Who am I? Malgosia Bartosik, Membership and Events Director, The European Wind Energy Association 10 + years experience in marketing and events organisation Main responsibilities: Responsible for EWEA events and membership portfolio, team of 18 pax
What is EWEA? The European Wind Energy Association: industry association based in Brussels. 700+ corporate members from over 60 different countries. 60 staff members; main activities: political lobbying, strategic communications and events.
EWEA events • EWEA annual conference and exhibition (8 -10, 000 pax from 80 countries, 450 presentations, 15, 000 m 2 net exhibition) • EWEA biennial conference and exhibition (8, 500 pax, 250 presentations, 10, 000 m 2 net exhibition) • Smaller special topic conferences and workshops around Europe (form 50 to 550 pax)
Organisation of our big events: Outsourced: • Core PCO: registration, hotels, speakers management assistance • Local PCO: social events • Exhibition floor managers + AV/IT consultant In house: • venue selection, conference programme, exhibition and sponsorship sales, all communication and marketing activities
Main selection factors • • Venue capacity (exhibition size, conference rooms) Wind energy market? City/venue accessibility Onsite hotels • Cost of the venue and the destination itself • Collaboration between the venue and the local authorities + other stakeholders
EWEA decision process • Short list of venues for site inspection • Site inspection by EWEA events team to selected venues • Recommendations to the Exhibitor Council • Negotiations with the national associations • First offers from short listed venues (max 3) • Presentation at the board • Mandate to negotiate final offer with venue A and B • 24 – 30 months decision cycle
BID • Before bidding get to know the association, its events and the decision process DO: • • • Make an effort: customise the offer (phone interview? ) Go to the client event before bidding Make it easy to visualise the event for the client Make it a cost efficient offer (options +) Invite client for site inspection (check who!) and make it memorable • Learn from the clients’ previous experience and avoid mistakes that others did • Stay flexible and open for collaboration
DON’T‘s • Don’t’ waste your time preparing an offer for a client that you don’t know • Don’t pump up the cost • Don’t hide costs • Don’t leave client with problems on their own • Don’t believe in “we will not come back”. There is always a chance to bring the client back. • Don’t overdo • Don’t disrespect the client whoever it is!
What do we expect from the venue CLIENT CLOSE COLABORATION WITH LOCAL STAKEHOLDERS
Crisis: higher expectations • Cost efficient offer • Advice on new income generation possibilities – sponsorship? • Increased value proposition • Flexibility: last minutes stand bookings/ cancelations • Staff support: extension of the client’s team • Sales support: joint exhibitions • Promotional support: better deals from your own partners • BE CREATIVE AND INNOVATIVE!
THANK YOU! mb@ewea. org
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