iapco
programme
Monday, August 6 2018
Venue: Expo Guadalajara
9:00-10:00 hrs REGISTRATION
10:00-10:30 hrs Official Welcome & Introduction
Mathias Posch
10:30-11:30 hrs "Setting the scene" - Icebreakers
11:30-12:30 hrs Trends that are shaping our industry
Oscar Cerezales

The pace of change in the 21st century is now one of the biggest challenges for individuals, companies and associations. The ability to react and adapt to changing circumstances has become necessary for survival. This session will examine in more depth some of the trends and developments faced by the international meetings industry and look at best-practice ways to respond to these trends.

12:30-13:30 hrs LUNCH
13:30-14:30 hrs Bidding & Client Decision Making
Nicola McGrane

At the start of the journey to win an international congress there are a number of factors to take into account. This introduction to bidding will cover important points to consider, understand and manage in order to prepare a winning Bid. What is the client-decision making process and how will it affect the Bid? Who should be involved? Which is the best location and venue to attract a win? What is the Bid plan? How much funding is needed? What obstacles should you expect? What are the secrets of success?

14:30-15:00 hrs Bringing a conference to Mexico/Central America - unique opportunities & challenges
Oscar Cerezales

The competition among destinations to host events is tougher now than ever. This session will take a deeper look at how to market your Bid by creating a strong, unified brand story around your destination, your people and your wider community of stakeholders.

Often after years of researching, working on a bid and lobbying, it all comes down to one or two days in your destination with the potential client. However, site visits are seldom given the attention they deserve. This session looks at case studies of successful and unsuccessful site visits, and provides pointers on preparation and what really matters most.

15:00-15:30 hrs COFFEE BREAK
15:30-17:00 hrs Group Work for Bidding
17:00-17:30 hrs Wrap up for the day & Open Forum
19:30-22:00 Welcome to Mexico
Sponsor: Hard Rock Guadalajara

SOCIAL EVENT

Tuesday, August 7 2018
Venue: Expo Guadalajara
09:00-09:30 hrs Client Expectations & Your Destination/Company
Mathias Posch

To win business, we often focus very much on what we can offer rather than on what the client expects. That however is imperative to create a winning proposition for either a company or a destination. We will be taking a closer look at different ways clients make decisions and how we can approach those and present various scenarios.

09:30-10:00 hrs Positioning your Conference
Oscar Cerezales

As competition for delegates, sponsors and general attention among conferences is getting tougher, it becomes more and more important, to position your conference before starting any planning – defining goals, setting out approaches and identifying target groups. This is an important first step to successful conference marketing, sponsorship and general conference management.

10:00-10:30 hrs Group Work & Discussion
10:30-11:00 hrs COFFE BREAK
11:00-12:00 hrs Financial Planning & Sponsorship
Mathias Posch

Good financial management is essential to a well-run conference. This session covers the general principles of financial management, including aspects of budgeting, budget control and cashflow forecasting.

Sponsorship is an integral part of any financial planning. How can you maximise your revenue while ensuring that you deliver market value and service? What’s the most effective way to approach your sponsors? We will look at the timing your approach, innovative ways to engage and inspire your sponsors, how to meet your sponsors’ needs, the technical management of sponsorship and current pharma compliance legislation.

12:00-12:30 hrs Group Work & Discussion
12:30-13:30 hrs LUNCH
13:30-14:00 hrs ENERGIZER
14:00-14:30 hrs Marketing Today
Oscar Cerezales

Today, not only do we need to inform our audience, we need to engage them. In our digital world, it is more challenging to retain your brand (event) in your potential delegates' top of mind. Social media, email marketing and other marketing tools provide the ideal solution - but it's still not enough!

This session will introduce new ways and new tools for a modern day PCO, destination or venue to engage prospective delegates. In the fight for relevance it is important to be up to date on marketing trends and methods, this session will introduce those with some practical examples.

14:30-15:30 hrs Breakout Sessions: 1.Destination Marketing 2.Event Marketing
15:30-16:00 hrs COFFEE
16:00-17:00 hrs Engaging the Delegate and Meeting Formats across the spectrum
Nicola McGrane

As participants' expectations of meetings continue to change, delegate engagement must increasingly be the focus of PCOs and their clients. With technology providing a diverse range of other ways for people to connect and learn, delegates need to be convinced of the value your conference will deliver, including high-quality content and opportunities for networking and social interaction. This session explores ways to more fully engage delegates, from programme and meeting design to marketing.

Meetings are no longer a series of ‘one person behind a podium’ presentations. As the way we live has changed tremendously over recent years, so have the ways we learn and interact. We will look at how to design a compelling programme and engage your speakers and moderators. We’ll examine various meeting formats, from face-to-face to fully online and hybrid versions in between and discuss what format works best for whom and when. Consideration will be given to the new trend of audience-led programmes rather than topic-led, empowering the delegate to take control of the

17:00-17:30 hrs Wrap up for the day & Open Forum
19:30-22:00 A Little taste of Mexico
Sponsor: Santo Coyote

SOCIAL EVENT

Wednesday, August 8 2018
Venue: Expo Guadalajara
9:00 - 10:00 hrs Multiplying the potential of a team
Mathias Posh and Nicola McGrane

The conference business is the people’s business and Conference Management is ultimately People Management. It is therefore incredibly important to improve our people skills as part of our professional development. Managing a team properly means to get the full potential out of every member. In this session we will look at Management and communication styles that motivate as well as those that diminish people. Building on “multiplying the potential of the team” this session will go deeper into some practical tips on how to deal with a demanding client, a team member that is not pulling their weight or a leader that fails to lead…

10:00 - 10:30 hrs Group Work & Discussion
10:30 - 11:00 hrs COFFEE
11:00 - 12:00 hrs People Management - Practical Tips
Mathias Posh and Nicola McGrane

Building on “multiplying the potential of the team” this session will go deeper into some practical tips on how to deal with a demanding client, a team member that is not pulling their weight or a leader that fails to lead…

12:00 - 13:00 hrs Wrap up, Open Forum & Certificates
13:00 -14:00 hrs CLOSING LUNCH
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