Welcome to our first e-newsletter of 2010, wishing you all a happy and prosperous New Year!

Highlights this issue:  Save the date for Summer Eventia, Visit us at Confex, see our Event Management Costing Models and get up-to-date with current legislation.

IN THIS ISSUE

Events
News
Membership
Business Briefing
Corporate Responsibility

The Summer Eventia 2010

SECC, Glasgow - 4-6 July 2 days & nights of the best networking & education of the year

Once again the clock is ticking, we’re counting down the weeks to Eventia’s 2010 summer event. Bigger, bolder and even more thought-provoking than last year, The Summer Eventia will provide a mix of educational, networking and social activities designed to inspire, inform and entertain event professionals at every level within your organisation.

Our illustrious hosts this year are the Glasgow City Marketing Bureau and the SECC.  They have joined forces and will be showcasing some of the most breathtaking facilities and Glaswegian highlights on offer. 

What's it all about? Visit our website to find out more, click here

VAT Rule Changes

Thursday 25th February 2010 International Confex, Earls Court, London

Eventia will be holding the above seminar at Confex at 10.30 on Thursday 25th February in the Organising and Logistics Theatre. International Confex will take place from 23-25 February 2010 at Earls Court, London. Visit us on stand P156.  Register for Confex 2010 here

Eventia at Confex 2010

Visit us on stand P156

Visit us at the exhibition and enter our prize draw. We have some fabulous prizes on offer

- 2 night stay in a deluxe sea view room including international breakfast buffet for two persons + welcome cocktail on arrival at the Grand Hotel Huis ter Duin, Amsterdam.
- 2 night stay in a deluxe sea view room bed and breakfast at Fairmont, St Andrews.
- One week at Coral Beach Hotel – Pafos, Cyprus, accommodation for two adults and one child sharing the same room for 7 nights, bottle of selected house wine in room upon arrival, daily replenished fruit, 1 buffet lunch per person including house wine courtesy of Premier DMC.
- One ticket to a bowl event in 2010 at Wembley.

We will be holding drinks receptions on the Eventia stand P156
Tuesday 23rd between 5pm and 6pm
Summer Eventia drinks reception sponsored by DeVere Hotels
Come and meet new Board Director Alison Ayling, National Account Manager – Agency Sales, DeVere Hotels Resorts and Venues

Wednesday 24th February between 12.30-1.30pm
We are proud to be re-launching our Venue Location Service
Drinks reception sponsored by Principal Hayley Hotels and Conference Venues

AGM & Elections

Thursday 10 June 2010 Grand Connaught Rooms, London

An important part of the AGM is the election of new Board members, representing both Organiser and Partner members of the association. Full details of the nomination and election process will be circulated at the end of March, but please give consideration now to serving the association as one of its Board members and directors. Why not speak to one of the serving Board members about what’s involved, or have a chat with Izania or Tracy in the Eventia management office.

Details of all current Board members can be viewed here.

The 2010 Eventia Annual General Meeting will be held on Thursday 10th June at the Grand Connaught Rooms, Hotel Russell and Grand Connaught Rooms, Russell Square, London. This event is for members only

Following the AGM there will be a networking hour with drinks and refreshments sponsored by Principal Hayley Hotels and Conference Venues.

Eventia Hosting Opportunities

Eventia attracts a wide mix of companies from all sectors of the industry, and therefore has proven to be an effective marketing platform for companies to showcase their services and facilities through hosting one of our many events held throughout the year.  We now have a new programme of events available, so if you are interested in getting your venue in front of potential clients click here.

Eventia Awards

The Eventia Awards will be held in November 2010.  Categories and entry details are available online, click here to enter.  Deadline for entries is Tuesday 3rd August 2010, so if you haven’t taken a look and made an entry yet, don’t forget!

UK Events Market Trends Survey 2010

The UKEMTS was launched late January. All UK event venues that meet the minimum criteria (namely, have at least three meeting rooms with a minimum capacity of 50 theatre-style seating in their largest room) are urged to participate in the research. The research asks venues to provide data on their conference and events business during the calendar year 2009, and includes questions on the number of events held, rates achieved, event duration and size, client type, together with projections for 2010.

>find out more
>get involved

Education Committee Update

In response to requests from a number of our members as well as corporate and association buyers, Eventia has now pulled together a simple guide to event management costing models. This paper is of course only meant to act as a guide as many different variations exist but it is a simple document which you can share with your clients if you feel it appropriate.  Eventia has already shared this document with CIPS and it will form part of a meeting toolkit which is being pulled together for CIPS members. To view this document click here and log into the members area.

Many thanks to all of you who took the time to complete the Education survey which was sent out before Christmas.  We got some great feedback and insight into what you are looking for on the education front over the next 12 months.  The Education committee are meeting next week to debate the 2010 programme of courses so we will of course keep you updated. 

Sticking with education, I think we all agree that we need to do more to encourage and support our future talent pool - the event managers of the future!  Over the course of the next few months, we plan to launch a page on the Eventia website showing any of our members who would be happy to help with our University Engagement Initiative - whether that be speaking opportunities, help with dissertations or simply taking placement students.  Please contact the Eventia office if you are interested in being involved in any way!

International Confex

Last chance to get your Confex badge in advance!

International Confex, the UK's leading event for event organisers, takes place in under two weeks time at London's Earls Court, 23-25 February. Register today to ensure you get your badge pack in advance and to benefit from over 60 free seminars, celebrity keynote speakers and around 1,000 exhibitors of venues, destinations and event support services.  In addition, Confex also offers exceptional networking opportunities and exciting features to keep you entertained all day long.

As part of the extensive education programme at Confex you can attend:

1. 60 free seminars
2. free Advice Centre
3. free CV Clinic 
4. three keynote speakers

Our inspirational keynote speakers this year are Martin Bell, Mark Frith and Jo Fairley. These will take place on each day of the show from 13:00 - 14:00 in the Marketing & Keynote Theatre.

This year we have also introduced PA Day on Thursday 25th February, offering additional content aimed at Pas, including a fashion show, competitions, free goody bags and dedicated seminars with CPD Points on offer. 

Visit the website for information on show features, a full exhibitor list, as well as full details of the seminar programme. Find out more at www.international-confex.com.

The SHINE Awards

SHINE AWARDS 2010: Women who triumphed against the odds shine at hospitality awards night

The winners of the Shine Awards were announced late January at the Jumeirah Carlton Hotel, Central London highlighting the accomplishments of eleven exceptional women, who demonstrated extraordinary contribution to the industry, commitment to their businesses and to their members of staff.  Eventia were proud to support these awards.  Leigh Jagger, Banks Saddler CEO and Head of Eventia’s Education Committee helped judge the awards and also presented a prize donated by Eventia which was a place at the Summer Eventia Conference to one of the winners.

Vacancies

BCD Meetings & Incentives – Outstanding Opportunities

Account Director
UK - New position.   An exceptional, confident and charismatic individual is sought who is capable of thinking ‘outside the box’.  The role includes a focus on Strategic Meetings Management.  Experience of the pharmaceutical/healthcare sector would be an advantage.  Join our dynamic and forward thinking team.  A significant remuneration package is offered for the right person. 

Proposal Manager
UK - New position.  Creative flair and ingenuity together with superlative written skills are a must.  You will be used to maximising the potential to win business and previous experience gained in a similar position within the events arena would be the ideal.  An excellent remuneration package is offered.
To request further information on the UK positions or to apply (please send a full CV and covering email) click here.  Closing date February 26.  Please quote job title in the subject box.

Senior Program Manager
Switzerland – You will have terrific planning and operational skills necessary for the successful execution of meetings, incentive travel programs and/or special events for a client.  In addition, you will provide ongoing support to the EMEA Account Manager and EMEA Implementation Manager. For further information on this position click here or to apply please send a full CV and covering email to click here.  Closing date February 26.

BCD Meetings & Incentives is a fully-integrated event management and creative communications company.  It is an independent operating unit of BCD Travel, the world’s third-largest travel management company, owned by BCD Holdings N.V.  For more information visit:  www.bcdmi.com

Welcome to New Members

Eventia would like to welcome the following companies as new members of the association:

WRG, The Event Business Ltd, Communique, Wembley Stadium, Center Parcs, Crown Group

Reminder of 'Member Only' Benefits

We are highlighting here some of the benefits of being a member of Eventia, just as a little prompt so you don’t miss out on any of the services we provide:  Articles, Guidelines and Reports by Eventia and other organizations can all be accessed via the website.  For example:

Eventia White Paper

Eventia launched a white paper ‘Getting the Message Across’, to communicate the benefits and financial returns that can be yielded by companies investing in live events. The white paper is accessible to all members to use to raise awareness of the effectiveness of events in the national and international press, and specifically when communicating directly to corporate companies.  Essentially, the white paper brings together research and opinion which clearly show there is evidence to support the need for face-to-face communication.  A copy of the white paper is available to download from the Eventia website.

Eventia Guide 2010

The new completely re-vamped 'Eventia Guide' is due to be published April/May time. The 'Eventia Guide' is an amalgamation of the BACD British Conference Destinations Directory and the Eventia Yearbook will also feature articles on hot topics affecting the whole events industry together with special 'how to' guides i.e. 'how to work best with DMO's, Agencies etc...  The plan is to publish late Spring in time for IMEX and bring this forward slightly for 2011.  The Guide will be distributed to the Eventia database and will be used as a PR/promotional tool at all Eventia events and at exhibitions.  There will also be an on-line version.

This is a fantastic opportunity for you to promote your products and services to the influential and global corporate market. The sales team will be in touch with you shortly to explain the many ways in which you can get involved with this extremely useful and targeted publication.  We do hope you feel able to participate fully!

Review of Aviation Regulation

The Department of Transport has initiated a consultation on the reform of aviation regulation. The most interesting section for Eventia members is Part 4/ Chapter 13 which deals with insolvency protection - ATOL in particular. Proposals for consultation include:

- Extending protection to flight + arrangements, even if purchased as separate contracts
- Including airline sales of flight + arrangements, including affiliate “click through”  business
- Flight only sales by third parties
- Issuing ATOL certificates to consumers
- Extending ATOL to embrace non air travel packages

Eventia Regulation Committee must respond to this by early March and would value members’ contributions. If you wish to have input to the consultation, please e mail your comments to Brian Kirsch, Regulation Committee Chairman at  brian.k@event-assured.com before 5th March.  A copy of the consultation paper can be found here:  http://www.dft.gov.uk/consultations/open/regulatingairtransport/
An extract from the response form is available by logging into the members area here.

Review of the Package Travel Regulations

Eventia Regulation Committee has responded to the EU Commission’s long awaited review of the Package Travel Regulations. Whilst these regulations were introduced to protect consumers, they currently apply equally to B2B transactions where an agency is supplying a prearranged combination of at least two elements out of travel, accommodation and “other tourist services” (the latter forming a significant part of the cost) sold at an inclusive price and for an event lasting more than 24 hours or involving overnight stay. This means that many agencies are caught in these regulations and the additional liabilities and responsibilities they impose. These include liability for the actions of sub contractors and an obligation to complete the contract or provide compensation to the buyer.

The wide ranging consultation gave Eventia the opportunity to express its views in a number of key areas including:

1. The regulations were designed to protect consumers on package holidays, and should not apply to B2B transactions
2. the meaning of the term “other tourist services” must be clarified, and the term “significant” quantified so that organisers know where they stand
3. corporate customers’ right to withdraw from a contract without compensation should only apply where there is force majeure
4. the need to look at whether dynamic packaging should be within the regulations
5. extending insolvency protection to apply to airlines as well as organisers

ISO 20121

Click here to see notes regarding the development of ISO20121 and how to get involved in the UK Committee. (You will need to log into the members area and look under papers the two documents are entitled: ‘ISO to develop sustainable event standard in run-up to 2012 Olympics’ and ‘What is ISO 20121?’) The next meeting will be held in March.  To get involved contact faye.kaliszczak@bisgroup.com direct. You will need to log into the members area.

Have your say in drafting the new HSE event safety (purple guide)

Agreement has been reached between the Forum and the Health & Safety Executive (HSE) to rewrite the Event Safety Guide – better known as the Purple Guide.  While the new guide will not be as comprehensive as the original, focusing mainly on health and safety at events, the EIF is committed to plugging any gaps by producing a series of additional guides and bringing all these together on one website as a ‘virtual’ guide to event organization.

The intention is that the process of rewriting the Guide should be as transparent as possible. In order to achieve this progress reports and drafts of each chapter will be available for comment via the EIF website.  Alerts will also be sent out to those registering an interest whenever changes are made to a section.

It is, therefore, important that you register your interests as soon as possible.

Hotel Billback Service

Until the end of last year, agents providing a hotel billback service were able to ensure they stayed out of the TOMS thanks to a TOMS opt-out measure.  Unfortunately, this opt-out was withdrawn at the start of this year and this gives a problem to billback agents.

The loss of the opt-out means that an agent who invoices a client for the hotel cost in his own name must use TOMS for the transactions.  As a result, the agent cannot recover VAT on the hotel cost and must pass on a VAT-inclusive cost to the client.  As the agent cannot issue a VAT invoice for the cost, the client can recover no VAT and so the cost of the accommodation becomes 17.5% greater than it was before we lost the opt-out.

Clearly such an outcome would be hugely detrimental to any member booking hotels and providing a billback service.  Fortunately, HMRC have proved to be helpful in negotiations and we believe an agreement has just been reached which will allow billback agents to remain outside the TOMS but with a minimum of disruption to existing procedures.  We expect to receive detail from HMRC in the very near future of the suggested new approach and we will circulate this to members as soon as we can.

Tip of the month!

Community - make sure your event doesn’t leave a trace or cause distress to neighbours; manage your noise and think about how you will disperse crowds at the end of the event… get neighbours on-board by consulting with them in advance, if not a provide event why not invite them or give them reduced price tickets, and don’t forget to thank them afterwards.