7th ICCA Latin America and Caribbean Chapter Meeting & 12th Client/Supplier Business Workshop
 

7th ICCA Latin America and Caribbean Chapter Meeting

San José, Costa Rica
20-24 August 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. How do I cancel my registration?

Travel and Lodging
9. How can I book a room in one of the official hotel?
10. How do I change or cancel my hotel accommodation if I am staying at one of the official hotels?

Business Exchange

11. What is the Business Exchange?
12. How do I become a Business Exchange participant?
13. What information do I need to supply for the Business Exchange?
14. Criteria for the business lead?
15. How many leads can I propose?
16. Can I re-use a lead I proposed in the past BE sessions at other ICCA Events?
17. After sending my proposal form I saw that I made a mistake, can I make a change?
18. When is the deadline to propose my Business Exchange Lead?
19. What happens if I miss the deadline to participate in the Business Exchange?
20. Can we discuss leads with each other 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:
•Client/Supplier Workshop
•Business Exchange
•Education
•Chapter Meeting

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.

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. 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.

9. How can I book a room in the official hotel?
More information about the hotel can be found here

10. How do I change or cancel my hotel accommodation if I am staying at one of the official hotels?
Changes and cancellations should be sent in writing to the hotel reservation department.

11. 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.

12. 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. You will receive an email with additional information as soon as the Lead Proposal Form is ready.

13. 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.

14. Criteria for the business lead?
- Your lead must attract at least 100 participants.
- Your lead must be held on a regular basis.
- Your lead must rotate between at least 3 different countries.
- 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).

15. 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.

16. Can I re-use a lead I proposed in the past BE sessions at other ICCA Events?
Yes you can, 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.

17. 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.

18. 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.

19. 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.


20. 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 throughout the network breaks even outside of the Business Exchange sessions.