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the Asia-Pacific Magazine for Association Executives Supported by UIA, Union of International Associations, Brussels

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Headquarters MagazinesMeetings Industry Publishers (Singapore)Published 4 times a yearEdition July 201106

HEADQUARTERS

JAPAN THE AFTERMATH

AN INTERVIEW WITH JNTO’S

TADATOSHI MAMIYA

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HQ> E D I T O R I A L

CONTENTS

INTERVIEWTADATOSHI MAMIYA (JNTO) 14

GENERALNEWS 7

MEETINGS FOREST 9

ICCA 10

CHINESE MEDICAL ASSOCIATION 11

ASSOCIATION PORTRAIT 12

RESEARCHUIA 18

INTEREL 20

DESTINATIONSSOUTH AFRICA 22

BERLIN 27

SECOND-TIER DESTINATIONS 28

MACAU 29

DESTINATION SUPPLEMENT BRUSSELS

COLOPHONHEADQUARTERS ASIA-PACIFIC OR HAP IS A NICHE PUBLICATION FOR LOCAL, REGIONAL AND INTERNATIONAL ASSOCIATIONS BASED IN THE ASIA-PACIFIC REGION DEALING WITH THE ORGANIZATION OF WORLDWIDE CONGRESSES. PUBLISHED 4 TIMES A YEAR. CIRCULATION: 2,500 COPIES IN 14 DIFFERENT COUNTRIES.

SubscriptionsSubscriptions amount to 85 euros (all incl.). The online version of the magazines is available at www.headquartersmagazine.com

Editor in ChiefMarcel [email protected]

Managing DirectorCécile [email protected]

Account Manager - International SalesKelvin LuT: +32 (0)2 761 70 [email protected]

Managing EditorRémi Dévé[email protected]

ContributorsSarah LeeJennifer SalsburyJudy WickensChad Shiver

Design Wallrus, Kortrijk - BelgiumT: +32 (0)56 24 94 [email protected]

PrintThe Neu Print PTE Ltd - [email protected]

Supported by UIA, Union of International Associations

AddressHeadquarters Magazines PTE Ltd1 Scotts Road#21-07 Shaw CentreSingapore 228208

Responsible PublisherHeadquarters Magazines PTE Ltd - SingaporeMarcel A.M. [email protected]

Cécile Caiati-Koch

Rémi Dévé

WHAT A WORLD EXPO CAN MEAN!It’s been a few weeks since I returned from IT&CM China in Shanghai. It’s a fair I’m particularly fond of

because it gives me the opportunity to get to know the city a bit better each year. Last year, I briefl y

visited the World Expo when I was there. For Shanghai, 2010 was just this: a six month-long global

showcase to the world. Hence, the city massively invested in infrastructure and services.

What did this mean for the MICE industry? The expo’s dominant feature was the 160,000 m2 China

Pavilion with a rooftop replica of a Qing Dynasty imperial garden. In addition to this Pavilion there

were four other permanent structures - the Theme Pavilion, Performance Centre, Expo Boulevard and

Expo Centre, which features a 7200 m2 grand hall, a 2,500 seat auditorium plus several meeting and

banquet rooms.

The big news is that the Expo Centre will become Shanghai’s primary convention centre after a

post-expo refi t. There’s also the new Hongqiao Airport that can accommodate the A380. And I don’t

even mention the number of new hotels, all featuring expansive MICE facilities. Just think about the

235-room Peninsula Shanghai, built on the Bund or the 501-room Marriott Changfeng Park, the largest

Marriott branded hotel in Shanghai. Also on the Bund, the legendary Peace hotel (Fairmont) reopened.

I could go on like this for a while. A world event is always good for a destination and makes it leap

forwards spectacularly. But the most important effect is still the coming of new congresses. A lot of

meetings industry people on the fair told me: ‘We have received a lot of enquiries from organisations

that will host meetings in Shanghai related to the Expo!’ I also have to congratulate Patrick Chen of

the Shanghai Municipal Tourism Administration: the new brochure, called ‘The Bund Living’, is simply

a promotional masterpiece.

www.headquartersmagazine.com / marcelsblog.typad.com

MARCEL A.M. VISSERSEditor in Chief

EDITORIAL

HEADQUARTERS 6

2011 MEETINGS INDUSTRY FAIRS WORLDWIDE: MAKE YOUR CHOICE!

CIBTM // 31 August - 1 September 2011, Beijing //www.cibtm.com

IT&CMA // 4-6 October 2011, Bangkok //www.itcma.com.sg

IMEX America // 11-13 October 2011, Las Vegas //www.imexamerica.com

ITB Asia // 19-21 October 2011, Singapore //sme-itb-asia.com

EIBTM // 29 November-1 December //www.eibtm.com

MORE NEWS ON WWW.HEADQUARTERSMAGAZINE.COM

AIME 2011 A FAIR TO REMEMBERFOR SOME YEARS NOW, REED TRAVEL EXHIBITIONS HAS BEEN ORGANIZING AIME,

THE ASIA-PACIFIC INCENTIVES AND MEETINGS EXPO. THE CONCEPT WAS CREATED

AND IS OWNED BY MELBOURNE CONVENTION & VISITORS BUREAU; REED TRAVEL

EXHIBITIONS RUNS AND DEVELOPS IT. REPORT CÉCILE CAIATI-KOCH

In the past, I had heard positive feedback

about the fair but never got a chance to

check it out myself. After Marcel Vissers

and Rémi Dévé went there, my interest was

aroused. With the strong development of

the whole region, I decided this year it was

high time I participated in this Asian-Pacifi c

extravaganza!

The show is indeed a very good platform to

fi nd out about the Asia-Pacifi c. I met all of

Australia’s convention bureaus and part-

ners, but the Asian region had a very good

representation as well. I am sure this will

grow every year as I heard hosted buyers

and exhibitors were very satisfi ed with the

fair’s outcome. The presence of European

exhibitors such as Costa del Sol and Czech

Convention Bureau also illustrates that the

Asia Pacifi c is becoming a good buyers’

market for Western suppliers.

And what better place than Melbourne to

host such a fair? As a destination, it’s simply

wonderful, but isn’t that true of all Australian

cities? A good quality of life, walkable

distances, good weather and friendly people

and on top of that high professionalism -

that’s all I have to say!

I understood that once you have been to

Australia, you want to go back. I already

wrote about my trip in Brisbane. I also briefl y

stayed in Sydney only to fi nd out that I have

to go back and stay a little longer. So the

next edition of AIME (21-22 February 2012)

can surely count me in!

www.aime.com.au

Melbourne Convention Centre

Malaysia

HQ> H E A D Q U A R T E R S N E W S

WORLD PCO ALLIANCE CONTINUES TO GROWThe World PCO Alliance will announce on July 29th its new members, which will effectively

expand the alliance to all 6 continents of the globe. Last May in Frankfurt, the Alliance held

its third Annual General Meeting, and re-elected Anthony Wong (AOS Conventions & Events,

Malaysia) as President. Also re-elected was Kayo Nomura (Congress Corporation, Japan) as

Secretary General. Joining them in the Alliance’s Board of Offi cers is Per Anker (ICS - Inter-

national Conference Services, Denmark), who continues as Vice President. Representing the

leading PCOs in all six continents, the World PCO Alliance aims to capitalize on the effi ciency

of consolidating conference and event services within one network.

www.worldpco.org

MYCEB LAUNCHES ‘INDUSTRY PARTNER PROGRAMME’ The Malaysia Convention & Exhibition Bureau (MyCEB) recently launched its Industry Partner

Programme (IPP) to further strengthen Malaysia’s competitive position in the global business

tourism market. MyCEB will be rolling out a series of cooperative programmes across the

country to provide business opportunities for partners and to increase Malaysia’s success

rate in securing international business events.

www.myceb.com.my

HEADQUARTERS 7

2011 JMIC UNITY AWARD GOES TO LUC MAENE Joint Meetings Industry Council (JMIC) President Leigh Harry announced the winner of

the 2011 JMIC Unity Award as Luc Maene, Director General, International Fertilizer Industry

Association and President, European Society of Association Executives. The Unity Award

is made annually to an individual who represents the best qualities of Meetings Industry

Leadership and who has devoted major efforts to creating stronger relationships and a greater

cohesion for the industry. Award criteria evaluate industry leadership and initiative both in a

candidate’s own professional conduct and the efforts they put into industry-building through

association, education and professional development activities.

www.themeetingsindustry.org

ICCA ANNOUNCES DESTINATION FOR 2014 ICCA CONGRESSThe 53rd ICCA Congress will be held in

Antalya, Turkey, in the fi rst week of

November of 2014. ICCA’s 50th Congress,

incorporating the ICCA General Assembly,

will be held in Leipzig, Germany from 22 to

26 October this year. This annual event is

expected to bring together approximately

1,000 senior level professionals from the

meetings industry for top quality networking,

high-level education, exchange of business

and tailor-made expert advice. The 51st ICCA

Congress will take place in San Juan, Puerto

Rico on 20-24 October 2012, and the 52nd

ICCA Congress will be held in Shanghai,

China-PR on 2-6 November

2013.

www.iccaworld.com

AUSTRALIA ADDS TO ASSOCIATION OFFERINGAustralia has risen fi ve places to 11th posi-

tion in the ICCA rankings of the world’s

most popular destinations for international

association meetings, and is offering more

for associations bringing their members

to Australia in 2011 and beyond. Improved

access, multi-million dollar new facilities

and greater involvement of the country’s

key innovators, regulators, academics and

business leaders are part of a multi-pronged

approach being led by Australia’s national

tourism marketing agency, Tourism Australia,

and the country’s leading convention

bureaux and convention centres to add

value for international associations and

their members.

businessevents.australia.com/associations

HQ> H E A D Q U A R T E R S N E W S

CTICC SCOOPS MPI RISE AWARDThe Cape Town International Convention

Centre (CTICC) is again in the global spotlight

for clinching the Meeting Professionals

International (MPI) Recognising Industry

Success and Excellence (RISE) Award. This

global awards program extends beyond the

23,000 international members that belong

to MPI and is open to any organisation

that has demonstrated exceptional

leadership. The centre scooped the award

for best Organisational Achievement, which

acknowledges the transformational impact

an organisation has envisioned and achieved

and the leadership exhibited to advance

organisational strategy, drive business

results and create change utilizing

meetings and events.

www.cticc.co.za

er

TAIPEI RANKED 2ND IN ASIA IN ICCA STATISTICS In 2010, Taiwan played host to a total of 138

international association meetings, ranking

it 23rd globally and taking 5th place in both

the Asia-Pacifi c region and the Middle East,

according to the latest ICCA stats. There

were 91 international association meetings

held in Taiwan in 2009, which saw Taiwan

taking 32nd place globally and 8th in the Asia-

Pacifi c and the Middle East. Overall, Taiwan’s

country ranking has risen signifi cantly over

the past year. With 99 international associa-

tion conferences held in Taipei City in 2009,

Taipei occupied the 11th spot worldwide and

2nd place in Asia.

www.meettaiwan.com

CTICC

Luc Maene

Taipei

HEADQUARTERS 8

HEADQUARTERS 9

HQ> M E E T I N G S F O R E S T

DONATE A TREE! GET CERTIFIED!The fi rst trees of our Meetings Forest were

planted last year in the spring. They’re still

small and it will take another thirty years for

them to grow to their full size. Nature takes

its time, but people don’t always think like

that. Somewhere around March, in the spring

of 2011, we planted another bunch of new

trees in our part of the Caledonian Forest in

Scotland’s Highlands. Anyone interested can

travel with us.

About 50 new and old clients, friends in

the meetings industry will receive a certifi cate

that we’re taking the liberty to reproduce here.

THEY ALL GOT THEIR TREE(S)!

+ Steen Jakobsen, Convention Director Wonderful Copenhagen

+ Annick Debels, DirectorGent Congres, Belgium

+ Anja Loetscher, Director Geneva Tourism & Conventions

+ Martin Sirk, CEO ICCA, International Congress and Convention Association

+ Christian Mutschlechner, General Manager Vienna Convention Bureau

+ Martin Kim, Deputy Chief Seoul Convention Bureau

+ Hsi-Mei Chang, Marketing Director Taiwan MICE International Marketing & Promotion Project

+ Tina Herold, Business Tourism Manager Europe South African Tourism

+ the whole team of the Convention Bureau della Riviera di Rimini

+ Eric Bakermans, Manager Marketing Meetings & Conventions NBTC Holland

+ Laurence Dogné, Meetings and Incentive Manager Brussels & Wallonia Convention Bureau, Belgium

+ Danielle Neyts, Market Representative Belgium/Luxemburg Tourism Ireland

+ Marleen Wyckmans, Marketing and Communication Manager KLM - Belux

+ Inge Marstboom, Manager Congress Business Events

Antwerpen Toerisme & Congres

+ Chantal Sneijkers, European Public Relations Offi ce

European Management Assistants, Brussels

+ Jacques de Mévius, Secretary General and Joel Fisher, Head of Congress Dpt Union of International Associations, Brussels

+ Susan Frei, Director, International Meetings & Incentives

Canadian Tourism Commission

+ Emma Cashmore , Managing Director Axis Travel Marketing Ltd, London

+ Jan Wittouck, Executive Offi cer Belgium Convention Bureau - Flanders, Brussels

A TREE COST JUST £5 AND YOU CAN BUY / DONATE IT ON WWW.HEADQUARTERSMAGAZINE.COM

HEADQUARTERS 10

HQ

TOUCH OF GOLDIt started very spontaneously in Pattaya,

Thailand in 2007, when the ICCA congress

was themed ‘A touch of gold’ in celebration

of the Royal Anniversary. Then it occurred

to me: why not extend this theme to the gala

dinner? A few brave delegates decorated

themselves with shiny golden accessories

and, together with some enthusiasts, Head-

quarters scanned the crowd to see who stood

out. Prizes were awarded to the best dressed

people in the form of Belgian chocolates.

The following year in Vancouver, more labor

was put into the preparations and the awards

got an artistic touch. Afterwards in Florence,

it attracted the public’s attention for the fi rst

time. Together with ICCA, we set up some

rules. Last year in Hyderabad it was such a

dress up party that special clothing is from

now on a must-do at gala dinners. The Dress

to Impress Awards have evolved into a valu-

able sponsoring formula just over a few years.

CABARET STYLEPeople are already looking forward to the

50th ICCA Congress in Leipzig from October

v22 to 26. A record breaking number of

attendants - over 1,000 I am told - are

expected. Defi nitely a milestone in the

meetings history. And what to expect from

the Dress to Impress night? After consulting

the organizers and the main sponsor (the

regional government), we went for 1920’s

Cabaret Style.

Martin Sirk, CEO of ICCA, says: ‘This year’s

Gala evening dress code follows a ‘retro’

theme - smart and chic, glamorous and sleek,

elegant-yet-fun, silk scarves & feather boas,

spiced up with a little late-night decadence

perhaps! Once more we invite ICCA delegates

to show off their creative side by inventing

their own interpretation of our theme. Great

Gatsby-type daywear, oriental retro hats,

Josephine Baker’s bananas... anything’s

possible!‘ He continues: ‘We’ll be working

with the venue for a matching decoration

theme - I’m thinking lots of black, white,

silver, with small white lights, deco shapes.’

If anyone else has another luminous idea,

don’t hesitate to send them to me at

[email protected].

ICCA Delegates in 1920’s Cabaret Style

THE 5TH DRESS TO IMPRESS AWARDS 2011 IN LEIPZIG

HISTORY OF DRESS TO IMPRESS AWARDS

2007October 27-31 Pattaya, ThailandTouch of Gold

2008 November 1-5Victoria, CanadaCanada Fresh

2009 November 7-11Florence, ItalyDesigner Catwalk

2010 October 23-27Hyderabad, IndiaIndian Memories

2011 October / Leipzig / 1920’s Cabaret Style

ICCA IS KNOWN IN THE ASSOCIATION WORLD FOR ITS PREMIUM GALA DINNERS. THEY ARE PROBABLY THE BEST IN THE BUSINESS.

OFTEN, GALA DINNERS ARE BORING - BUT NOT AN ICCA ONE. PEOPLE LOOK FORWARD TO THEM. THEY LOSE SLEEP OVER THEM AND

SKIP INTERESTING CONFERENCES TO MAKE TIME TO BUY AN UNUSUAL PARTY OUTFIT. AND WHY IS IT SO? BECAUSE IT’S THE DRESS

TO IMPRESS NIGHT, DURING WHICH HEADQUARTERS MAGAZINE HANDS OUT COVETED TROPHIES. TEXT MARCEL A.M. VISSERS

HEADQUARTERS 11

HQ> I N T E R V I E W

WITH 83 SPECIALTY SUB-SOCIETIES AND LINKS TO 34 INTERNATIONAL ASSOCIATIONS THE CMA CONFERENCE ORGANIZING TEAM

HAS A BUSY SCHEDULE OF OVER 200 EVENTS A YEAR. RECENTLY JIANG YONGMAO, DIRECTOR OF THE DEPARTMENT OF ACADEMIC

AND ASSOCIATION AFFAIRS, SHARED HIS EXPERIENCES OF FIVE YEARS HEADING UP THIS DEPARTMENT.

HQ: How are locations for the CMA Congresses selected?

Jiang Yongmao:

For the national

conferences

there are several

ways that the

locations are

decided. They

are required not only to rotate locations

to bring the specializations to second tier

cities, developing and more remote areas

but also to run these close to the

government to ensure feedback on the

issues is considered for the reform of

medical services. It is important to keep

this balance with venue selections. Usually

members bid within the Council Meeting

of each Society. Often the conference

department will make a recommendation

to the Council after analysis sometimes

the decision is voted on immediately.

HQ: Do you have locations that you prefer to work in?

Jiang Yongmao: We frequently identify

venues for the national conferences and

international congresses won for China by

the specialty sub-societies. Many societies

running smaller sized conferences between

200 and 300 people act on these

suggestions. In terms of preferences it is

great to be based in a city like Beijing that

now has so many of the best facilities in

China. It also has the highest proportion of

the top experts in the specialist fi elds. It is

also good to see other cities in addition

to Shanghai, Guangzhou and Shenzhen

around the country developing fast. We

found many smaller cities with funding

available for support are actively seeking

these national meetings. Beijing has been

used so regularly the doctors now like to

see other parts of China that weren’t so

easily accessible before.

HQ: Which are the priority areas for the CMA?

Jiang Yongmao: Starting the next

government fi ve year plan the CMA

has the following priorities:

• International Academic Exchange

and Communication

• Key issues regarding Public Health

• Promotion of National Conference of the

member societies which are seeing growth

in international attendance (approximately

200 foreign delegates attended the

Chinese Orthopaedic Association confer-

ence)

• Active participation in international events

to promote member society conferences, a

recent development in the past 4-5 years

HQ: What are future trends for conferences in China?

Jiang Yongmao: As China develops inter-

national meetings it increasingly needs to

measure return on investment. Chengdu,

a center of higher education and scientifi c

research located in Sichuan Province and

growing fast, recently produced a report on

the benefi ts accruing to the city from hosting

the COA Conference. We expect to see more

of this.

HQ: How do you relate to the interna-tional association congress world?

Jiang Yongmao: The state government is

very supportive of top quality academic

conferences but is keen to curtail meetings

of low quality and low academic importance

or value to China’s developing science. They

are keen to avoid those meetings that have a

high fi nancial spending demand and a need

to be highly subsidized by the government

with a low return on investment.

Jiang Yongmao

THE CHINESE MEDICAL ASSOCIATIONManaging Congresses for Scientifi c Advancement

As China develops international meetings it increasingly needs to measure return on investment

HEADQUARTERS 12

HQ: Could you briefl y present APAO?

What kind of events do you organize?

The Asia Pacifi c Academy of Ophthalmology

(APAO) is a federation of 19 national ophthal-

mology societies fostering the growth of

ophthalmology and visual sciences. It aims to

preserve and protect the vision of the people

of the Asia Pacifi c region. APAO holds annual

congresses at congress centres in the region,

hosted by the ophthalmology society/College

of that country.

HQ: Where were your previous events held?

The APAO Congress was held in conjunction

with the World Ophthalmology Congress

(WOC) in Hong Kong in 2008. APAO 2009,

a joint meeting with the American Academy

of Ophthalmology (AAO), was in Bali. APAO

2010, a joint meeting with the AAO, was in

Beijing and APAO 2011 was in Sydney, hosted

by The Royal Australian and New Zealand

College of Ophthalmologists. APAO Sydney

was con-sponsored by the International

Council of Ophthalmology (ICO). APAO 2012

will be in Busan, Korea and APAO 2013 will be

in New Delhi, India. So, as you see, we pretty

much rotate among countries all over the

Asia-Pacifi c.

The APAO Congress gives all ophthalmolo-

gists, orthoptists, optometrists, ophthalmic

nurses, other allied eye health professionals

and ophthalmic industry representatives the

unique opportunity to see the specialty as

a whole, in all its impressive breadth, depth

and diversity. In addition, the APAO Congress

is an unforgettable social gathering and

educational opportunity.

HQ: What kind of venues do you need

and what criteria must they satisfy?

Venues need to refl ect the anticipated size

of the Congress. APAO/WOC 2008 was

staged in the Hong Kong Convention and

Exhibition Centre; APAO 2009 was at the

Bali International Convention Centre; APAO

2010 was at the China National Conven-

tion Centre, Beijing; APAO 2011 was at the

Sydney Convention and Exhibition Centre.

The venues need to be able to accommodate

an extensive scientifi c program and a large

exhibition area for sponsoring and exhibiting

ophthalmic companies.

HQ: What is the association’s decision

process concerning the organization of

a conference? How do you decide where

to go?

The bidding process is extensive. The local

society/College meets the APAO Council

seeking to bid for the rights to host the

Congress in their country. For example, the

Sydney bid started in 2007. The bid docu-

ments included letters of support from the

New South Wales and Federal Governments

and from Business Events Sydney. They also

included details of the facilities available in

Sydney and information about the Sydney

Convention and Exhibition Centre. After the

bid was accepted, an organising committee

was established and a professional congress

organising company was appointed.

ASIA PACIFIC ACADEMY OF OPHTHALMOLOGY (APAO)A talk with John Deeth and Frank Martin

ATTENDED BY AN AVERAGE OF 5,000 DELEGATES, THE APAO CONGRESS IS ONE OF

THE MOST WIDELY RECOGNIZED INTERNATIONAL OPHTHALMOLOGY GATHERINGS. THE

APAO, WHICH CURRENTLY HAS 19 MEMBER ORGANIZATIONS FROM ALL CORNERS OF THE

GLOBE, HAS BEEN CONDUCTING WORLD CONGRESSES FOR OVER HALF A CENTURY AND

STRIVES, THROUGH ITS VARIOUS ACTIVITIES, TO PROMOTE AND IMPROVE EYE HEALTH

FOR ALL CITIZENS OF THE ASIA-PACIFIC AREA. JOHN DEETH, EXECUTIVE DIRECTOR OF

APAO SYDNEY 2011, AND PROF FRANK MARTIN, PRESIDENT OF APAO, TELL US MORE

ABOUT THE ORGANIZATION.

HQ> A S S O C I A T I O N P O R T R A I T

Holding an annual event is not the same as holding it every four years, especially with regards to getting sponsors on board

John Deeth Frank Martin

> A S S O C I A T I O N P O R T R A I T

Following interviews, ICMS Australasia

were appointed. ICMS was the conference

organiser when RANZCO hosted the World

Ophthalmology Congress in Sydney in

2002. Members of the Sydney organising

committee travelled to a number of interna-

tional ophthalmology congresses throughout

the past three years, heavily promoting

APAO Sydney to the global ophthalmic

community. As a result, APAO Sydney had

an international focus, with 67 countries

represented.

HQ: What kind of challenges has the

association overcome in recent years?

Initially the fi rst APAO Congresses were

held every four years. From 1972 on, the

Congresses were organized every two years.

To meet the growing demand for more

frequent interactions in a fast changing

world, the APAO Congresses are now held

annually. This started in 2006 in Singapore

and has represented quite a challenge:

holding an annual event is not the same as

holding it every four years, especially with

regards to getting sponsors on board. On

a side note, so that things could run more

smoothly, we have developed a template for

the scientifi c program and sponsorship and

that helped a lot.

HQ: What are the new trends within your

organization?

Since the Congress has become an annual

event, APAO has developed its own leader-

ship development program (LDP). This

focuses on younger ophthalmologists in the

region to prepare them for leadership roles.

APAO has also looked at governance. The

Constitution has been revised and a new

constitution was adopted at the meeting

in Sydney in 2011. The new constitution

allows for an executive committee and the

position of president elect. This position will

be voted on at the next Congress in Busan,

Korea in 2012. A number of committees

have been established as well. The chair of

these committees automatically becomes a

member of the APAO governing council. Last

but not least, we launched the APAO Journal

of Ophthalmology in March 2011.

HQ: Do you have a personal favorite as

a conference destination?

Not really. The Asia Pacifi c region is diverse

and each member nation stamps its own

culture on the conference, which is really

good to add a local fl avour to the event.

Delegates just love it. The fact that we

rotate a lot within the Asia-Pacifi c allows

congresses to be very different each time.

www.apaophth.org

APAO CONGRESSES

2001 -> Taipei

2003 -> Bangkok

2005 -> Kuala Lumpur

2006 -> Singapore

2007 -> Lahore

2008-> Hong Kong

2009-> Bali

2010-> Beijing

2011-> Sydney

2012-> Busan

Aboriginal welcome ceremony

Live surgery session

APAO Exhibition

© S

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HEADQUARTERS 14

HQ: Japan has been all over the news lately

and we all know why. How has this affected

the meetings industry?

Tadatoshi Mamiya: Following on from the

earthquake and tsunami of March 11th, the

consequences for the meeting industry have

been felt throughout Japan, and not simply

in Tohoku (the far north-eastern region of

Japan which suffered damage). Many inter-

national meetings have been cancelled, post-

poned or have had their location changed to

a site outside of Japan.

Although most areas of Japan, and almost

all of those visited by international meeting

delegates, were unaffected by the earth-

quake or tsunami, these areas are still

suffering repercussions. Cities like Tokyo,

Kyoto, Osaka, Fukuoka and Sapporo are all

well outside the areas devastated by tsunami

damage or threat of radiation, but due to

unnecessary fear and a lack of awareness,

are continuing to see cancellations. In

fact, even though Tohoku is relatively off

the normal visitor itinerary, the number of

international arrivals to Japan following the

quake has dropped signifi cantly, down 50.3%

year on year for March and 62.5% in April.

HQ: Will there be a before and after-earth-

quake/tsunami for the Japanese industry?

Tadatoshi Mamiya: Prior to the earthquake,

Japan was on a solid upwards trajectory in

terms of hosting international association

meetings. 2010 saw the hosting of major

international events such as the APEC

meetings and COP10, and was a year in

which there were the fi rst signs of domestic

recovery following on from the global reces-

sion.

After March 11th, we certainly did observe

the inevitable cancellations and postpone-

ment of meetings, but already there are

signs of recovery. Many events in the

immediate aftermath were relocated to the

western and southern areas of Japan, and

now the industry is picking up in Tokyo.

Even areas directly damaged by the earth-

quake and tsunami are forging ahead with

a renewed MICE product along with their

reconstruction efforts. For example, Sendai

is planning to host the United Nations

World Conference on Disaster Reduction in

2015, and the Akiho hot spring district will

be home to the ASEAN+3 conference this

December.

REASSURING JAPANAn Interview with JNTO’s Tadatoshi Mamiya

JAPAN NATIONAL TOURISM ORGANIZATION (JNTO) SEES ITS MISSION AS

TAKING THE LEAD IN PROMOTING JAPAN OVERSEAS WITH THE COOPERATION

OF LOCAL CONVENTION BUREAUS, TOURISM AND MEETING INDUSTRY

SUPPLIERS AND THE JAPAN TOURISM AGENCY (JTA). AS THE CURRENT

PRESIDENT OF THE JNTO, TADATOSHI MAMIYA LEADS THE RELATIONSHIP

DEVELOPMENT WITH THESE PARTNERS AND TRIES TO SPREAD AWARENESS

OF THE IMPORTANCE OF INTERNATIONAL MEETINGS. WITH HIM, WE LOOK AT

THE CURRENT STATE OF THE MICE INDUSTRY FOLLOWING MARCH 11TH .

HQ> C O V E R I N T E R V I E W

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asu

fum

i N

ish

i

Tadatoshi Mamiya

HEADQUARTERS 15

> C O V E R I N T E R V I E W

To answer your question, I don’t see a before/

after earthquake shift in Japan’s position

as a MICE destination. We were in a strong

position before March 11th, and besides what

we predict to be a temporary (albeit sharp)

drop in meeting numbers, I think we’re on

good footing to make both a strong and swift

recovery.

HQ: Tell us about your strategy to put

Japan back on the international meetings

map.

Tadatoshi Mamiya: In the immediate after-

math of the tsunami and the earthquake,

we at the JNTO felt that our main role was

to make sure that international visitors in

Japan were safe and to disseminate accurate

information as to the situation in Japan to

meeting planners worldwide. We knew that

inaccurate or sensationalistic coverage could

be potentially devastating to the industry,

and to fi ght this we have used our website

(www.jnto.go.jp), blogs, social media and

other means to communicate facts with a

wide audience.

Once things calmed down and we were able

to confi dently say that the situation in Japan

is safe for meetings to go ahead in the vast

majority of our cities, we began to contact

organizers of meetings already scheduled for

Japan in the upcoming months and years.

We and the Japan Tourism Agency have

sent letters of support to each associa-

tion’s leadership to ensure them that their

meeting’s venue suffered no damage and to

reinforce our position that Japan is safe and

our people are looking forward to welcoming

meeting participants to our country.

Through this effort, we have been able

to reconfi rm the commitment of several

meeting organizers to bring their events to

Japan as scheduled - including the Academy

of International Business’ 2011 Annual

Meeting (1,200 participants in Nagoya, June

2011), the Congress of the International

Society on Thrombosis and Haemostasis

(7,000 participants in Kyoto, July 2011), and

Worldsleep2011 (2,500 participants in Kyoto

in October 2011). We have also worked with

associations still in the decision process

and are happy to say that after the quake,

the Lions Club World Congress 2016, with

25,000 delegates, was announced to be held

in Fukuoka.

Moving forward, we feel that direct interac-

tion with the global meetings community

is vital for us to be able to demonstrate

that Japan is safe and certainly ‘open for

business’. We recently exhibited at IT&CM

in Shanghai and IMEX in Frankfurt - where

we were pleasantly surprised by interest in

Japan as a meeting site from meeting plan-

ners. Later this year, we will also be meeting

with the community at exhibitions including

CIBTM, IMEX America and EIBTM.

We are currently in the fi nal stages of

creating a post-quake series of press and

fam trips, aimed at showing the meetings

community fi rst-hand that Japan is ready

to accommodate meetings and events

throughout the country.

HQ: Tell us about your role at JNTO.

Tadatoshi Mamiya: During my time as Presi-

dent, I have participated in the successful

bidding for many international meetings

and in many press campaigns. After the

earthquake, I think it is important for Japan

to take a leading role in the discussion of

risk-management issues with regards to

tourism and MICE, and this is something

that I will devote quite a bit of time to going

forward. I have recently participated in the

WTTC in Las Vegas and the Japan-China-

Korea tourism ministers’ meeting in May to

start sharing our experience in this disaster

with other countries so that we can all be

better prepared for the future. I have also

begun encouraging deeper mutual informa-

tion exchanges between ourselves and our

neighbours, including China, Korea, Thailand,

Singapore and others.

© Q

. S

awam

i

Maiko in Matsuo Taisha Shrine Osaka Business Park

The Global Meetings & Events Exhibition29 November – 1 December 2011 Fira Gran Via, Barcelona, Spain

organised byEIBTM is part of the Reed Travel Exhibitions Meetings and Events Portfolio

Five star business opportunities for the meetings and events industry

Find out more at www.eibtm.com/MIM

International exhibition of over 3000 companies

Discover new destinations, products and services

Build and develop business contacts through a variety of networking events

Keep up-to-date with industry trends

Make purchasing decisions

Develop professional knowledge

Connect with the global Meetings & Events community

If you only go to one show a year this is an annual must attend event without a doubt.Tim Procter – Air Charter Ltd. “

“

HEADQUARTERS 17

HQ: Where does Japan stand within the

Asia-Pacifi c when it comes to meetings?

Tadatoshi Mamiya: Japan is fortunate to be

one of the world’s leading meeting destina-

tions, and a leader in the Asia-Pacifi c region.

Our position as the #1 association meeting

destination in Asia was reconfi rmed recently

by the ICCA statistics for 2010. According

to ICCA, the number of meetings we hosted

went up from 2009 (257 meetings) to 2010

(305 meetings), and our global ranking

increased from 8 to 7.

I feel that one of our biggest strengths is the

variety that our 52 international convention

cities offer to meeting planners. These cities

have all been designated by the national

government to have active convention

bureaus with the facilities and transportation

links to successfully host international meet-

ings. Within these 52 cities we have every-

thing from large urban metropolises such as

Tokyo and Osaka to tropical resort areas like

Okinawa and scientifi c research centers

of excellence like Sendai and Kobe.

Japan really does have something

for everyone, no matter what their

meetings’ aims are, and this is one

area of which we are very proud.

HQ: What are Japan’s assets as an

association conference destination?

Tadatoshi Mamiya: Japan’s unique blend of

tradition and modernity is a huge asset for

us as an association conference destination.

We have a rich culture that draws in huge

numbers for association meetings, and at the

same time our strong reputation in several key

global industries (such as scientifi c research,

technology and medicine) means there are

ties to areas very important to certain asso-

ciations. But I think that our strongest asset

is our people. The Japanese are known the

world over to be gracious hosts to any kind of

visitor, and this certainly extends to groups

coming to Japan for meetings.

HQ: Any favourite activity / destination /

social programme you would defi nitely

recommend to a delegate coming to Japan?

Tadatoshi Mamiya: Because of Japan’s

geographical distance from north to south,

we have four very distinct seasons that each

offer unique experiences for visitors. Meeting

delegates are often surprised to fi nd out

that they can go skiing in northern Hokkaido

and spend time sunbathing on beaches in

Okinawa on the same trip.

A personal aspect of Japan that I would

recommend people experience is our

cultural traditions. Meeting delegates and

other guests can get an insight into Japan’s

history and people by experiencing things

like being fi tted for a kimono, partaking in a

tea ceremony, meditating in one of Japan’s

thousands of temples, or

learning to cook traditional

and healthy Japanese

food in a private home…

Qs & As AFTER THE EARTHQUAKE AND TSUNAMI

Q: What is the current situation in japan?A: Very quickly following the earthquake and tsunami of March 11th, relief and recovery teams moved into the area to assist survivors. Since then, reconstruction efforts have begun, and many aspects of Tohoku’s infrastructure, such as highways and the bullet train lines, are already operational. The situation at the Fukushima Daiichi Nuclear Plant, the energy facility which was damaged on March 11th, is still serious but has stabilized greatly since the accident.

Q: How has Tokyo been affected?A: Tokyo was undamaged by the earthquake and tsunami. Life in the city is operating as normal with no disruptions for meetings, events or general tourism. Q: Can meetings and events planned to take place in tohoku still go ahead?A: Yes - even in the area hardest hit by the events of March 11th, life is returning to normal. Sendai, Tohoku’s largest city, is more than capable of planning for upcoming events. All major meeting facilities are operational again. Q: Where is radiation a concern?A: There is currently a 30 km exclusion area surrounding the nuclear plants at Fukushima (marked with a yellow circle on the map). Areas outside of this zone have been declared to have safe levels of radiation and pose no health risks. All major meeting cities and regions in Japan are well outside of this exclusion zone. Q: Is food and water safe for consumption?A: All food in Japan’s stores and restaurants has been cleared for safe consumption. Food from areas with unsafe

levels of radiation has been banned from sale. Tap water in Japan is safe to drink. Q: How has transportation been affected?

A: International fl ights to and from all airports in Japan are now running as normal, as are almost all

domestic fl ights and railway lines. Q: Are there any insurance issues with visiting Japan?A: As almost all international governments have lifted their temporary travel bans to Japan, except for that covering the area of the exclusion zone, almost all insur-ers are covering travel to Japan as normal. It is, however, advised to double-check with your provider prior to travel. The Japan National Tourism Organization (JNTO) is happy to provide individual meeting and event planners with assistance and advice at any time. If you have any questions, please feel free to contact the JNTO London Convention Manager at: Chad Shiver, [email protected] Tel + 44 207 283 2130, Up-to-date information can also be found at www.jnto.go.jp/eng

> C O V E R I N T E R V I E W

Tokyo at night

Hakodate

Akita

Kyoto

Nara

Nagoya

Nikko

Hakone Kamakura

FukushimaFukushima DaiichiNuclear Plant

Area affected by the Tsunami

Morioka

Aomori

Sendai

YokohamaTOKYO

Naha

Osaka

Yamagata

Niigata

TakayamaKanazawa

Hiroshima

Fukuoka

Kagoshima

Takamatsu

Sapporo

HEADQUARTERS 18

INSURANCEInsurance is a thorny issue for associations to

tackle. There are companies or brokers which

offer cover for ‘events’ and it is clearly of

interest to association executives to investi-

gate this, with regard to their responsibilities.

The largest risk would be cancellation of the

entire event, but insurance normally covers

cancellation only for reasons beyond the

control of the organiser and not by any deci-

sion of his. When the meeting is the general

assembly of an association, it can usually

not be cancelled under any circumstances (a

point to be stressed when booking a venue,

also); it must be held in accordance with the

statutes, however low the attendance, with

a further procedure to set the situation to

rights afterwards, so that the administration

can continue.

Conferences are often intended to bring

in funds to support the general running

expenses of the organisation or expand

activities, but if the association managers

fi nd that numbers are far from those they

had hoped and planned for, they will be

required to prove that they made every

possible effort to attract participants if they

are trying to recover their outlay by claiming

on insurance. Proving that one advertised is

possible, but understanding why people

did not read one’s notices or respond to

the interesting programme is diffi cult or

impossible. Insurers ask whether they are to

cover the expected profi t, but if an associa-

tion is offi cially ‘non-profi t-making’ this is

contradictory.

The expense of paying to a hotel or

conference centre the contractually agreed

minimum if the meeting fails to generate the

expected business will fall on the associa-

tion, so the association manager has to

judge whether an insurance premium will

benefi t him or just add to his losses. Often

his conclusion will be to negotiate his best

position with the hotel, balancing the lowest

potential loss in case of problems with the

greatest fl exibility in case of success.

Notices of meetings commonly include a

disclaimer of any responsibility on the part

of the association if participants have

accidents or become ill, which is reasonable

since the delegates should be covered by

their own fi rms or their personal insur-

ance. For exhibitions, similarly, stands and

personnel should be insured by their own

fi rms. The association’s own staff should be

insured as part of their employment. If the

venue’s reservation contract requires the

organiser to subscribe to liability insurance,

the cheapest and simplest means is likely to

be inclusion in the venue’s own insurance for

a short period.

As with all contracts, an insurance policy

should be read with the greatest care, and

PRIME CONSIDERATIONS FOR AN ASSOCIATION PLANNING A MEETING ARE THE

PROGRAMME AND THE VENUE. HARD ON THE HEELS OF THESE ESSENTIAL DECISIONS

COME A HOST OF PRACTICAL ISSUES TO BE RESOLVED, SUCH AS PUBLICITY, BUDGETING,

VALUE ADDED TAX, TRANSPORT AND TRANSFERS, REGISTRATION. THIS ARTICLE WILL

FOCUS ON TWO OF THE NUMEROUS CONCERNS ARISING: INSURANCE AND VISAS. WHAT

IF THE PLAN DOES NOT WORK OUT - SHOULD THE EVENT BE INSURED? AND FOR THE

DELEGATES TO REACH THE MEETING - DO THEY NEED VISAS?

TEXT JUDY WICKENS, VOLUNTEER AT THE UIA,

RETIRED SECRETARY GENERAL OF T.I.C. (TANB.ORG), WITH PETRA AUGUSTINOVA

PRACTICAL ISSUES WHEN ORGANIZING AN ASSOCIATION EVENT

O N O F I N T E R N A T I O N A L A S S O C I A T I O N SUUUUU III A ı U N I O

HEADQUARTERS 19

with particular attention to circumstances

which are excluded or are not covered

unless additional clauses are written and

higher premiums are paid. The burden of

calculating potential losses if the worst

happens, including assessment of an

‘excess’ (the part of a loss which will be

supported by the organiser even if the

insurer agrees to pay a claim) lies with

the client running the meeting. After all,

the insurer, whether company, broker or

underwriter, is operating as a business.

VISASSo, the meeting is going ahead, and

delegates are booking their places.

People who have to undertake international

travel in order to attend will need visas or

permits allowing them to enter the country.

The days have long passed when travel

agents provided visas along with one’s air-

tickets as a matter of course.

Procedures and conditions change

frequently, and interpretation of regulations

for one country may vary from one embassy

to another; waiting times may vary widely

for different places of application, too. Asso-

ciation meeting organisers can assist visitors

with general guidance and by providing

formal letters of invitation and documents

as requested, and they should be prepared

to provide this support, which may be very

time-consuming.

Applications for visas should follow the

published rules as closely as possible, no

more no less, as omissions or inaccuracies

are very likely to provoke a rapid refusal.

As well as a completed form and a passport

- with the passport often required to be valid

for six months after the trip - documents

required frequently include a return ticket

home, proof of suffi cient funds, confi rma-

tion of conference registration and of a hotel

booking.

For those who are not citizens of the Euro-

pean Union (EU) wishing to attend a meeting

in Europe within the ‘Schengen Area’, a

visa will probably be required, although as

nationals of some countries are exempted

information should be sought on this point.

The Schengen Area comprises most but not

all of the EU member countries plus a few

others, such as Switzerland. It could be noted

that the United Kingdom is in the EU but not

the Schengen Area. An application for such

a visa should be made either to the country

which is the main point of the visit or to the

country in which the visitor will arrive, the

airport where he will land. Making several

applications to different countries is not

advisable. Within the Schengen Area a visitor

can then move freely but he should keep his

passport with him.

For the United States visas can be obtained

in some countries by means of an electronic

application on-line, in others a personal

interview system is operated. The latter

may involve a considerable time waiting for

the appointment and then for a decision,

which can result in a visa being granted

but too late for the participant to reach

his meeting.

There are numerous different types of visas

and it is not always a simple matter to

discover whether a participant in an

association conference requires a business

or a tourist document. For each and every

journey to a meeting, it is advisable to check

afresh for visa or visa waiver arrangements

between the country of citizenship and

residence and the country to be visited.

There are so many practical issues affecting

the organisation of meetings, and the better

our preparation the more likely it is that our

efforts will be crowned with success.

www.uia.org

The largest risk would be cancellation of the entire event, but insurance normally covers cancellation only for reasons beyond the control of the organiser and not by any decision of his

HEADQUARTERS 20

Interest Representation in the European Union

A STRATEGIC OPPORTUNITYTHE MORE POLITICAL INFLUENCE THE EUROPEAN UNION GAINS ON A GLOBAL LEVEL, AND THE MORE POLICY AREAS IT COVERS,

THE MORE INTERESTING IT BECOMES FOR INTEREST GROUPS AND NATIONAL AND INTERNATIONAL TRADE BODIES. THIS IS THE LAST

ARTICLE OF THE 3-PART SERIE CONCRETELY EXAMINING WHY AND HOW THE EU IS IMPORTANT TO INTERNATIONAL ASSOCIATIONS

WHO WANT TO MAKE THEIR VOICES HEARD. TEXT SARAH LEE, DIRECTOR, INTEREL

HQ> R E S E A R C H

Estimates suggest that around 18,000

Brussels-based lobbyists (consultants,

lawyers, associations, corporations, NGOs,

etc.) are involved in infl uencing the EU’s

legislative process. This includes some

2,600 special interest groups which have

a permanent offi ce in Brussels, made up of

trade federations (32%), consultants (20%),

companies (13%), NGOs (11%), national

associations (10%), regional representations

(6%), international organizations (5%) and

think tanks (1%). So how do these groups go

about infl uencing the EU and what do they

want to achieve?

WHAT’S IN IT FOR YOU?Advocacy and representation toward

the institutions can have many different

purposes, whether to get an important

topic, such as a public health issue on the

EU agenda, use policy opportunities and

EU engagement as a market opportunity or

a communications platform, to grow and/

or protect the profi le and reputation of an

organisation, to seek a direct infl uence in

the policy making process to defend or to

promote a commercial or societal interest.

For many companies and sectors, having

a voice in Brussels is a vital part of their

strategy and operations as it allows them

to protect their business or interests, to

increase the understanding of their sector,

to take advantage of funding opportunities

or to add value for their members. Many

individual companies often prefer to address

key issues via a broader association or

interest representation as they feel this will

give them a stronger voice or allow them to

protect their interests without the need for

a high profi le individual involvement. This

means that members are increasingly keen

for their associations to have a strong repre-

sentation in Brussels and to have a proactive

communication and advocacy strategy.

A presence in Brussels, at the heart of the

EU’s institutions and decision-making, is

therefore increasingly important as part of

any growth and development strategy for an

association and as a platform for communi-

cating messages, reaching a global audience

and membership and playing a role in the

creation of a favourable policy environment.

THE NATURE OF EU LOBBYINGThe fragmented nature of EU institutional

structure provides multiple channels through

which organized interests may seek to infl u-

ence policy-making but also presents some

particular challenges.

Each of the key institutions - the European

Commission, the Council of the European

Union, and the European Parliament - has

developed its own system for working with

interest groups. The European Commission,

the executive arm of the European Union,

charged with proposing legislation and over-

seeing its implementation, offers the greatest

access to lobby groups via its Directorates

General (DGs). DGs are distinct departments,

comprised of Commission staff, that are

responsible for specifi c tasks or policy areas.

DGs frequently consult with experts and

interest groups when researching specifi c

issues falling within EU jurisdiction.

Despite the perception, the resources of the

European Commission are rather limited,

compared the broad range of policy issues

and initiatives which it must cover. According

to research, the Commission administra-

tion is only 2% the size of the US federal

government and is even smaller than the

local government of the city of Rotterdam.

As a consequence, the Commission naturally

welcomes outside input at the drafting stage

of EU policy-making, giving interest parties

privileged access at a defi ning moment in

the legislative process. Foundation for such

engagement is therefore the need to provide

information and to educate policy makers,

in order to ensure that future policy takes

account of the interests of your association

and understands the nature of your activity.

A presence in Brussels, at the heart of the EU’s institutions and decision-making, is increasingly important as part of any growth and development strategy for an association

HEADQUARTERS 21

The European Council is one of the EU’s

two co-legislators, with the power to amend

and shape regulation. Within the Council,

there are three main channels of infl uence.

First, interest groups can lobby the national

delegations of each Member State in Brus-

sels, these are made up of experts from

each country, posted in Brussels to oversee

negotiations in particular policy areas. The

second means of lobbying the Council is to

lobby members of the many Council-working

groups which discuss and debate specifi c

topics and which are made up of experts

drawn from member state ministries. The

third means of infl uencing the Council is

directly via national governments. Associa-

tions can be particularly effective in working

with the Council as they can draw on the

support of members of different nationalities

who can ‘play the home country card’ with

the different Member States.

Finally, as a consequence of growing power

of the European Parliament, which is the

second co-legislator along with the Council,

EU’s directly elected body of MEPs attracts

considerable attention from interest group

representatives. The Parliament is made

up of over 700 MEPs, drawn from seven

pan-European political groups and divided

for working purposes into subject specifi cs

committees. Interest representation often

focuses on the rapporteur (author) and

shadow rapporteurs (political group lead) on

each individual dossier. The rapporteurs are

MEPs appointed by Committees to prepare

the Parliament’s response to a Commission’s

proposal and to propose amendments to

the legislation. Associations seek to build

long-term relationships with supportive and

infl uential MEPs who will then champion

their interest in the policy process.

CHALLENGESLobbying in the EU is not without its chal-

lenges. Interest groups must address the

shifting balance of power among EU institu-

tions, such as those changes outlined in the

recent Treaty of Lisbon. Additionally, the

growth of the lobbying industry has led to

more regulation, both by lobbying groups

themselves and by EU institutions.

Policy-making in Brussels also has to deal

with 20 different languages. Although English

is increasingly imposing itself as the lingua

franca, many MEPs and national Permanent

Representations still value being approached

in their native language. National political

cultures are starkly different too and Brus-

sels politics draw on a wide array of political

parties and specifi c national issues which are

often deeply rooted in a country’s govern-

ance culture (e.g: British laisser-faire vs.

French command and control).

CONCLUSIONSThe complex nature of EU policy making can

frequently be both a threat and an oppor-

tunity for businesses and interest groups.

However, increasingly many organisations

have found that having a presence in Brussels

is at the core of any commercial, communica-

tions or development strategy for activities

in the European region. Finding your feet can

be diffi cult but with some expert advice and a

few key tips, Brussels can provide an effective

platform to position your association in the

region and on a global stage.

TIPS AND TRICKS

• Know the system, know who matters• Identify your key targets and stakeholders• Defi ne your objectives and goals from the start• Link activities to political agenda to ensure

relevance• Get in early - build strong relations with policy-

makers and other key infl uencers• Present viable, innovative solutions to the

problem• Do use the media to make your case -

politicians see the news media as a barometer of public opinion

HEADQUARTERS 22

CSIR ICC

SOUTH AFRICA IS UNQUESTIONABLY

A WORLD-CLASS CONGRESS AND CONVEN-

TION DESTINATION THAT IS EQUIPPED AND

READY FOR ANY TYPE AND SIZE OF MEET-

INGS FROM ANYWHERE IN THE WORLD.

BUT HOW MANY CITIES, OR BETTER PUT,

PURPOSE-BUILT CONGRESS CENTRES

DOES SOUTH AFRICA HAVE? SOMEONE

UNINFORMED ABOUT THE SOUTH AFRICAN

MEETINGS INDUSTRY WOULD PROBABLY

ANSWER ‘ABOUT A HANDFUL…’, AND THAT

WOULD BE A MISTAKE! DURING MY LAST

VISIT TO MEETINGS AFRICA 2011 IN JOHAN-

NESBURG, I COUNTED THEM AGAIN. AND

GUESS WHAT? THERE WERE MORE THAN

A HANDFUL: NO LESS THAN SIX TO BE

PRECISE - JOHANNESBURG, CAPE TOWN,

PRETORIA, DURBAN, EAST LONDON AND

KIMBERLEY! TEXT MARCEL A.M. VISSERS

SOUTH AFRICA IN THE CONGRESS SPOTLIGHTThe Big 6 congress venues and cities in South Africa

HQ> S O U T H A F R I C A

Sandton Convention Centre

Extension of CTICCview from Herengracht and Coen Stadler

JO’BURG, THE COMMERCIAL HEART OF SOUTH AFRICAMany people think that Johannesburg

(fondly known as Jo’burg to the locals) is

the capital of South Africa, but that’s not

true, though there is a great concentra-

tion of banks and business centres there.

Johannesburg was one of the offi cial host

cities to the massive 2010 FIFA World

Cup™. For that reason a lot of develop-

ments saw the light of day, for example the

Gautrain, which links Johannesburg and

Pretoria to the O.R Tambo International

Airport and already benefi ts congress-

goers. Jo’burg is also a leading congress

city in South Africa. In this context, one

name resounds loud and clear: Sandton

Convention Centre.

Home to the largest business tourism exhibi-

tion in Africa - Meetings Africa - for the past

8 years, Sandton Convention Centre is only

>>>>

HEADQUARTERS 23

a 25-minute drive (24 kms) from the airport

and just 12 minutes in the new Gautrain I

just mentioned. Located in a sophisticated

business and residential district, it’s literally

surrounded by hotels of all categories, with

over 2,445 hotel rooms (of 3, 4 and 5-star

standard) on the venue’s doorstep.

Opened in 2000, the 12-storey structure

that is Sandton Convention Centre covers

22,000 m2 of multifunctional spaces. The

expansive glass frontage ensures that the

main foyers and several meeting rooms enjoy

excellent natural daylight. The magnifi cent

triple-volume Ballroom is suitable for grand

occasions, such as a formal dinner for up

to 1,800 guests or a conference accom-

modating up to 2,400 delegates theatre

style. The Bill Gallagher room, named after

the world-renowned South African chef,

accommodates 500 guests for cocktails, 270

banquet diners or 240 people in schoolroom-

style seating. The seven boardrooms can be

arranged to accommodate varying numbers

of guests, from as few as 10 to as many as

180. The centre’s two exhibition levels have a

combined fl oor space of 11,000 m2.

MORE EXHIBITION SPACE IN CAPE TOWNProbably the only centre in the world over-

looking the majestic and world renowned

Table Mountain and surrounded by key South

African icons such as Robben Island and

Cape Point, just to name a few - probably

making it one of the most sought after places

to hold a conference - the Cape Town Inter-

national Convention Centre has defi nitely

done its part to put Cape Town on the map,

hosting some key international meetings and

events like CT Jazz, World Economic Forum,

or the FIGO World Congress.

The good news is that CTICC is already

planning to expand. CEO Rashid Toefy says

that the expansion will help the centre to

achieve its vision of being the best long haul

convention centre by 2020, as the centre will

be able to attract more international meet-

ings and exhibitions to Cape Town. In spite of

severe competition, Cape Town has achieved

and maintained an impressive 35th position

on the ICCA ranking list of international

destinations. ‘Despite the fact that only 3.8%

of international association meetings come

to Africa, Cape Town has the lion’s share of

this market’, says Toefy. It is envisioned that

the expansion will allow CTICC to double the

number of international meetings that it

currently hosts allowing it to compete with

other international destinations.

PRETORIA, THE CAPITAL CITYLocated in Pretoria, the CSIR International

Convention Centre (CSIR ICC) is a bit less

known, but to me a vastly underestimated

congress centre. CSIR ICC is situated in

beautiful natural surroundings in the east

of South Africa’s capital city within the

research, academic and ambassadorial hub

of Tshwane. It is located at the Council for

Scientifi c and Industrial Research (CSIR),

one of the leading scientifi c and technology

research, development and implementation

organisations in Africa.

The convention centre has played host to

countless local, national and international

conferences over its 32 years of existence

and this wealth of experience is a unique

benefi t to its clients. Boasting thirteen

venues, three of which being auditoriums all

fi tted with state-of-the-art equipment, CSIR

ICC is one of the few venues in South Africa

that offers the capability to cater for South

Africa’s 11 offi cial languages as well as all

international languages. The CSIR ICC has

also recently introduced internet streaming

of conference proceedings as a new standard

service.

Committed to sustainability, the centre has

been awarded a Silver Classifi cation by the

Heritage Environmental Rating Company in

recognition of its ongoing commitment to

reducing the environmental footprint of its

operations. The CSIR ICC has also certifi ca-

tions for OHSAS 18001 (Occupational Health

& Safety) and ISO 14001 (Environmental

Management), and is working on achieving

ISO 9001 (Quality) certifi cation.

DURBAN AND THE ICCDurban is located in the Zulu Kingdom,

in a heady cultural, historical and natural

mix of attractions. The province is known

for its particularly good weather as well

as two UNESCO World Heritage Sites, Blue

Flag beaches, majestic mountains, rolling

midlands and incredible wild places that

boast the Big 5. Once home to the legendary

King Shaka, KwaZulu-Natal also has one of

the largest Indian communities outside India

and a strong British colonial heritage.

What I will always remember about Durban is

the opening of the International Library and

Information Congress in Durban very clearly.

The brand-new Arena was packed with more

than 3,500 delegates from all over the world.

It was the best opening ceremony I ever

attended, because Africa’s vibrant soul was

and through music, dance and song.

The International Convention Centre Durban

(ICC), also known as Nkosi Albert Luthuli

ICC Complex (after Africa’s fi rst winner of

the Nobel Peace Prize and President of the

African National Congress - ANC), is the fi rst

ICC to be built in South Africa and the largest

in Africa to date. It is one of the most

> S O U T H A F R I C A

Conference room in EL ICC

ICC Durban

HEADQUARTERS 25

advanced conference facilities in the world,

purpose-built, fully air-conditioned, with

three convention halls that are interlinked

but separate. Moveable walls allow for a

number of different venue confi gurations.

Alternatively the halls can be opened up to

form one large venue with seating for 5,000

delegates or 7,000 m2 of column free fl oor

space. Together with the adjacent Exhibition

Centre, the ICC can double its capacity to

accommodate 10,000 conference delegates

in the Arena. The centres can function inde-

pendently or as two halves of one whole.

EAST LONDON, SOUTH AFRICA’S NEW CONVENTION DESTINATION The East London International Convention

Centre (ELICC) is one of the new kids on the

block. It is situated in the beautiful Eastern

Cape province of South Africa, also the birth-

place of Nelson Mandela and home to a rich

Xhosa heritage. Covering over 820 kilome-

tres of pristine coastline, the rugged province

is known for its spectacular biodiversity.

There are numerous game reserves in the

Eastern Cape including the well-known Addo

Elephant National Park and the world-famous

Shamwari Game Reserve.

With panoramic views of the azure Indian

Ocean, the East London International Conven-

tion Centre (ELICC) has placed East London

and the Buffalo City region in South Africa’s

beautiful Eastern Cape on a fi rm footing as a

competitive conference destination. Located

only a 15 minute drive from the East London

Airport, it includes a 600-seater auditorium,

an exhibition fl oor (taking up to 90 stands)

and a major hall capable of seating 850 ball-

room style and 2100 cinema-style.

In addition, the conference centre’s proximity

to both the new Premier Hotel EL ICC and

Premier Hotel Regent mean conference

goers have on-site accommodation and top

class hotel facilities. Although it’s relatively

new, the ELICC has also won an award as

Best Conference Venue in the Eastern Cape,

hosted a boxing world title fi ght and major

conferences, like the 16th National Congress

of the South African Society of Psychiatrists

for instance.

In terms of new kids on the block, let me also

mention another newcomer on the South

African congress market, Kimberly, where

a congress centre has been constructed in

the architectural atmosphere of the diamond

mines of yore. More to come on this

real soon!

Besides the above-mentioned international

convention centres, South Africa has more

than a thousand conference venues located

in hotels, universities and conference centres.

Examples of world-class venues include the

Gallagher Estate Convention Centre, the MTN

Expo Centre and the OR Tambo Conference

Centre to name just a few. In true South

African style, the stadiums built for the 2010

FIFA World Cup™ are also being used for

conferencing. An example of this is the hosting

of the Commonwealth Parliamentary Associa-

tion Conference in July 2010 - literally a week

after the end of the soccer tournament!

SOUTH AFRICAN TOURISM LAUNCHES ECOTHANDA SUSTAINABLE MEETINGS DIRECTORY

South African Tourism just launched EcoThanda, its fi rst-of-a-kind Sustainable Meetings Directory. South Africa’s Minister of Tourism, the Hon. Marthinus Van Schalkwyk unveiled this major green initiative for the Business Tourism sector at an eco-friendly reception hosted by South African Tourism in conjunction with the Department of Trade and Industry in Washington. The directory is an online listing of South African suppliers whose products and services have been vetted and ap-proved for sustainable practices by an independ-ent consultant, National Geographic’s Costas Christ, employing world recognized criteria.

‘This directory was developed in response to the demand from the meetings and incentives industry for more sustainable alternatives,’ said Minister Van Schalkwyk. ‘Our goal is 200 suppliers in the fi rst year, and we expect this to number to grow as we expand our outreach for the program.’

CTICC

CSIR

> S O U T H A F R I C A

Berlin – the place to be for conventions.www.meeting-place-berlin.de

7th–11th July 2011 A warm welcome to Meeting Place Berlin!

HEADQUARTERS 27

‘Whoever is among the top rankings of ICCA

is perceived by congress planners all over the

world as a leading congress location. And Berlin

has already been represented at the top for

years’, says visitBerlin CEO Burkhard Kieker.

‘With the decision to refurbish the ICC Berlin

and to build a new trade fair and congress hall,

we send the right signal to the market.’

The result for Berlin is above all based on the

optimum conditions provided for congress

organisers in the city: Europe’s most modern

hotel landscape, a very good value-for-

money ratio, numerous extraordinary

locations and a large network of additional

service providers. With the opening of the

new capital airport Berlin Brandenburg in

June 2012 the offering of long-haul fl ight

services will moreover increase.

Accessibility to and from Berlin will be even

easier thanks the new capital airport Berlin

Brandenburg International BBI, which is

currently built on the site of Schönefeld

Airport. The opening of the new airport is

scheduled for 3 June 2012. In addition, a

shuttle service will be set up between BBI

and the Berlin main station. It will take

passengers every 20 minutes to the airport

and/or the city centre.

The offi cial contact partner in Berlin for

meetings, conventions and other conferences

is the Berlin Convention Offi ce of visitBerlin,

headed by Heike Mahmoud. For the past

ten years the visitBerlin Berlin Convention

Offi ce (BCO) of Berlin Tourismus & Kongress

GmbH has offered competent support for the

organisation of events of all kinds. Customers

benefi t from the experienced team, a broad

network of contacts and the free-of-charge

agency and reservation services for hotel

allotments.

BCO has also completely revamped its

Internet presence. You can check it out here:

www.convention.visitBerlin.de. Germany’s

leading congress destination is presented in

a comprehensive, structured and interactive

manner. Event planners are provided, for

instance, with ideas for social programmes,

and participants get information on the

tourism offering of Germany’s capital.

Berlin continues to gain in attractiveness

as a location for large-scale events. By the

end of 2013 a new congress and trade fair

centre will be built on the site of the former

Deutschland Halle. Between 2014 and 2016

it will replace the International Congress

Centrum ICC Berlin, which will be completely

closed and refurbished during that time. With

the re-opening of the ICC Berlin, Messe Berlin

will almost double its convention capaci-

ties. At present more than 530 events with

around 240,000 participants per year take

place in the congress area of Messe Berlin.

More information:

www.convention.visitBerlin.de

BERLIN IS ONE OF THE FOUR MOST IMPORTANT ASSOCIATION CONGRESS

LOCATIONS AROUND THE WORLD. THIS IS DOCUMENTED BY THE RESULTS OF

THE CURRENT STATISTICS OF THE INTERNATIONAL CONGRESS & CONVENTION

ASSOCIATION (ICCA). WITH 138 EVENTS BY INTERNATIONAL ASSOCIATIONS IN 2010,

THE GERMAN CAPITAL RANKS FOURTH.

BERLIN IS THE WORLD’S #4 CONGRESS METROPOLIS

HQ> B E R L I N

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HEADQUARTERS 28

HQ> D E S T I N A T I O N S

ASIA PACIFIC’S SECOND-TIER DESTINATIONSWE ALL KNOW THERE’S (MEETINGS) GOLD IN CHINA, THAT

SINGAPORE IS NUMBER ONE, HONG KONG HAD A GOOD YEAR,

JAPAN IS DOING WELL AGAIN, THAILAND IS ONE OF THE MAJOR

PLAYERS AND THAT MALAYSIA OFFERS EXCELLENT VALUE FOR

THE MONEY. BUT WHAT ABOUT ASIA PACIFIC’S SECOND-TIER

DESTINATIONS LIKE MACAU, BRUNEI, VIETNAM, CAMBODIA,

INDONESIA, THE PHILIPPINES AND INDIA? TEXT MARCEL A.M. VISSERS

BRUNEI Jean Christophe Robles Espinosa, Brunei

Tourism’s director of marketing and promo-

tion, communicated that Brunei appointed

Longway as its marketing representative in

China. They will help increase awareness of

Brunei in China as an attractive meetings

destination. Indeed, they have more than

enough activities for pre- and post- tours.

And even if the nightlife in Brunei may be

perceived as dull, the ecotourism attractions

are unique. Also, let’s not forget Brunei has

an excellent convention centre: the Interna-

tional Convention Centre of Darussalam.

MACAU Macau is promoting itself more and more as

a new MICE destination. Big developments

are underway. More on this on the next page.

INDONESIAIndonesia doesn’t have a real convention

bureau like some other Asian countries.

Meetings are entrusted to the Ministry of

Culture and Tourism’s MICE Directorate.

They are also working hard on the promo-

tion of Indonesia in China. There are many

partnerships with Chinese associations;

that’s how Indonesia managed to secure the

3,000-delegate Huang Family Congress in

2012. Similarly, Bali has been confi rmed as

the venue for the Hakka Conference in 2013,

with some 10,000 delegates.

INDIAAgain, it’s all about ‘promotion in China’

here. China will be Asia’s top trade partner

in 2012. This trade relations will result in

greater business-related traffi c from China.

In India, the MICE industry is led by the India

Convention Promotion Bureau (ICPB). It says

that improvements in infrastructure - railway,

convention centres, hotels - across India are

also sharpening the destination’s appeal.

India is also focusing on Chinese second-tier

cities where they promote India as a MICE

destination.

THE PHILIPPINESThe Philippines had to deal with some

political unrest and natural disasters last

year. Events like these always lead to some

kind of perception that is often untrue. The

Philippines needs to polish its image abroad:

they’re promoting some new developments

like Resort World Manila, Imperial Palace

Waterpark Resort, Spa in Cebu and the new

Boracay resorts.

VIETNAMA country of big celebrations, Vietnam

attracts a lot of groups that love cultural

activities. Hanoi plays a leading role in this

trend and celebrated its 1000th birthday in

2010. There are still not enough hotel rooms

in Vietnam and that’s why it’s always good

news when new venues are being built, like

for example the 102-room Mercure la Gare

and the 393-room Crown Plaza West Hanoi.

CAMBODIAThe fi rst dedicated MICE facility, the Diamond

Island Convention and Exhibition Centre

in Phnom Penh, is still a little unknown. It

opened in 2009 and accommodates up to

7000 people. Another option for MICE events

is the Naga World Hotel Casino. More on this

in later issues of HQ Asia Pacifi c.

International Convention Centre of Darussalam, Brunei

Naga World Hotel Casino, Cambodia

HEADQUARTERS 29

INTRODUCING MACAUAre there still new MICE destinations in Asia-Pacifi c?

PEOPLE OFTEN SAY THERE ARE NO MORE NEW COUNTRIES TO DISCOVER ON THIS PLANET.

THE WORLD HAS 194 INDEPENDENT STATES, BUT I’M PRETTY SURE THAT A LOT OF MEETINGS

DESTINATIONS ARE STILL VIRTUALLY UNKNOWN TO MOST OF US. AND I’M NOT ONLY TALKING

ABOUT COUNTRIES BUT ALSO ABOUT CERTAIN REGIONS AND AREAS WITH SPECIAL STATUS.

MACAU IS SUCH AN AREA. TEXT MARCEL A.M. VISSERS

> M A C A U

NOT JUST A GAMBLING CITY ANYMORE After the IT&CM China fair in Shanghai, I took

some time off to visit Macau. It was my fi rst

visit. Like most of you I’m sure, I thought it

was just a gambling hole . But my curiosity

had been aroused for a few years after I had

talked, on various fairs, with Bruno Simoes, of

Doc-DMC. He always said the same thing: come

visit Macau, a lot is happening here. I thought:

Macau is not suitable for European markets

because when Europeans hear the word

‘casino’, they don’t want to go. But it’s defi nitely

not the same with the Asian market. That’s why

I decided to go anyway.

A NEW POWER DESTINATION… AND A HUGE HOTELIt’s probably the same for everyone visiting

Macau for the fi rst time: it’s like casinos are on

every corner of every street. But I was brave

enough to take a closer look and became

amazed by the architecture of the city, its

history, its ties with Portugal, the new hotels,

the relative quietness of the streets, the

nice avenues with appealing shops, the nice

restaurants and the great diversity of people.

And this is exactly the new image the young

generation in the MICE industry of Macau

wants to promote.

A visit to Macau wouldn’t be complete without

a stop at a spectacular venue raising a lot of

controversy on an architectural level. For a

certain category of congress organizers, this

venue is a gift from heaven. Just because

absolutely everything is there, under one roof.

Like a copy of The Venetian in Las Vegas, The

Venetian in Macau opened in 2007. With almost

50,000 m2 of casino space it’s fi ve times bigger

than its older American brother. It’s also the

largest hotel in Asia and surface-wise the

fourth biggest building in the whole world.

There are even little canals you can sail on.

The ceiling is also famous, because it makes

you feel like the heavens are moving with you.

It’s not only an immense hotel (it boasts 3,000

suites!), but it’s also a shopping and dining

paradise. There are 300 premier boutiques,

over 35 restaurants and a myriad of sporting,

leisure and conference facilities.

The Venetian Macao Resort Hotel will play

a crucial role in making Macau one of Asia’s

most exciting entertainment destinations and

premiere convention and exhibition venues.

The Venetian

Macau’s skyline

THE VENETIAN, THE FACTSAs Asia’s largest integrated resort, The Venetian Macau offers more than 100,000 m2 of fl exible convention and exhibition space - giving you ample room to host large-scale events.+ Cotai Strip CotaiExpo - more than 75,000 m2

of exhibition space+ 25,000 m2 of fl exible meeting

and ballroom space+ 108 fl exible meeting rooms+ 6,500 m2 of pillarless ballroom space

www.venetianmacao.com

PROFILE HQ EMEADistribution

+ HQ Magazine is the EMEA magazine for international associations+ Circulation: 5,000 copies+ Published 5 times a year+ Distribution in Europe, Middle East and Africa

Readership+ International associations

organizing international congresses in EMEA and other continents (94%)

+ Members of ESAE, the European Society of Association Executives (1%)

+ the EMEA meetings industry - PCO’s, AMC’s, members of EFAPCO, IAPCO (5%)

HQ EMEA stands for Headquarters Europe Middle East Africa, the magazine for EMEA-based associations.

HAP stands for Headquarters Asia-Pacifi c, the magazine for Asia-Pacifi c-based associations.

PROFILE HAPDistribution

+ HAP is an Asian-Pacific magazine+ Circulation: 2,500 copies+ Published 4 times a year+ 14 Asian-Pacific countries

ReadershipThe readers of HAP consists of 3 important groups:+ the Asian-Pacific associations

organising congresses in the region: 65%

+ the internationanl associations organizing international congresses: 30%

+ the Asian-Pacifc meetings industry, international agencies (PCO’s, AMC’s, members of IAPCO): 5%

5%

ALL YOU NEED TO KNOW ABOUT HQ IN 2011

5% 1%

94%

HQ EMEA HEADQUARTERS

HAP HEADQUARTERS

65%

30%

HeadQuarters magazine, The EMEA Magazine for Association Executives

HEADQUARTERS magazine, The Asia-Pacific Magazine for Association Executives

PLANNING HQ EMEA PLANNING HAPPrintIssue # Publication Booking Additional Date deadline Topics Distribution HQ43 March 2011 7 Jan. Practical issues EMIF (insurance, visas, GIBTM customs, exchanges, rates, etc.)HQ44 April 2011 22 March Alternative types IMEX of events venuesHQ45 June 2011 18 April Conference hotels AIBTM Technology ASAE Annual Meeting (social media, design, new software, etc.)HQ46 Sept. 2011 22 June Sustainability CIBTM IMEX America ESAE Annual CongressHQ47 Nov. 2011 3 Oct. Alliances and EIBTM partnerships of

Each issue includes a destinations, venues,

cover interview, a special feature etc.: how it is beneficial and destination reports. to associations

OnlineHQ publishes a Global E-Zine, in which where can choose to promote your activities in one or several of the following sections: meetings professional, events and fairs, destinations, venues, hotels. HQ Global E-Zine is sent out to professional association planners.

PrintIssue # Publication Booking Additional Date deadline Topics Distribution HAP 5 April 2011 25 Febr. Sustainability IMEXHAP 6 July 2011 26 May Alternative types CIBTM of events venuesHAP 7 Oct. 2011 26 Aug. The services of IT&CMA and CTW Convention Bureaus ITB Asia to associations HAP 8 Dec. 2011 28 Oct. Cultural experiences EIBTM for association delegates

Each issue includes a

cover interview, a special feature and destination reports.

OnlineHQ publishes a Global E-Zine, in which where can choose to promote your activities in one or several of the following sections: meetings professional, events and fairs, destinations, venues, hotels. HQ Global E-Zine is sent out to professional association planners.

RATES HQ EMEA RATES HAPMagazinePublicity Size Publicity Advertorial 2/1 5,500€ 6,250€1/1 3,750€ 4,000€ 1/2 2,500€ 2,750€Covers include a surcharge of 15%

Destination reports 8 pages 12 pages 16 pagesWithin the magazine 12,500€* 16,500€* 20,500€*Loose supplement 14,500€ 18,500€ 22,500€*with cover picture of the destination

OnlineSmall banner 400€ / monthBig banner 600€ / monthPreferred partners 350€ / monthEmailing 3,500€Your logo and URL in HQ E-Zine 650€Special feature in HQ E-Zine 1,600€

MagazinePublicity Size Publicity Advertorial 2/1 4,500€ 5,100€1/1 2,950€ 3,550€ 1/2 1,750€ 1,950€Covers include a surcharge of 15%

Destination reports 4 pages 6 pages 8 pages 12 pages 16 pagesWithin the magazine 7,000€* 8,500€* 10,000€* 13,000€* 16,000€*Loose supplement / / 12,000€ 14,000€ 18,000€ *with cover picture of the destination

OnlineSmall banner 300€ / monthBig banner 500€ / monthPreferred partners 250€ / monthEmailing 2,500€Your logo and URL in HQ E-Zine 450€Special feature in HQ E-Zine 1,300€

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EXPAND YOUR VIEW. ENGAGE YOUR MIND. In a World-Class Convention Destination.

Brisbane – Australia’s new world city. Vibrant. Engaging. Warm and welcoming. It’s where you’ll find ground-breaking

researchers. It’s where you’ll find innovative thought-leaders. And it’s where you’ll find the Brisbane Convention & Exhibition

Centre – recognised as one of the best international convention venues and expanding to bring you even greater scope

for boutique events and mid sized conferences. Brisbane – the destination for people who want to go places.