MICE Intermediaries 2023 PDF

CONVENTION & TRADE FAIR PLANNING 2. MICE players: intermediaries  Overview CVB – Convention Visitor Bureau DMC – Destination Management Company PCO – Professional Congress Organizer 2 INTERNAL  Agencies and intermediaries...

CONVENTION & TRADE FAIR PLANNING 2. MICE players: intermediaries  Overview CVB – Convention Visitor Bureau DMC – Destination Management Company PCO – Professional Congress Organizer 2 INTERNAL  Agencies and intermediaries Range of different organizations which are both suppliers and buyers Undertake the buying role on behalf of their clients (companies or associations) Undertake the supplying role assisting in the planning and running of a business event 3 INTERNAL  CVB Convention Visitor Bureau Types of PCO Professional conference organizer (assists in the organization of a conference) agencies / DMC intermediaries Destination Management Company (local service company that posse's extensive local knowledge and resources) Event management companies Very similar with the PCO, but these companies also organize product launches, awards dinners, sporting events,…) Incentive travel agencies Specialize in incentive travel (all-expense-paid travel, to resort destinations, used as a motivation and reward for the employees) Venue finding agency Research and recommend suitable venues for an event Conference production company Specialize in staging conferences (design, conference sets, lightning, sound,…) 4 INTERNAL Convention Visitor Bureau - CVB Creation of the first Convention Bureau: 1896, Detroit A journalist who informed about hotels, received a request to guide a group of doctors to visit the city and consider it to organize a congress. Later the Detroit city council offered an office and 2 people Detroit Convention Bureau 5 INTERNAL  CVB – Mission NON-PROFIT PROMOTE THE HIGHLIGHT ALL THE HELP TO CONVERT TOURISM PRODUCT ORGANIZATIONS DESTINATION STRENGTHS AND ENQUIRIES INTO DEVELOPMENT FACILITIES CONFIRMED BUSINESS 6 INTERNAL  CVB - objectives To engage To service To enhance and visitors, which conventions and develope the generate overnight other related group economy of the stays for a business community destination 7 INTERNAL  To represent a To incentive and specific city, support event region or organization in country the destinations CVB – Main To assist during To coordinate organizers to functions the event visit the destination To develop local To enhance the tourism event program resources 8 INTERNAL  CVB types Local (city or region) National (by a national tourism organization) 9 INTERNAL  CVB’s are usually formed and financed as public – private partnership Funding from: Public sector contributions Private membership fees (venues, accommodation providers, PCO’s, DMC’s, transport operators, AV companies, and other suppliers) CVB funding 10 INTERNAL  Private memberships fees: CVB funding High membership fee Aprox. €5.000 per year Full package of benefits and services Lower membership fee Aprox €500 – €1.000 Provides a core of benefits The members may buy additional services / activities 11 INTERNAL  CVB services for the members: Participation in trade fairs CVB - Channeling of customers services requests Services Delivering annual MICE statistics Training 12 INTERNAL  CVB services for the buyers: Pre-events tasks Website information Venue location and selection advice CVB - Preparation of bid documents Services Assistance with the bid presentations to a selection board/committee Preparing Inspection visits Rate negotiation 13 INTERNAL  CVB services for the buyers: CVB - Preparing for the event Services Accommodation booking service for delegates Coordination of support services (transportation, registration, translation, security, local government) Promotional and PR support (maximize delegate numbers) Planning partner programmes and social programmes 14 INTERNAL  CVB - Services CVB services for the buyers: During the event ▪ Support on attention to authorities ▪ Qualified staff integrated ▪ Provision of welcome desks ▪ PR and Press support ▪ Provision of tourist information 15 INTERNAL  CVB - Services CVB services for the buyers: After the event Post-event evaluation and follow-up research Feedback from organizer Feedback from venues and other suppliers Own statistics 16 INTERNAL  Associations, National ICCA statistics Corporate Convention Companies Bureau Local Convention Bureau or How does Tourism Board information flow? Venues (hotels PCO and and congress Events DMC’s Another centres) Companies buyers and suppliers 17 INTERNAL  IACVB evolution – DMAI - DI IACVB – International Association of Convention & Visitor Bureaus DMAI – Destination Marketing Association International DI – Destinations International: Destinations International strives to make their members and their destinations successful. World's largest and most reliable resource for destination organizations, they inform, connect, inspire and educate their members with the goal to drive destination economic impact, job creation, community sustainability and quality of life through travel. 18 INTERNAL  Class exercise Research online the Convention Visitor Bureau in the city or the country you come from. Describe the CVB chosen What are their main functions? Recognitions or awards Certifications Promotional video https://www.youtube.com/watch?v=J3td-3dyhM4 19 INTERNAL  DMC - definition A DMC is a local service company that provides: Consulting services Creative events Exemplary management of logistics and suppliers in-depth knowledge of the destination and the needs of the MICE markets. (Rogers, 2013) 20 INTERNAL  DMC - definition DMC’s are specialists in the organization of incentives, conferences and events (MICE) for incoming groups to a local destination. 21 INTERNAL  Unique local knowledge DMCs can organize everything (venue outsourcing, transportation, F&B, entertainment DMC - and accommodation) concept Expert destination knowledge (industry expertise, creativity, key contacts anywhere) 22 INTERNAL  DMC- concept DMC are focused to “local experiences” Local culture Local destinations Local tourism 23 INTERNAL DMC - services DMC deals with Presents ideas in city councils or Designs the project terms of quality and framework administrations surprise Gets licenses to Discusses about Meets with the organize events in venues, usually the meeting planner or special venues most special conference organizer Contacts with local Creates the event Presents the idea and shows artists concepts all possibilities and licenses 24 INTERNAL  DMC - services Organize all ground handling services, accommodation, gala dinner, cocktails, shuttle, catering and leisure time. Preferential rates based on the buying power they have with their suppliers (costs and budget savings). 25 INTERNAL  DMC - Suppliers Meeting venues – Airlines Ground handling Train companies spaces Stand Shipping and cruise building/Exhibitions Hotels Audiovisual companies planners /Booth planners Hostess & staff Decoration Security Catering 26 INTERNAL  DMC - international companies DMC Finder www.dmcfinder.com Some international DMC’s > AIM Group (Italy) > Kuoni Group (Switzerland) > Compass (Germany) > Access (U.S.A) 27 INTERNAL  DMC Class activity Choose a destination, find an important DMC and tell us about: History of the company Mission, vision, values Important events Awards 28 INTERNAL Professional Congress Organizer - PCO 29 INTERNAL  PCO - Definition PCO is a company specialized in organizing congresses and conferences. hired by associations and companies to organize a specific event or series of events (which do not have internal organizers) PCO also supports the event application – the bidding process They can offer a very wide range of services 30 INTERNAL  PCO - services Preparation of budgets and Venue selection and Arranging social events, Planning event catering estimated cost booking and tour programmes Event administration Event marketing (design of (handling delegate conference programmes and registrations, recruitment and Reservation and promotional materials, PR briefing of conference staff, Preparation of contracts management of delegate and media coordination) co-ordinating delegates with venues and other accommodation travel arrangements) suppliers Programme planning, Organisation of Advising and coordinating AV Arranging security cover and including speaker exhibitions (sales and services and production of the advising on health and safety selection and briefing marketing functions) event (multilingual interpretation issues, and insurance issues and translation services) 31 INTERNAL  PCO - Suppliers Meeting venues – Airlines Ground handling Train companies spaces Stand Shipping and cruise building/Exhibitions Hotels Audiovisual companies planners /Booth planners Hostess & staff Decoration Security Catering 32 INTERNAL  PCO – role PCOs are proactive! Looking for events taking place in an interesting location for the PCO Company Searching in ICCA calendar or other international reports Reading the press and many other media Speaking and meeting potential clients 33 INTERNAL  PCO – role As soon as the PCO identifies the company or association that organizes a congress/conference, it starts: Investigating who is the person to contact Where to find, contact details,… Searching for some information in advance about that event Sets an appointment! 34 INTERNAL  The appointment – A PCO presentation: PCO – role Well documented. You must proof your knowledge Attractive composition Company profile explanation Staff experience Experience in specific industry congress Give examples of events organized Give names of organizations or associations which is member (convention bureaus, professional associations,…) Present candidate destination facts: accommodation, venues, tourism services,… 35 INTERNAL  PCO – profile tips Punctual Not very “sales focused” Friendly networking Listen to what the client needs and desires Always make client feel comfortable 36 INTERNAL  PCO - Why outsourcing to a PCO? Company or association point of view: To supplement the services provided to you by the host destination’s convention bureau and your own administrative team, consider a PCO to manage all, or part, of your event. Do you need a PCO? If there are elements of conference management for which you cannot provide the knowledge, resources (financial or human), time or technical facilities, a PCO can handle all these. Why? Ensure the smooth running of your conference Effective marketing can increase your delegate attendance Sponsorship can help create an excellent event 37 INTERNAL  Class activity CVB? PCO? DMC? Make a comparison between a CVB, a PCO and a DMC - Highlight 3 differences and 3 similarities 38 INTERNAL