What is AIPC

AIPC (the International Association of Congress Centres) is the industry association for professional convention and exhibition centre managers world wide. It is committed to encouraging and recognizing excellence in convention centre management, while at the same time providing the tools to achieve such high standards through its research, educational and networking programs.

AIPC is a true international organization, with representation from over 54 countries around the world. It focuses specifically on the issues, opportunities and challenges facing convention and exhibition centres, and maintains close working relations with related industry organizations to ensure members are well connected to overall industry issues.

AIPC’s Mission Statement

To promote the advancement of the congress centre industry through the encouragement of high management standards and the recognition of excellence in facility operation.

Objective of the AIPC Annual Conference & General Assembly

The objective of the Annual Conference is to address AIPC’s mission of encouraging excellence in facility management by creating a forum for member interaction, education on relevant topics and the consideration of issues and strategies affecting the convention centre industry. The Annual Conference program is developed in response to member interests and priorities as reflected in annual delegate surveys and ongoing member input. The conference destination is regarded as a key element in the program, providing not only a supportive backdrop for member interactions but an opportunity for them to see a member facility and their surrounding community at work.

Delegate profile

Delegates to the Annual Conference consist of AIPC Official Delegates (typically centre CEO’s or designates); AIPC Co-delegates (other representatives from member centres); Non-member Delegates; trade media editorial staff and AIPC Business Partners.

Overall, delegates tend to be a senior level group with considerable experience in the industry and a broad exposure to convention facilities around the world.

Business Partner profile

AIPC Business Partners are industry-related companies who have entered into sponsorship agreements with the organization. In doing so, they are entitled to specific benefits, some of which are related to the Annual Conference. The Annual Conference host is responsible for fulfilling some of those benefits as detailed below.

The role of Business Partners in the conference is not seen as simply that of sponsorship but also the insights they can deliver into new products and services of interest to AIPC members and their respective centres.

Why host an AIPC Annual Conference and General Assembly

As the most important event in the convention centre annual calendar, the AIPC Annual Conference creates a high profile for the conference host and an opportunity to showcase their facility and destination to industry colleagues and related guests. In particular, this conference is well attended by trade media whose coverage generates exposure in industry publications world-wide.

At the same time, the AIPC conference is an opportunity for the host to create a focus for their activities in their own communities, and expose staff, local industry and government officials to the role their centre plays in an important global enterprise. This opportunity can be enhanced by the direct engagement of local officials and industry representatives in the Conference program.

1. General information

1.1 Organisation

Host Committee

The Host Committee is chaired by the AIPC Member representing the host facility or destination, and may also include other centre representatives or destination representatives. One member of the Host Committee will be the primary liaison with the AIPC Organising Committee.

AIPC Organising Committee

The AIPC Organising Committee is made up of: one or more AIPC Board of Director designates and AIPC Management. The AIPC Organising Committee has overall responsibility for the AIPC Annual Conference and General Assembly program and will liaise with the designated representative of the Host Committee in order to coordinate both program and event logistical arrangements.

1.2 Participants

Participants consist of all persons registered, including Official Delegates, Delegates, accompanying persons, observers, guests, working media representatives, Business Partners and speakers.

All conference registration is subject to approval by the AIPC Organising Committee. On-site registration is not permitted.

▪ Official Delegates

Official Delegates are those who represent an AIPC Member (one delegate per Member) and hold the voting rights of their convention centre. In order to participate, the Member must be in good standing (membership dues current).

▪ Member Delegates

Member Delegates are other representatives of member convention centres who do not hold the voting rights of those centres.

▪ Non-member Delegates

Non-member Delegates are guests and observers attending upon invitation and with the approval of the AIPC Board of Directors. Observers must be potential members, and are limited to one year’s attendance as an observer (one person per potential member centre) after which they must commit to membership in order to attend subsequent conferences.

▪ Accompanying persons

Accompanying persons are those who are accompanying registered participants to the event, but do not participate in the official conference programme. Business associates do not quality as accompanying persons.

▪ Invited editorial media are selected working media representatives that are actively engaged with AIPC on an ongoing basis. The registration fee is waived for such individuals.

They are invited by the AIPC Organising Committee (see 4. media provisions for further details).

Editorial media are those working media who wish to attend the conference in order to create editorial content and who may request access via the AIPC secretariat. If accepted, they will be required to pay the non-member registration fee in order to attend.

Non-editorial staff of industry publications may attend if they are an AIPC Business Partner and under the terms of their publication’s Business Partner agreement (see AIPC Business Partners). There is no provision for the attendance by non-editorial media representatives who are not AIPC business partners.

Media representatives acknowledge that they are accepted as attendees to the AIPC Annual Conference on the basis that they are attending for the purposes of editorial coverage only and are not to engage in promotional activities. AIPC reserves the right to rescind the registration of any media representatives that do not adhere to this policy, and in such a case any registration fees that have been paid will not be reimbursed.

▪ AIPC Business Partners:

There are two categories of AIPC Business Partners:

  • Companies that pay an annual fee to AIPC.
  • Companies that participate based on the provision of services to AIPC.

Sponsorship funds for specific meal functions are retained by AIPC as part of the overall Annual Conference budget. AIPC sponsors are identified in the AIPC Annual Conference Contract. It is not permitted for an AIPC Conference Host to enter into additional direct sponsorship arrangements (financial or funds) from an existing or potential AIPC sponsor identified in the AIPC AC Contract.

▪ Local sponsors: are local/regional companies that are not engaged in an AIPC sponsorship and that are solicited by the Host Committee.

  • Local sponsorships and packages must be approved in advance by the AIPC Organising Committee;
  • Benefits and price must be consistent with AIPC Business Partner offerings;
  • Benefits may not include any services or promotional opportunities to be provided by AIPC without the prior approval of the AIPC Organizing Committee;
  • Local sponsors are entitled to a maximum of 2 or 3 corporate representatives attending the Annual Conference;
  • The Host Committee will not charge AIPC for any expenses associated with these sponsors;
  • Exposure benefits for local sponsors will not include any titled functions or activities.

Sponsor / Partner Recognition: In order to ensure consistency of profile amongst sponsors, the form of sponsor recognition is at the sole discretion of AIPC. Local sponsor recognition is subject to the guidelines provided in the AIPC Sponsorship Program policy (issue date: 18.08.08).

Titled sponsorships: AIPC will honour existing business partner agreements, but this will not be extended into other Partners / activities.

▪ Conference Speakers:

Conference speakers are those persons who have been invited by the AIPC Organising Committee to make a presentation during the Annual Conference.

Speakers’ travel and speaker fees are the responsibility of AIPC. Speakers’ hotel accommodation (6 speakers for 3 nights or a total of 18 room nights) is the responsibility of the Host Committee as part of their local agreement with the participating hotel(s).

Members of AIPC who participate in sessions will not be paid for their expenses. Expenses for AIPC staff/contractors who participate as speakers will be the responsibility of AIPC.

Registration fees from all participants are payable to AIPC.

1.3 Key components of the AIPC Annual Conference and General Assembly

Conference programme

The conference programme is organised by the AIPC Organising Committee and includes the opening session, the educational sessions of the Annual Conference and the proceedings of the General Assembly.

Official language

The official language of the conference is English and all related presentation and support materials (i.e., signage, advisories, menus) must be to be in English.

Social programme

The social programme for the conference consists of those activities which are intended to promote and support informal interactions amongst delegates and to create opportunities to experience the host facility and destination. It is to be organised by the Host Committee but must be approved by the AIPC Organising Committee as consistent with the objectives for the conference. The various social events that take place during the Annual Conference, as described under Function Overview, are open to all participants.

Accompanying persons programme

The accompanying persons programme consists of two half or full days of activities and organized to coincide with the sessions of the conference programme. Organization and registration for the component activities is the responsibility of the Host Committee and any payments will be made directly by the participant to representatives of the Host Committee.

Accompanying persons may also participate in all elements of the social programme, including the Opening Ceremony, the Awards Dinner and the closing lunch.

Trade exhibition

A trade exhibition will take place during the period of the conference in order to provide Business Partners with the opportunity to exhibit and present technical / product information and delegates with an additional educational opportunity. The Host Committee will provide required exhibition space and materials throughout the event.

2. Conference program and function overview

Day / Function / Attendance
Pre-conference day (Sat) / Informal reception (drinks and canapés) / 125-150 pax
Welcome day
(Sun) / Destination activities (full or half day): recreational (i.e. golf) or destination tours / Registered participants
First time attendees / Business Partner reception / 50 pax
One hour destination experience followed by: / 150-175 pax
Welcome cocktail and informal dinner / 200-225 pax
Conference day 1 / Welcome coffee / 175-200 pax
Morning and afternoon coffee break / 175-200 pax
Lunch / 175-200 pax
Accompanying persons program / Registered participants
Conference day 2 / Welcome coffee / 175-200 pax
Morning and afternoon coffee break / 175-200 pax
Lunch / 175-200 pax
Accompanying persons program / Registered participants
AIPC Award Dinner / 200-225 pax
Conference day 3 / AIPC Business Forum and General Assembly / 150-175 pax
Welcome coffee / 150-175 pax
Morning coffee break / 150-175 pax
Closing lunch / 150-175 pax

3. Meeting specifications and technical requirements

PLENARY MEETING ROOM
Cabaret-style set-up for 250 pax
Facing the stage
Water, pens & paper on tables / Technical requirements
Stage set up with 2 lecterns
Pre-conference day (Sat) / 09:00 AM Set-up ready / Complimentary wireless internet connection for delegates.
AIPC AC 2015 BOS_AV requirements 2014.07.06(2).xlsx
Welcome day (Sun) / rehearsals
Conference day 1 (Mon) / Opening Ceremony &
Conference sessions
Conference day 2 (Tue) / Conference sessions
Conference day 3 (Wed) / Conference and GA
Hospitality room
Boardroom table for 10-15 pax / Technical requirements
Pre-conference day (Sat) / AM / ▪ 1 PC with windows, power point and internet connection
▪ 1 printer (with hook-up for RC & MdR laptop)
▪ Photocopy machine (or accessible via centre’s business centre)
Welcome day (Sun)
Conference day 1 (Mon)
Conference day 2 (Tue)
Conference day 3 (Wed) / AM
AV Management
Sat>Wed / Complimentary wireless high speed internet connection for delegates and staff.
English speaking showcaller/crewchief and Ateam crew (same staff for continuity) to be available for the duration of the event.
AV crewcatering.

Exhibition area

In the interests of concentrating break activity and delegates in a single area, the exhibition area will have four functions:

  • As a location to serve welcome coffee, coffee breaks and after lunch dessert;
  • As a location for the internet corner (equipped with 2 PC’s with high speed internet connection);
  • To accommodate the exhibits of corporate partners, and
  • To accommodate 15-20 Innovation Award poster boards (in odd years).

All exhibitors are to be provided with a standard space and set of amenities as follows:

  • a ‘conversation table’ with 6 chairs (170 x 60 x 110);
  • signage with the exhibit’s name;
  • and power supply.

The Exhibition area set-up should be complete on the Welcome day (Sunday).

Additional on-site requirements

Additional requirements are as follows;

  1. AIPC registration & information desk is to be made available from Pre-conference day through Conference day 3 of the event and to be provided with a power supply, free high speed wireless internet access and two flipcharts.
  2. A paging/sound system and operator to announce end of breaks and lunch.

4.Division of conference organizational and financial responsibilities

The basis for AIPC Annual Conference and General Assembly model is that AIPC assumes overall control of the conference program and finances while the host is responsible for providing facilities, proposing and delivering a social program, arranging hotel accommodation and seeking local sponsorships. AIPC retains all registration and sponsorship revenues (other than from local sponsors) and pays the host for the activities defined in the bidding document at the specified rates.

The detailed division of tasks and financial responsibilities is as follows:

AIPC is responsible for:

  • Educational program development including:

- Preparation of theme and content

- Speaker recruitment

- Presenter communications

- On-site organization and assistance

- Speakers fees and travel

  • AIPC production expenses
  • Development and maintenance of the AIPC Annual Conference website
  • Registration process and management of the registration fees
  • Carrying out specific elements of the pre-event promotion and publicity (i.e., Bulletins and Communiqué promotions)
  • Production of pocket programme
  • Production of event posters
  • Production of delegate name badges.

The Host is responsible for:

  • Providing required meeting, exhibit and technical services as specified under point 3
  • Providing and coordinating the social program as specified under point 2
  • Providing and coordinating all exhibition requirements: exhibitor conversation tables and liaising additional requirements with the exhibitors
  • Operational responsibility for all logistical aspects of facilities, transportation, exhibit etc.
  • Providing local entertainment for the AC Opening Ceremony
  • Contracting hotel accommodation*
  • Hosting the conference closing lunch at the Annual Conference the year prior to the event
  • Hosting visiting trade media as per stated provisions
  • Hosting AIPC staff and invited speakers (non members)
  • Making the first announcement of the Annual Conference to AIPC members (before December 25 of the year prior to the conference and which may take the form of a seasonal greeting card).

The host is requested to submit detailed costing for all items indicated under section 2 and 3 using the attached Annual Conference Bid Document, taking into consideration:

- Use of local sponsorship and subsidies

- Supplying meeting and exhibit space, in-house equipment, staff and services at no cost

- All charges for on site services by outside-suppliers at cost

AIPC retains the right to subcontract suppliers for the provision of on site services as required to deliver on these responsibilities.

* Hotel requirements

Delegates will be expected to book their own accommodation in a room block negotiated by the Host via a dedicated AIPC online hotel reservation module.

The Host will contract the hotel accommodation according to AIPC’s room requirements, which are to be divided between one 5-star hotel and one 4-star hotel. The block should include no more than 2 hotels.

The final hotel reservation proposal and costing must be confirmed in the candidature and financial proposal.

The Host Committee will make the necessary arrangements with the hotels in order to allow for a flexible hotel cancellation policy. This must be clearly defined in the conference bid.

AIPC will not require a commission on the hotel accommodation but instead requires the Host to arrange for complimentary rooms for:

- AIPC staff to a maximum of 4 rooms for 6 nights (a total of 24 roomnights)

- Invited speakers to a maximum of 6 rooms for 3 nights (a total of 18 roomnights).

Transfer services

In order to minimize ground transportation requirements, AIPC requires the following:

  • If not immediately adjacent, hotels must be located at walking distance (max. 5-10 minutes) from the centre. Otherwise the Host Committee is responsible for providing a complimentary transfer service between the centre and the hotels (at no cost to AIPC).
  • If a transfer service is required for specific elements of the social program (welcome reception and dinner, conference dinner or AIPC Awards dinner), expenses are the responsibility of the Host.

Media provisions

The Host Committee is responsible for inviting local or national working journalists to the Annual Conference. International trade media representatives are designated by AIPC via the Secretariat.