IAPCO & Macau Regional Seminar

on

Professional Congress Organization

at

16 – 19 March 2009

Preparing for the impact of the Global Economic Downturn.

Back to basics! An opportunity to refresh one’s knowledge to further enhance

on the delivery of quality service in order to remain competitive!

Certificate of Attendance from IAPCO & MGTO will be awarded

ORGANISED BY: HOSTED BY:

WELCOME REMARKS BY DIRECTOR OF MGTO

MACAU GOVERNMENT TOURIST OFFICE (MGTO)

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Dear Colleagues,

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It is my pleasure to invite you to the IAPCO Regional Seminar on Professional Congress

Organization, which is to take place in Macau on 16th to 19th March, 2009.

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The International Association of Professional Congress Organizers (IAPCO) was founded in

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international congresses, conventions and special events: professional congress organizers

(PCOs).

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A major part of IAPCO is to provide specialist training for PCOs. IAPCOs' education

programme is regulated by the IAPCO Training Academy where over 1,700 people

worldwide have obtained an IAPCO Seminar Certificate of Attendance. Since the first IAPCO

Seminar in 1975, IAPCO has built up an unequalled reputation in the field of international

meetings management training.

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While this seminar will show you how to successfully manage congresses to attract industry

support and more attendance, Macau will offer you opportunities to establish good networks

with worldwide professionals and hands on experience in Asia's newest and most exciting

destination for meetings and incentives.

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We are looking forward in seeing you in Macau.

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João Manuel Costa Antunes

Director of Macau Government Tourist Office

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You are cordially invited to participate in an IAPCO Regional Seminar in Macau hosted by

the Macau Government Tourist Office (MGTO).

WHAT IS IAPCO?

IAPCO was founded in 1968 by professionals for professionals engaged in the organization

and management of international congresses, conventions and special events: professional

conference organizers (PCOs).

WHAT IS AN IAPCO SEMINAR?

A major part of IAPCO is to provide specialist training for PCOs. IAPCOs’ education

programme is regulated by the IAPCO Training Academy where over 1,700 people

worldwide have obtained an IAPCO Seminar Certificate of Attendance. Since the first IAPCO

Seminar in 1975, IAPCO has built up an unequalled reputation in the field of international

meetings management training.

WHO SHOULD ATTEND?

Anyone involved in the meetings industry is welcome, and the programme will benefit those

of all levels of knowledge, whether new to the industry or having many years of experience.

Participants will come from: PCO companies, National organizations, Convention bureau,

Corporate companies, International airlines, Conference hotels, Interpretation and translation

companies, International associations, National tourism bodies, International meeting

managers, Pharmaceutical companies, Travel agencies, Conference centres, Exhibition

management companies, Association management companies.

WHY MACAU?

Macau is Asia’s newest and most exciting destination for meetings and incentives with billions

of dollars worth of new infrastructure underway. Nowhere in Asia have there been so much

investment in large scale venues, accommodation, entertainment and attractions in recent years,

yet everything happening simultaneously! Now is time to meet the new Macau!

CAN YOU AFFORD NOT TO BE THERE?

Registration 1st delegate of the organization

2nd delegate onwards from the

same organization

Fee MOP$2,000.00 for Macau entities /

USD$250.00 for non-Macau entities

MOP$1,000.00 for Macau entities /

USD$125.00 for non-Macau entities

Registration fee includes:

² Attendance at the Seminar

l Monday 16th 13.00 - 17.30

l Tuesday 17th 09.00 - 17.30

l Wednesday 18th 09.00 - 17.30

l Thursday 19th 09:00 - 13:00 (Macau MICE update tour)

² All materials related to the seminar

² Arrival & departure transfer in Macau

² A welcome lunch on 16th March and a farewell dinner on 18th March

² Two coffee breaks and one lunch daily from 16th to 18th March 2009

² Half day Macau MICE update tour on 19th March

² Certificate of attendance by IAPCO & MGTO

² No refunds are possible for any of the package not taken

APPLICATION

Participation in the Seminar is strictly limited. Applicants will be accepted on a first-come

first-served basis and only after payment has been received. Provisional bookings are not

encouraged. However, bookings and payments can be made in a company name if the

particular participant is not yet known at the time of booking. Bank Transfer is recommended

as the payment method. An acknowledgement will be sent on receipt of a registration form

together with, if required, an invoice; however, confirmation of a place at the Seminar will

only be made once payment is received. Places will only be confirmed when full payment has

been received. No discounts on fees are available other than those quoted and IAPCO and

MGTO has no funds for sponsorship of participants. It is inappropriate to register an

accompanying person and requests to do so cannot be met.

Please complete the enclosed registration form and return to the Secretariat by fax to: (853)

2872-7310 OR email to mbtc@macautourism.gov.mo before 9th March 2009.

CERTIFICATE

A certificate of attendance from IAPCO & MGTO will be issued to all participants at the final

session of the Seminar.

CANCELLATION & REFUND

Cancellations - by letter, fax, or email only - received by the Secretariat before 27th February

2009, the registration fee will be refunded less 50%* and no refund will be given for

cancellations received thereafter, or for participants who do not attend or partially attend.

Participants are required to arrange insurance for cancellation, travel, loss of personal

possessions, medical, accident etc. on their own behalf. The Regional Host, MGTO reserves

the right to cancel the Seminar in the event of exceptional circumstances, in which case the

registration fee will be fully refunded*. (*All bank charges are to be borne by the participant.)

HOTEL ACCOMMODATION

As the official seminar venue, The Four Seasons Hotel Macao (www.fourseasons.com/macau)

has extended a special seminar rate of MOP$1,550.00 nett per room per night (approximately

USD$195.00 nett per room per night) for single or double occupancy inclusive of single or

double ABF. Such rate will be offered for the seminar period on 16th to 19th March 2009, and

extended to three days before and three days after for delegates who wish to stay longer.

Reservation must be made directly to Four Seasons Hotel Macao by fax to (853) 8112-8689

or email calvin.xiao@fourseasons.com. For enquiry, please contact Mr. Calvin Xiao, Catering

and Conference Services Manager, at (853) 8112-8848. Please refer to the enclosed Hotel

Reservation Form.

TRANSPORTATION

The Macau Special Administrative Region (MSAR) is a part of China's territory. It is located

on the Southeast coast of China to the western bank of the Pearl River Delta. Bordering on

Guangdong Province, it situates 60km from Hong Kong and 145km from the city of

Guangzhou.

Macau International Airport (www.macau-airport.com) was opened in 1995, and is currently

being served by more than 15 international airlines and connecting Macau to more than 24

international cities. For example, Air Macau, Air Asia, Bangkok Airways, Cebu Pacific Air,

Xiamen Airlines, VIVA Macau, Malaysia Airlines, Transasia Airways, Eva Airways,

Philippine Airlines, Shanghai Airlines, China Eastern Airlines, Shanghai Airlines, Tiger

Airways, Jetstar Asia, East Star Airlines, Shenzhen Airlines, and others.

Delegates who wish to arrive Macau directly by air can use any of the above airline networks.

Alternatively, delegates can fly to Hong Kong International Airport, and without leaving the

airport, take the airport SeaExpress Ferry (www.turbojet.com.hk/eng/schedule/airport.html)

and connects smoothly to Macau. Please note that advance reservation and sailing schedule

planning is necessary to ensure seamless connection. For enquiry, please email to

enquiry@turborjet.com.hk or tel: (853) 8790-7039.

The Macau Government Tourist Office’s website contains many more traveling tips for

travelers. Please visit www.macautourism.gov.mo for more information.

Welcome Desk for the IAPCO Regional Seminar will be set up at the arrival halls, Macau

Government Tourist Office’s Tourist Information Counter, at Macau International Airport and

Macau Ferry Terminal, on 15th and 16th to assist delegate arrival.

THE SECRETARIAT

For any enquiry, kindly please contact Macau Government Tourist Office – The Secretariat,

at tel: (853) 8396-3060 or fax: (853) 2872-7310 or email: mbtc@macautourism.gov.mo.

SPEAKER BIOGRAPHICAL DETAILS

Philippe Fournier, IAPCO Vice President

Managing Director, MCI, Paris, France

MCI is one of the leading PCOs and Association Management Companies

in Europe dealing with over 100 conferences and exhibitions per year and

providing full concept congress and exhibition management to worldwide

based scientific societies, associations and federations. Philippe created

the Paris office in 2003 but has been in the industry since 1984 organising

congresses in France and all over the world. He is Vice President of

IAPCO, a founder and board member of the French PCO chapter in the French Federation of

Congresses, Exhibitions and Fairs (FFSCF) and a partner of INCON. He is a frequent

speaker for IAPCO both at Regional Seminars and at Industry Trade Shows.

Roslyn McLeod, IAPCO Council Member

Managing Director, Tour Hosts Pty Ltd., Sydney, Australia

Founded by Roslyn in 1973, Tour Hosts is one of Australia's leading PCOs

providing total conference management for international association,

government and corporate conferences and exhibitions. In recognition of

her contribution to the meetings industry, Roslyn was awarded her country's

Medal of the Order of Australia (OAM). Roslyn is a Council Member of

IAPCO, a Committee Member of the IAPCO Training Academy, a past

President of the Meetings and Events Australia (MEA), a partner of INCON and a member of

the Starwood Asia Pacific MICE Advisory Board. Roslyn is a frequent speaker at Regional

Seminars, the IAPCO annual “Wolfsberg” Seminar and throughout the industry as a leading

authority on business management.

Sarah Storie-Pugh, IAPCO Administrator

Chairman, Concorde Services Ltd., London, UK

Sarah’s background is purely that of conference organisation with personal

involvement in over 350 events from 200 to 10,000 participants and

100-4,000m² exhibitions. Sarah joined Concorde Services in 1983 as

joint MD, having spent the previous six years organising international

association events. She is now Chairman of the company, Concorde

having been acquired by the Congrex Group in 2006. Concorde is

ISO9002 certified. Sarah is a Past-President, past Treasurer and current Administrator of

IAPCO. Sarah was awarded the meetings industry Personality of the Year Award in 2004.

She has lectured at many IAPCO national and regional seminars and has been a member of

the Faculty of the IAPCO annual “Wolfsberg” Seminar for the past 24 years.

PROGRAMME

16th March 2009, Monday

09:00 - 12:00 Registration

12:30 – 13:30 Welcome Lunch

13:45 – 14:00 Opening

14:00 – 14:45 Introduction to Association Meetings

Roslyn McLeod

14:45 – 15:45 Refreshment Break

15:45 – 16:15 Creating the Project Plan

Sarah Storie-Pugh

16:15 – 17:30 Working Group Part 1

Evening free

17th March 2009, Tuesday

09:00 – 09:45 Promotion of a Destination and Bidding to Win

Roslyn McLeod

09:45 – 10:30 Sponsorship

Sarah Storie-Pugh

10:30 – 11:00 Refreshment Break

11:00 – 12:00 Financial Planning & Budgets

Philippe Fournier

12:30 – 14:00 Lunch Break

14:00 – 14:45 Promotion of a Congress

Roslyn McLeod

14:45 – 15:45 Refreshment Break

15:45 – 16:15 Venue Management

Philippe Fournier

16:15 – 17:30 Working Group Part 2

Evening free

18th March 2009, Wednesday

09:00 – 09:45 Exhibitions

Philippe Fournier

09:45 – 10:30 Social Programme

Sarah Storie-Pugh

10:30 – 11:00 Refreshment Break

11:00 – 11:45 Programme Management & Abstract Handling

Roslyn McLeod

11:45 – 12:30 Congress Registration and On-Site Arrangements

Philippe Fournier

12:30 – 14:00 Lunch Break

14:00 – 14:45 Accountability & Crisis Management

Sarah Storie-Pugh

14:45 – 15:45 Refreshment Break

15:45 – 17:30 Presentation of Working Groups

Closing of Seminar

Farewell Dinner

19th March 2009, Thursday

09:00: - 13:00 Macau MICE update tour

Afternoon departure

PROGRAMME CONTENT

The following programme has been selected to provide you with a snapshot understanding of

the mechanics of conferences and exhibitions and in the time available gain an overview of

some of the elements of organisation.

Introduction to Association Meetings

This seminar is focused on the organisation of international association meetings, however,

the principals can be applied to all kinds of conferences. An opportunity to refresh one’s

knowledge of the different types of meetings and how they impact upon our industry:

Association Meetings, Governmental Meetings and Corporate Clients.

Creating the Project Plan

A new conference is a new venture which needs to be planned from the beginning. As with

any business a full project plan will need to be created from within a given framework.

Promotion of a Destination and Bidding to Win

As more and more countries and cities compete for the major international conferences, it is

becoming increasingly important to understand the marketplace, to know when to lobby and

when not to, and how to create that winning Bid.

Sponsorship

Congresses provide the opportunity for companies to gain exposure to their client base and lift

their profile. How to construct a sponsorship strategy to achieve financial advantage to the

congress and deliver satisfactory outcomes for sponsors.

Budgets - Financial Planning for the Congress

Budgeting and budget control is the essential ingredient to a well-run meeting. Obtaining

quotations, assessing delegate and exhibition revenue to create a workable budget; looking at

pre-financing and cash flow objectives.

Promotion of a Congress

Most congresses need a marketing plan and the actions to attract delegates, prominent

speakers, delegates, sponsors and exhibitors. This takes careful planning to raise the

awareness of the congress whilst keeping the costs to a minimum.

Venue Management

Despite the technological revolution, the selection of the right venue remains a crucial task;

how that venue is used to maximise its potential; basic hall management skills with correct

scheduling form an integral part of the planning process.

Exhibitions

Where sellers can meet their buyers attending the congress and an extension of the congress

scientific programme, the exhibition provides an ambience to do business in what is often

compared to a modern supermarket of specialist product or services. Learn why exhibitions

have become an important part of most congresses and how to go about planning one.

Social Programme

Face to face meetings are all about networking. The social programme is an important part

of any meeting and provides the opportunity for participants to meet others in a social

atmosphere combining entertainment or food and beverage in the package.

Programme Management & Abstract Handling

Attention to detail is one of the hallmarks when undertaking scientific programmes and

publications. Whether managing the invited speakers, preparing clear and logical print and

web materials, or handling the receipt of 100s of abstracts, it is the programme that is the key

to any congress.

Congress Registration and On-Site Arrangements

Establishing an effective pre-registration system taking into account both international

association and corporate meetings is essential. Deciding which technology is the most

suitable for you and your clients, and how to use it efficiently to ensure the perfect registration

system will be discussed. On-site registration is as important as the advance procedures.

Accountability & Crisis Management

Litigation has arrived into the meetings industry. If there is an accident or a problem,

someone will try and pass the blame to someone else. Know how to ensure that it is not you

that takes the blame: undertake risk assessments and manage health and safety procedures;

look at real life cases and how they could have been avoided.

Financial Planning Exercise

This is a short exercise to involve the students, working in pairs at their existing tables, to

ensure the grasp of timing, breakeven, variable and fixed costs.

Workshop Presentations

It is customary to include working group sessions as part of the seminar programme. This

provides the students with the opportunity to network, work as a team, draw on the

presentations of the seminar, and learn from the experience of their colleagues.

Workshop groups should consist of a maximum of 10 persons.

IAPCO & Macau

Regional Seminar

on

Professional Congress Organization

Monday 16 – Thursday 19 March 2009

- REGISTRATION FORM -

Personal Information

First name: Last name: (Mr/Mrs/Ms)

Company:

Address: Country:

Function/Job Title:

Membership: AACVB IAPCO ICCA

Industry Partner Program (MGTO/MBTC) Others:

Phone: ( ) Fax: ( )

E-mail:

Years of experience in the conference industry: Date of birth: / /

Company Activity

PCO Company National Organization/Association

Convention Bureau International Organization/Association

Exhibition Management Company Conference Hotel

Travel Agency Conference Centre

DMC Other (please specify):

Within my Company I have involvement with:

Managing my Company/Department Bidding for Congresses

Project Management Exhibitions

Sponsorship Registration

Accommodation Financial Planning & Budgets

Scientific Programmes & Abstracts Congress Promotion & Marketing

Other (please specify):

Registration Fee

Registration 1st delegate of the organization

2nd delegate onwards from the same

organization

Fee MOP$2,000.00 for Macau entities /

USD$250.00 for non-Macau entities

MOP$1,000.00 for Macau entities /

USD$125.00 for non-Macau entities

* Registration fee includes documentation, lunches, refreshment breaks, certificate of attendance

and a half day Macau MICE update tour.

* Registration fee does not include accommodation. Reservation must be made directly to hotel –

see Hotel Reservation Form attached.

Cancellation & Refund

Cancellations - by letter, fax, or email only - received by the Secretariat before 27th February 2009,

the registration fee will be refunded less 50%* and no refund will be given for cancellations

received thereafter, or for participants who do not attend or partially attend. Participants are

required to arrange insurance for cancellation, travel, loss of personal possessions, medical, accident

etc. on their own behalf. The Regional Host, MGTO reserves the right to cancel the Seminar in the

event of exceptional circumstances, in which case the registration fee will be fully refunded*. (*All

bank charges are to be borne by the participant.)

Payment

Bank

Transfer

Payment is to be made to:

Account Name : Fundo de Turismo

Account No.: 8003911119

Swift Code: BNUL MO MX

Bank Name: Banco Nacional Ultramarino S.A.

Bank Address: Avenida Almeida Ribeiro nos. 22 e 38, Macau

Please send a copy of the original Bank Transfer – payable to the mentioned

account number – together with this registration form to the Secretariat for

record. Kindly note all the bank charges are to be borne by the client.

Other Arrangements

Travel and Transfers

I will travel to Macau by

Sea Air Own arrangements/car

* Specific travel details will be requested nearer the time of the seminar.

Special Dietary Arrangement

Please specify if any special dietary arrangement is required

Dictionary

IAPCO will provide a Meetings Industry Terminology Dictionary, please select language required.

English/Chinese (traditional & simplified) English/12 language version

I would like to be added to the Macau Business Tourism Centre (MBTC) database for receipt of

future MBTC documents and information updates. (MBTC is a unit under MGTO whose mission

is to facilitate and promote MICE activities in the Macau SAR).

Please complete the enclosed registration form and return to the Secretariat by fax to: (853)

2872-7310 or email to mbtc@macautourism.gov.mo before 9th March 2009, or kindly contact the

Secretariat at tel: (853) 8396-3060 for any enquiry.

IAPCO & Macau Regional Seminar

Mar 16 – Mar 19, 2009

Please complete this Reservation Form and send it to the Catering and Conference Services Department. Attention: Mr. Calvin Xiao, Catering and Conference Services Manager Direct number: (853) 8112-8848, Fax: (853) 8112-8689 or Email: calvin.xiao@fourseasons.com

Guest Name (Mr./Mrs./Ms.)

Circle one Last Name First Name

Company

Title Telephone

Country code/area code/number

Email

Fax

Country code/area code/number

Arrival Date Departure Date

ROOM TYPE Conference Rate per room per night

¨ Deluxe Room (Single/Twin) MOP1, 550 nett

¨ Smoking ¨ Non Smoking

Special Request

• The above room rate is inclusive of 10% service charge, and 5% government tax.

• The above room rate is including 1 or 2 breakfasts (depends on room occupancy) and excluding Executive Club access and

benefits.

• Hotel check in: 15:00 / check out: 12:00 noon.

FLIGHT/AIRPORT TRANSFER

Arrival Flight Departure Flight

Airline / Flight # / Arrival Time Airline / Flight # / Departure Time

Please tick car type with appropriate airport

¨ Mercedes Benz S350: ¡ MOP275 net per car one way transfer to or from Macau International Airport

• Maximum capacity is two persons with two large bags. • Airport transfer may only be confirmed with flight details and credit card guarantee. • Cancellation charge: the Hotel must be informed of airport transfer cancellation at least 2 hours prior to the scheduled flight arrival

time or a full charge will be applied to the credit card provided. GUARANTEE & CANCELLATION POLICY

• For booking to be accepted, full stay should be guaranteed by a nominated credit card. Please fill in the Credit Card information required.

• Cancellation policy: The Hotel must be informed of room cancellation before 6:00 pm local time 14 day prior to arrival or a one night charge will be applied to the credit card provided.

• Cutoff date is 14 days prior to arrival, i.e. Mar 2, 2009 ¨ Visa ¨ Master Card ¨ American Express ¨ Diners Club ¨ JCB

Credit Card Number Expire Date

Signature Date

HOTEL USE ONLY

¨ Confirmed Confirmation No. ¨ Not Confirmed

Acknowledged by Date Confirmed

E s t r a d a d a B a í a d e N . S e n h o r a d a E s p e r a n ç a , S / N , T a i p a , M a c a u

T E L : ( 8 5 3 ) 2 8 8 1 8 8 8 8 FA X : ( 8 5 3 ) 2 8 8 1 8 8 9 9 w w w . f o u r s e a s o n s . c o m / m a c a u