Luc Hendrickx

Executive Director

11th ICCRM, Seville, 7-9 July 2005

Client-Supplier Communication

• Key Message

• International Diabetes Federation

• World Diabetes Congress – Track history

– Facts & figures

– Organization

• Bidding: Questions to Ask– Questions to ask

– Decision-making process

• Client-Supplier Communication– Dos and don’ts

11th ICCRM, Seville, 7-9 July 2005

Key Message

LISTEN

to the person

who drives the decision-maker

11th ICCRM, Seville, 7-9 July 2005

IDF Fact Sheet

• International federation of national diabetes associations

• To promote diabetes care, prevention and a cure worldwide

• The global advocate for people with diabetes

• Established in 1950

• Non-profit International Association under Belgian Law

• Global Executive Office in Brussels

• 18 Staff, 7 Regional Managers

• Many dedicated volunteers all over the world

• Currently representing 191 member associations in 150 countries

• In official relation with the World Health Organization (WHO)

• Organizers of the World Diabetes Congress

11th ICCRM, Seville, 7-9 July 2005

Regions and Regional Offices

• Brussels

• Alexandria

• Singapore

• Dar es Salaam

• Alexandria

•Colombo

• Montevideo

11th ICCRM, Seville, 7-9 July 2005

World Diabetes Congress

Track history

• 1st triennial congress in 1950

• Recent congresses

1991 Washington 8,000

1994 Kobe 5,000

1997 Helsinki 8,000

2000 Mexico City 8,000

2003 Paris 17,000

• Next congresses

2006 Cape Town

2009 Montreal

• Next open date 2012 (2011?)

11th ICCRM, Seville, 7-9 July 2005

World Diabetes Congress

Facts & Figures

• 10,000 participants

• 10,000 sq m exhibition

• 9 parallel sessions

• 2,500 posters

• Structure

Fri Build-up

Sat Build-up, Group registration

Sun Registration, satellite symposia

Mon-Thu Programme, satellite symposia

Fri Dismantling

11th ICCRM, Seville, 7-9 July 2005

World Diabetes Congress

Organization

• In-house PCO since 2003

• Congress Unit

Congress Manager

Congress Assistant

Industry Coordinator

Programme Coordinator

Registration Coordinator

(Media, IT, Finance, PR, ...)

• Outsourced: hotel accommodation, tours

11th ICCRM, Seville, 7-9 July 2005

Bidding: Questions to Ask

• Organizer (Gatekeeper)?

• International Diabetes Federation?

• Congress stats?

• Does my venue meet the congress requirements?

• Previous, next and future venues?

• Next open date?

• Trend in selection of venue?

• European? Global?

• Organizer (PCO)?

• Bid process?

11th ICCRM, Seville, 7-9 July 2005

Bidding: Questions to Ask

• Politics?

Regional rotation, Withdrawal

• Decision-making? Recommendation?Governing body vs Individual

• Trends/Evolution?Congress Unit

11th ICCRM, Seville, 7-9 July 2005

Pro-active Venue Selection

• International driver

• Technical site inspection

• Staff recommends to the Board

• Fact sheets (less is more)

• No local/national driver

• No committee site inspections

• No formal presentation

• No mailing of glossy bid books

• Respect the process, be discreet

11th ICCRM, Seville, 7-9 July 2005

Communication

DOs

• LISTEN!

• Offer a solution to meet requirements

• Be patient, Think long-term

• Network

• Speak to peers, share knowledge

• Do your homework

• Listen to people, not organizations

• Level with your client

• Be informed of the decision-making process, and respect it

• Listen to the person who drives the decision-maker

11th ICCRM, Seville, 7-9 July 2005

Communication

DON’Ts

• DON’T SPEAK!

• Don’t assume that your client is interested in your destination

• Don’t take “no” for an answer

• Don’t only operate from your office

• Don’t send unsollicited e-mails or brochures

• Don’t trust the ICCA database

• Don’t hide essential information from your client

• Don’t focus on organizations

• Don’t underestimate politics and hidden agendas

11th ICCRM, Seville, 7-9 July 2005