Request for Expressions of Interest Core PCO Services

Transcription

1 Request for Expressions of Interest Core PCO Services INTERNATIONAL FEDERATION ON AGEING (IFA) 351 CHRISTIE STREET, TORONTO, ONTARIO, M6G 3C3 CANADA TELEPHONE: FAX: IFA WEBSITE:

2 INVITATION The International Federation on Ageing (IFA) is seeking to establish a formal relationship with a Core- Professional Conference Organiser to improve all operational aspects of the organisations future bi-annual International Conferences on Ageing and other specified meetings; as well as develop state of the art knowledge mobilisation and exchange processes towards influencing and shaping policy and practice. The successful applicant will have a three (3) year agreement that can be renewed by mutual agreement following the expiration of the initial term, with a probationary period of 1 year. INTRODUCTION The International Federation on Ageing is a membership based network of organizations, agencies, industry and individuals with a mission to improve the quality of lives of older people around the world through policy change, grassroots partnerships and strengthening bridges between public and private sectors concerned with ageing issues. The IFA is a registered charity in Canada. The IFA has convened biannual global conferences since 1992 and with the exception of the 4 th Global Conference on Ageing in Montréal in 1999 and the 6 th Global Conference in Perth, Australia (where there was joint partnership between government and non-governmental organization) an NGO has hosted the event in partnership with the IFA. History of IFA Conferences Year Main Theme City, Country 2014 (12 th ) Health, Participation and Security Hyderabad, India 2012 (11th) Ageing Connects Prague, Czech Republic (10th) Climate for Change: Ageing in the Future Melbourne, Australia (9th) Shaping Today Tomorrow Montréal, Canada 2006 (8th) North-South Challenge Copenhagen, Denmark 2004 (7th) Global Ageing: Sustaining Development Singapore 2002 (6th) Maturity Matters Perth, Australia (5th) The Millennium Conference on Ageing Mar del Plata, Argentina (4th) Towards a Society for All Ages Montréal, Canada (3rd) Ageing and Diversity: Towards Durban, South Africa - Empowerment and Fulfilment 1995 (2 nd ) Global Ageing Jerusalem, Israel 1992 (1 st ) Pune, India

3 The IFA brand together with the organization s considerable experience in working with host organizations is a unique and often successful combination. The global conferences provides members and all parties interested in the lives of older persons the opportunity to exchange information, network and creating working opportunities beyond the conference. The current conference model is based on a host organisation that contracts with a PCO almost always situated in the city of the conference, but the PCO does not necessarily have an international track record. IFA partners through the Memorandum of Understanding (MOU) with the host organization (and not the PCO) and receives from the host organisation across a two year period a licence fee. In this model the host organization is responsible for PCO selection and conference management and the program development is in collaboration with the IFA. THE WAY FORWARD The Federation believes that innovative conference models can be created that respond to the traditional aims such as the exchange of information and networking, and provide a meaningful forum to focus on a number of key issues in greater depth whilst still retaining flexibility to attract practitioners, policymakers and academics through innovative and inspiring modes of presentations including social and digital media. The Board of the IFA and international experts strongly believe that future conferences will be enhanced through a formal relationship with a core PCO who together with the IFA will build a strong and stable platform for future knowledge-based meetings and conferences. The new model provides for a minimal duplication of effort from conference to conference and retains the knowledge between the core PCO and the IFA to build increasingly successful and innovative conferences into the future. Also recognizing the importance of venue and location it is proposed that under a new model of operation both the IFA and the core PCO will inform the Board of Directors about options for future conference locations and develop a timeline moving forward with a new model of operation. The relationship between the IFA and PCO may also include smaller ( delegates) regionally focused conferences and workshops in countries less conducive to holding international conferences, such as those convened in Akita, Japan and Yaounde, Cameroon in One of the aims of future conference programs is to ensure that the issues on the agenda of governments in the region are present in the program providing an opportunity to showcase effective research, policy and practice. The IFA conference also increasingly plays an important role in the knowledge creation, exploitation and exchange globally and this is a particularly important future direction. CONFERENCE STRUCTURE The current traditional conference structure is held over a period of four (4) days and often but not always coincides with a Board Meeting. The program format comprises Keynote Presentations; 3 to 4 Plenary Panels and breakout concurrent sessions for approximately 500 abstracts. It is an expectation that working with a core PCO delegate and abstract submissions will not only grow but innovations to the conference structure, content and outcomes will position the IFA conference as the conference to be seen at and participate in. This is the time for change and stepping beyond the traditional into the realm of the relatively unknown and tested in the field of conferences on ageing. 3

4 The conventional program structure for past conferences and for example the program for India in 2014 is outlined below however a core PCO must have the experience, expertise and insights to work with the IFA to create the new conference model. REQUIREMENTS The minimum characteristics required to submit an expression of interest (EOI) are: ICCA and IAPCO Member with working standards that grant ISO Certification for the meetings A company profile (executive management and total staff) that includes at least 3-4 senior project managers (of more than 5 years experience) Primary organizers of international association conferences comprising 1500 and more registered participants and square metre (gross) exhibition space 21:15 List of conferences managed together 21:30 with substantive references over the past five years A FULL COMPREHENSIVE CONFERENCE SERVICE according to international PCO standards must be provided; and special interest will be given to expressions of interest that demonstrate: 10 June-Senior Government Officials Meeting (SOM) 11 June 12 June 13 June 7:30 7:45 8:00 8:15 Registration Registration 8:30 8:45 Welcome & Keynote Speaker 9:00 OFFICIAL OPENING Keynote Speaker Keynote Speaker 9:15 PLENARY SESSION 9:30 CEREMONY PLENARY SESSION PLENARY SESSION 9:45 The Policy Agenda 10:00 Life Course Approach to Women & Ageing 10:15 Keynote Speaker Immunization 10:30 10:45 Health Break SOM Outcomes Summary 11:00 Health Break Health Break Health Break 11:15 PLENARY SESSION 11:30 PLENARY SESSION 11:45 12:00 Supporting Carers in the Workplace Social Protection & Security Concurrent Sessions Concurrent Sessions 12:15 12:30 12:45 13:00 13:15 Lunch & Keynote Speaker Lunch Lunch Lunch 13:30 13:45 14:00 Keynote Speaker - Survey PLENARY SESSION 14:15 14:30 Results PLENARY SESSION Concurrent Sessions Innovations in Care Concurrent Sessions 14:45 15:00 15:15 Connecting Formal and Informal Care IFA 12th Global Conference on Ageing - Draft Program at a Glance 15:30 Health Break Health Break Health Break 15:45 16:00 Open Discussion Forum 16:15 16:30 Concurrent Sessions Concurrent Sessions CLOSING CEREMONY 16:45 17:00 17:15 17:30 17:45 18:00 18:15 18:30 18:45 19:00 19:15 19:30 SOM Delegation Dinner 19:45 Keynote Speaker 20:00 20:15 20:30 20:45 21:00 Excellent knowledge and track record of international conference management Experience in collaboration with multi disciplines and sectors associated with the field of ageing and older people Firmly established association and convention partners across the globe Expertise in financial control of international meetings including taxation and VAT/GST handling Demonstrated innovation in administration, conference programming and, marketing and promotion 4

5 DESCRIPTION OF SERVICES AND QUESTIONS As the basis for the Expressions of Interest (EOI) applicants are invited to respond to the following: 1. International experience System of working around the world in different countries Relationship with the local organizer and subcontractors on site 3. Overall management Experience in being a core PCO managing multiple conferences with full suite of services, and partial suite of services Readily available policies, procedures, templates and 5. Abstracts and program management Logistics and method of e- registration and e- programming including delegate follow ups 7. Website Describe the process website design and maintenance (or not), online system development and capabilities to operate a website service at congresses 9. Finances Pre-conference financing Mechanisms in the successful financial management of a congress Procedures for budget development and financial control including how to provide full financial transparency 11. Evaluation 2. Marketing and Promotion Overall strategy, followed by specific vertical and horizontal strategies Description of innovative and successful marketing Handling of press activities 4. Exhibition Management of an exhibition including experiences in exhibition organization and raising sponsoring Track record in an exhibition field of ageing and older people 6. Sponsorship and fundraising Capacity, capabilities and success / or not in raising sponsorship funds Mechanisms for marketing and incentive management 8. Accommodation and social event Management of hotel reservations Insights into an innovative social program 10. Innovations Descriptions of innovations used that improve the branding and distinguish conferences Experience or capabilities in knowledge management of delegate networks, abstracts and publication Varied use of technology and how it has been used by the PCO to improve delegate numbers, content or / and outcomes Process to measure success through the conference preparations and also overall How is the evaluation of a conference used to improve the next conference 5

6 COSTS AND OPERATIONAL MODELS The IFA is interesting in receiving EOIs that describe alternative business models and ways of working with a core PCO to ensure not only the success of the conference but a long and successful partnership with a PCO. It is well understand at the IFA that there is varying levels of liability for both parties, therefore it is important that the applicant provides substantial information on options and the rationale for such options. The description and costing of the business models must be realistic and defensible. Flexibility and responsiveness are key attributes for a partnership with the IFA as are shared risk and shared profit models. GENERAL INFORMATION - COMPANY PROFILE For completeness of all EOI applicants are requested to provide the following information: the name and legal form of your company address, telephone, fax, contact and website location of other offices, branch offices and holdings summary of the last two statement of assets and liabilities the limits of liability insurance coverage with a copy of the certificate modus operandi and proven experience in crisis management SUBMISSION PROCESS The Secretary General Dr Jane Barratt is available to respond to questions from applicants from the time of the announcement until the deadline. Detailed analysis and assessment of the Expressions of Interest will be undertaken by the IFA Bid Committee who will then make a recommendation to the Board of Directors via the President. From time to time the Committee may request further information or responses to specific questions and these will be convey via the Secretary general. All bids should be received in electronic format addressed to the Secretary General, Dr Jane Barratt at jbarratt@ifa-fiv.org and in English language by close of business 18 th July Submissions (e-copy and 1 hard copy) must be forwarded to the IFA by 18 th July May 2014: Dr Jane Barratt Secretary General International Federation on Ageing 351 Christie Street, Toronto, ON, M6G 3C3 CANADA jbarratt@ifa-fiv.org 6