Meeting Management Proposal

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HTM 3140 Meeting ManagementSchool of Hotel & Tourism Management Hong Kong Polytechnic University

2009/10 SEMESTER TWO COURSEWORK COVER SHEET

Programme Title and Code Student Names and ID No.

HD in Hotel Management 24031 Chong Chi Man 07181059D Kam Tsz Yan 07217456D Lai Pik Yan 07055365D Mak Ming Hei 07193454D Yee Nathalie 07258503D

Lecturer Tutor Due Date and Submission

Dr. Karin Weber Ms. Alisa Chan 15 April 2010

For General Office Use Date Received: Time: Received by:

World Psychiatric Association International Congress 2011

Table of Contents Request for Proposal 1. 2. 3. 4. 5. . . ..1 Event Theme and Logo ......................................................................................................... 10 . . . Background of the Association ..........................................................................................10 . . Convention Target Markets ................................................................................................ 11 . . . Site Selection ............................................................................................................................11 . . . Full Convention Schedule.................................................................................................... 12 . . . 5.1 5.2 5.3 6. 6.1 6.2 6.3 6.4 7. 8. 7.1 8.1 8.2 8.3 9. 9.1 9.2 9.3 10.1 10.2 10.3 10.4 11.1 11.2 12.1 12.2 12.3 12.4 Day 1 9th September, 2011 (Friday) .............................................................................. 12 Day 2 10th September, 2011 (Saturday) ...................................................................... 13 Day 3 11th September, 2011 (Sunday) ......................................................................... 15 Four Seasons Hotel Hong Kong ........................................................................................... 16 Grand Hyatt Hong Kong.......................................................................................................... 18 Renaissance Harbour View Hotel ...................................................................................... 18 MetroPark Wan Chai ................................................................................................................ 19 Transportation Information During the Conference ................................................ 23 When East Meets the West.................................................................................................... 24 Scenic Night in Pearl of the East ......................................................................................... 25 Unforgettable Le Boat Tour .................................................................................................. 25 Ocean Park Marine Life and Panda Tour ........................................................................ 26 Meet the Old and Modern Hong Kong ............................................................................. 28 Relaxing Day at Stanley Market .......................................................................................... 28 Babysitting Service ................................................................................................................... 29 Cloak Room................................................................................................................................... 29 Pre-Dinner Cocktail .................................................................................................................. 30 Dinner ............................................................................................................................................. 30 Sponsorship Benefits* ............................................................................................................. 32 In-Kind Sponsorship Benefits** ......................................................................................... 33 Conference Official Website .................................................................................................. 34 Conference Delegates Mailing ............................................................................................. 34 Publicity & Press Relations ................................................................................................... 35 Event Marketing ......................................................................................................................... 358 HTM 3140 Meeting Management

Hotel Information ..................................................................................................................16 . . .

Transportation Information .............................................................................................. 21 . . . Social Program ........................................................................................................................24 . . .

Spouse/Children Programs ............................................................................................... 26 . . .

10. Gala Dinner .............................................................................................................................. 29 . . . .

11. Sponsor Opportunities ........................................................................................................ 31 . . .

12. Promotion Schedule and Materials .................................................................................34 . .

World Psychiatric Association International Congress 2011

12.5 12.6 12.7

Social Networking ..................................................................................................................... 35 University Student .................................................................................................................... 36 Sales Promotion ......................................................................................................................... 36

13. Preliminary Budget ............................................................................................................... 37 . . . 14. Timeline of activities ............................................................................................................ 40 . . . 15. Registration form ...................................................................................................................43 . . . 16. Sample Name Badges............................................................................................................ 46 . . . 17. Floor Plans and Setup ........................................................................................................... 47 . . . 18. Food and Beverage Schedule and Requirement..........................................................53 . 18.1 18.2 18.3 18.4 19.1 19.2 19.3 19.4 19.5 19.6 19.7 19.8 19.9 19.10 Welcome Cocktail ...................................................................................................................... 53 Coffee Break Sessions .............................................................................................................. 54 Lunch ............................................................................................................................................... 55 Pre-dinner Drinks and Gala Dinner .................................................................................. 56 Hong Kong Travel Information ........................................................................................... 57 Hotel Demand.............................................................................................................................. 58 Potential Sponsors .................................................................................................................... 59 Opening Ceremony (Day 1 14:00-14:30) ....................................................................... 60 VIP Tour (Day 1 18:15-23:00) ............................................................................................. 60 Gala Dinner (Day 3 19:00-23:30) ...................................................................................... 61 Spouse/Children Programs .................................................................................................. 64 Lunch Menu of the Convention ........................................................................................... 69 Accommodation Form ............................................................................................................. 72 Cancellation Letter ............................................................................................................... 74

19. Appendix ................................................................................................................................... 57 . . . .

20. Reference .................................................................................................................................. 75 . . . .

9 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

1.

Event Ttheme and Llogo

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Stress nd ddicti n.

2.

Background of the aAssociation

r motepromoting the ad ancement of ps chiatr and mental health for all peoples around

the world.

WP is originall created to produce world ps chiatric congresses to share the nowledge of mental health issues and illnesses.

owadays, it puts greater emphasis on educational

sponsors and co-sponsors meetings, symposia and forums on topics related to the field of# ! !

Electronic$

ongresses through everya year and the WP World

ongress holds on aat -

years asis.

professionals and scientists.''' '&%

psychiatry havehas joined the association.

HTM 3140 Meeting Management

0)

frica,

sia, Europe, South Pacific and

affiliated associations of particular topics in

10

(#%

There are over

,

members fromform

national psychiatric societies of

"

"

apply asfor Special Individual

embers.

ffiliated Individual

embership is open for health

"

"

ffiliated

ssociation

embership. Psychiatrists in countries without a

"

psychiatrist members are regular individual member of WP

under

ember Society or

ember Society can

WP has four membership types for different experts in the psychiatric societies.

"

!

psychiatry. There are nonscheduled International

ongress, Scientific

acti ities of

arious aspects in the field. The World Psychiatric

ssociationWP

only

eetings, and

ll enlisted

mericas,

The W rld Ps chi tric

ss ci ti n WP

is

n internati nal

r ani ati n aim t at

The theme f the W rld Ps hi tri

s s i ti

(WP ) I ter ti

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ference

will e

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World Psychiatric Association International Congress 2011

3.

Convention Ttarget Mmarkets

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The conventions target mar et will be the scholars and university students majoring in2 3 2

the WP2

are enlisted psychiatrists under Psychiatric3

ssociation

embership. The association wishes to recruit people who are not health

professionals and scientists as members to broaden the scope of its member base. Therefore, education is its first field to start with its expansion.Formatted: Font: (Default) +Headings, Bold, Kern at 26 pt Formatted: Font: +Headings

4.

Site Sselection

psychiatrists can participate in the congress and exchanging ideas with other associates from all overaround the world, especially from sia.A A

ccording to the target mar et of the convention, scholars fromA C 5 4 A B

sia are potential

participants or members of WP .

ong

ong, being in the heart of

sia, is capable to attract

delegates from the surrounding countries.

elegates will not have to travel a long way to the

conference destination. This saves the air fare and the time cost of the potential delegates.D D54 D D 5 4

fter deep consideration, the . ocated in Wanchai,B

ong

ong onvention and Exhibition entre (5 4

E ) is the ongressD

transportation networ and surrounded by five-star hotel accommodation. It has different si ed convention hall and meeting rooms which are suitable for holding large scale conference or small scale breakout sessions.F

HTM 3140 Meeting Management

D D54

E

is in the city centre of

ong

11

A

best place for holding a three-day international conference li e the WPB @ EE 87

World

ong with good

@

can raise the awareness of coping with stress and maintaining good mental health.

5

4

4

the psychiatric illnesses caused by stress.

9887

stressful cities in the world ( essing,6

5

ong

ong has been reported in some international journals and news as one of the most ). There are more and more people suffering from olding an international congress in ong ong ocal

2

psychiatric from sia and also the existing members in2

1

sia region. The existing members of ember Society or ffiliated

4 A A

World Psychiatric Association International Congress 2011

5.

Full Cconvention Sschedule

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5.1G G

Day 1

09th September,GI P

2011 (Friday)

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ocation: V (

Speaker: Rajita Sinha Ph. . ocation: onvention all ( )R

Speakers:b d a `

-

Allan as an,f c

epartment of Psychiatry and Behavioral Sciences edicinee

niversity of ouisville School ofi h g

Tarek kasha, Professor of Psychiatry Institute of Psychiatry, Faculty of edicine, in Shams niversity,t s

Psychiatry, ollege of :00 :00 :00 :00 Free Ttimep

edicine, at the niversity of Saskatchewan

ocation: onventionr

all

Social Program

12 HTM 3140 Meeting Management

q

p

Dr. Raymond Tempier, Professor andr

U

Y

u

XG

:00

:00

pdate Symposia: Stress Scale for dults

GI

R

I

WG

5:30

:00

offee Break

ocation: onvention Foyer (

)

ead of epartment of

U

GI S V

I

R

T

4:45 5:30

Opening eynote ecture: The Rrole of Sstress inI

GI

S

ocation: onventionR

R

I

QG

:00

:45

Opening eremony

all (

) addiction Rrelapses

GI

R

IG

I

QG

0:30

:00

Registration & Welcoming Reception ocation: Phase obby & onvention Foyer ( )

H

09:30 0:30

ExecutiveI

eeting )

xv

yy

QG WG wv xv G G

G

World Psychiatric Association International Congress 2011

5.2 d d d

Day 2 10th September, 2011 (Saturday) ontribute tTo Addiction, and epression

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ocation: S

(

)

PanellistsPanelists:

Theme: Are ou Addicted to Stress? Speaker: Debbie Mandel, Stress-management specialist ocation: S -3 ( ) Theme: Why We ove Stress? e eee f

Speaker: Raymond Tempier, niversity of Saskatchewan Theme: Stress scale for adultse ee

ocation:S

4-5 (

Speaker: Ri hard A. Bryant, Professor of psychology department at niversity of ew South Walese iee

ocation:S

-7 (

:00 7:00

Workshops

aking

usic, Being Well

The program is facilitated by the music therapist with a range of therapeutic processes involving instrument playing, music and movement, listening, performance and music imagery.

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Instructor: Stephen Sandford, Consultant

ental ealth

S Trust )13Formatted: Font: Not Bold

HTM 3140 Meeting Management

e

eee

ocation: S

-3 (

d

h

id

5:30

:00

offee Break

ocation: onvention Foyer (

d

h

g

4:00 5:30

:30 4:00

unch

oncurrent Session

(Theme: Stress)

)

) )

d

ocation: onvention

all (

)

ead of epartment of Psychiatry at

Athens niversity

edical School niversity

-

George P. hrousos, chairman of the epartment of Pediatrics at the

-

Philip

.

old, hief of the linical euroendocrine Branch,

u sic Therapist in ondon

:30

:30

Panel Session: The oncepts of Stress and Stress System isorders

Speaker: Mustafa al A bsi ocation: onvention all (

0:30

:30

eynote ecutre: Stress and Aaddiction: Bbiological and Ppsychological mechanisms )

08:30 0:30

Poster Session: Effect oOf Stress oOn rbanite, aAnd

ow It

ay

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ed

id

d d

World Psychiatric Association International Congress 2011Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold

Fight Sstress with l ifestyle Cchanges The aim of the session is to discuss a variety of methods for managing stressors in daily life by changing the originally lifestyle base on a personal stress scale test and discussion within the group. Speaker: Graham Thorni roft, Professor of Community Psychiatry Cut theS stress Ooff by oga The session will present how oga can release the stress response by simple breathing stretching exercises; meditation and guided imagery. *Fitness wear is recommended. oga mat will be provided.q p o m n m m ll j

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Location: S

4-5 (L2)

Instructor: Sri. Srini as Suresh Location: S221 (L2) 17:00 18:00

Regional Symposia: Can Stress Lead To Addiction? istingue the warning signs of addiction and provide recommendationsp

on preventing patients turn their stress into addiction. * all for papers Location: Convention all (L1) 18:00 22:00 Free Times rFormatted: Font: 12 pt Formatted: Font: 12 pt

HTM 3140 Meeting Management

k

amal,

irector of ryoga group

14

World Psychiatric Association International Congress 2011

5.3

Day 3 11th September, 2011 (Sunday)w

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Contribute To to Addiction and, Location: S221 (L2) Role to Educationy t w x

epression

PanellistsPanelists: Philip{ z

. Gold, Chief of the Clinical euroendocrine Branch,} ~ |

George P. hrousos, chairman of the epartment of Pediatrics at the Athens niversity edical School niversity ~

Location: Convention 12:30 14:00 12:30 14:00 14:00 15:30 Lunch Lunch with Chairman Plenary Session

all (L1)

"Generation X, ,Z: Addiction to Technology" Speakers: Marianne

astrupFormatted: Font: 12 pt Formatted: Font: 12 pt

Constantin R. Soldatos

- Samuel Zu ekas Location: Convention 15:30 16:00 16:00 17:00 17:00 18:00 18:00 22:00 Coffee Break

all (L1)

Location: Convention Foyer (L1) Sharing Session on Ttherapy Eexperience Location: Convention Foyer (L1) ypothetical all (L1)

Closing Ceremony inner and+ andover

Location: Grand

all

HTM 3140 Meeting Management

Location: Convention

15

w

11:30 12:30

Panel Session: The Concepts of Stress and Stress System isorders

u

Location: Convention

all (L1)

u

Speaker: El-Guebaly, ady Professor and ivision niversity of Calgary

w

10:30 11:30

eynote Lecture : Addiction and

ependence Research: Relevance and ead, Substance Abuse

v

u

t

08:30 10:30

Poster Session: Effect oOf Stress oOn rbanite, aAnd

ow It

ay

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World Psychiatric Association International Congress 2011

6.

Hotel Iinformation

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former three3 hotels with different price range are located in Wan Chai which is very

ong is the finest hotel in

ong

ong. She locates in 8 Finance Road, Central where

overlooking Victoria

arbor and the financial district. She has been chosen to cater delegates

with higher expectations and the VIP guests. Our delegates are doctors from the psychiatric field. Generally their purchasing power is high and are usually willing to pay for a better hotel. Therefore two2 hotels have been chosen from Seasons otel is also our official appointed hotel for VIP guests, speakers and Chair persons. Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt, Not Bold Formatted: Font: 12 pt, Not Bold

the high price range which areis tThe Four Seasons

otel and Grand

yatt hotel. The Four

Road, Central where overlooking Victoria arbor and the financial district.

SheFour Seasons

otel

ong

ong is recommended to delegates who bring their family. The

hotel provides a lot of children amenities which include:y y y y y

Complimentary infant bathtub and high chair adding a Cribs and/or rollaway bed(s), at no extra charge Items to childproof guest rooms Children's V library Childrens welcome programme age-specific amenities such as bedtime milk and cookies, pillows, blankets, disposable diapers, toiletries, cribs, infant bathtubs, high chairs, dehumidifiers, sterilisers, nursing bottles and bottle warmers

There are also a lots of recreational activities can be done in the hotel for example, swimming, exercising at fitness centre and spa. Complimentary Taichi and yoga class on at a specific weekdays.

16 HTM 3140 Meeting Management

6.1 Four Seasons Hotel Hong Kong Four Seasons otel ong ong is the finest hotel in

ong

ong. She locates in 8 Finance

convenient for delegates to travel to our meeting venue

otel

ong

ong have been selected for our delegates to choose from their staying. The CEC. Four Seasons otel ong

MetroPark Wan Chai, Renaissance arbour View, Grand

yatt

ong ong and Four Seasons

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World Psychiatric Association International Congress 2011

17 HTM 3140 Meeting Management

Four Seasons otel

ong ong - Premier eluxe arbor View Room

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World Psychiatric Association International Congress 2011

6.2

Grand Hyatt Hong Kong

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Grand

yatt

ong

ong is located atin 1

arbor Road, Wan Chai whereas only 5 minutes arbor. The Plateau Residential Spa

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places. Most of the rooms are with the view of Victoria provides an extensive range of body and facial

treatments as well as residential accommodation in 23 rooms and suites. There are also an outdoor 50-metre heated swimming pool and a fitness center open year round.

6.3

Renaissance Harbour View Hhotel

very competitive room rate with good service and accommodation facilities. She can fulfill the delegates who are looking for economic effectiveness. She is locateded in Wan Chai CEC. There are 809 rooms with 52 suites which can accommodates many of our

directly connectinged to

delegates. Fitness cCentre and swimming pool are open for all guests

Renaissance arbour View- eluxe arbour View Room

HTM 3140 Meeting Management

Renaissance

arbour View

h otel is a five- stars hotel under Marriott group. She provided a

CEC. Only 3 minutes walking distance between the hotel and

Grand

yatt

ong ong Grand arbor RoomFormatted: Font: +Headings, 12 pt, (Asian) Chinese (Taiwan) Formatted: Heading 2, Outline numbered + Level: 2 + Numbering Style: 1, 2, 3, + Start at: 1 + Alignment: Left + Aligned at: 0" + Indent at: 0.67" Formatted: Font: +Headings Formatted: Font: 12 pt, Not Bold Formatted: Justified Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt

walking distance to

CEC. It is very convenient for the delegates to travel between both

Formatted: Justified, No widow/orphan control Formatted: Font: 12 pt

18

World Psychiatric Association International Congress 2011

6.36.4 oom

MetroPark Wan ChaiFormatted: Justified Formatted: Justified, Tab stops: 1.28", Left

lower their overall budget.

minutes for the delegates to walk to the

Metro Park otel Wan Chi Executive Room Below are the prices of different hotels chosen. Five5- Stars otel otel yatt Formatted: Font: 12 pt Formatted: Font: 12 pt

3,500*/ 4,100* 2,600*/ 3,000 1,500*/ 1,900*

Renaissance arbor View Four4- Stars otel MetroPark Wan Chai

Garden View Room/ arbor View Room

Comfortable Room/ Executive Room 550*/700*

*Subject to 10% service charge *Rate provided as per room per night basis *Double occupancy is same as single occupancy *Breakfast is included at hotel restaurant *With in-room internet access19 HTM 3140 Meeting Management

Grand

ong ong

Grand ing Room/ Grand

arbour Room

Four Seasons otel

She is locatedd in

have chosen.

elegates like students who have economic concern can choose this hotel to enessy Road, Wan Chai. There are 350 rooms in total. It takes around 10 CEC.

ong ong

eluxe Peak View Room/ Premier

MetroPark Wan Chai is a four- stars hotel.

er room rate is much lower than other hotels we

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eluxe arbor View Room

Formatted Table Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt

World Psychiatric Association International Congress 2011

20 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

7.

Transportation Iinformation

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airport with more than 700 daily flights to around 150 destinations worldwide. It is normal traffic conditions). It takes only half hour to go from Airport to Wan Chai by Mass Ttransit Railway. Inside the city, there are many different transportation tools such as Mass Transit Railway (MTR) , public bus service, taxis, trams, rental cars and tour buses. MTR is the most convenient way to travel within city.

approximately 50 minutes' drive by car from all major hotels in on

HTM 3140 Meeting Management

International Airport (

IA) which located on Lantau Island is a busy and well-developedFormatted: Font: 12 pt

ong

ong Island (underFormatted: Font: 12 pt

21

ong

ong is renowned of its transportation system. For international travelers,

ong

ong

Formatted: Font: 12 pt

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World Psychiatric Association International Congress 2011Formatted: Font: 12 pt

22 HTM 3140 Meeting Management

World Psych

Fo matted Fon : (De au ) +Head ngs, 12 p , Bo d, No under ne Fo matted Fon : +Head ngs, No under ne, Fon co or: u o Fo matted Fon : 12 p Fo matted Fon : 12 p

y taxi n foot n foot n foot / y Taxi

View hotel MetroPark Wan Chai

Fo matted Fon : No Bo d

23

3140

ee in

ana emen

10-15 minutes / 5 minutes

Fo matted Fon : No Bo d

Renaissance Harbour

3 minutes

Fo matted Fon : No Bo d

Grand Hyatt Hotel

Hong Kong

alk from the station to HKC C / 3-5 minutes

Four Seasons Hotel

y MT from Central to Wan Chai,

15-20 minutes / 10 minutes

Fo matted Fon : 12 p Fo matted Fon : No Bo d Fo matted Fon : No Bo d Fo matted Fon : No Bo d

Recommended Hotels

Transportation

Approx. Travelling Time

Fo matted Fon : 12 p

7. Tr sport tio i orm tio uri gduri g the Cco ere ce The Hong Kong Convention an xhibition CentreHKC C is locate in 1 xpo Drive, Wan Chai, Hong Kong. It takes 5 minutes to alk from Wan Chai MT station to the centre. Delegates can go to HKC C by MT , ferry or taxi .

ric Association International Congress 2011Fo matted Fon : (De au ) +Head ngs, 12 p , Bo d, No under ne, Fon co or: u o

World Psychiatric Association International Congress 2011

8.

Social Program

Three tours are designed as the social program for the conference. It is optional for the delegates to join the social program. Accompanying person and children are welcome to join too. An additional fee will be charged for joining any one of the three tours. The fee includes

hotel pick-up; drop-off service (for Grand otel, Four Season ong

yatt

ong

ong , Renaissance

arbour View

ong and Metropark

otel Wanchai), air-conditioned tour coach ,

ferry or peak tram fee and dinner. Price excludes the tip and other personal expenditure. If the Entrance at 18:00. 8.1 When East Meets the West

delegates hotel is not listed above, they should meet our tour bus at

CEC

arbour Road

exciting ferry traveling experience from Wan Chai Ferry Station to Tsim Sha Tsui and enjoy the renowned Victoria arbour and a scenic coastline .Following by a delicious Chinese meal at Peking Garden Restaurant in Tsim Sha Tsui.

ot enough? A symphony of lights will be

shown on Victoria buildings on both

arbour. This nightly spectacle combines interactive lights of 44 key ong Island and owloon with musical effects to showcase the arbour. Avenue of Stars must be another ong ong's premiere dining

ong

vibrancy and glamorous night vista of Victoria

complement for all tourists to exercise a bit after the meal and to taste the beautiful scenic at the two sides of Victoria arbor. Lan wai Fong is one of the and entertainment destination. It has over 100 restaurants and bars. Just around the corner from the city's busy Central business district, it's the perfect place for you to taste the night of ong ong.

Itinerary 8: 5- 8: 5 Ferry Experience from Wan Chai to Tsim Sha Tsui 8: 5: : 5: Chinese dinner at Peking Garden Restaurant at Tsim Sha Tsui

: 5 A symphony of lights & Avenue of Stars at Tsim Sha Tsui Sightseeing & visiting at Lan wai Fong : D500 for Adult

*Children are not preferred

HTM 3140 Meeting Management

Price:

24

Take a night tour and enjoy diversity at every turn in

ong

ong. One can simply enjoy an

World Psychiatric Association International Congress 2011

8.2

Scenic Night in Pearl of the East

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Looking down from The Peak you'll be amazed by the spectacular view of the surrounding peaceful green hillsides.

city skyline, the world-famous Victoria

arbour and

owloon, towering skyscrapers andFormatted: Font: Not Bold

Getting there by Peak Tram is also an unforgettable trip. Pulled by steel cables, the tram climbs 373 metres. It's so steep that the buildings you pass look like they're leaning at a 45angle! Whether you're going up or coming down, you'll love this trip. At night, one must try the delicious seafood in Jumbo Floating Seafood Restaurant. It is now a modern complex of dining, sightseeing and cultural attractions - a required stop in any tour of ong ong.

Itinerary 8:5 : 5 : Sightseeing and Shopping at the Peak Seafood dinner at Jumbo loating Restaurant at Aberdeen

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8: 5- 8:5 : 5

Peak Tram Experien e at Peak Tram Terminal

8.3

Unforgettable Le Boat Tour

Victoria Le Boat is a traditional Chinese fishing boat with a award-winning architecture. It offers the best in cuisine and service and gives diners the opportunity to experience Chinese sailing history. Le Boat is skippered by skilled and experienced crew who will arrange for your every whim and need. Dine in style, while touring to Lamma Island. Lamma is an assorted melting-pot of arty culture and Chinese tradition. Because of its proximity to town, it is one of the most adored weekend getaways. Clean air, golden beaches, delicious seafood and fantastic hiking are the main draws. It is a time to visit handicraft shops

along its main street. Tin

HTM 3140 Meeting Management

Price:

D950 for Adult,

D600 for Child

25

:

-

:

ishing illage isiting at a mma Island

:

-

:

Set Dinner on e Boat at Deep

8: 5-

:

Travel to Deep

ater Bay at

Price:

D700 for Adult,

D450 for ChildFormatted: Font: (Default) +Headings, Bold, No underline, English (U.S.) Formatted: Font: (Default) +Headings, Bold, English (U.S.) Formatted: Font: +Headings, English (U.S.)

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au Temple in this village is built more than 100 years ago. Itinerary an Chai ater BayFormatted: Font: Bold, Font color: Text 1

World Psychiatric Association International Congress 2011

9.

Spouse/Children Programs

Five percent10% of the delegates are expected to bring their spouse and 1% will bring along usually already startedstarts in September for Primary and College school schedule, we expect the majority of the children are under 6.

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their children to

ong

ong as well. As the new semester of primary and secondary school is

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Two AP Programs have been arrangedwill be arranged onin the Day 2.

Ocean Park

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Mmarine

life and Ppanda Ttour, which is an educational tour, has been designed for

mother and children which is an educational tour. It provides a valuable opportunity to the children to learn about the emblem of China one is a city tour called the giant panda at a close contact. Another

9.1

Ocean Park Marine Life and Panda Tour

ature is a kaleidoscope of infinite wonder and surprise! Ocean Park Marine Life and Panda

Tour will give you an opportunity to learn and experience the magic of life in Ocean Park.

Ocean Park, situated on the southern side of

o ng

educational theme park. The current park covers more than 870,000 square metres of land and features a diverse selection of world-class marine attractions, thrill rides and shows. (See Appendix) Itinerary : - : Transport to Ocean Park Ocean Park Ancient Village, Flamingo Pond and Aviary Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman

: -

: 5 Assemble in

CEC

12: -13:30 Lunch at middle kingdom restaurant) 13:30-14:15 Sweet house of Giant Panda26 HTM 3140 Meeting Management

:

:

shopping paradise, showing the prosperity of ong

eritage Museum.

arbour City would be the last stop to round up the day as the splendid ong nowadays.

ong Island, is

ong

ong's premier

ung and explore the culture heritage of

ong

ong like Cantonese opera at

will have a chance to see the natural beauty of

ong

ong by visiting the Geopark in Sai ong ong

Meet the Oold and Mmodern

ong

ong. Participants would

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World Psychiatric Association International Congress 2011

14:15-15:30 Baby Seal Diary 15:30-16:00 Ocean Theatre 16:00-16:30 Whiskers Adventure/ Dolphin Encounters (Additional 700 per person) 16:30-18:30 Free Activities

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18:30-19:30 Transport to

CEC

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World Psychiatric Association International Congress 2011

9.2

Meet the Old and Modern Hong Kong

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experience the temptation of shopping paradise. (See Appendix)

Itinerary CEC 09:00-09:15 Assemble at 09:15-10:00 Transport to Sai ung 11:30-12:30 Sai ung Town Centre Sightseeing 12:30-13:30 Lunch at Sai ung seafood restaurant 13:30-14:00 Transport to Sha Tin 16:00-16:30 Che ung Temple 16:30-17:00 Transport to Tsim Sha Tsui 19:00-19:30 Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman

10:00-11:30

ong ong ational Geopark

14:30-16:00

ong ong eritage Museum (Sha Tin)

17:00-19:00

arbour City CEC

9.3

Relaxing Day at Stanley Market

Transportation will be provided to Stanley. Participants can enjoy sun bath on the beach, buy some souvenirs at the Stanley Market or go to the avy Museum. (See Appendix) Itinerary CEC 10:30-10:45 Assemble in 11:00-12:00 Transport to Stanley 12:00-16:00 Free Activities

16:00-17:00 Transport to

CEC

28 HTM 3140 Meeting Management

famous seafood in Sai

ung, explore the heritage and culture of

have a chance to see the natural beauty of

ong

ong in the

This is a comprehensive tour showing different aspects of

ong

ong. Participates would ong ong and finally

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ational Geopark, taste the

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World Psychiatric Association International Congress 2011

10. Gala Dinner )The Gala Dinner is the last event of the three-day conference. All the delegates will be able to participate in the dinner event with their accompanying person for further networking. Before the dinner, delegates can enjoy a pre-dinner cocktail at the Convention Foyer. Since the dinner will be held on the night before the Chinese Mid-Autumn Festival, the festival will be the theme of the dinner event. It is one of the Chinese Mid-Autumn Festival traditions to have a 67-metre-long 'fire dragon' that winds its way with much fanfare and an ambience of the traditional Mid-Autumn Festival, the Fire Dragon Dance will be one of the most spectacular performances during the Gala Dinner. Apart from the Fire Dragon, there will be other Chinese Acrobatics performances, for example, mask changing and Chinese yoyo, during the dinner. People will be involved: President, Organizing Committees, Speakers, Main Sponsors, Delegates, Accompanying Person and Master of Ceremony 10.1 Babysitting Service Delegates who are going to the Gala Dinner may bring their children to the Renaissance

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smoke through a collection of streets located in Tai

ang, close to Causeway Bay. To create

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will take care of the children and co-ordinate activities for them. The parents through their mobile phones or the programme committee. Time: Location: Activities: 18:30-23:30 Renaissance arbourview Meeting Room Activities will be held by helpers from Po Leung u k

otel will provide one

childrens meal for the children. In case of any emergency, the helpers shall contact the

10.2 Cloak Room Delegates may enjoy this free-of-charge cloak room service opposite the welcome reception during the Gala Dinner Service Time: Location: 18:30-23:30 Outside the Grand all, next to the Grand Foyer

29 HTM 3140 Meeting Management

arbourview

otel Meeting Room for a babysitting service. The helpers from Po Leung

uk

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World Psychiatric Association International Congress 2011

10.3 Time: Location:

Pre-Dinner Cocktail 19:00-20:00 Grand Foyer

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Food and beverage: Cocktail Reception and Canaps 10.4 Time: Location: Dinner 20:00-23:30 Formatted: Font: (Default) +Headings, Bold Formatted: Font: Times New Roman

Grand

all / 88 Tables 12 persons per table ouse WineFormatted: Font: Times New Roman

Food and beverage: 8-course Chinese Set Dinner plus Chinese Tea and Theme: Chinese Mid-Autumn Festival

(Providing normal, alal and vegetarian menu) (See Appendix)

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Performance Rundown 20:00-20:15 Fire Dragon Dance* 20:15-20:20 Introduction by MC 20:20-20:30 Closing Speech by WPA President 20:30-20:45 Balancing Arts 20:45-21:00 Calvaria Acrobatics 21:00-21:15 Break and Introduction by MC 21:15-21:30 Wu Shu 21:30-21:45 Lay Bricks 21:45-22:00 Chinese Dancing 22:00-22:15 Break and Introduction by MC 22:30-22:45 Chinese oyo 22:45-23:00 Mask Changing 23:00-23:05 End of Performance and Closing by MC** *Incenses used for Fire Dragon Dance will be substitute by small light bulbs and wooden sticks. Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman, 12 pt Formatted: Font: Times New Roman

22:15-22:30

nife Acrobatics

**Delegates can stay in the Grand

all until 23:30.

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30 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

11. Sponsor Opportunities

World Psychiatric Association International Conference 2011 is an international convention join the conference which last for three days. The conference aims at sharing knowledge and studying the contemporary phenomenon in the field of stress and addition. Workshops and therapies are provided for delegates to release their stress. It is a great opportunity to promote the sponsoring organizations image and products worldwide, also to make recognition and contacts with the largest association of psychiatrists in the world. (See Appendix for Potential Sponsorss)Formatted: Font color: Red

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first held in

ong

ong. It will generate nearly a thousand professionals all over the world to

31

World Psychiatric Association International Congress 2011

11.1

Sponsorship Benefits* Diamond 500,000 (including Platinum 400,000 Gold 200,000 Sliver 100,000 Bronze 50,000

BenefitsVIP Passes to Convention Gala Dinner) VIP Passes to Gala Dinner Official website direct link Recognition on Presentation Slides during General Session Sponsors Recognition Board in Poster session Advertisement in Conference Program Guideline Brochure or flyer in conference Bag Trade display space near Registration area Logo in the confirmation mail to delegates Logo in newsletters after convention

2 4 full run-of-page

1 2 1

3 full run-of-page

2 full run-of-page

1 full run-of-page 1 full run-of-page

32 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

11.2

In-Kind Sponsorship Benefits**

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In-kind sponsors

VIP Passes to closing dinner

Sponsors Recognitio n Board in Poster session

Advertiseme nt in Conference Program Guideline

Brochure or flyer in conference Bag

Logo in newsletters after convention

-

Conference Bags 1,100 eco friendly handbags with association logo Notebooks

1

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-

50 notebooks for presenters and staff Name badges 1,200 name badges with specified design Bottle waters 3,500 bottle waters for 3 days convention Yoga lesson

1

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-

1

-

-

3 assistant instructors for one hour lesson 90 oga maps

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All sponsorships are subject to the approval by Secretariat of Organizing Committee of WPA. To apply for sponsorship or for more information, please contact Ms Angel Lee, (852) 2688-6474 or [email protected] *Deadline for sponsorship: June 30, 2011 **Deadline for in-kind sponsorship: May 31, 2011Formatted: Font: Times New Roman, No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto

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33 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

12. Promotion Schedule and Materials

Promotion is definitely an important element to attract the target customers to come and join our event. The detailed promotional schedule of World Psychiatric Association International Congress 2011 is showed in the timeline. 12.1 Conference Official Website

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At the beginning of the timeline, Conference Official Website is established and opened for public. The website is mainly to distribute the later information. For our WPA homepage, hyperlinks and brief introduction will be uploaded in the Future Meetings Page. The hyperlink of official website will also be posted on the homepage of WPA Member Societies such as Chinese Society of Psychiatry. 12.2 Conference Delegates Mailing

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In December 2010, we plan to send the first registration brochure through direct mailing to our past 10 years conference delegates. The reason we only sent to delegates who joined our event within these 10 years is that we aim to attract more new members within Asia especially China Region .Also, e-mail format of brochure will be sent to past 20 years delegates to reduce cost. WPA Official promotion as to remind the members of this event. The second direct mailing will be taken place in March 2011. The receivers of the mailing are restricted by region. Only Asian members with past 10 years conference record will receive our mailing. The content of the mail is not only the registration form but also the promotional flyers and detailed program information .Mass e-mail format of the information will be sent in this month to all members. Members who have registered will not receive the mail. A personalized letter and invitation card to some of the admired and successful psychiatrists within Asian region is another promotional method to capture the powerful and honorable members in later stage.

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ewsletter which issues quarterly will have the event

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34 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

12.3

Publicity & Press Relations

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As the WPA has its regular publications such as The World Health Report and International Travel and Health, it is a golden opportunities to put the advertisement in them. Also, our secretariat will be responsible to write some interesting articles and highlight our event in some famous magazines in this industry such as Am J Psychiatry, England Journal of Medicine. Press relations is an ongoing interaction with the media no matter before, during and after the meeting Therefore personalized invitation to some famous magazines mentioned above have a visit of the meeting and follow up with a phone call can result in long term promotion and increase our publicity. 12.4 Event Marketing euroscience and

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ew

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In order to contact more potential customers, we are coping with the Singapore Psychiatric Association, Malaysian Psychiatric Association and Japanese Society of Psychiatry & Formatted: Font: Times New Roman

eurology to distribute some advertisements and meeting program brochures to their guests. Date Event Society of Psychiatry and eurology

ocation

20-22 May 2010 23-26 June 2010 25-28, January 2011 12.5

106 Annual Meeting of the Japanese 15th Malaysian Conference on Psychological Medicine The Sixth Congress of the Asia Pacific Association of Psychotherapists and the 37th PPA Annual Convention

th

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iroshima, Japan

Kuala u mpur , Malaysian Mandaluyong City, Philippines

Social Networking

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Technology becomes one part of our life. Social networking serves as a proactive and personal way to directly distribute the information to the potential customers. Flickr will be published of some past event photos, destination and venue photos. Definitely, these photos create a positive effect on desire for joining the event. Apart from Flicker, Sildeshare is a good platform for our speakers to upload some information about the topic they are going to present. It increases the interest of the audience about the topic. After the event, speakers may share the powerpoint slide to the delegates. Twitter is also used as a communication microblog for delegates to read and sent message regarding our event.35 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

12.6

University Student

Being a world-wide association, many professors or lecturers are one of our members. It is encouraged them to release the availability of the meeting to their students. A well-design video of past events and highlight of the coming event will be sent to the College of Psychiatrists and Medical. The same promotional video will also put on facebook , outube and My Space which are the frequent website students visit.

12.7

Sales Promotion

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Two discounted registration periods are set because it is believed that price-conscious potential delegates will be attracted to join the conference earlier. It is good for us as money can be gain at the early stage so as to pay the expense. In order to capture more new members, the association will offer a special price for the new-joiners as referred by our members. Both of the members and new-joiners can enjoy extra 10% off.

36 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

13. Preliminary Budget ITEMS AMT AMOUNT TOTAL

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EXPENSES

enue and acilities

- Rental - Facilities

$1,120,500 $20,000 $80,000 $112,050 $1,332,550

- Decoration - Service charges Subtotal of enue and acilities Expenses Production (1) Program - Workshop - Online Abstract Processing System - Program Committee Expenses - Conference Program Guidebook - andout Copying (2) Social & AP Program - Transportation - Meals - Entertainer - Ticket Fees - Tour guides - Baby sitting Subtotal Production Expense Speakers (14) - Fee - Travel (airfare) - Accommodation - VIP Tour Subtotal Speakers Expense $1000 $5000

$15,000 $10,000 $8,000 $10 $10,000 $3,000 $12,220 $58,800 $50,000 $175 $800 $1,000 $211,095

$14,000 $70,000 $37,600 $11,000 $132,600

37 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

Staff - Pocket money - Travel expenses - Accommodation - Crew meals - Lunches for volunteers Subtotal Staff Expenses Marketing - Registration Discount - Postage & Delivery - Advertising - Printing (promotion materials & registration forms) - Official Website Design and Maintenance - Internet and Social media advertisements - Online Registration System Subtotal Marketing Expense ood Beverage $10,000 $100 $6000 $500 $20,000 $18,000 $8,000 $650,000 $703,000 $430,000 $5,000 $50,000 $10,000 $10,000 $20,000 $100,000 $625,000 $25 $25 $30,000 $50,000 $210,000 $6,000 $15,000 $311,000

- Welcoming Drink - Lunch X 2 - Coffee Break X 3 - Pre-dinner cocktail - Gala Dinner

Subtotal

Miscellaneous - Credit card fees - Insurance - Stationery - Storage - Photocopying Subtotal Miscellaneous Expenses $60,000 $100,000 $5,000 $10,000 $25,000 $200,000

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B expenses

38

World Psychiatric Association International Congress 2011

Total Expenses Before Contingency Charge Contingency Charge (10%) Total Expenses

$3,824,710 $382,471 $4,207,181

INCOMERegistration Fees Sponsorship Advertising Fees Revenue from Social Program Total Income $3,910,000 $500,000 $123,000 $220,000 $4,753,000

PROFIT AND LOSSNet Profit $545,819

39 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011Formatted: Font: (Default) +Headings, Bold, Kern at 26 pt Formatted: Font: +Headings

14. Timeline of activities

Timeline

Program - Setup program structure and budget plan

Social

Sponsor

Publicity - Establish Official Website - Start at 20% OFF discounted Price

Registration - Confirm conditions and

Printing & Production

Establish Sponsorship Prospectus

terms of the registration form - Prepare online and hard copy registration form Establish registration Direct Mailing , Registration Form & Registration Brochure Identify, negotiate and reserve hotels

Oct-10

- Select dates, time and venue

- Confirm event theme , ov-10 logo and site Setup Program Write proposal for seeking sponsorship Establish the account of Social etworking

database

- ominate keynotes speakers Invite VIPs, speakers and

Dec-10

instructors for workshops

Select dates, time and venues

Recruit potential sponsors

- 1st Direct Mailing & mass e-mail - Promotional Video Event Marketing &

Call for paper Jan-11

Monitor terms and conditions of contracts

contact

Professors Monitor terms and Feb-11 Pre-con with F&B departments conditions of contracts Open registration and send confirmation to delegates as registrations successes

40 HTM 3140 Meeting Management

niversities'

World Psychiatric Association International Congress 2011

Mar-11

Fix the program rundown

2nd Direct Mailing & mass e-mail

promotional flyers

Follow up speakers. VIPs Apr-11 and identify special requests Confirm venue setup, May-11 decoration & AV Confirm F&B plan Submission deadline of Jun-11 paper Send technical manual Send Personalized letters &Invitation Cards Invitation of press Start at 10%OFF Discounted Price - Recruit helpers - Author notification of Jul-11 paper - Fix program rundown - Buy insurance - Prepare venue operation Aug-11 order - Setup onsite work plan and manpower plan - Print delegate list, spouse list, sign-up sheet and name plates - Produce and print PowerPoint slides Personalized letters &Invitation Card - Badge Printing - Detailed program information Press Release

41 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011- Conduct onsite staff briefing- Supervise onsite Sep-11 operations - Receive VIPs and speakers Print thank you letters, photos and updated delegates contact list

- Send thank you letters and photos to VIPs and speakers. - Send newsletter and delegates contact list to Oct-11 delegates - Settle all payments - Evaluate - Prepare financial report, final report with statistics and recommendation - Settle all payments - Evaluate - Send thank you letters with photos to sponsors - Settle all payments - Settle all payments - Evaluate - Settle all payments - Evaluate - Settle all payments - Evaluate

- Prepare financial report, - Evaluate

- Prepare financial report, - Prepare financial report, - Prepare financial report,

final report with statistics - Prepare financial report, final report with statistics final report with statistics final report with statistics and recommendations final report with statistics and recommendation and recommendations and recommendations and recommendations

42 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011Formatted: Font: (Default) +Headings, Bold, Kern at 26 pt Formatted: Font: +Headings

15. Registration form

43 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

44 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

45 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

16. Sample Name Badges

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46 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

17. Floor Plans and Setup

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8-10 Sep 2011

8 & 10 Sep 2011

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Level 1 Convention

Level 1 Convention

all Theatre Setup & Level 1 V room VIP Setup at 0900-1800 on

all Foyer Welcome Drink and Coffee break Setup at 1000-1700 on

47

World Psychiatric Association International Congress 2011

Level 2 Meeting Room S221-230 on 9 Sep 2011

Level 2 Meeting Room S221-230 on 10 Sep 201148 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

Level 2 Meeting room S221 Poster Section Setup at 0830-1030 on 9 & 10 Sep 2011 Meeting room S221 Foyer Coffee Break Setup at 0830-1700 on 9 Sep2011

Level 2 Meeting room S222-223 Theatre Setup at 1000-1700 on 9 & 10 Sep 201149 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

Level 2 Meeting room S224-225 Theatre Setup at 1000-1700 on 9 & 10 Sep 2011

Level 2 Meeting room S226-227 Theatre Setup at 1000-1800 on 9 & 10 Sep 201150 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

Picture X : Level 2 Meeting room S221 Special Setup at 1600 -1800 on 9 Sep 2011

10 Sep 2011HTM 3140 Meeting Management

Picture X : Level 5 Grand

all & foyer Gala Dinner S221 Banquet Setup at 1600-2400 on

51

World Psychiatric Association International Congress 2011

Picture X: Renaissance ong ong arbour View otel Boardroom III &IV Baby-sitting Setup at 1800-2200 on 8 & 10 Sep 2011

52 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

18. Food and Beverage Schedule and Requirement

For the food and beverages arrangement, all delegates will be provided two lunches for Day 2 and Day 3, three coffee breaks and the gala dinner. To cater the eating habits of all delegates, three different menus will be provided in each meal, the normal menu, the vegetarian menu and the halal menu. During the conference period, there will be totally eight meals provided to delegates including Welcome Cocktail, two lunches, three coffee break, Pre-dinner drink and Gala Dinner. 18.1 Welcome Cocktail

Its aims are to welcome delegates for participating in the World Psychiatric Association International Congress 2011 and to offer an opportunity for delegates with different background to socialize and share about their common interest. The cocktail will last for about an hour with bite-sized snacks and beverages provided. For beverages, there will be alcoholic as well as non-alcoholic drinks for delegates to choose. Costing

The snacks provided will be enough for 1200 people (20% for buffering). Each delegate can enjoy two drinks with the voucher. The cost is estimated as follow. Cost per delegate $10 Venue and setting Total Cost $10,000

The Welcome Cocktail will be held in Convention Foyer, because of the large capacity and session.

the close proximity between the Convention Foyer and the Convention

all for the following

53 HTM 3140 Meeting Management

World Psychiatric Association International Congress 2011

18.2

Coffee Break Sessions

To offer a chance for delegates to take rest and digest the intense information, coffee breaks will be arranged. Coffee break will be taken at 15:30 for 30 minutes. To make sure the following sessions can be continued on time, only bite-sized food and basic drinks will be provided. Both food and drinks will show a certain stand of cultural features, such as the

Costing

The cost of coffee breaks in terms of food and beverage is as follow. Cost per delegate $6 Venues and setting Total Cost $18,000

The coffee break will be held in Convention Foyer which can accommodate all delegates. It is chosen also because it is close to the venues of the next session. The simple long table arrangement will be adopted for the ease of setup and removal due to its short timeliness.

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culture of

ong ong and China.

54

World Psychiatric Association International Congress 2011

18.3 Lunch It serves as a break for delegates to rejuvenate themselves after several hours of programs in the morning. Each lunch will be lasting for one hour and thirty minutes. All delegates can go Exhibition Centre to enjoy their meals and try the local cuisines. Costing

The cost of each lunch is shown as following. Cost per delegate $100 Venues and setting Total Cost $200,000

The lunches of the second and the final days of conference will be held in Convention Foyer and Theatre Foyer for the ease of preparation of the next session. The lunch of the third day all will be available for delegates to gather together for lunch. For table setting, long-stand

tables will be set on the second and the final days while banquet-setting will be used on the third day.

55 HTM 3140 Meeting Management

will be held in Conference

all as delegates will leave

CEC after that, the Conference

to the majority of the Food and Beverage outlets in the

ong

ong Convention and

World Psychiatric Association International Congress 2011

18.4

Pre-dinner Drinks and Gala Dinner

A pre-dinner Drinks session will be arranged before the dinner which serves as a chance for delegates to dress up, get prepared for the dinner as well as socialize with others. In this session, only one glass of non-alcoholic drink will be provided in order not to affect the appetite of the delegates. The Gala Dinner will be the final session of the conference which shows the end of the World Psychiatric Association International Congress 2011. Delegates will be gathering together to share what they have learnt as a way to celebrate the closure of the conference. Delegates will be served 6-course dinners with a variety of choices. Wine will also be provided to enhance the atmosphere and facilitate socializing. Costing

Cost of the two sessions are combined as follow, Cost per delegate $500 Venue and Settings all Foyer which is based on the same Total Cost $650,000

reasons as the Welcome Cocktail. There will be high-stand tables for delegates to have a comfortable environment to socialize with others. The atmosphere will be relaxing and fun as to celebrate the closure of the conference. The Gala Dinner section will be held in the Grand all with banquet- setting, so as to accommodate the more than 1000 delegates. A stage will be set in front of the Grand all for the closing ceremony and handover.

56 HTM 3140 Meeting Management

The Pre-dinner Drink session will be held in Grand

World Psychiatric Association International Congress 2011

19. Appendix 19.1 Hong Kong Travel Information ong ong has a subtropical climate and it is distinctive season. Warm (around 23C)

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Climate and humid (73%) in Spring; hot (around 28C) and wet( 82%)in Summer; Cool(23C) and dry(72%) in Autumn ; Cool(17C) and dry(70%) in Winter. For our event, it is on late summer with hot and wet climate.

Culture & Population In 2008, the population is about 8 millions .Almost 95% of the local is Chinese. Language Chinese and English are the official languages. Cantonese is the most widely spoken Chinese dialect.

Time Greenwich Mean Time (GMT) is +8. It is same as Mainland China, Taiwan and Singapore.

Electricity Drinking Water

Generally, it is clean but most local residents boil the water before drinking. Bottled water is extensively available in hotels and supermarkets. Money

Banking

Major Banks are open from 9am to 4.30pm on weekdays, 9am to 12.30pm on Saturday. Money changers at banks, hotels or moneychangers. Telephone Country Code Tax

ong ong does not have Sales Tax or Goods and Services Tax(GST). For the Airport

Medical Facilities hospitals in

ong ong ospital Authority which is the government agency that administer all the

ong ong. In case of emergency, the emergency number is 999.

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Departure Tax, Adult is

$80 while children aged 12 years and under is freeFormatted: Font: Times New Roman Formatted: Font: Times New Roman

The telephone Country Code of

ong ong is +852.

57

Most foreign currencies and travellers cheques are easily changed in

around

D$7.8 to S D$1.

ong ong, either

The unit of currency is the ong ong dollar (

The voltage in

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ong ong is 220 volts, 50 ertz. Most hotels provide adaptors.

$) and it pegged with the S Dollar at

World Psychiatric Association International Congress 2011

19.2

Hotel Demand

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1,000 delegates are expected to attend our convention. 800 of them are expected to come from overseas and 70% of them will reserve their accommodation place through our system. Around 450 rooms is need per night as some of them may share a room to lower the cost. 25%-30% will choose the higher price range hotel, 40%-50% of delegates will choose the middle price range hotel and around 20% of delegates will have the economy choice. Approximately 300 delegates are expected to come one day before the convention and nee d accommodation room. Our guest speakers will arrive one day before as well .

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World Psychiatric Association International Congress 2011

19.3

Potential Sponsors

ere are the potential sponsors which relating to our conventions theme and programs. We

propose to invite these companies to be our sponsors and enjoy the benefits via World Psychiatric Association International Congress 2011. American Express is a well known global financial company which provides worldwide banking service. Since our convention is first held in market.

model notebook and let the professional speakers to try on their products.

help members live better through exercises. Their mission is totally fit with our theme as our program provide workshop specially focusing on releasing stress. The company can further expend their promotion on the oga lessons. Bonaqua is one of the brands under Coca-Cola Company. As the company always supporting large events and conventions, it has a great potential to become our official drinks provider during sessions of the WPA International Congress. The Wall Street Journal Asia provides news, analysis and journals of global business issues targeting Asia audience. As one of our target markets is new members in Asia, we can make updated announcements and promotion in the Wall Street Journal and the company can enjoy our sponsor benefit which mentioned in the sponsorship program. Ocean Park is the most famous amusement park with exciting rides, animal exhibits and aquariums. By returning to the nature and gathering with friends and family, the accompanying people of our delegates can get away from their stressful life and enjoy the ong ong vitality.Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman, Not Bold, No underline

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$

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!

ong

ong, they can further enhance their image and promotion in Asia

SONY is one of the world's largest media conglomerates. The company is aim be the leader of electronics and information technology products for consumer and professional markets. This is a great opportunities for them to exhibit their new

California

itness is a local company which aims to

World Psychiatric Association International Congress 2011

conference destination, the aim of the convention and thank the speakers and sponsors. People will be involved: President, Organizing Committees, Speakers, Main Sponsors, Delegates, Accompanying Person and Master of Ceremony Ceremony Rundown 14:00-14:15 14:15-14:20 14:20-14:25 14:25-14:30 Message from WPA President Souvenirs to Sponsors by President Ribbon-cutting Rundown of Today by MC

spa or massage at their hotel ends the trip in a cozy way. People will be involved: Presidents, Main Sponsors and Speakers

From Sheung Wan Tram Station to Peak Tram Station From the Peak to otel Tour Schedule 18:30-19:30 19:30-19:45 19:45-20:15 20:15-22:00 22:00-23:00 Tram Cocktail Party Peak Tram Sightseeing on the Peak Dinner at Tien i Chinese RestaurantFormatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman

*Coupons will be given to the VIPs. The coupons are valid within 7 days.

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'

Spa or Massage at

otel (optional)*

'

'

Shuttle Bus Service:

)

(

'

view of

ong

ong from the tram and the Peak and also the fine Chinese cuisine. A relaxing

From otel to Sheung Wan Tram Station

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19.5 VIP Tour (Day 1 18:15-23:00) The VIP tour is a luxury half-day tour around

ong

ong. The VIPs can enjoy the scenic

&

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19.4 Opening Ceremony (Day 1 14:00-14:30) Professor Mario Maj will give an opening speech on why

ong

ong is chosen for the

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World Psychiatric Association International Congress 2011

19.6

Gala Dinner (Day 3 19:00-23:30) Dinner Menus: Chinese Menu Barbecued Whole Suckling Pig ( Baked Stuffed Sea Whelk in Shell ( ) ) ) > )

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Stewed Cabbage Rolls with Shredded Roasted Duck and Sea Cucumber ( Fried Rice with Shrimps, Taro, Barbecued Pork and Preserved Vegetables ( Shrimp Dumplings in Superior Broth ( Chinese Petits Fours ( [ B ) )

Halal Menu Roasted Crispy Chicken Flavoured with Savoury Bean Curd ( Baked Stuffed Sea Whelk in Shell ( ) ) ) ) [ B ) )Formatted: Font: Times New Roman, Not Bold Formatted: Font: Times New Roman, Not Bold Formatted: Font: Times New Roman, Not Bold Formatted: Font: Times New Roman, Not Bold Formatted: Font: Times New Roman, Not Bold Formatted: Font: Times New Roman, Not Bold Formatted: Font: Times New Roman

Stewed Cabbage Rolls with Shredded Roasted Duck and Sea Cucumber ( Stewed

Chinese Petits Fours (

Braised Black Mushroom and Seasonal Vegetables (

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oodle Rolls with Sea Cucumber and Shrimp Roe ( Shrimp Dumplings in Superior Broth ( -

Vegetarian MenuFormatted: Font: Times New Roman

Vegetable Spring Rolls (

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World Psychiatric Association International Congress 2011Formatted: Font: Times New Roman

Fried Rice Steamed in Lotus Leaf ( Stewed

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Cabbage Dumplings in Superior Broth ( Chinese Petits Fours ( [ B

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World Psychiatric Association International Congress 2011

Babysitting Service Delegates who are going to the Gala Dinner may bring their children to the Renaissance

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childrens meal for the children. In case of any emergency, the helpers shall contact the parents through their mobile phones or the programme committee. Time: Location: Activities: 18:30-19:30 19:30-20:30 20:30-21:00 21:00-21:30 21:30-22:30 22:30-23:30 18:30-23:30 Renaissance arbourview Meeting Room Activities will be held by helpers from Po Leung u k Group games Dinner Storytelling Magic Performance Drawing Watching CartoonFormatted: Font: Times New Roman, Font color: Auto Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman

Activity Schedule

Food and beverage: Childrens Meal Menu Cream of Mushroom Soup Spaghetti Bolognese Mango Pudding Apple juice or orange juiceFormatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman Formatted: Font: Times New Roman

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will take care of the children and co-ordinate activities for them. The

otel will provide one

3

3

2

2

arbourview

otel Meeting Room for a babysitting service. The helpers from Po Leung

uk

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World Psychiatric Association International Congress 2011

19.7

Spouse/Children ProgramsFormatted: Font: (Default) +Headings, Bold Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman

Ocean Park Marine Life and Panda Tour (Day 2 10:00-19:30)

A tailor-made day tour has been arranged for your visit. In the morning, we will visit the Ancient Village where a lot of Asian style architecture has been built there. ou can have a walk and take beautiful pictures in front of the buildings. Education Specialists will lead us a tour to Flamingo Pond and Aviary where the home of 70 different bird species of which 33 special VIP visit has been arranged as follow: Sweet House of Giant Panda

Education specialists will bring us to the sweet house of Giant Panda to learn about their favourite food, their origin and little habits. It is a rare chance to see the China emblem in a close distance. Baby Seal Diary

Participates could see and learn about how baby seals live and having a chance to feed these adorable creatures. Ocean Theatre

VIP seats has been reserved for our participants in Ocean Theatre to watch the spectacular new show named "Sea Dreams" which is an international world class production with sound editing provided by an Oscar winner, featuring delightful music, dazzling backdrops, and stunning performances by its animal stars on stage and up-close with the audience. The 6-scene show unfolds with a grandfather telling his granddaughter about his dream of how humans and animals can live harmoniously, with mutual love and respect.

Encounter to have a chance to feed and swim with the dolphin.

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With additional

D 700 participants can join the Dolphin

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are endanger. Then we will have lunch at the Middle

ing Chinese Restaurant. After lunch

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World Psychiatric Association International Congress 2011

comes ith a valuable lesson on preserving the ocean an natural environment

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in the park like thrill ri es, aquarium or game kiosk.

Participants ill assemble at the main entrance an travel back to HKC C by shuttle bus.

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Meet the Old and Modern Hong Kong (Day 2 09:00-19:30) CEC at 9:00am and then start to explore the spectacular

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ong ong in the following spots: Hong Kong National Geopark

-

It is a unique natural area with special geological significance and natural and cultural Volcanic Rock Region and ortheast ew Territories Sedimentary Rock Region, a total area ung Volcanic Rock Region

-

Sai Kung Town Centre Sightseeing and Lunch

Stretching along the waterfront in Sai home to a dozen

restaurants. The stunning variety of fresh seafood in the glass tanks outside the restaurants and the relaxing waterfront scenery further enrich this unique dining experience. There are a lot of special shops selling souvenirs and local snacks. We will spend some time in this lie back town and enjoy the fun.Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman

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ung town centre,

oi Pong Square is quality seafood

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of about 50 square kilometres. We are going to visit the Sai

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landscapes. The Geopark is made up of eight Geo-Areas distributed across the Sai

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Participates will assemble at

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World Psychiatric Association International Congress 2011

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Hong Kong Heritage Museum ew Town with a wooded setting away from the

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It is located in Sha Tin

high-rise housing complexes. The museum's architecture is patterned after the traditional Si He Yuan style, a compound of harmoniously-blended houses built around a courtyard. The museum covers 32,000 square metres and is divided into 12 exhibition galleries, each a South China region.

Special features include a collection of Chinese paintings by the acclaimed artist Zhao Shao'an, and an exhibition tracing the development of Cantonese opera.

-

Che Kung Temple ung Temple is located in the Tai

Wai area of Sha Tin. The temple is dedicated who achieved fame by quashing a rebellion in said to have accompanied the Emperor when dynasty. After his death, people began

worshipping him for his courage. The temple features a main altar flanked by huge drum and bell. There is also a giant statue of which, worshippers believe, will bring good luck when turning it for three times. An addition to the modern temple is a very popular area for fortune-tellers, which can be found on the left of the entrance.67 HTM 3140 Meeting Management

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he fled to

ong

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treasure house of relics of the history, culture and arts of early

ong

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