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ICCA Association Database Knowledge base

1. ICCA ICCA Association Database Knowledge base 1 How to access the Association Database online lt 3 Gd A A A A A tn eee 4 S Database Structure iia dl A dd a E o IA ca ER 5 4 Frequenty O updates ilatina ts dls id dic 6 E A RN 7 ONE WISE i rean a AS A Meany Gad A IS o ado 9 7 INew searchOnlly text iaa alte 11 8 New search Potential meetings for iio ea eee eh ane Ged oad Merete tie eb O o dee did deed Aba 13 9 Potential meetings for Search examples 0 0 ee tent ene teen tenet ee 17 10 New search Confirmed meetings in aaea 19 11 New search Organisation details or 23 12 Saved selections idni e eaa a Ooch bye cence Syn 27 13 RECENT 58186 9 5 veia a ds Ai RO Ad Eee Ae 28 O A RR 29 15 BOOKMATKS m 4 cere heen o Eo is dese di a AO e a SA 30 16 RESUME IS ut ist e A o A A 31 17 ResultliSt Soning micos or a ei dt elo o dd ay Paar 32 18 Res ltlist Filter noria es NE 33 19 Resultilist PEPA iria e o a sE ria 36 20 Result list EXPO Sed weet A A A A AA o e dl ae ga 38 21 Meeting profiles koi orar e a A A EA OSes EO eee eee Pde tak a Anco 41 22 TroubleshootingarticlOs rocio ini a e o ai daa bbs 48 AS A A NARRAN 49 22 2 Login tOM ICCA actina da
2. Field name Explanation Field type size HOFNR Meeting number id NUMBER Integer ENAME Meeting name TEXT 255 SCODE Series code id NUMBER Long Integer INPUTDATE Date of first input TEXT 255 EDITDATE Date last edited TEXT 255 YEAR Year of meeting NUMBER Integer START Starting day month NUMBER Integer END Ending day month NUMBER Integer STARTDATES_ COMBINED Created date fields to be able to sort on the start and enddates This means YEAR START and YEAR END are combined into a new datefield ENDDATES_ COMBINED CITY City where meeting takes place TEXT 255 COUNTRY Country where meeting takes place TEXT 255 ATTEN Attendance NUMBER Integer ACOMP Number of accompanying persons TEXT 255 REGFEE Registration fee for meeting TEXT 255 CURR Currency for registration fee TEXT 255 NUMHOT Number of hotel rooms booked TEXT 255 COMEXH Commercial exhibition yes no TEXT 255 21 COMPOS Commercial poster exhibition TEXT 255 NUMEXH Number of exhibitors TEXT 255 NUMSURF Number of surface space TEXT 255 NUMPOS Number of posters TEXT 255 EVENUE Official venue for meeting TEXT 255 EPCO Official Local PCO TEXT 255 EAIR Official Airline TEXT 255 EHOT Official hotel s accommodation TEXT 255 EEXH Official exhibition management TEXT 255 ETRA Official DMC TEXT 255 SNAME Secretariat name TEXT 255 SCONTACT Secretariat contact person TEXT 25
3. First open year for Bids TEXT 4 NUMBER Long Integer DEADL Deadline for Bids TEXT 7 DESCD Decision date TEXT 7 PREFR Preferred region for next meeting TEXT 105 38 Copyright 2015 ICCA iccaworld com DESCM Decision maker TEXT 25 ICPTITLE Int Org contact person title TEXT 255 ICPFNAME gt Int Org contact person firstname TEXT 255 ICPLNAME gt Int Org contact person lastname TEXT 255 KC_LINK Hyperlink to Key Contact Details on Association s website TEXT 255 decision Decision information available remarks Remarks porganisation Core PCO name TEXT 80 paddress Core PCO address TEXT 254 ppocode1 Core PCO postal code in front of city TEXT 10 pcity Core PCO city TEXT 50 ppocode2 Core PCO postal code after city TEXT 10 pcountry Core PCO country TEXT 50 pphone Core PCO phone number TEXT 30 pfax Core PCO fax number TEXT 30 phomepage Core PCO homepage TEXT 80 pemail Core PCO e mail TEXT 40 aorganisation AMC name TEXT 80 aaddress AMC address TEXT 254 apocode1 AMC postal code in front of city TEXT 10 acity AMC city TEXT 50 apocode2 AMC postal code after city TEXT 10 acountry AMC country TEXT 50 aphone AMC phone number TEXT 30 afax AMC fax number TEXT 30 ahomepage AMC homepage TEXT 80 aemail AMC e mail TEXT 40 notes Meeting editions Incomplete
4. Series name TEXT 125 ICODE gt Int Org code id TEXT 10 NUMBER Long Integer INAME gt Int Org name TEXT 80 lADDRESS gt Int Org address TEXT 254 IADDRESS_enter Int Org address TEXT 254 IPOCODE1 Int Org postal code in front of city TEXT 10 ICITY Int Org city TEXT 50 IPOCODE2 Int Org postal code after city TEXT 10 ICOUNTRY gt Int Org country TEXT 50 ICPERSON Int Org contact person TEXT 40 IFUNCTION Int Org contact persons function TEXT 30 SALUTATION Dear Contact person Int Org TEXT 40 IUNTIL Date until Int Org Contact person has been assigned TEXT 10 IPHONE Int Org phone number TEXT 30 IFAX Int Org fax number TEXT 30 IHOMEPAGE gt Int Org homepage TEXT 80 IEMAIL Int Org e mail TEXT 40 FREQ Frequency of series TEXT 15 AREA Rotation area of series TEXT 25 AttendanceEstimate Estimation of number of attendance AttendanceEstimateSignificance Estimation of number of attendance significance DUR Duration of series TEXT 7 SUB Subject matter of series TEXT 254 SUB2 Subject matter of series TEXT 254 SUB3 Subject matter of series TEXT 254 MON Preferred meeting months for series TEXT 7 NUMB Number of break out rooms TEXT 3 SIZE Size of meeting rooms TEXT 9 VENUE Preferred venue e g University TEXT 15 LANG Language TEXT 160 USEXH Use of exhibition yes no TEXT 3 FOPEN
5. Submit new meeting If you have hosted or organised a meeting which meets the ICCA criteria but is not yet in the database you can submit the information via the form Under construction Upcoming events ICCA organises many activities at tradeshows and at its own events where additional information about Association meetings or the organisers of these meetings become available The buttons in this area will show the extra information Note that for some additional information you need to have rights Eg Only exhibitors at certain tradeshows may see the Hosted buyers information For ICCA activities such as Business Exchange or Client Supplier Business Workshops pre registering may be required 8 Copyright O 2015 ICCA iccaworld com New search Search O What are you looking for Free text search EN Only text O Potential meetings for O Confirmed meetings in O organisation details In the New search screen four main search options are available 1 Only text 2 Potential meetings for 3 Confirmed meetings in 4 Organisation details One of the options needs to be selected to search 1 The only text option is selected by default and searches in all profiles The free text search can also be combined with the other three search options Potentials meetings for Confirmed meetings in Organisation details where the key words entered will then only apply to the option selected 2 Selecting
6. e Recently added Organisation details The results can be sorted by Relevance Name of the organisation City where the organisation is located Country where the organisation is located Recently added 32 Copyright 2015 ICCA iccaworld com Result list Filter Filters available in the result list enable you to modify the results The following filters are available Meeting Organisation Privileged info and Background info Meeting Note that not all filter combinations have been activated for all search sections Attendance Specify the range minimum maximum attendance The following ranges are available lt 250 250 499 500 999 1000 1999 2000 2999 gt 3000 Unknown Rotation area Clicking on the Rotation area filter will generate an overview of all meeting rotation patterns relevant to the destination s selected Recurring destination The system will search by default on meetings exceptions which do come back to the same destination regularly recurring destinations In the result list these meetings can be recognised by the symbol You can turn this option on off Month s Search for the month s in which the international organisation usually has its congress First open year Here you can look for meetings of which is known when their next meeting will be held but it is still open where sometimes a preferred region is mentioned sometimes a bid manual is attached under decision makin
7. iccaworld com New search Only text In the New search screen four main search options are available Only text Potential meetings for Confirmed meetings in Organisation details AON 1 Only text 2 H New h Saved Bookmark ICCA ome lew searcl rl marks Home gt Search What are you looking for Free text search Ed Only text O Potential meetings for O Confirmed meetings in Oorganisation details O 2005 2015 International Congress and Convention Association all rights reserved Notes Hot leads e Business exchange Contact Us Welcome Manual Logout Last login 15 June The free keyword search searches in general meetings information series past and future meeting editions and organisation details As soon as you start typing text the system will start making suggested keywords it found in the database Pressing the Go button will start the search resulting in an overview of meetings that meet the criteria Note that the free text search can also be combined with the other three search options Potentials meetings for Confirmed meetings in Organisation details where the key words entered will then only apply to the option selected You can sort the result by relevance default and or name of the meeting Clicking the X button will undo the sorting Clicking on the name will open the profile The following fields are searchable id
8. After entering two letters the system will come up with suggested destinations found in the database Note that the destinations in the database are in English You can enter multiple destinations Clicking on the X will remove the destination Important notes e If you are entering a city the system will still search on country level The reason for this is that all association meetings in the Association Database tend to not come back to the same country in ten or fifteen years depending on the rotation pattern of these meetings e The system will search by default also on meetings exceptions which do come back to the same destination regularly recurring destinations In the result list these meetings can be recognised by the symbol Advanced Clicking the advanced button will open additional search criteria What are you looking for Meeting Organisation Privileged info O Free text search Ed Attendance range Only meetings with Based in Meeting insiders Hosted buyers Min Max Name member supplier City country continent O Only text i i Local reps based in Potential meetings tor Rotation area Confirmed supplier p Sank O Confirmed meetings in Country o 3 O organisation details a a not visited ICCA member involved gt Note rom i m Which destination s 16 06 2005 y Business exchange iad pose MJ name session City country continent Backgr
9. Max City country continent Hosted buyers Bid manual O O Only tex A A Complete profiles 3 O Potential meetings foin Rotation area Local reps based in AE EEE EE New profiles since O Confirmed meetings in Country g pde Organisation details Preferred month s Name session Based in Management Updated profiles since First open year Choose M Date City country continent Subject Language maea Commercial exhibition ICCA member involved D Name member supplier Confirmed supplier Selecting the search option Organisation details will prompt the field Based in Enter the city country or continent to find the Organisations based in those locations After entering two letters the system will come up with suggested locations found in the database Note that the locations in the database are in English You can enter multiple locations Clicking on the X will remove the location Advanced Clicking the advanced button will open additional search criteria The following search sections are available Meeting Organisation Privileged info and Background info Meeting Attendance range Search for the minimum and or maximum number of participants that meetings should have Specify the range minimum maximum attendance Numbers only no comma s or other signs accepted Rotation area After clicking on the Rotation area field you will find an overview of all meeting rotation patterns
10. 13 Country local reps 14 Preferred region Business Exchange UIA Info 20 Average attendance 21 Frequency 22 Rotation area 23 Break out rooms 24 Size meeting rooms 25 Usual exhibition 26 Language s 15 Preferred venue 16 Preferred month 17 Duration of congress 18 Subject s 27 ty Bookmark 28 Meeting insider 29 ICCA member 30 O Note Edition Dates Country City Attendance Confirmed Future Editions Dubai Czech Republic Prague be 57th 2018 United Arab Emirates P seth 2017 Explanation of fields 1 Bookmark allows you to mark a meeting for easy reference A meeting bookmarked will have a yellow Bookmark star 2 General name of the meeting also called Series title 3 id ICCA s unique number for a general meeting also called scode 4 Updated date when the general meeting was updated 5 Name of the organisation 6 id ICCA s unique number for an organisation also called icode 7 Updated date when the organisation profile was updated 8 City and country where the organisation is based 9 First open year the first year of which destination is not yet known 10 Deadline bids date on which all bids for this open year have to be received by the international organisation 11 Decision date date upon which will be decided where the congress will go to 12 Decision maker who will make the final decision Decision making info When available we put in
11. Copyright O 2015 ICCA iccaworld com Result list After entering the search criteria and pressing the Search button the result list appears sorted by relevance default Depending on the type of search diferrent formats of results appear with various sorting and filter options Only text The results display the general meeting name also called series and all past and future confirmed meeting editions belonging to this profile The link will open the default profile page Potential meetings for The results display the general meeting name also called series deadline bid rotation area first open year for bids number of meetings editions country local representative average attendance number size The mark will indicate if the meeting is returning regularly to the same destination selected The values will only be displayed when available The link will open the default profile page Confirmed meetings in The results display the specific confirmed meeting edition name dates city and country where the meeting takes place attendance number size and venue When the meeting took will take place in the same destination multiple times the profile will display the city and the number of times the meeting was held in the same city The values will only be displayed when available The link will open the specific meeting edition in the profile page Organisation details The results display the name of the organisati
12. You can switch off this option by moving the box from green yes to the left so it becomes grey no Name of member supplier Confirmed supplier 24 Copyright 2015 ICCA iccaworld com Organisation Based in Enter the city country and or continent of where the organisation should be located Local reps based in Choose any of the pre defined countries in this field where associations should have a member The association will only be selected if ICCA has found an address of the local representative also called key contact member local counterpart on the international organisation s website It is very beneficial to have a key contact in your own country Very often meetings rotate between the countries of the local representatives Furthermore communication will be much easier with someone from your country language culture and much closer for meetings Management Select the type of mangement International Organisation Core PCO AMC Privileged info Meeting insiders ICCA s Association Database has always been about sharing commercial information about recently hosted meetings The Meeting Insider functionality facilitates and personalises information exchange among ICCA members Members are now invited to provide background information on specific events that you have hosted and also add a picture and contact information to the meeting profile This applies to all future events in the database and also to events whic
13. aims and objectives of the UIA is to collect research and disseminate information on international organizations Published in the Yearbook of International Organizations this provides an extensive coverage of non profit international organizations both international non governmental INGOs and intergovernmental IGOs available today At present it contains entries on 64523 civil society organizations in 300 countries and territories in every field of human endeavour The International Congress Calendar is a comprehensive source of information on past and future international meetings organized or sponsored by international organizations The entire database contains 359685 events dating from 1851 and over 15 000 future events are included every year The meetings data compiled by the UIA is analyzed in great detail in an extensive annual International Meetings Statistics Report provided free to UIA Associate Members as part of their subscription There appear to be a number of misconceptions concerning the current relationship between UIA and ICCA which has been in effect since the beginning of 2010 To clarify matters 1 UIA and ICCA are not merging and have no intention of merging 2 UIA allows ICCA to display a select amount of UIA data on ICCA s website 4 500 regularly occurring meetings within ICCA s database of international association events have been enhanced through access to supplementary UIA data Renting access to these profile
14. are not included in this number They can be mentioned separately in the database but will not be a part of the calculation To assess the correct number sometimes is difficult especially with an exhibition attached that attracts more people separately 57 Copyright O 2015 ICCA iccaworld com How to participate in the Business Exchange Still potentially the most valuable part of the ICCA Congress in terms of Return on Investment is the Business Exchange BE Rather like speed dating with business leads it is the easiest way to find new business leads for your venue or destination If you can bring just one lead back to the office then the registration fee is already money well spent Once you have won an association meeting it isn t likely to 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 All ICCA members are invited to take part in the BE lt is free of charge but pre registration is necessary To get an idea of the type of information which is being exchanged at the BE sessions please see an example of the required forms for participation here BE form If yo
15. examples New search Only text e New search Organisation details e New search Confirmed meetings in New search Potential meetings for New search Dashboard 26 Copyright O 2015 ICCA iccaworld com Saved selections Saved selections The perfect way to access your saved criteria over and over again This section gives an overview of all saved selections Click on the magnifying glass icon to prompt that selection to run UU N You can adjust the selections by clicking on the pencil gt You can also start making your own selections by clicking on the New selection link Note that only the criteria are saved not the profiles themselves When saving a selection the following fields are available description of the selection and edit date 27 Copyright O 2015 ICCA iccaworld com Recent selections Recent selections In this section you will find the latest selections the user was working on Note that this section is under construction 28 Copyright O 2015 ICCA iccaworld com ICCA Tips Tips The ICCA Tips will include ICCA s recommended searches Please note that this is under construction 29 Copyright O 2015 ICCA iccaworld com Bookmarks Bookmarks Allows you to mark a meeting or meetings edition profile for easy reference can be edited and printed A bookmarked profile will have a yellow star button which can be turned on yellow and off grey 30
16. have a key contact in your country please bear the following in mind Not all international organisations supply ICCA with their local contact persons ICCA collects contact and address details of members of the international organisation in your country also called the local representative key contact or local counterpart You can view which countries are listed on the association s website by clicking the link local representative in the profile If available the address details of the local representative can be found by following the link This will take you to the right website immediately You can use the ICCA Association Database Online to update your own Database to define a target market to get a list of possible sales calls in a particular country to discover more locallocal representatives to do direct mailings E mail or to obtain more background information about a specific meeting And there are of course many more reasons to use the Association Database Example Search for meetings that could come to Singapore In the New search screen specify the following Potential meetings for Destination Singapore Click the Search button A result listing appears When you click on the Advanced button you will see that the system has pre defined the following search criteria e Rotation area for Singapore e Destination s not visited From today s date minus 10 years e Recurring destination yes You can now clic
17. listing phone and or email details You can also say for how long you want to be a Meeting insiders for a specific meeting Only those ICCA Members who have made a similar commitment will be able to access to your contact details and vice versa To reiterate only ICCA members who have made this commitment will be able to search for meeting profiles with Meeting insiders With this functionality not only Members in the Destination Marketing sectors are invited to participate but also suppliers who are linked to the meeting as well Hosted buyers Select all meetings of which the contact of the association belonging to that organisation will participate in a Hosted Buyer Programme of a tradeshow This option is only available to members who are exhibiting at the particular tradeshow or have registered When registered for the ICCA Personal Connections Evening at IMEX or EIBTM ICCA members can view additional information on Hosted Buyers attending the tradeshow ICCA s Research Department has looked into the meetings represented by the buyers and added these to the Association Database Bookmark Each member can bookmark specific profiles and meetings By selecting yes you can easily find back your bookmarked profiles Notes You can add your personal comments to a meeting e g the contact name of the local representative or your own file number This information will be stored on our server therefore it will remain available even when a new versi
18. organising multiple meetings these meeting names will all be displayed in the Organisation tab without having to scroll down in the list e Business Exchange BE tab Members participating in the Business Exchange will receive a personalised link through which they can submit a new BE form which will automatically be connected to the meeting profile in the Association Database The BE form will immediately be available in the meeting profile pending for approval read only under the Business Exchange tab After approval the BE participant will receive an email and the BE form can be edited by the BE participant Approx two weeks prior to the ICCA Congress all BE forms will become available for BE participants Approx 6 months after the ICCA Congress the BE forms will become available to all ICCA members e Meeting edition s if an ICCA member was the Organising Committee and or Secretariat this will be highlighted in the specific meeting edition s with a green M The name of the member will link to the members profile in the ICCA Membership Directory Online e Grey coloured incomplete profiles can now also be updated via the link Report an Update in the grey bar at the top of the profile Export e A new sheet has been added to the export explaining data protection legislation and the description of all fields The tabs have been renamed to Sheet 1 Important notes Sheet 2 Essentials Sheet 3 Essentials incomplete Shee
19. to the Bidding Decision making Process Delegate Budgetary Profile etc You can also choose to indicate your preferred ways of communication by not listing phone and or email details You can also say for how long you want to be a Meeting insiders for a specific meeting Only those ICCA Members who have made a similar commitment will be able to access to your contact details and vice versa To reiterate only ICCA members who have made this commitment will be able to search for meeting profiles with Meeting insiders With this functionality not only Members in the Destination Marketing sectors are invited to participate but also suppliers who are linked to the meeting as well Hosted buyers Search for all meetings of which the contact of the association belonging to that organisation will participate in a Hosted Buyer Programme of a tradeshow which you can select in the scrolldown list This option is only available to members who are exhibiting at the particular tradeshow or have registered When registered for the ICCA Personal Connections Evening at IMEX or EIBTM ICCA members can view additional information on Hosted Buyers attending the tradeshow ICCA s Research Department has looked into the meetings represented by the buyers and added these to the Association Database Bookmark Each member can bookmark specific profiles and meetings By selecting this option green is yes you can easily find back your bookmarked profiles Note You ca
20. 5 SADDRESS gt Secretariat address TEXT 255 saddress_enter SPOCODE1 Secretariat postal code in front of city TEXT 255 SCITY Secretariat city TEXT 255 SPOCODE2 Secretariat postal code after city TEXT 255 SCOUNTRY Secretariat country TEXT 255 SPHONE Secretariat phone number TEXT 255 SFAX Secretariat fax number TEXT 255 SHOMEPAGE Secretariat homepage TEXT 255 SEMAIL Secretariat e mail TEXT 255 SFUNCTION Secretariat function TEXT 255 ONAME Org committee name TEXT 255 39 Copyright 2015 ICCA iccaworld com OCONTACT Org committee contact person TEXT 255 OFUNCTION Org committee contacts function TEXT 255 OADDRESS gt Org committee address TEXT 255 oaddress_enter Org committee address TEXT 255 OPOCODE1 Org committee postal code in front of city TEXT 255 OCITY Org committee city TEXT 255 OPOCODE2 Org committee postal code after city TEXT 255 OCOUNTRY Org committee country TEXT 255 OPHONE Org committee phone number TEXT 255 OFAX Org committee fax number TEXT 255 OHOMEPAGE Org committee homepage TEXT 255 OEMAIL Org committee e mail TEXT 255 SUB1 Subject matter of meeting TEXT 254 TEXT 255 SUB2 Subject matter of meeting TEXT 254 TEXT 255 FOOTLINES Extra remarks on meeting TEXT 255 ICODE Int Org code TEXT 10 NUMBER Long Integer INAME gt Int Org name TEXT 80 IADDRESS Int Org address TEXT 254 i
21. How to access the Association Database online 1 Open the website www iccaworld com 2 In the My ICCA section login with your username and password Access codes are only provided to the main ICCA contact person This person is listed in the Membership Directory Online In case you have forgotten the access codes click here 3 Click on Login 4 Click on ICCA Association Database and you will come to the main screen also called Dashboard 3 Copyright O 2015 ICCA iccaworld com Criteria The meetings stored in the Database are international association meetings and must all meet the strict criteria the ICCA Research department uses 1 Meetings must be organised on a regular basis annually biennially etc 2 Meetings must rotate between at least 3 countries 3 Meetings must attract a minimum of 50 participants 4 Copyright 2015 ICCA iccaworld com Database structure The Database is structured by international organisations series and events An international organisation can be responsible for one International Organisation A or more than one International Organisation B different meeting or series Over the years a series consists of different events held in the past and scheduled for the future e g 2014 2015 2016 2017 etc This historical overview strongly contributes to the value of ICCA s Association Database as an information source An example The International Congress and Convention As
22. a 12 15 July 2015 x Buenos Ares 2015 Hosted buyer RSMP Congress profiles 2005 2015 Intemational Congress and Corwention Association aii rights reserves Contact Us The following options are available Header Manual Opens the user manual Settings Under construction Logout User logs out of the My ICCA section Search Search by keyword s in the Association Database Selections The buttons under this section New search Saved selections Recent selections ICCA Tips give access to various selections in the Association Database New search Search for keyword s potential meetings confirmed meetings and organisations Saved selections Giving an overview of the selection s saved by the user The saved selections can be viewed deleted and edited by adjusting search criteria Recent selections 7 Copyright 2015 ICCA iccaworld com Giving an overview of the recently used selection s Under construction ICCA Tips Recommended searches for the individual user Under construction Leads Bookmarks Mark a meeting profile for easy reference Notes Hot In this section you will have the opportunity to find information on weekly added hot profiles containing information on First open year Deadline for bids and the Decision making document is available Note that you could combine these hot leads with your own selection criteria or apply filters to the results list
23. a link to the webpage of the international organisation where they mention who decides where the next event will be held plus possible additional information for potential hosts 13 Country local reps this link will open a list of all the countries in which the international organisation has a member If you click in the list on a country you will open the webpage with names and contact details of those members 14 Preferred region region of the world where the international organisation would like to hold that congress 15 Preferred venue the type of venue the int org prefers to hold its congress in 16 Preferred month the month in which the international organisation usually has its congress 17 Duration of congress how many days the congress takes on average 18 Subject s subject s or type of industry field of the congress 19 Big Data Search 20 Average attendance 21 Frequency how often the congress takes place 22 Rotation area in which part s of the world the congress takes place 23 Break out rooms number of break out rooms needed 24 Size meeting rooms in square metres 25 Usual exhibition is there a commercial exhibition attached 26 Language s the language s spoken during the congress 27 Bookmark allows you to mark a meeting edition for easy reference A meeting edition bookmarked will have a yellow Bookmark star 28 Meeting insider 29 ICCA member indicates that in the meeting editi
24. a that will be exchanged during the Business Exchange turning the event into a massive intelligence gathering opportunity Conditions apply Please note that only participating delegates may search for the BE session s and may view the additional Business Exchange information Background info UIA Some of the profiles have additional detailed information regarding the association This information is provided by an external source the Union of International Associations UIA Bid manual A bid manual also called request for proposal or RFP is a written document issued by an organisation which contains requirements for their future meetings Select this option if you are interested in profiles that contain this extra information Complete profiles 25 Copyright 2015 ICCA iccaworld com By default the result of your search will consist of a number of complete profiles with international organisation information and 3 meetings and possibly a number of incomplete profiles that may require some more research from your side The incomplete profiles are highlighted in your result list New profiles since Search for associations which were added to the Database since the last update of the Database or after the date you entered Updated profiles since Search for associations which were updated in the Database since the last update of the Database or after the date you entered Related articles Potential meetings for Search
25. address_enter Int Org address TEXT 254 IPOCODE1 Int Org postal code in front of city TEXT 10 ICITY Int Org city TEXT 50 IPOCODE2 Int Org postal code after city TEXT 10 ICOUNTRY Int Org country TEXT 50 ICPERSON Int Org contact person TEXT 40 IFUNCTION Int Org contact persons function TEXT 30 SALUTATION Dear Contact person Int Org TEXT 40 IUNTIL Date until Int Org Contact person has been assigned TEXT 10 IPHONE Int Org phone number TEXT 30 IFAX gt Int Org fax number TEXT 30 IHOMEPAGE gt Int Org homepage TEXT 80 IEMAIL Int Org e mail TEXT 40 Related articles e Result list Export Can import a selection of the ICCA Association Database in my own CRM administration system 40 Copyright O 2015 ICCA iccaworld com Meeting profiles The ICCA research department has assembled an historical overview of thousands of meetings since 1972 The profiles page provides detailed information about a particular meeting and the organisation The page consists of three main sections top navigation shortcuts left navigation and the profile Top navigation Welcome Dennis Speet Manual Settings Logout b Association Database AR 5 9 7 2 Home New search Saved selection Recent selected Bookmarks Notes Hot leads Business Exchange Submit new congress Home gt Search gt Results gt Profile The following opt
26. an organisation which contains requirements for their future meetings Select the option Yes if you are interested in profiles that contain this extra information Deadline bids Specify the year and or month for the upcoming deadline of bid submissions Hot leads A Hot lead contains information on First open year Deadline for bids and the Decision making document is available Complete profiles By default the result of your search will consist of a number of complete profiles with international organisation information and 3 meetings and possibly a number of incomplete profiles that may require some more research from your side The incomplete profiles are highlighted in your result list 34 Copyright 2015 ICCA iccaworld com Created in Select the year s in which the association meeting information was added to the Database Updated in Select the year s in which the association meeting information was updated in the Database 35 Copyright O 2015 ICCA iccaworld com Result list Print pdf Sections of profiles can be printed and or exported to pdf format from the Result list from from the profile and from the Bookmark section Printing from the Result list In the result list the following button appears at the right top of the screen sj Pressing the button will open the following menu ICCA Association Database Print Select the record s and section s below and the format you would like to prin
27. base Online During the two weeks period the read only version will no longer have the following functionality in the Series Events sections Add delete bookmarks Add delete notes Save delete selections Add edit Business Exchange leads Add edit delete Meetings Insiders information Report an Update 64 Copyright 2015 ICCA iccaworld com What will happen with my saved selections notes and bookmarks The saved selections notes and bookmarks from the old version will be migrated to the new version of the Association Database Online During a period of two weeks when we will retain read only access to the old version you can compare new version with old version to ensure all your work has been moved across successfully Should you miss any specific information or you cannot view the information at all please contact Dennis Speet email dennis icca nl stating 1 Your login 2 The name of the Saved selection and or meeting profile 3 Description of the issue 4 Contact details 65 Copyright O 2015 ICCA iccaworld com Saved selections records do not match with the old Association Database The structure of the Association Database has slightly changed For this reason the results number of profiles of the new version of the Association Database could have a small difference with the old version Should your result not match at all please contact Dennis Speet email dennis icca nl stating 1 Your login 2 The na
28. by other members so you will be able to see an overview of who will bring which lead to the BE session This will allow you to get in touch with BE participants beforehand to set appointments The Business Exchange at the Congress The Business Exchange will be going on throughout the Congress BE Participants will be using an app eg Spotme to contact each other and make appointments with each other to exchange business information You will share background details on potential meetings with fellow BE participants There will also be an informal session without presentations you only need to come prepared with regards to the event details and you should already have made your appointments to meet at the session Additionally there will be the possibility to share BE information during breakfast lunch and the social programme The app will help delegates to identify leads and to send meeting requests to other BE participants Related articles e How to participate in the Business Exchange Meeting profiles e Dashboard What will happen with my submitted Business Exchange leads and Meetings Insiders information from the old version 58 Copyright O 2015 ICCA iccaworld com What will happen with my submitted Business Exchange leads and Meetings Insiders information from the old version The Business Exchange leads as well as the Meetings Insiders information and rights to access this additional information if applicable will be m
29. cial considerations are most important to the association e g do they aim to make a big profit from the event is it more important for their central budget costs to be kept low or are they more concerned with securing good hotel rates for their delegates is financial and or in kind support from the destination important to them do they need firm price guarantees before making decisions etc 1 7 Is the association flexible in terms of the time of year or days of the week when the event takes place 1 8 What sort of support does the association need from suppliers in the destination e g identification of local PCOs or DMCs to help run the event housing bureau services marketing support to promote congress to delegates 1 9 Please describe any important internal objectives that the association has for this event e g to increase their membership numbers to promote their services in countries where they are not well established to support strong local membership chapters to address social medical environmental problems linked to the association s Mission etc 1 10 Please indicate if there are any known political or emotional factors that influence this association s bidding decisions e g are they very concerned about safety issues do they like to choose new or trendy destinations is destination tourist appeal a big factor are there powerful groupings of members in their decision making Board or Committee who influence the other decisi
30. clients hate this type of approach and it is counter productive PLEASE DO NOT email your brochures in PDF format to any client This was done in the past by a non ICCA member and caused massive complaints How to use the data from the Association Database effectively e Check out event sizes rotation patterns open dates and other data to identify those clients who are right for you before contacting them e Cross check the contacts associations and meetings against your own databases and identify prospective clients You may also find that current clients will be attending make sure you know who will be there It s far better to contact 20 clients you are really interested in rather than 100 whose meetings can t make use of your services Contact a local representative in your country instead of the head office of the international organisation Write personalised emails Explain why you are contacting them why how your destination venue services could meet their specific needs Highlight the fact that you are an ICCA member and therefore a specialist in international association meetings Highlight other meetings you have recently hosted which are of a similar profile to theirs The Result list can be exported from the results list as well as from the Profile page by clicking the button 4 Essentials Incomplete Field name Explanation Field type size SCODE Series code id TEXT 10 NUMBER Long Integer SNAME
31. e selected if ICCA has found an address of the local representative also called key contact member local counterpart on the international organisation s website It is very beneficial to have a key contact in your own country Very often meetings rotate between the countries of the local representatives Furthermore communication will be much easier with someone from your country language culture and much closer for meetings Management Select the type of mangement International Organisation Core PCO AMC Privileged info Meeting insiders ICCA s Association Database has always been about sharing commercial information about recently hosted meetings The Meeting Insider functionality facilitates and personalises information exchange among ICCA members Members are now invited to provide background information on specific events that you have hosted and also add a picture and contact information to the meeting profile This applies to all future events in the database and also to events which are not older than 2 years By becoming a Meeting Insider you can now offer to advise important information to your fellow ICCA Members which you think will be helpful for them to better understand the respective association and their events as well as to provide them with any ideas you have tried which has helped you to bridge success when bidding to host or cater for this meeting As a Meeting insider you need to have information to share related
32. ecades has been built on the principle of members exchanging commercial information with one another about recently hosted events This is the foundation of ICCA s Association Database and is a central component of many ICCA events Upon registration each delegate will be requested to provide data on one major international meeting they have recently been involved in and to be willing to share their insights and inside knowledge about this meeting with other delegates throughout the BE Sessions ICCA Data will support delegates in maximising the commercially important data that will be exchanged during the Business Exchange turning the event into a massive intelligence 15 Copyright 2015 ICCA iccaworld com gathering opportunity Conditions apply Please note that only participating delegates may search for the BE session s and may view the additional Business Exchange information Background info UIA Some of the profiles have additional detailed information regarding the association This information is provided by an external source the Union of International Associations UIA Bid manual A bid manual also called request for proposal or RFP is a written document issued by an organisation which contains requirements for their future meetings Select this option if you are interested in profiles that contain this extra information Hot leads A Hot lead contains information on First open year Deadline for bids and the Decision makin
33. f the airline involved 25 Exhibition management name of the exhibition management company involved 26 Commercial exhibition is there a commercial exhibition attached to the event if so how many exhibitors are at the event square meters is the exhibition 27 Poster exhibition is there a poster exhibition attached to the event if so how many posters are exhibited per day 28 Congress Secretariat Organising Committee gives the full address of the organising committee congress secretariat Tab Organisation The organisation tab displays details about the organisation s contact details local representatives of this organisation as well as an overview of different types of meetings series organised 44 Copyright 2015 ICCA iccaworld com ra HON GM Organisation Business Exchange UIA Info Organisation Related Meetings 1 ICCA International Congress and Convention 7 All meetings organised by international organisation Association ICCA International Congress and Convention Association Mr Martin Sirk Title ICCA Head Office Alpha Tower De Entree 57 NL 1101 BH Amsterdam Netherlands 31 20 398 1919 31 20 699 0781 icca icca nl http www iccaworld com 2 Country local reps show countries 0 JO 2 soca 5005 0 ICCA Congress incorporating the 60069 ICCA Research Sales and Marketi 83 03 5 International organisation address check 3 Feb 2015 The following field
34. files and Personal notes Note the section Meetings profile s contains a limited and a full section Limited only contains the fields meeting edition title city country and number of attendance Full contains all the available details of the specific meeting edition you can limit the meeting edition information by specifying the year range 36 Copyright O 2015 ICCA iccaworld com Formats Select one of the format options Option Send to printer to dirctly send to the printer of your choice Option Send to pdf to save as Adobe pdf reader format after which you can save the profile or print Press the Print button to execute your selection or the grey X to close the screen 37 Copyright O 2015 ICCA iccaworld com Result list Export A note on Data Protection legislation Data Protection legislation in Europe is getting tougher and tougher so in order to encourage clients to allow their details to be circulated please take particular notice of the Do Not advice set out below and be as selective as possible in who you contact and how you approach them ICCA members have a great chance to stand out from the crowd by contacting these clients in a totally professional manner and this will greatly benefit ICCA s ability to develop long term relationships with them Thanks in advance for your cooperation PLEASE DO NOT send standard mass emails to every client in the ICCA Association Database Potential
35. found under Law Social Matters Social Security and under Safety amp Security Social Security Other fields may not be mentioned under a path name In that case the most likely subject matter or specialty should be used Anything related to Shares should be found under the general subject matter Economics or under the more specific path Economics Finance The other option to find meetings dealing with a specific field of interest is to use the criterion free text Language The language field gives the languages of the meetings You can select multiple languages Commercial Exhibition Select this option green is yes when you only want to select meetings which have a commercial exhibition in conjunction with the meeting You can switch off this option by moving the box from green yes to the left so it becomes grey no ICCA member involved Select this option green is yes when you only want to select meetings where ICCA members have been involved You can switch off this option by moving the box from green yes to the left so it becomes grey no Name of member supplier Confirmed supplier 20 Copyright 2015 ICCA iccaworld com Organisation Based in Enter the city country and or continent of where the organisation should be located Local reps based in Choose any of the pre defined countries in this field where associations should have a member The association will only b
36. g document is available Complete profiles By default the result of your search will consist of a number of complete profiles with international organisation information and 3 meetings and possibly a number of incomplete profiles that may require some more research from your side The incomplete profiles are highlighted in your result list New profiles since Search for associations which were added to the Database since the last update of the Database or after the date you entered Updated profiles since Search for associations which were updated in the Database since the last update of the Database or after the date you entered Related articles e Potential meetings for Search examples e New search Only text New search Organisation details New search Confirmed meetings in e New search Potential meetings for New search e Dashboard 16 Copyright O 2015 ICCA iccaworld com Potential meetings for Search examples Suggested searches To get an idea of what searches are possible when and why to do a particular search and what to do with it the following suggestions could be of help The most commonly used option is the Potential meetings for search option This search can be used to obtain a list of international meetings which among others A have the potential to come to your country B have the potential to use your services C have their headquarters in a country which is going t
37. g information Subject matters ICCA created a special structure for indexing the many subject matters of the international meetings All fields of interest specific specialties are categorised under a general subject matter The specific specialties can be found with a path Multiple subjects can be selected Language The language field gives the languages of the meetings You can select multiple languages Commercial Exhibition Select yes when you only want to select meetings which have a commercial exhibition in conjunction with the meeting ICCA member involved Select yes when you only want to select meetings where ICCA members have been involved Name of member supplier Tick the box next to the member supplier name in order to find meeting profiles listing these names Confirmed supplier Tick the box next to the type of supplier in order to find meeting profiles listing these type s of confirmed suppliers Airline DMC Exhibition management Hotel Accommodation Local PCO Venue Organisation Country City Select the city and or country of where the organisation should be located Local reps based in Choose any of the pre defined countries in this field where associations should have a member The association will only be selected if ICCA has 33 Copyright 2015 ICCA iccaworld com found an address of the local representative also called key contact member local counterpart on the international organisat
38. g with a specific field of interest is to use the criterion free text 14 Copyright 2015 ICCA iccaworld com Language The language field gives the languages of the meetings You can multiple languages Commercial Exhibition Select this option green is yes when you only want to select meetings which have a commercial exhibition in conjunction with the meeting You can switch off this option by moving the box from green yes to the left so it becomes grey no ICCA member involved Select this option green is yes when you only want to select meetings where ICCA members have been involved You can switch off this option by moving the box from green yes to the left so it becomes grey no Name of member supplier Confirmed supplier Organisation Based in Enter the city country and or continent of where the organisation should be located Local reps based in Choose any of the pre defined countries in this field where associations should have a member The association will only be selected if ICCA has found an address of the local representative also called key contact member local counterpart on the international organisation s website It is very beneficial to have a key contact in your own country Very often meetings rotate between the countries of the local representatives Furthermore communication will be much easier with someone from your country language culture and much closer for meetings Manageme
39. h are not older than 2 years By becoming a Meeting Insider you can now offer to advise important information to your fellow ICCA Members which you think will be helpful for them to better understand the respective association and their events as well as to provide them with any ideas you have tried which has helped you to bridge success when bidding to host or cater for this meeting As a Meeting insider you need to have information to share related to the Bidding Decision making Process Delegate Budgetary Profile etc You can also choose to indicate your preferred ways of communication by not listing phone and or email details You can also say for how long you want to be a Meeting insiders for a specific meeting Only those ICCA Members who have made a similar commitment will be able to access to your contact details and vice versa To reiterate only ICCA members who have made this commitment will be able to search for meeting profiles with Meeting insiders With this functionality not only Members in the Destination Marketing sectors are invited to participate but also suppliers who are linked to the meeting as well Hosted buyers Search for all meetings of which the contact of the association belonging to that organisation will participate in a Hosted Buyer Programme of a tradeshow which you can select in the scrolldown list This option is only available to members who are exhibiting at the particular tradeshow or have registered When regis
40. igrated from the old version to the new version of the Association Database Online During a period of two weeks when we will retain read only access to the old version you can compare new version with old version to ensure your leads and Meetings Insider data have been moved across successfully Should you miss any specific information or you cannot view the information at all despite the fact you had participated please contact Dennis Speet email dennis icca nl stating 1 Your login 2 The name of the Business Exchange session Meeting Insiders profile 3 Description of the issue 4 Contact details 59 Copyright O 2015 ICCA iccaworld com Can import a selection of the ICCA Association Database in my own CRM administration system Problem Can import a selection of the ICCA Association Database in my own CRM administration system Solution It is possible for ICCA members to import data into their own system but keep a few issues in mind In the ICCA Association Database Online you can search for meetings After you have made a selection please make sure to check the records carefully before you export the data Notes You can export up to 500 meeting profiles or meeting editions per selection When the selection exceeds 500 records a notification will appear in the Export screen to limit the selection by applying more criteria or filters or export the first 500 records You cannot export general meetings prof
41. iles also called Series with their meeting information linked to it or vice versa You can only export the data not link to it The format of the export and the names of the fields is described in the User Manual Note that ICCA has no API available Before you import the data into your own CRM system make sure to double check it in a database programme such as MS Excel or MS Access or check if the CRM you are using has this functionality You may also need to change the format of the database into the one required by the CRM system Many CRM systems allow you to import the data and double check the records against what is already in your own system to avoid having duplicates Make sure to check with the CRM software company what the possibilities of importing and de duping are Related articles e Result list Export Can import a selection of the ICCA Association Database in my own CRM administration system 60 Copyright 2015 ICCA iccaworld com Types of browsers supported The Association Database Online is supported by the latest versions of Internet Explorer Chrome Mozilla Firefox and Safari Check your version https whatbrowser org or http www whatsmybrowser org Upgrade your browser http www browserupgrade info how to upgrade or http updatebrowser net en 61 Copyright O 2015 ICCA iccaworld com Technical problems In case you have technical problems with the Association Database plea
42. iness Exchange turning the event into a massive intelligence gathering opportunity The format is designed to ensure that commercial confidentiality issues are respected whilst encouraging interaction between the different sectors of ICCA membership Adequate time and space will be scheduled during the BE Sessions to enable pre set and or ad hoc meetings and information exchange to take place between BE participants It s all about sharing leads about non repeat business You don t have to be afraid of losing business because as soon as a piece of association business is yours it won t come back for 15 years or so Verbal sharing of information is a purely voluntary matter confidential data can be held back All written material is included longer term in the online Association Database and is accessible to all members All BE participants are asked to give additional information in advance to events which were inputted into the database online This is information regarding the decision making process government support matters relating to the budget and details on gala dinners for instance Instructions on how to put forward a lead for the Business Exchange will be included in an email which you will receive upon registering for an ICCA Business Exchange Session in addition to a link to an online BE lead proposal form See an example below where you will need to complete background information on the event you are proposing When proposing an event p
43. ion s website It is very beneficial to have a key contact in your own country Very often meetings rotate between the countries of the local representatives Furthermore communication will be much easier with someone from your country language culture and much closer for meetings Management Select the type of management International Organisation Core PCO AMC Privileged info Meeting insiders ICCA s Association Database has always been about sharing commercial information about recently hosted meetings The Meeting Insider functionality facilitates and personalises information exchange among ICCA members Members are now invited to provide background information on specific events that you have hosted and also add a picture and contact information to the meeting profile This applies to all future events in the database and also to events which are not older than 2 years By becoming a Meeting Insider you can now offer to advise important information to your fellow ICCA Members which you think will be helpful for them to better understand the respective association and their events as well as to provide them with any ideas you have tried which has helped you to bridge success when bidding to host or cater for this meeting As a Meeting insider you need to have information to share related to the Bidding Decision making Process Delegate Budgetary Profile etc You can also choose to indicate your preferred ways of communication by not
44. ions are available e Manual Opens the user manual e Settings Under construction e Logout User logs out of the My ICCA section Home links to the main screen called Dashboard New search Search for keyword s potential meetings confirmed meetings and organisations Saved selections Giving an overview of the selection s saved by the user The saved selections can be viewed deleted and edited by adjusting search criteria Recent selections Giving an overview of the recently used selection s ICCA Tips Recommended searches for the individual user Bookmarks Mark a meeting profile for easy reference Notes An overview of all notes added to the meeting profiles Hot leads In this section you will have the opportunity to find information on weekly added hot profiles containing information on First open year Deadline for bids and the Decision making document is available Note that you could combine these hot leads with your own selection criteria or apply filters to the results list e Business Exchange A listing of profiles containing additional information submitted by members for Business Exchange sessions Conditions apply e Submit new congress If you have hosted or organised a meeting which meets the ICCA criteria but is not yet in the database you can submit the information via the form Note that the green side bars buttons added to the left and the right of the profile allow you to browse through the p
45. jects can be selected Two examples e Electricity can be found under Commerce Distribution Energy Electricity In this case the general subject matter is Commerce The path is the complete indication which leads to the specialty Electricity Pain can be found under Medical Sciences Neurology Pain Sometimes a specialty you would like to use is mentioned under two or more paths e Social Security can be found under Law Social Matters Social Security and under Safety amp Security Social Security Other fields may not be mentioned under a path name In that case the most likely subject matter or specialty should be used Anything related to Shares should be found under the general subject matter Economics or under the more specific path Economics Finance The other option to find meetings dealing with a specific field of interest is to use the criterion free text Language The language field gives the languages of the meetings You can multiple languages Commercial Exhibition Select this option green is yes when you only want to select meetings which have a commercial exhibition in conjunction with the meeting You can switch off this option by moving the box from green yes to the left so it becomes grey no ICCA member involved Select this option green is yes when you only want to select meetings where ICCA members have been involved
46. k on the meeting titles to view the results Related articles e Potential meetings for Search examples New search Only text e New search Organisation details 17 Copyright O 2015 ICCA iccaworld com New search Confirmed meetings in New search Potential meetings for e New search Dashboard 18 Copyright O 2015 ICCA iccaworld com New search Confirmed meetings in Selecting the search option Confirmed meetings will prompt the extra fields Which destination s and When Which destination s Enter the city country or continent to find the confirmed meetings After entering two letters the system will come up with suggested destinations found in the database Note that the destinations in the database are in English You can enter multiple destinations Clicking on the X will remove the destination When Indicate the period from date to date when the meetings took should take place The default value is today s date Advanced Clicking the advanced button will open additional search criteria e What are you looking for Meeting O Organisation Privileged info lt ext each Ed Attendance range Only meetings with Based in Meeting insiders 5 Hosted buyers gt Min Max Name member supplier City country continent O Only text O i i Local reps based in Y Potential rmieetings forss Rotation area Confirmed supplier P
47. lease make sure it meets the following criteria The association meetings submitted for the BE must attract at least 50 participants be held on a regular basis rotate between at least 3 different countries Please note In case of a past meeting it should not have taken place more than 2 years ago 45 Copyright O 2015 ICCA iccaworld com Poo Essentials Organisation Business Exchange 2015 ICCA Buenos Aires example v ICCA member Submitted by Last updated 1 Bidding Decision making Process 1 1 What type of bidding decision making process is used 1 2 Does association have a published manual with details on how to bid for the congress Please indicate how to obtain this information e g website address whether suppliers can request this from the association HQ or if it is only supplied to local members 1 3 How many years in advance of the meeting can bids be seriously considered 1 4 How many years in advance of the meeting is the actual decision made 1 5 Please describe any minimum requirements to be seriously considered for this event Accessibility international e g do they insist on having a nearby major hub airport Accessibility local e g what is an acceptable travel time from airport to main venues do hotels have to be walking distance from main venue Main venue what type preferred or required e g hotel university congress centre Main venue mi
48. mation for Association Database 50 Copyright 2015 ICCA iccaworld com What are the criteria for inclusion of an event in the ICCA Association Database Problem What are the criteria for inclusion of an event in the ICCA Association Database Solution Meetings must rotate on a regular basis attract a minimum of 50 participants and rotate between at least 3 countries Related articles e What s new e How to participate in the Business Exchange e Differences ICCA and UIA e Can import a selection of the ICCA Association Database in my own CRM administration system e Submit information for Association Database 51 Copyright 2015 ICCA iccaworld com Meeting not shown in the Online Association Database Problem The information submitted meets the criteria but does not show in the Online Association Database Solution If your meeting meets the ICCA criteria meeting must be held on a regular basis must attract at least 50 participants and must rotate between 3 countries the meeting should be included in the Association Database If in doubt please contact ICCA Research Department Related articles Meeting not shown in the Online Association Database e Frequency of updates e Submit information for Association Database 52 Copyright O 2015 ICCA iccaworld com Submit information for Association Database Problem How should submit new information for the Association Database S
49. me of the saved selection 3 Description of the issue 4 Contact details 66 Copyright O 2015 ICCA iccaworld com
50. meetings this is why we don t include the data on the ICCA Association Database However we recognise that the issue is a very important one for many members which is why we try to regularly include it in the education programme of the ICCA Congress and other events and why we will continue to do this in future so that members understand clearly the differences in these types of meetings A final reason for not including such meetings is that if we did then there would be pressure to include them in the statistics which would disproportionately benefit those locations which are home to institutional meetings on a regular basis and would favour each country which hosts the EU Presidency in turn Related articles e What s new How to participate in the Business Exchange e Differences ICCA and UIA e Can import a selection of the ICCA Association Database in my own CRM administration system e Submit information for Association Database 55 Copyright 2015 ICCA iccaworld com Differences ICCA and UIA Problem What are the differences between ICCA and UIA and what is the current relationship between these two organisations Solution The Union of International Associations UIA is a research institute and documentation centre based in Brussels a pioneer in the research monitoring and provision of information on international organizations international associations and their global challenges since 1907 One of the
51. n add your personal comments to a meeting e g the contact name of the local representative or your own file number This information will be stored on our server therefore it will remain available even when a new version of the database is used or when you log in from another computer A profile with a note attached will have a yellow Note button When you click on it you can read the note Business exchange BE ICCA s success over decades has been built on the principle of members exchanging commercial information with one another about recently hosted events This is the foundation of ICCA s Association Database and is a central component of many ICCA events Upon registration each delegate will be requested to provide data on one major international meeting they have recently been involved in and to be willing to share their insights and inside knowledge about this meeting with other delegates throughout the BE Sessions ICCA Data will support delegates in maximising the commercially important data that will be exchanged during the Business Exchange turning the event into a massive intelligence gathering opportunity Conditions apply Please note that only participating delegates may search for the BE session s and may view the additional Business Exchange information Background info UIA Some of the profiles have additional detailed information regarding the association This information is provided by an external source the Union of I
52. national organisation usually has its congress First open year Here you can look for meetings of which is known when their next meeting will be held but it is still open where sometimes a preferred region is mentioned sometimes a bid manual is attached under decision making information Subject matters ICCA created a special structure for indexing the many subject matters of the international meetings All fields of interest specific specialties are categorised under a general subject matter The specific specialties can be found with a path Multiple subjects can be selected Two examples e Electricity can be found under Commerce Distribution Energy Electricity In this case the general subject matter is Commerce The path is the complete indication which leads to the specialty Electricity Pain can be found under Medical Sciences Neurology Pain Sometimes a specialty you would like to use is mentioned under two or more paths e Social Security can be found under Law Social Matters Social Security and under Safety amp Security Social Security Other fields may not be mentioned under a path name In that case the most likely subject matter or specialty should be used e Anything related to Shares should be found under the general subject matter Economics or under the more specific path Economics Finance The other option to find meetings dealin
53. nimum capacity of plenary room Main venue minimum number of breakout meeting rooms include typical capacities if known e g 30 breakout rooms 100 500 pax each The following fields answers are available 1 Bidding Decision making Process 1 1 What type of bidding decision making process is used 1 2 Does association have a published manual with details on how to bid for the congress 1 3 How many years in advance of the meeting can bids be seriously considered 1 4 How many years in advance of the meeting is the actual decision made 1 5 Please describe any minimum requirements to be seriously considered for this event Accessibility international e g do they insist on having a nearby major hub airport Accessibility local e g what is an acceptable travel time from airport to main venues do hotels have to be walking distance from main venue Main venue what type preferred or required e g hotel university congress centre Congress Center or university Main venue minimum capacity of plenary room Main venue minimum number of breakout meeting rooms include typical capacities if known e g 30 breakout rooms 100 500 pax each Main venue size of exhibition space NB please say if estimate given is gross or net and m2 or ft2 Delegate accommodation how many bedrooms required in which star categories e g 300 5 star double rooms 1 6 Financial criteria relating to the decision Please indicate what sort of finan
54. nmark benelux world international lt lt Destination s not visited From To Search for meetings which have not been to a selected destination before or after a certain date Note that the default from date for potential meetings is calculated on today s date minus 10 years You can edit the date by clicking on the field and select the date or by entering the date in the following format dd mm yyyy For instance 1 March 2000 is entered 01 03 2000 When searching for potential leads you select the country or continent in combination with the from date Note that If you are entering a city the system will still search on country level The reason for this is that all association meetings in the Association Database tend to not come back to the same country in ten or fifteen years depending on the rotation pattern of these meetings Example a meeting that has been to Florence Italy will not come back to Italy for the next 10 to 15 years not to Rome or any other city in Italy as most of the meetings rotate between continents or countries Recurring destination The system will search by default also on meetings exceptions which do come back to the same destination regularly recurring destinations In the result list these meetings can be recognised by the symbol You can switch off this option by moving the box from green yes to the left so it becomes grey no Preferred month s Search for the month s in which the inter
55. nt Select the type of mangement International Organisation Core PCO AMC Privileged info Meeting insiders ICCA s Association Database has always been about sharing commercial information about recently hosted meetings The Meeting Insider functionality facilitates and personalises information exchange among ICCA members Members are now invited to provide background information on specific events that you have hosted and also add a picture and contact information to the meeting profile This applies to all future events in the database and also to events which are not older than 2 years By becoming a Meeting Insider you can now offer to advise important information to your fellow ICCA Members which you think will be helpful for them to better understand the respective association and their events as well as to provide them with any ideas you have tried which has helped you to bridge success when bidding to host or cater for this meeting As a Meeting insider you need to have information to share related to the Bidding Decision making Process Delegate Budgetary Profile etc You can also choose to indicate your preferred ways of communication by not listing phone and or email details You can also say for how long you want to be a Meeting insiders for a specific meeting Only those ICCA Members who have made a similar commitment will be able to access to your contact details and vice versa To reiterate only ICCA members who have made this c
56. nternational Associations UIA Bid manual A bid manual also called request for proposal or RFP is a written document issued by an organisation which contains requirements for their future meetings Select this option if you are interested in profiles that contain this extra information Complete profiles 21 Copyright 2015 ICCA iccaworld com By default the result of your search will consist of a number of complete profiles with international organisation information and 3 meetings and possibly a number of incomplete profiles that may require some more research from your side The incomplete profiles are highlighted in your result list New profiles since Search for associations which were added to the Database since the last update of the Database or after the date you entered Updated profiles since Search for associations which were updated in the Database since the last update of the Database or after the date you entered Related articles Potential meetings for Search examples New search Only text e New search Organisation details e New search Confirmed meetings in New search Potential meetings for New search Dashboard 22 Copyright O 2015 ICCA iccaworld com New search Organisation details a What are you looking for Meeting Organisation Privileged info Background info O Free text search Ed Attendance range Based in Meeting insiders 7 UIA O Oona Min
57. o be visited or a representative is based in D fall into a category which has specific potential e g a specific subject matter E have a local representative in your country or maybe a combination of the above ad A To search for meetings which have the potential to meet in your country please bear the following in mind Your country must be in their rotation area A meeting which rotates in Asia will never come to Europe and visa versa So a Japanese Congress Centre could choose World International and or Asia as a meeting s rotation area f a meeting has visited your country recently it is very unlikely that a meeting will visit your country again in the near future ICCA works with the following criteria if a meeting rotates worldwide it takes at least 15 years for a meeting to return If it rotates in a smaller area like Europe ittakes approx 10 years to return So in 2015 the Vienna Convention Bureau might be looking for European meetings which have not been to Vienna since 2005 or for meetings which rotate worldwide and have not been to Vienna since 2000 ad 8 To search for meetings which have the potential to use your services please bear the following in mind e You might want to limit your target market mailing activities by the number of participants when you are a Congress Centre or a Hotel or by the destinations rotation area of the meetings when you are a DMC or an Airline ad E To search for meetings which
58. olution You need to supply us with at least 1 The complete title of the event 2 The corresponding website address 3 Proof of the meeting s rotation year and location of previous future editions 4 Indication of attendance figures of your meeting This information can be sent to Mrs Paula Ko email paula icca nl How to report updates You can update the general meeting information series or update a specific meeting edition If the meeting already exists and you would like to send an update simply click on the red Report an Update U button U on the left hand side of each profile or open the specific meeting edition and press the red Report an Update U button on the left hand side To a large degree we count on our members to supply us with the missing information The person who sends us the most updates will become the Researcher of the Month or even of the Year ICCA Congress incorporating the ICCA General Assembly id 6005083 Updated 16 Apr 2015 ICCA International Congress and Convention Association id 1024930 Updated 3 Feb 2015 Amsterdam Netherlands Essentials Organisation Business Exchange UIA Info First open year 2019 Average attendance 854 Deadline bids Frequency Annual Decision date Rotation area World International Report an Decision maker Board of Directors Break out rooms 13 update Decision making info Size meeting rooms 10 700 Country local reps Usual exhibiti
59. ommitment will be able to search for meeting profiles with Meeting insiders With this functionality not only Members in the Destination Marketing sectors are invited to participate but also suppliers who are linked to the meeting as well Hosted buyers Search for all meetings of which the contact of the association belonging to that organisation will participate in a Hosted Buyer Programme of a tradeshow which you can select in the scrolldown list This option is only available to members who are exhibiting at the particular tradeshow or have registered When registered for the ICCA Personal Connections Evening at IMEX or EIBTM ICCA members can view additional information on Hosted Buyers attending the tradeshow ICCA s Research Department has looked into the meetings represented by the buyers and added these to the Association Database Bookmarks Each member can bookmark specific profiles and meetings By selecting this option green is yes you can easily find back your bookmarked profiles Note You can add your personal comments to a meeting e g the contact name of the local representative or your own file number This information will be stored on our server therefore it will remain available even when a new version of the database is used or when you log in from another computer A profile with a note attached will have a yellow Note button When you click on it you can read the note Business exchange BE ICCA s success over d
60. on city and country where the organisation is based and the website of the organisation as well as the general names of the meetings also called series organised by this particular organisation The values will only be displayed when available The link will open the organisation tab in the profile page 31 Copyright O 2015 ICCA iccaworld com Result list Sorting After entering the search criteria and pressing the Search button the result list appears sorted by relevance default The relevance is based on completeness of records recurring destinations and if the following fields have been filled in First open year Deadline bids Decision date Decision maker Decision making info Preferred region Preferred venue Preferred month and or Duration of the congress Depending on the type of search various sorting options are available The sorting options can be combined Pressing the Clear button will remove all sorting options Only text The results can be sorted by e Relevance Name of the meeting Potential meetings for The results can be sorted by Relevance Name of the meeting Attendance First open year City organisation Country organisation Recently added Confirmed meetings in The results can be sorted by e Relevance e Name of the meeting e City where the meeting takes place e Country where the meeting takes place Start date of the meeting e Attendance e First open year
61. on No N Preferred region North America Language s English Preferred venue Congress Centre Remarks rd Preferred month Oc Noy Additional scanned info Duration of congress 4 days Subject s Industry Service Travel BIG DATA Py E Please give it a try on the left hand side of the screen in the update form you can see the information as we currently have it on the right hand side you can make a suggestion for change Related articles 53 Copyright 2015 ICCA iccaworld com e Meeting not shown in the Online Association Database e Frequency of updates e Submit information for Association Database 54 Copyright O 2015 ICCA iccaworld com Governmental UN EU meetings in the ICCA Association Database Problem Could ICCA add frequently held Governmental UN EU meetings in the ICCA Association Database Solution UN and EU meetings aren t included in the ICCA Association Database Essentially it s to do with the decision making process and the fact that meeting professionals aren t able to bid for future editions of meetings to come to specific countries except in exceptional circumstances The meetings can be divided into three sorts ones which are located in a very specific location or locations which is why Brussels and Geneva receive so many for example ones which are part of a cycle of such meetings eg all the many meetings which take place in a country because of the rotating 6 month EU Presidenc
62. on an ICCA member was will be involved 30 Note indicates that a note has been added to the specific meeting edition 31 Edition indicates the meeting sequence number 32 Dates dates during which the meeting took will take place 43 Copyright 2015 ICCA iccaworld com 33 Country country of the meeting edition 34 City city of the meeting edition 35 Attendance number of participants attending the meeting edition Meetings edition information The profile contains an historic overview of the meeting editions from past and future meetings Clicking the individual meeting edition grey bar will unfold the profile displaying the specific information of this meeting edition Clicking the individual meeting edition green bar will hide the additional profile information 1 Bookmark 2 T Meeting insider 3 ICCA member 4 Note Edition Dates Country City Attendance Confirmed Future Editions United Arab Emirates 10 22 ICCA Congress incorporating the 57 ICCA General Assembly 11 12 City 19 Venue 13 Country 20 Hotel Accommodation 14 Attendance 21 Hotel rooms 15 Accompanying persons 22 Local PCO 16 Registration fee 23 DMC 24 Airline 17 Event id 25 Exhibition management 18 Event updated 26 Commercial exhibition 27 Poster exhibition The following fields are included 1 Bookmark allows you to mark a meeting edition for easy reference A meeting edition bookmarked will have a yellow Bookmark
63. on makers do they like need invitations from the government of the country bidding etc 2 Other useful information 2 1 Delegate profile Please describe the mix of delegates attending this event e g which areas of the world do most delegates come from what is the male female and age profile mix are they mainly professionals academics business people are there any important sub groups with specific religious 46 Copyright 2015 ICCA iccaworld com requirements 2 2 Budgetary profile Please give any information relating to the spending profile of the delegates e g do they pay to attend themselves or do their companies organisations pay for them are they traditionally big spenders or budget conscious is there lots of business entertaining linked to this conference are lunches and dinners for all delegates included in the registration fee etc 2 3 Other useful background on the association Please let us know anything that you think will help us to better understand this association and their event 2 4 Other helpful hints on bidding for this event Please let us know any ideas you tried that helped you to be successful when bidding to host this event Tab UIA info This tab displays detailed information regarding the association this information is provided by the Union of International Associations UIA Only a limited amount of profiles contain UIA information The following fields are available Name of the organisa
64. on of the database is used or when you log in from another computer A profile with a note attached will have a yellow Note button When you select the value Yes you view the records with notes attached Business exchange BE ICCA s success over decades has been built on the principle of members exchanging commercial information with one another about recently hosted events This is the foundation of ICCA s Association Database and is a central component of many ICCA events Upon registration each delegate will be requested to provide data on one major international meeting they have recently been involved in and to be willing to share their insights and inside knowledge about this meeting with other delegates throughout the BE Sessions ICCA will support delegates in maximising the commercially important data that will be exchanged during the Business Exchange turning the event into a massive intelligence gathering opportunity Conditions apply Please note that only participating delegates may search for the BE session s and may view the additional Business Exchange information Archived older BE information is available to all members Background info UIA Some of the profiles have additional detailed information regarding the association This information is provided by an external source the Union of International Associations UIA Bid manual A bid manual also called request for proposal or RFP is a written document issued by
65. ound info Date Recurring destination qc Et poe Preferred month s Hot leads O Complete profiles First open year New profiles since ate Subject B Updated profiles since Language Date Commercial exhibition The following search sections are available Meeting Organisation Privileged info and Background info Meeting Attendance range Search for the minimum and or maximum number of participants that meetings should have Specify the range minimum maximum attendance Numbers only no comma s or other signs accepted Rotation area After clicking on the Rotation area field you will find an overview of all meeting rotation patterns relevant to the destination s selected You can select de select a rotation area manually one by one or all together Note that the rotation area World International finds meetings which rotate between all continents 13 Copyright 2015 ICCA iccaworld com Rotation area 9 Xx Select the rotation area a Search for all rotation area relevant for the country your organisation is based in Rotation areas relevant for Netherlands Not selected Selected africa europe africa europe middle east gt gt asia europe benelux e u countries Add all europe europe interamerican europe japan europe latin america europe n america asia Clear europe n america japan europe north africa europe north america north atlantic outside north america uk de
66. ra gt Confirmed meetings in Country 2 O organisation details Preferred month s Only meetings without F Note Q anagement Which destination s Name member supplier g Business chang First open year Choose MJ Name session City country continent R ty Y Confirmed supplier AN w a Background info When Subject z p From ICCA member involved ULA o 16 06 2015 Language Bid manual O To Commercial exhibition B Complete profiles O Date New profiles since a Date Updated profiles since Date caca The following search sections are available Meeting Organisation Privileged info and Background info Meeting Attendance range Search for the minimum and or maximum number of participants that meetings should have Specify the range minimum maximum attendance Numbers only no comma s or other signs accepted Rotation area After clicking on the Rotation area field you will find an overview of all meeting rotation patterns relevant to the destination s selected You can select de select a rotation area manually one by one or all together Note that the rotation area World International finds meetings which rotate between all continents 19 Copyright 2015 ICCA iccaworld com Rotation area 9 Xx Select the rotation area i ae AR Search for all rotation area relevant for the country your organisation is based in Rotation areas relevant for Netherlands No
67. ras old ia bab ee das Sane bed 50 22 3 What are the criteria for inclusion of an event in the ICCA Association Database 51 22 4 Meeting not shown in the Online Association Database 52 22 5 Submit information for Association Database 53 22 6 Governmental UN EU meetings in the ICCA Association 0886 55 22 7 Differences ICCA andi UIA ado a o ap ore bed 56 22 8 Calculation average attendance 57 22 9 How to participate in the Business Exchange 58 22 10 What will happen with my submitted Business Exchange leads and Meetings Insiders information from the old version 59 22 11 Can import a selection of the ICCA Association Database in my own CRM administration system 60 22 12 Types of brows rs Supp tted sg Si A A a Hep iaa 61 22 13 6CHNICAl PrODIOMS e sio dio ta a ade E io di a RO ee ERD Roget er 62 22 14 Features missing how can propose new ideas 63 22 15 When will the old version of the Association Database cease to exist 64 22 16 What will happen with my saved selections notes and bookmarks 65 22 17 Saved selections records do not match with the old Association Database eee eens 66
68. relevant to the destination s selected You can select de select a rotation area manually one by one or all together Note that the rotation area World International finds meetings which rotate between all continents 23 Copyright O 2015 ICCA iccaworld com Rotation area 9 Xx Select the rotation area i ae AR Search for all rotation area relevant for the country your organisation is based in Rotation areas relevant for Netherlands Not selected Selected africa europe africa europe middle east gt gt asia europe benelux e u countries Add all europe europe interamerican europe japan europe latin america europe n america asia Clear europe n america japan europe north africa europe north america north atlantic outside north america uk denmark benelux world international lt lt Preferred month s Search for the month s in which the international organisation usually has its congress First open year Here you can look for meetings of which is known when their next meeting will be held but it is still open where sometimes a preferred region is mentioned sometimes a bid manual is attached under decision making information Subject ICCA created a special structure for indexing the many subject matters of the international meetings All fields of interest specific specialties are categorised under a general subject matter The specific specialties can be found with a path Multiple sub
69. rofiles from your result list Left navigation In the meeting profile as well as in the specific meeting editions a menu appears with the following functionality 41 Copyright O 2015 ICCA iccaworld com 4 BE Opens the Business Exchange tab 2 Opens the Big Data search application to search for local meeting contacts Based on the subject of the meeting and the location of where the member is based the Big Data search application will search for organisations eg universities hospitals etc and meeting contacts doctors professors etc based in the city region of a location specified Big Data will search in Google Scholar as well as in Microsoft Academics to see which local contacts could potentially help you to invite the organisation to organise the meeting in your destination Export download profiles Send an update of the meeting to ICCA Meeting Insiders information Notes Print or create a pdf of the profile s Tab Essentials The profile contains the general name of the meeting also called Series title and the organisation The Essentials tab is opened by default 42 Copyright 2015 ICCA iccaworld com 1 ICCA Congress incorporating the ICCA General Assembly 2 3 d 6005083 Updated 9 Jan 2015 4 5 ICCA International Congress and Convention Association 6id 930 1 Jul 20147 Essentials Organisation 9 First open year 10 Deadline bids 11 Decision date 12 Decision maker
70. s are available 1 Name of the International Organisation and contact details Country local reps this link will open a list of all the countries in which the international organisation has a member If you click in the list on a country you will open the webpage with names and contact details of those members Location of the organisation displayed in Google maps Big Data Search International organisation address check date when ICCA checked the details not displayed In some occassions ICCA is aware of the organisation managing the association Should this be the case the AMC or Core PCO s contact details will be listed An overview of all different meetings series organised by the organisation ooh ow N Tab Business Exchange ICCA s success over four decades has been built on the principle of members exchanging commercial information with one another about recently hosted events This is the foundation of ICCA s Association Database and is a central component of many ICCA events Upon registration each delegate participating in a Business Exchange BE session will be requested to provide data on one major international event they have recently been involved with and to be willing to share their insights and inside knowledge about this event with other delegates throughout the BE Sessions ICCA will support delegates in maximising the commercially important data that will be exchanged during the Bus
71. s is the only addition to our continued convivial relationship 3 UIA and ICCA remain two completely distinct organizations with different aims and activities Related to statistics the people who were misinformed and thought that because of the collaboration there was no reason to be communicating meetings information to the UIA please be aware that is not the case at all More info htto www uia org Related articles e What s new How to participate in the Business Exchange e Differences ICCA and UIA e Can import a selection of the ICCA Association Database in my own CRM administration system e Submit information for Association Database 56 Copyright 2015 ICCA iccaworld com Calculation average attendance The calculation of the average attendance is based on a formula which gives weight to recent meeting editions future and past compared to meeting editions which are further away most recent meeting is the starting point meetings closest to that past and or future count 10 less etc As the reliability of the average attendance from meetings decreases in time only the past future ten years or if not available the past future ten editions are taken into consideration ICCA tries to list the real participants number for each meeting edition The attendance figures in our database only reflect the registered delegates for educational sessions Speakers and or accompanying persons
72. scode event id organisation id series name subject name venue All user notes Organisation details organisation id name address city country email fax fax specific homepage phone pocode1 pocode2 contact person contact first name contact last name contact title function 11 Copyright 2015 ICCA iccaworld com Meeting edition related City country meeting name venue meeting id supplier name All user notes Organiser organisation id name address city country email email specific fax fax specific homepage homepage specific phone phonenr specific pocode1 pocode2 contact function Secretariat organisation id name address City country email email specific fax fax specific homepage homepage specific phone phonenr specific pocode1 pocode2 contact function Related articles e Potential meetings for Search examples e New search Only text e New search Organisation details New search Confirmed meetings in New search Potential meetings for e New search e Dashboard 12 Copyright O 2015 ICCA iccaworld com New search Potential meetings for Selecting the search option Potential meetings for will prompt an extra field Which destination Enter the city country or continent to find potential meetings
73. se try the following Refresh the page Refresh the cache Read the article Types of browsers supported and make sure that you have the lastest browser installed on your computer Try a different browser Test if the problem occurs on other computers as well Try with inprivate mode under Chrome or Internet Explorer Ctrl Shift P and see if this works Google How to browse in Private mode Create a log Go to the dashboard of the Association Database Push F12 The developer dashboard pops up Select network Push the play button Return to the application and try to start a search If it does not work push the disk icon in the developer dashboard next to the red stop button and save the trace file Mail the trace file to dennis icca nl gt N 62 Copyright 2015 ICCA iccaworld com Features missing how can propose new ideas Via the closed ICCA LinkedIn Group you can find out what features have been suggested to ICCA This is the place to ask questions and to propose new features 63 Copyright O 2015 ICCA iccaworld com When will the old version of the Association Database cease to exist After the launch of the new Association Database the old version of the Association Database will become a read only version for a period of two weeks as of 18 May 2015 10 00 am CET On 1 June 2015 10 00 am CET ICCA will discontinue the current version of the Association Data
74. sociation ICCA is responsible for two series 1 ICCA Congress amp Exhibition incorporating the General Assembly 2 ICCA Research Sales amp Marketing Programme However some series may not have an international organisation at all In this case the past organising committee decides where the next event will be held and who will be part of the next organising committee 5 Copyright 2015 ICCA iccaworld com Frequency of updates The information about meetings and organisations in the Association Database Online comes from various sources organisations members websites and is updated instantly Information submitted by members such as Meeting Insiders Business Exchange and updates will first be verified and added to the Association Database Online after approval Notes Bookmarks and saved selections will be available to the user instantly Related articles Meeting not shown in the Online Association Database e Frequency of updates e Submit information for Association Database 6 Copyright O 2015 ICCA iccaworld com Dashboard When you open the Association Database the main screen also called Dashboard appears Manual Settings Logout Welcome Dennis Speet 9 Please note ICCA Country and City rankings were released today Search Selections New search Saved selections Recent selections Bookmarks Submit new congress Upcoming events 211 RSMP2 L iimexgg c
75. star 2 Meeting insider 3 ICCA member indicates that in the meeting edition an ICCA member was will be involved In the case that an ICCA member was involved in the particular meeting an additional link to the profile in the ICCA Membership Directory will be made available 4 Note indicates that a note has been added to the specific meeting edition 5 Edition indicates the meeting sequence number 6 Dates dates during which the meeting took will take place 7 Country country of the meeting edition 8 City city of the meeting edition 9 Attendance number of participants attending the meeting edition 10 Bookmark allows you to mark a meeting edition for easy reference A meeting edition bookmarked will have a yellow Bookmark star 11 Name of the meeting edition 12 City city of the meeting edition 13 Country country of the meeting edition 14 Attendance number of participants attending the meeting edition 15 Accompanying persons number of accompanying persons attending the meeting edition 16 Registration fee minimum and maximum fee to be paid 17 Event id ICCA s unique id for this meeting edition 18 Event updated date when the profile was updated 19 Venue building where the event is held 20 Hotel Accommodation name of the hotel used for most of the attendants 21 Hotel rooms number of hotel rooms needed 22 Local PCO name of the local PCO involved 23 DMC name of the DMC involved 24 Airline name o
76. t 4 Meeting editions Sheet 5 Meeting editions incomplete e The bug related to exporting up to a maximum of 500 records has been fixed e Inthe exported Excel document Sheet Essentials incomplete the field SCODE has been moved next to the SNAME Print e Website has been added to the Organisation details in the pdf print version e Section Basic no longer contains Business Exchange profile so it looks similar to the Advanced print option of the previous version of the Association Database Select profiles bug has been fixed the ticked profiles will be remembered when changing other print options Bookmarks e The bug related to the bookmark star has been fixed Bookmarks can be printed and exported from the Bookmarks section Notes e The Notes interface has been slightly adjusted to avoid members from deleting their notes User Manual e Several sections of the User Manual have been updated and extended Please refer to Recently updated articles on the User Manual Dashboard e Session expiry of users has been extended 49 Copyright 2015 ICCA iccaworld com Login to My ICCA Problem have just received my password but cannot login to My ICCA Solution Please check the settings of your browser as described below For MS Internet Explorer 6 x or higher browsermenu gt Tools gt Internet options gt tab security gt internet Custom Level gt Reset Custom set
77. t in Print record s O Select profiles O All profiles within current selection Bookmark profiles Section s Basic O All O Tailor made Selection criteria and or filter Essentials Organisation Countries Local representative Meetings profile s Business exchange info Hosted buyers contacts UIA profiles Personal notes Format s Send to printer O Send to pdf Print record s Select one of the options to print the specific profiles Option Select proflies will open a sub menu in which you can tick the profiles you wish to print Option All profiles within current selection will print all the profiles meeting your selection criteria Option Bookmark profiles to print all the Bookmarked profiles Section s Select one of the options to print the specific sections Option Basic prints the profile sections Essentials Organisation Countries Local representative Meetings profile s limited and Personal notes Option All prints the profile sections Essentials Organisation Countries Local representative Meetings profile s limited Business exchange info Hosted buyers contacts UIA profiles and Personal notes Option Tailor made allows you to define the sections you wish to print Essentials Organisation Countries Local representative Meetings profile s full Business exchange info Hosted buyers contacts UIA pro
78. t selected Selected africa europe africa europe middle east gt gt asia europe benelux e u countries Add all europe europe interamerican europe japan europe latin america europe n america asia Clear europe n america japan europe north africa europe north america north atlantic outside north america uk denmark benelux world international lt lt Preferred month s Search for the month s in which the international organisation usually has its congress First open year Here you can look for meetings of which is known when their next meeting will be held but it is still open where sometimes a preferred region is mentioned sometimes a bid manual is attached under decision making information Subject matters ICCA created a special structure for indexing the many subject matters of the international meetings All fields of interest specific specialties are categorised under a general subject matter The specific specialties can be found with a path Multiple subjects can be selected Two examples e Electricity can be found under Commerce Distribution Energy Electricity In this case the general subject matter is Commerce The path is the complete indication which leads to the specialty Electricity Pain can be found under Medical Sciences Neurology Pain Sometimes a specialty you would like to use is mentioned under two or more paths e Social Security can be
79. tered for the ICCA Personal Connections Evening at IMEX or EIBTM ICCA members can view additional information on Hosted Buyers attending the tradeshow ICCA s Research Department has looked into the meetings represented by the buyers and added these to the Association Database Bookmark Each member can bookmark specific profiles and meetings By selecting this option green is yes you can easily find back your bookmarked profiles Note You can add your personal comments to a meeting e g the contact name of the local representative or your own file number This information will be stored on our server therefore it will remain available even when a new version of the database is used or when you log in from another computer A profile with a note attached will have a yellow Note button When you click on it you can read the note Business exchange BE ICCA s success over decades has been built on the principle of members exchanging commercial information with one another about recently hosted events This is the foundation of ICCA s Association Database and is a central component of many ICCA events Upon registration each delegate will be requested to provide data on one major international meeting they have recently been involved in and to be willing to share their insights and inside knowledge about this meeting with other delegates throughout the BE Sessions ICCA Data will support delegates in maximising the commercially important dat
80. the search option Potential meetings for will prompt an extra field Which destination Enter the city country or continent to find potential meetings for a destination After entering two letters the system will come up with suggested destinations found in the database Note that the destinations in the database are in English You can enter multiple destinations Clicking on the X will remove the destination 3 Selecting the search option Confirmed meetings in will prompt the extra fields Which destination s and When Which destination s Enter the city country or continent to find the confirmed meetings When Indicate the period from date to date when the meetings took should take place 4 Selecting the search option Organisation details will prompt the field Based in Enter the city country or continent to find the Organisations based in those locations Buttons Reset Clears all search criteria Search Performs the search The result list will appear Save Saves the selected criteria for later reference Advanced In the options 2 3 and 4 also advanced search options are available Related articles Potential meetings for Search examples 9 Copyright O 2015 ICCA iccaworld com e New search Only text e New search Organisation details New search Confirmed meetings in New search Potential meetings for New search Dashboard 10 Copyright O 2015 ICCA
81. tings to Medium tab privacy gt set to Medium button Advanced Tick the box Override automatic vookie handling First party Cookies Accept Third party Cookies Accept Tick the box Always allow session cookies Click on the Apply button Close MS Internet Explorer Open MS Internet Explorer You should now have access after logging in Are you able to login but cannot get access to the Association Database Online Is it only your computer or do other computers at the office or at home have the same problem This might give you an indication wether the problem lies in your computer or it has to be searched further down the network line The following could be at hand your cache is playing up gt Clear the cache in the browser The following site could give you the right action for your browser versions http www wikihow com Clear Yo ur Browser s Cache you are working through a proxy server and the proxy is bothering you gt the administrator of the internet access at the proxy should help you there your internet provider is having a problem in translating the domain iccadata iccaworld com gt the internet provider should be able to help you with reaching iccadata iccaworld com DNS setting Related articles e What s new e How to participate in the Business Exchange e Differences ICCA and UIA Can import a selection of the ICCA Association Database in my own CRM administration system e Submit infor
82. tion and contact details Year Founded Aims Structure BOD General Assembly etc Language Number of Staff Finances member fees grants etc Publications Number and type of Members per country Subject Type of organisation DOMONOOARWD a 47 Copyright 2015 ICCA iccaworld com Troubleshooting articles In the left menu click the arrow gt in front of Troubleshooting articles to unfold the menu and see all related articles Add troubleshooting article Error rendering macro content report table In template Confluence Templates User userLinkUrl When evaluating contextPath Error while computing function contextPath null 48 Copyright O 2015 ICCA iccaworld com What s new New version released on 23 June 2015 Advanced search e The help pop up has been added to the search screen including links to the User Manual e The boxes of the minimum maximum attendance have been enlarged e In Save selection the box to enter the name of your search has been enlarged Result list e The member now has the option to display 10 20 30 or 50 profiles per page in the Result list e The filters are now in the same order as the fields in the Advanced Search screen Profile Organisation contacts who have requested to be removed from the Association Database Online will no longer be displayed in the Organisation tab e When the organisation is responsible for
83. u indicate when you register that you want to participate you will receive a separate email with instructions The instructions also include a link to an online application form where you will need to complete information on the event you are putting forward for the Business Exchange If you have already registered for the Congress but you didn t indicate that you would like to participate in the BE it may be not too late Please send an email indicating your interest in participating in the BE to the Events Department as soon as possible Criteria 1 Your lead must attract at least 250 participants 2 Your lead must be held on a regular basis 3 Your lead must rotate between at least 3 different countries Please note In case of a past meeting it should not have taken place more than 2 years ago 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 What happens after you have submitted the BE lead Once we have received your completed BE Lead proposal form we will check the suitability of the meeting and upon approval you will receive a confirmation that you are now registered for the Business Exchange The BE confirmation will also include information on how to access the other BE leads which have been submitted
84. y ones where individual governments decide to offer to host it where decisions on country are decided in closed rooms by the politicians and Officials Tracking the past business rotation therefore doesn t enable members to anticipate future business the best way to do this is by keeping close to the politicians and officials who are involved and to compete at the national level once a country is selected or comes up in its usual rotation pattern Note Political reasons are also one important element in association decision making a fact that we highlight in the ICCA Intelligence publication on this subject but this is very different from the political hosting which is used to determine where UN and EU meetings take place the detailed decision making within the country is a different story of course price capacity availability professionalism all play a part here usually through a strict government stipulated procurement process but not the decision on which country It s such a fundamentally different process that we cannot simply add in these meetings to the current database without causing enormous confusion it would have to be structured totally differently to provide members with meaningful business data that could assist them in winning more of these meetings in effect a totally new database and set of information on national and institutional procurement processes Because this is so fundamentally different from association

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