Association Meeting Programme 2018
 

Registration
1. How much does it cost to register?
2. What is included in the registration fee?
3. How can I pay for my registration fee?
4. When will I receive an invoice?
5. When do I have to pay the invoice?
6. Where can I find the bank details of ICCA?
7. What happens if I don’t pay before a new deadline has passed?
8. When will I be able to book sessions that require pre-registration?
9. How do I get the TapCrowd app?
10. Where can I see who's coming?
11. How do I cancel my registration?

Travel and Lodging
12. How can I book a room in one of the official hotel?
13. Can I book accommodation at an alternative hotel of my own choice?
14. Do I need a visa to get to Slovenia?
15. I need an invitation letter to obtain my visa, how can I get one?

16. How can I send a shipment to the venue?

Business Exchange

17. What is the Business Exchange?
18. How does a Business Exchange session work?
19. Can I register as an “Observer” for the Business Exchange session?
20. How do I indicate my interest in participating in the Business Exchange?
21. How do I become a Business Exchange participant?
22. What information do I need to supply for the Business Exchange?
23. Criteria for the business lead?
24. How many leads can I propose?
25. Can I re-use a lead I proposed in the past BE sessions at other ICCA Events?
26. After sending my proposal form I saw that I made a mistake, can I make a change?
27. When is the deadline to propose my Business Exchange Lead?
28. What happens if I miss the deadline to participate in the Business Exchange?
29. Why is it not possible to have the BE deadline earlier or later?
30. Why is it better to submit my lead far before the deadline?
31. When can I look at the other leads that have been proposed?
32. When will I receive the Business Exchange schedule?
33. Why do we receive the Business Exchange schedule so late?
34. No-shows during the Business Exchange session
35. Can we discuss leads with each other outside of the Business Exchange sessions?
36. How do I make a Business Exchange appointment outside of the Business Exchange sessions?


1. How much does it cost to register?
Please find an overview of the registration fees here

2. What is included in the registration fee?
Included in the registration fee:
•Access to all education sessions
•Lunches, coffee breaks, evening social events

3. How can I pay for my registration fee?
Payment of the registration fee can be made by bank transfer (for bank details please see the invoice) or credit card (AMEX, MasterCard or Visa). To facilitate tracking of payments, please clearly indicate the invoice and debtor number in the reference field when making the payment.

Please note that observers can only pay by credit card.

4. When will I receive an invoice?
You will receive a link to download the invoice in the confirmation e-mail.

5. When do I have to pay the invoice?
Payments should be made within 30 days after the invoice has been issued. If you have not paid before the due date written on your invoice, ICCA reserves the right to send you a credit note and a new invoice with a higher fee if a registration deadline has passed in the meantime.

6. Where can I find the bank details of ICCA?
If you wish to pay by bank transfer, you can find our bank details at the bottom of your invoice.

7. What happens if I don’t pay before a new deadline has passed?
ICCA reserves the right to send you a credit note and a new invoice with a higher fee if a registration deadline has passed in the meantime.

8. When will I be able to book sessions that require pre-registration?
For most of the sessions it is not necessary to pre-register. You will receive an e-mail with information about sessions that require pre-registration and the possibility to log back in to your registration closer to the event.

9. How do I get the ICCA Meetings App?
You will receive an email with all the information to download the app.

10. Where can I see who's coming?
More information will follow.

11. How do I cancel my registration?
Notification of cancellation of your registration must be sent in writing to the ICCA Events Department. For cancellation fees please see the terms and conditions.

12. How can I book a room in the official hotel?
You can find the link to book the hotel in the registration confirmation e-mail. More information about the hotel can be found here

13. Can I book accommodation at an alternative hotel of my own choice?
You can book a room in an alternative hotel but please note that we have a special rate in the Grand Hotel Union, Grand Hotel Union Business and Hotel Lev for AMP participants. Furthermore, the Grand Hotel Union is the venue of all educational sessions.

14. Do I need a visa to get to Slovenia?
More information will follow.

15. I need an invitation letter to obtain my visa, how can I get one?
Should you require a letter for the AMP, please contact the ICCA Events Department once you have registered.

16. How can I send a shipment to the venue?
More information will follow.

17. What is the Business Exchange?
The Business Exchanges (BE), are sessions where participants share information on events they have recently handled. This information could turn into potential clients for your destination. Once you have won an association meeting, it isn’t likely come back to the same destination for approximately 10-15 years. And once the event is secured, there are two things you can do with your acquired information about that meeting: you can save it in your archive, where in a couple of years it will be too out-dated to use again. Or you can exchange this information for up to date and current inside information on other events you might win now. The latter you can do at the BE.

18. How does a Business Exchange session work?

During the Business Exchange session you are required to give information and answer questions about your lead only once to other BE participants who are interested in your lead. After you have successfully signed up for the BE you will receive approximately two weeks before the session starts the BE schedule and instructions on how the session works. The schedule will show you the different time slots (numbered rounds) as well as numbered tables and when all the BE participants are scheduled to represent their lead. The Business Exchange session room will have all the numbered tables that are mentioned in the BE schedule and all rounds (Time Slots) will be called during the session. You only need to represent your lead during one of the rounds according to the BE schedule. During all the other rounds you join tables which have leads that are interesting for you.

19. Can I register as an “Observer” for the Business Exchange session?
No, the Business Exchange is only for BE participants. If you are a first time attendee or totally new we still advise you to register for the Business Exchange. On the event website there is a BE page that will explain very clearly what is expected from you during this session. Also before the session starts we will explain how the Business Exchange will work. There will also be ICCA staff during the session to assist you. The most important thing is that you need to make sure that you can tell/give information about your lead.

20. How do I indicate my interest in participating in the Business Exchange?
When registering for the event, you can indicate that you want to participate in the Business Exchange session. You will then receive a separate email with instructions. The instructions will also include a link to an online application form where you will need to provide information on the event you are putting forward for the Business Exchange.

21. How do I become a Business Exchange participant?
First you have to propose a lead. Participants do so, by filling out an online Lead Proposal Form and submitting the form to ICCA HQ. Once your lead has been reviewed and updated by the research department, you will receive a confirmation email. It is only when this process has been completed that you can become a Business Exchange participant.

22. What information do I need to supply for the Business Exchange?

Participants will give valuable background information normally not known on the decision-making process, contacts, budget issues, delegate profile, financial criteria relating to the decision, sort of support the association need, etc.

23. Criteria for the business lead?
- Your lead must attract at least 250 participants.
- Your lead must be held on a regular basis.
- Your lead must rotate between at least 3 different countries.
- You must have won the lead which you are proposing.
- In case of a past meeting, it should not have taken place more than 2 years ago.
- Make sure that you have inside knowledge about your lead which you obtained by bidding for or with organizing/hosting the meeting. Be aware of the fact that you need to share this information with other BE participants during the BE session(s).

Note that the bigger the rotation area is, the more interesting your Lead will be for the other BE participants. (For instance, a meeting with a World/ International rotation will generate interest with more members than a meeting which only rotates between German speaking countries.)

24. How many leads can I propose?

You are only to propose one lead. If the proposed meeting doesn't meet all of these criteria, the meeting will not be accepted and you will be asked to propose another lead as soon as possible.

25. Can I re-use a lead I proposed in the past BE sessions at other ICCA Events?
Yes you can as long as it fits the ICCA criteria, however you will have already talked about your lead to some of the participants and they may no longer be interested in the same lead while they might have a new lead themselves.

26. After sending my proposal form I saw that I made a mistake, can I make a change?
As long as it is still before the deadline, you can. This will be explained in the confirmation email which you will receive when your lead is accepted by us.

27. When is the deadline to propose my Business Exchange Lead?
The deadline to submit the lead can be found in the Business Exchange section of the event website.

28. What happens if I miss the deadline to participate in the Business Exchange?

If you have not submitted a lead which fit the BE criteria before the deadline, you will not be able to participate in the Business Exchange.

29. Why is it not possible to have the BE deadline earlier or later?
We would like to give everyone the opportunity to participate in the Business Exchange even the ones that are registering late for the ICCA event. For this reason we set the BE deadline as much as technically possible closer towards the event. However, we cannot move the deadline even closer to the event as we need time to prepare and send out the BE schedule to all of the BE participants. Also the total list of leads will only be available in the online Association Database as soon as the deadline has passed. So we also need to give BE participants some time to review the leads in the database and to prepare for the BE session at the ICCA event.

30. Why is it better to submit my lead far before the deadline?

Please see previous point 29 regarding the BE deadline. From our experience a lot of people start submitting their lead at the very last moment. This will give us less time to verify and process the leads. If we notice that your lead does not fit the BE criteria we will have to communicate this back to you again and you will have even less time to send in a new lead before the deadline.

31. When can I look at the other leads that have been proposed?
In your confirmation email you will find the date when you can see all other leads in the ICCA Association Database. This date will be somewhere short after the deadline.

32. When will I receive the Business Exchange schedule?
You will receive the Business Exchange schedule with all the leads, time slots and table numbers at the latest two weeks before the session starts.

33. Why do we receive the Business Exchange schedule so late?
We want to give the opportunity to as many people as possible to participate in the Business Exchange. For this reason we will set the deadline as close as possible to the start date of the session. However it will happen that leads are not complete and that we need to wait to have all the correct information. This can sometimes take some time. When we have all information we can finally make the BE schedule and send it out. This is at the latest two weeks before the session starts. Also note that the leads themselves can already be found 3 weeks before the session starts in the ICCA Association Database. This will only be available to BE participants.

34. No-shows during the Business Exchange session
Please keep in mind that once your lead has been accepted and you received a BE confirmation email your presence is required in Business Exchange sessions. It is unfair to the other BE participant whom prepared for the session to not show up without a reason. Therefore, if for any reason you will not be able to make it to the BE session please inform the BE team by email before the session starts. No-shows during the BE session may result in your company being excluded in the future BE sessions and access to the BE leads in the association database will be withdrawn.

35. Can we discuss leads with each other outside of the Business Exchange sessions?
Yes, you can set-up appointments to meet up with other BE participants via the ICCA Meetings App throughout the network breaks even outside of the Business Exchange sessions. However, also note that these “self” setup BE meetings will never replace the Business Exchange sessions itself since your presence is required at these sessions itself.

36. How do I make a Business Exchange appointment outside of the Business Exchange sessions?
You will be able to make appointments, via the ICCA Meetings App which will be made available to all participants 2 weeks before the event. Through this app you will be able to contact other Business Exchange participants to set up meetings in advance.