
Value of an International Conference
Delegate
• The total value of an
international association
conference delegate €1,000€1,500
• Over 20% of delegates indicated
that they were accompanied by
family or friends.
• International delegates spent on
average over 5 days in
Ireland,
– on average at one and a half
extra days pre or post
conference.
Why Ireland?
• Ireland has a wealth of conference
facilities – €4 billion spent on conference
infrastructure
• Ease of access
-
170+ routes to Ireland (over 60 Airlines)
Direct flights from over 20 countries
100 air routes from 35 British Airports
US Immigration Pre-clearance
• Professional trade
– World Class Venues
– Accommodation
– PCOs
You’ll be in Good Company……
• Knowledge based society - ITs, Universities, Research Institutes
Why Ireland
• Positive Feedback from International
Delegates:
- 9/10 delegates very satisfied with experience of Ireland
- 85% said that they would recommend Ireland as a
conference destination.
• Attendance up approx 10% on previous
attendance rates worldwide
• Ireland’s Conference Ambassador’s
influence
• Subject prowess/ membership base
• Strong international connections
• Key influencer
Fáilte Ireland’s Role
National Conference Ambassador
Programme
• The remit of the Conference Ambassador programme is
to help potential Conference Ambassadors invite and
host international conferences and meetings in Ireland.
• Generate/Stimulate Demand
– Advisory Role - unbiased advice
– Mentoring
– Support Conference Ambassadors practically & financially
Understanding that conference management is not a
Conference Ambassador’s area of expertise, nor
should it be!
Working with Meet in Ireland
• International Conferences Team,
Fáilte Ireland
– Azeta Seery & Neasa NíDhomhnaill
– Jennifer Churchward, Manager
– Geraldine Jeffers, Financial Support
• Regional Convention Bureaux:
–
–
–
–
Dublin
Cork
Shannon Region
Marketing groups- Killarney & Galway
• Irish Trade:
– PCOs, DMCs, Venues, Hotels, Universities etc
Why become a Conference
Ambassador?
Our Conference Ambassadors give the following reasons for hosting
an international conference.
• Increased the profile and recognition of their University or
Organisation
• It earned them recognition from their professional colleagues both
nationally and internationally
• International conferences offer excellent networking opportunities,
which helped form research partnerships, secure future funding
and establish worldwide links in the specialist field of the meeting
• Contributing to the economy
• Support from Fáilte Ireland every step of the way
How to Host an
International
Conference
1) Interest – Weighing up the
Pros and Cons
• Objectives of the Association/ Society
– National Vs International
• Bidding - What’s required?
• Formats • Submission deadlines & decision timelines • Competitors -
• Challenges?
– Time / Money
Bid Preparation & Submission
• Bid presentation & Lobbying decision makers
– City Bid Document preparation
– Bid Presentation
• Promotion at preceding conference to back the
bid
– Bid Team Travel
Site Inspection Opportunity
• Logistics
– Important part of decision making process
– Working with RCB
– Creating programme
• Advantages to getting it right….
Operations
• Requirement for a Professional Conference
Organiser ?
– A PCO is a specialist in the organisation and
operation of small, medium and large conferences, in
particular academic conferences
• Assisting with Venue & Accommodation
options if no PCO
– Working with RCB & Industry
Marketing
• At preceding Conferences
– Stand Collateral: Brochures, DVDs, Pens Pins,
Posters
– Tourism Ireland presence; diary dependant.
• Communications
– Digital repository
• Destination Appeal
– Sample programmes
– Tourism options
– Partner Programmes
Conference Ambassador Support
Financial assistance towards:
• Bid process
– Support to produce bid document
– Travel & accommodation related to presenting bid
• Site inspections
– Bring key decision makers to Ireland to view proposed venue &
programme
• Marketing costs
– To ensure maximum delegate turnout
– Marketing at preceding conferences
– Utilising Tourism Ireland colleagues – over 20 Market offices
Practical Supports
•
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•
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•
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•
Ireland DVD
‘Why Ireland’ Presentation
Sample Bid Document
Image Library
Sample programmes
Conference Checklist
Vat Reclaim
Governmental and regional letters of invitation
Marketing worldwide at preceding events with Tourism
Ireland
• Delegate information
• Introductions to trade where appropriate
• Site inspection itineraries
Conference Ambassador Support
• Support available for conferences of
50+ delegates
• No restrictions on subject matter
• Simple application process
• Support agreed over a number years
Next Steps
Get in Touch with Fáilte Ireland –
we’re here to support you