Published on March 18, 2008
Contracting and Negotiating With Meetings Industry Suppliers : Contracting and Negotiating With Meetings Industry Suppliers Richard Holmes International Director of Meetings for International Bureau for Epilepsy & International League Against Epilepsy Slide3: International League International Bureau – ILAE Europe, IBE Europe, Latin America, Asia Med. Congresses Slide5: Full member ship Full membership shall be open to those organisations meeting all of the following criteria: The organisation shall have a permanent office in Europe with salaried staff The organisation shall not contract an external association management company to manage its organisation The organisation shall organise a conference on a regular basis, e.g. every 4 years. Approximately 2000 or more registered participants shall have attended the most recent conferences The organisation shall manage the majority of organisational activities (scientific programme, abstract handling, registration, financial control, commercial sponsorship, hotel accommodation, exhibition, social events, venue contracts and price control) of its conference under the executive responsibility of a senior member of staff having substantial responsibility for the day-to-day management of the organisation's conference. Provisional membership Provisional membership is open to those organisations that fail to meet all criteria for full membership but have the intention to fulfil the criteria for full membership. Provisional membership shall be granted on an observer basis for a period of 1 year and shall be subject to renewal after such a period. Renewal shall be considered only in cases where sufficient interaction with the AC Forum exists, thus making further collaboration useful. Provisional members shall have not voting rights and shall not be eligible for positions in the Executive Committee. Provisional membership is open to those organisations that fail to meet all criteria for full membership but have the intention to fulfil the criteria for full membership. Provisional membership shall be granted on an observer basis for a period of 1 year and shall be subject to renewal after such a period. Renewal shall be considered only in cases where sufficient interaction with the AC Forum exists, thus making further collaboration useful. Provisional members shall have not voting rights and shall not be eligible for positions in the Executive Committee. If you also feel that the AC Forum is a useful tool for your work and would qualify for membership (either full or provisional), please contact us to take part in our next meeting as an observer. You should provide us with the following details: The name of the not-for-profit organisation you would represent and its brief description, Whether the not-for-profit organisation has an in-house congress management, or whether there is such an intention, A brief description of your past 5 congresses (place, date, number of participants) and which aspects of their management (see the list of key activities in the paragraph "Full membership") were followed directly by the not-for-profit organisation, Your function within the organisation and the date of your employment. What is negotiation?: What is negotiation? What is the key to successful negotiation? What do you wish to achieve? Setting your priorities: Setting your priorities Your needs Your wants Your likes Selection Procedure: Selection Procedure A negotiating strategy very much depends on the selection procedure for your association’s congress. Conference venues can be selected in different ways Selection Procedure for ILAE and IBE Congresses: Selection Procedure for ILAE and IBE Congresses Invitation sent Expression of interest only Preliminary enquiries made 2 to 3 to be shortlisted as potential candidates A site inspection is undertaken of the shortlisted countries Selection narrowed down to 1st and 2nd choice. Once review is complete, committee makes final decision on location for next congress. How is the review carried out?: How is the review carried out? Via the Internet ICCA AC Forum member Convention Bureau NEXT STEPS…: NEXT STEPS… STEP 1: Arrange site visit through (a) Convention Bureau or (b) alone STEP 2: Meet with Convention Bureau STEP 3: (a) Visit Convention Centre and (b) visit three or four 4/5 star hotels, two to three 3 star hotels and one budget/economy hotel Meeting and negotiating with the Convention Bureau : Meeting and negotiating with the Convention Bureau What is the strength of the Convention Bureau? Do they have a marketing budget for congresses? Is it a commercial partnership? Is it entirely funded by the government or is it a public/private arrangement? Meeting and negotiating with the Convention Bureau: Meeting and negotiating with the Convention Bureau Will they: Sponsor the 1st meeting of the International Organising Committee, travel, accommodation, meeting rooms, meals during their stay? Sponsor opening ceremony & reception? Arrange complimentary travel passes for delegates on public transport? Provide passes to art galleries/museums? Meeting and negotiating with the Convention Bureau: Meeting and negotiating with the Convention Bureau Will they sponsor promotional materials? Cover the cost of the congress (logo design)? Sponsor the 1st announcement? Meeting and negotiating with the Convention Bureau: Meeting and negotiating with the Convention Bureau Work out: Your needs Your wants What you would like Site Visit to Convention Centre: Site Visit to Convention Centre When you arrive: Arrange to meet Sales and Marketing Manager Operations Manager Catering Supervisor Technical Supervisor Site Visit to Convention Centre: Site Visit to Convention Centre How many screens will there be? Is the centre networked? Are there adequate internet access points? By undertaking site inspection with all members of the team, you will get a full impression of what can be achieved from your meeting. Site Visit to the Convention Centre: Site Visit to the Convention Centre Negotiations begin at this point SITE VISIT: HOTELS: SITE VISIT: HOTELS 5000 rooms needed 300 people to be covered by congress budget, therefore we set out to achieve: Complimentary rooms Discounted rates HOTEL INSPECTION: HOTEL INSPECTION Three to four 4/5 star hotels Two to three 3 star hotels 1 or 2 budget / economy accommodation HOTEL CHECKLIST: HOTEL CHECKLIST Meeting Sales and Marketing Managers What is the hotel’s room capacity? When is it low, mid and high season? How many standard rooms are there? What is the number of superior rooms? How many suites do they have? HOTEL CHECKLIST - RATES: HOTEL CHECKLIST - RATES Hotel rack rates Group rates Conference rates Meeting package Low, mid and high season How many rooms can be allocated to the congress? PLEASE NOTE:: PLEASE NOTE: You may think that the more rooms you need, the stronger your negotiating leverage will be. This is not always the case and it may depend on the location, the hotel and time of year. Achieving your priorities: Achieving your priorities Following negotiations:: Following negotiations: Confirm everything! Do not leave loose ends which lead to: Misunderstandings Confusion Ending up back at the negotiating table again Seek a detailed proposal (RFP) Ascertain when you expect to receive it, setting out all costs, proposed dates etc. Proposal should include a sample contract with any additional charges Negotiating on costs: Negotiating on costs Try to settle on rates for previous years If congress centre or main hotels cannot give this then agree to settle for the rate for the first year plus agreed percentage which is index-linked If centre or hotels not prepared to do this then liaise with Convention Bureau. If they are unable to help then you recommend to your Board that the location be removed from the shortlist Once final decision is made by the Board, a contract needs to be drawn up Contract: Contract If you are not happy with the contract DO NOT SIGN IT. You should be able to make changes and cross out the items you are not happy with and add the items you want included. Have a local lawyer with experience in contract law examine the contract. In conclusion, ongoing follow-up is essential!: In conclusion, ongoing follow-up is essential!