IAPCO Membership Pack

IAPCOMEMBERSHIPPACK

International Association of Professional Congress Organisers

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WHY BECOME AN IAPCO MEMBER?

To be recognised as one of the best qualified professional organisers in the world!

International brand recognition - IAPCO is known for the strict quality criteria required of its membership

Excellent opportunities to network and exchange

Continued excellence monitored by annual assessment programmes

Business promotion through the IAPCO newsletter

Reduced rates for staff to attend IAPCO quality education including EDGE and web-EDGE

Use of IAPCO logo on business card, website and stationery

Informative guidelines, restricted to members only

Business opportunities via the requests for IAPCO members received by the Secretariat

Plus some extra member benefits including…

ADVANTAGE

NETWORKING

LEAR

NING

INSP

IRAT

ION

QUALITYRECOGNITION

KNOWLEDGESHARING

BRAND

INTERNATIONAL

STANDARDS

BENCHMARK

NETWORK

EXCHANGE

PRES

TIGESTRATEGY

REPU

TATI

ON

COMPETITIVE

EXCELLENCEEDUC

ATIO

N

EXPERIENCE

COLL

ABOR

ATIO

NGLOBAL

COLLABORATE

Recognition of brand and quality

Alejandro Ramirez Tabche Business Travel Consulting

Benchmark international standards

Manuela Marchetti Meeting Minds

One united voice for

quality PCOs in the industry

Jurriaen Sleijster - MCI

HOW TO BECOME AN IAPCO MEMBER

Complete the online application in full (sample forms included)

You will need to submit details of 10 international events organised where the maximum number of services were provided (see services list on pages 7, 9 & 11).

• 40% or more of the delegates must be from at least 5 or more different countries• 5 of the events attended by more than 400 participants• 5 of the events attended by more than 100 participants• Client contact details for references must be provided for at least 5 of the events

OnlineApplication

IAPCO will analyse the results from the application form and assuming satisfactory outcome, IAPCO will contact 5 clients

References

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SUCCESS!

For full details on membership criteria please visit http://www.iapco.org/all-about-iapco/join-iapco/how-to-apply/

Provide further information of 3 events from the Step 3 list which could be considered for a site visit

Future Events for Site Visit

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Site VisitHost a site visit to an event and to your offices. Outcome of the site visit will be presented to the council for final decision

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Submit 5 future international events, which will be attended by over 400 participants for which you have been contracted

Future Events Contracted

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ONLINE SAMPLE APPLICATIONSTEP 1

I/we hereby wish to apply for membership of IAPCO in the following category:

Company Member OR In-house PCO within:

Contact Details:

• Contact Name for Application • Company/Organisation • Address • Country • Email Address • Web Address

Company Details and Activity:

• Date of Incorporation (Creation) of the Company • Main Activity of the Company • Secondary Activity of the Company

Please indicate the percentage of your client portfolio activity within the company [must add to 100%]

• Consulting services for clients %• PCO services for congresses [PCO] %• Services for other meetings and events %• Association management services [ AMC] %• Destination management services [DMC] %• Other (Please specify) %

Social Media

Please indicate to which social media accounts you belong and in which you actively participate

• Facebook • Twitter • LinkedIn • YouTube • Pinterest • Blog • Other

Certification/Accreditation

Is your company ISO certified

If Yes, please supply the category of ISO (ISO9002/ISO201210 etc) and your ISO registration number

ISO category

ISO registration no.

Does your company have any other certification or accreditation? – if yes, please describe

Does your company have any strategy for sustainability? – if yes, please describe

Staff

Number of permanent staff

Number of permanent staff in your congress division

How many of your permanent staff speak/read/write English

Have your staff ever attended any IAPCO Educational Seminars

If Yes, please list the staff and event over the last three years:

Year Event Name attendee

Yes No

An associationA corporate companyA universityA venue

Have anaccount

Actively use/contribute

No, donot use

Yes No

ONLINE SAMPLE APPLICATIONSTEP 1 continued

Networking:

Is your company a member of other organisations/associations such as ICCA, MPI, PCMA etc?

If Yes, please list the organisation/associations

If yes, please indicate if you are currently on the Board of any of these organisations/associations

Is your company a member of any National Associations, Convention Bureaux etc?

If Yes, please list the organisation/associations/bureaux

If yes, please indicate if you are currently on the Board of any of these organisations/associations

As a company, do you participate in speaking engagements related to our industry? If yes, please describe

Your Company and IAPCO

Please describe why you wish your company to join IAPCO

Please describe what you believe your company will bring to IAPCO should your membership be accepted

Yes No

Yes No

Declaration:

I, (name and status of person signing)

Of (Company name)

- confirm that the information provided in our application documents are a true and accurate record and reflect the data and services provided for all events submitted. I accept that in the event that, should any discrepancies in the information provided by found to be inaccurate, our application will automatically be rejected.

- hereby declare that I have read and understood the Code of Conduct, the Code of Quality and the Statutes and Standing Orders of IAPCO (see website for these documents) and agree to be governed thereby if accepted as a member.

For Step 2 you will need to provide details of 10 International Events, which have taken place in the last 5 years, organised by the applicant where the maximum number of services are provided. You can choose between:

International Association Meeting [page 7]

International Governmental Meeting [page 9]

International Corporate Meeting [page 11]

PROCEED TO STEP 2

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ONLINE SAMPLE APPLICATION STEP 2INTERNATIONAL ASSOCIATION MEETINGFORM REQUIREMENTS

• Congress organised by (name of PCO)

• Title of the congress

• Acronym of the congress (if different from Title)

• Date • Duration (no. of days)

• City in which congress was held

• Number of delegates

• Web address of the congress (if still live)

• Name of contracting organisation (one only) - International Organisation - Local/National Organisation - Core PCO - Association Management Company

• Nationality of delegates:

• List top 10 countries with approximate number of delegates per country

Reference Details:

• Title (Mr./Mrs./Dr./Prof.): • Name of international client for reference:

• Position of client in relation to the congress organised:

• Company/Organisation: • Address: • Country: • Email address for international client reference:

STEP 3

Please supply up to 5 future International Events of over 400 participants for which your company has been contracted to organise

Title of Congress/ MeetingDateWebsiteLocationAnticipated number of participantsAnticipated size of exhibition - Booths & m2Is Core PCO involved?

STEP 4

Please complete details of 3 future International Events which will take place later than 6 months after the application is submitted (to allow for a council meeting to have taken place and for council members to work within their schedules) to be organised by the applicant where the maximum number of services are provided for consideration for the Appraisal Visit.

Title of Congress/ MeetingAcronym of the Congress (if different from title)DateWebsiteLocation (venue & city)Anticipated number of participantsWebsite of congress/ meetingWith an exhibition? Y/NProvision of full PCO services? Y/NIs an AMC involved? Y/N If yes, name of AMCIs Core PCO involved? Y/N if yes, name of Core PCO Company

LIST OF STANDARD PCO SERVICESFOR INTERNATIONAL ASSOCIATION MEETINGS

1. Abstract Handling (should include on-line abstract handling and/or paper abstract handling, the abstract review process, production of an abstract publication, etc.)

2. Speaker / Programme Management (should include the co-ordination of the speakers, the planning of the sessions, the overall logistics related to the contents of the congress programme, and the production of a programme overview)

3. Marketing & Promotion (should include the development and execution of a congress marketing & promotion strategy, production of the various announcements and programmes as well as promotional material, social media campaign and presentation / representation of the event to potential participants, sponsorsor other stake holders)

4. Budgeting (should include drafting and managing of the congress budget)

5. Financial Management (should include the management of bank accounts, cash flow, taxes,preparation of accounts etc. as well as invoicing and payments)

6. Exhibition (should include the selection of exhibition space, the preparation of exhibitor guidelines and exhibition floor plans, the sales and allocation of stand spaces, the co-ordinationof stand services, invoicing, and the co-ordination of set-up and dismantling of the exhibition)

7. Sponsorship (should include the identification and development of sponsorship opportunities and guidelines, the sales and marketing of sponsorship opportunities to potential sponsors, and delivery)

8. Registration (should include on-line registration and on-site registration, collection of fees, andstatistical reports on registration numbers, breakdowns etc.)

9. On-site Management (should include the selection, contracting and co-ordination of supplierservices required and the on-site management of the event)

10. Congress Materials & Print (should include design and production of any and all congress supplies such as programmes, badges, bags, etc.)

11. Venue Selection (should include the selection of the venue and the negotiation of the contract)

12. Hotel Reservation / Accommodation (should include hotel block-bookings, allocation of hotel rooms to individual participants and/or groups, payments, management of modifications,reporting, etc.)

13. Social Programme, Tours & Transport (should include the proposal, sales and management of various social programme activities such as opening and closing ceremony, gala dinner, etc., proposal and implementation of an accompanying participants’ programme, pre- and post-congress events etc, and all transportation

14. General Management (should include insurance, staff training and HR, data management andclient satisfaction)

15. Corporate Social Responsibility (should include recycling initiatives, carbon-offset possibilities,Fair Trade considerations, and the use of suppliers with an active green policy)

16. Congress Technology (should include implementation of audio visual equipment, conference apps, use of social media for the life cycle of the event and on-site networking solutions)

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• Congress organised by (name of PCO)

• Title of the congress

• Acronym of the congress (if different from Title)

• Date • Duration (no. of days)

• City in which Meeting was held

• Number of delegates

• Web address of the Meeting (if applicable)

• Name of Host/Contracting Organisation/Official Body

• Nationality of delegates/delegations

• List top 10 countries with approximate number of delegates per country

• Size of delegation relates to all persons who were processed through the accreditation/ registration process

Reference Details

• Title (Mr./Mrs./Dr./Prof.):

• Name of host/client/governmental contact for reference:

• Position of reference in relation to the Meeting organised:

• Organisation/Government/Governmental Department of reference:

• Address: • Country: • Email address for reference application

ONLINE SAMPLE APPLICATION STEP 2 INTERNATIONAL GOVERNMENTAL MEETING FORM REQUIREMENTS

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STEP 4



1. Security (should include liaison with the various authorities, implementation and dissemination of recommendations, etc.)

2. Accreditation/Registration (should include online registration and pre-accreditation and on-site management of registration and delegations, together with statistical reports on registration numbers, breakdowns etc. Liaison with authorities if accreditation is handled direct by police or similar body)

3. Press/Media Delegations (should include liaison with nominated press officers, management of delegations and agencies, installation of technical equipment, accreditation and registration etc.)

4. Transport (should include the proposal and management, in conjunction with transport managers, of all transportation including airport management, VIP movements, and all arranged coach and/or public transportation, including transportation routes and co-ordination with police on security areas)

5. Hotel Reservation / Accommodation (should include hotel block-bookings, allocation of hotel rooms to individual participants and/or groups and delegations, negotiations, management of modifications, reporting, etc.)

6. Technology (should include implementation of audio visual equipment, conference apps, and on-site management of presentations)

7. On-site Management (should include the selection, contracting and co-ordination of supplier services required and the management of all requirements at the venue including detailed move-in/move-out plans and signage for all venues or locations and, as applicable, the negotiation of the contracts)

8. Staffing (should include job descriptions, insurance, staff training and HR, data management and client satisfaction)

9. Social Programme (should include the proposal and management of various social programme activities such as opening and closing ceremonies, receptions, dinners, cultural events, etc., including protocol management)

10. Corporate Social Responsibility (should include recycling initiatives, carbon-offset possibilities, Fair Trade considerations, and the use of suppliers with an active green policy)


12. Simultaneous Interpretation (should include the engaging of interpreters, or co-ordination with Chief Interpreter’s Office, management of booths and equipment, collection and distribution of papers to interpreters)

13. Sponsorship (should include the identification and development of sponsorship opportunities and guidelines, the marketing of sponsorship opportunities to potential sponsors, and delivery to, or co-ordination with, the governmental body in charge of this.)

14. Exhibition (should include the selection of exhibition space, the preparation of exhibitor guidelines and exhibition floor plans, the sales and allocation of stand spaces, the co-ordination of stand services, invoicing if required, and the co-ordination of set-up and dismantling of the exhibition)

15. Host Committee (should include direct communications’ channel (periodical meetings) with local host governmental body and/or international organisation representative, to ensure all parties are aware of the services and requirements being requested and provided)

LIST OF STANDARD PCO SERVICESFOR GOVERNMENTAL MEETINGS

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Congress organised by (name of PCO)

Title of the Meeting

Acronym of the Meeting (if different from Title)

Date Duration (no. of days)

City in which Meeting was held

Number of delegates

Web address of the Meeting (if applicable)

Name of contracting organisation (one only)

- International Company- Local/National Company- Core PCO- Association Management Company

Nationality of delegates

List top 10 countries with approximate number of delegates per country

Reference Details

Title (Mr./Mrs./Dr./Prof.):

Name of international client for reference:

Position of client in relation to the congress organised:

Company/Organisation: Address: Country:

Email address for reference application

ONLINE SAMPLE APPLICATION STEP 2 INTERNATIONAL CORPORATE MEETINGFORM REQUIREMENTS

STEP 3



STEP 4



1. Press Liaison & Arrangements (should include all communication with the press, organisation of facilities, accommodation and press delegations, etc.)

2. Speaker / Programme Management (should include the co-ordination of the speakers, the planning of the sessions, the overall logistics related to the contents of the congress programme, and the production of a programme overview)

3. Marketing & Communication [MARCOM] (should include the development and execution of a congress marketing & promotion strategy, production of the various announcements and programmes as well as promotional material, social media campaign and presentation / representation of the event to potential participants, sponsors or other stake holders)

4. Budgeting (should include drafting and managing of the congress budget)

5. Financial Management (should include the management of bank accounts, cash flow, taxes, preparation of accounts etc. as well as invoicing and payments)

6. Exhibition (should include the selection of exhibition space, the preparation of exhibitor guidelines and exhibition floor plans, the sales and allocation of stand spaces, the co-ordination of stand services, invoicing, and the co-ordination of set-up and dismantling of the exhibition)

7. Sponsorship (should include the identification and development of sponsorship opportunities and guidelines, the sales and marketing of sponsorship opportunities to potential sponsors, and delivery)

8. Registration (should include on-line registration and on-site registration, collection of fees, and statistical reports on registration numbers, breakdowns etc.)

9. On-site Management (should include the selection, contracting and co-ordination of supplier services required and the on-site management of the event)


11. Venue Selection (should include the selection of the venue and the negotiation of the contract)

12. Hotel Reservation / Accommodation (should include hotel block-bookings, allocation of hotel rooms to individual participants and/or groups, payments, management of modifications, reporting, etc.)

13. Social Programme, Tours & Transport (should in-clude the proposal, sales and management of various social programme activities such as opening and closing ceremony, gala dinner, etc., proposal and implementation of an accompanying participants’ programme, pre- and post-congress events etc, and all transportation

14. General Management (should include insurance, staff training and HR, data management andclient satisfaction)

15. Corporate Social Responsibility (should include recycling initiatives, carbon-offset possibilities, Fair Trade considerations, and the use of suppliers with an active green policy)

16. Congress Technology (should include implementation of audio visual equipment, conference apps, use of social media for the life cycle of the event and on-site networking solutions)

LIST OF STANDARD PCO SERVICESFOR CORPORATE EVENTS

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How much does membership cost,

are there any other financial implications?

2450 euros per year (2016) for membership.

The other financial consideration is that as part of your ongoing quality checks you need to attend an IAPCO Annual Meeting a minimum of every 3 years.

How long does the membership application process take?

The process can take anything from six months onwards, depending upon the dates of your future events suitable for site inspections.

How is my application scored?

A scoring system is in place to assess the application. HINT: To maximize your points…when submitting your online application, ensure that you choose events that are recent, meet the international delegate number criteria and offer the maximum number of services.

Help, I need advice on my application?

IAPCO secretariat will support you through your application process, so please do not hesitate to contact us if you have any concerns - we are always happy to help!

What happens if I fail to meet the criteria to become an IAPCO member?

Unfortunately, this can happen and it is important that we adhere to our processes to ensure the IAPCO Quality brand continues. However, you can re-apply for membership after a period of 3 years.

FAQS

www.iapco.org

[email protected]

IAPCO Membership Pack

Documents

Transcript of IAPCO Membership Pack