Luc Hendrickx

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• Luc Hendrickx
• Executive Director

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Client-Supplier Communication

• Key Message
• International Diabetes Federation
• World Diabetes Congress
• Track history
• Facts figures
• Organization
• Bidding Questions to Ask
• Questions to ask
• Decision-making process
• Client-Supplier Communication
• Dos and donts

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Key Message

• LISTEN
• to the person
• who drives the decision-maker

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IDF Fact Sheet

• International federation of national diabetes
  associations
• To promote diabetes care, prevention and a cure
  worldwide
• The global advocate for people with diabetes
• Established in 1950
• Non-profit International Association under
  Belgian Law
• Global Executive Office in Brussels
• 18 Staff, 7 Regional Managers
• Many dedicated volunteers all over the world
• Currently representing 191 member associations
  in 150 countries
• In official relation with the World Health
  Organization (WHO)
• Organizers of the World Diabetes Congress

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Regions and Regional Offices
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World Diabetes Congress

• Track history
• 1st triennial congress in 1950
• Recent congresses
• 1991 Washington 8,000
• 1994 Kobe 5,000
• 1997 Helsinki 8,000
• 2000 Mexico City 8,000
• 2003 Paris 17,000
• Next congresses
• 2006 Cape Town
• 2009 Montreal
• Next open date
• 2012 (2011?)

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World Diabetes Congress

• Facts Figures
• 10,000 participants
• 10,000 sq m exhibition
• 9 parallel sessions
• 2,500 posters
• Structure
• Fri Build-up
• Sat Build-up, Group registration
• Sun Registration, satellite symposia
• Mon-Thu Programme, satellite symposia
• Fri Dismantling

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World Diabetes Congress

• Organization
• In-house PCO since 2003
• Congress Unit
• Congress Manager
• Congress Assistant
• Industry Coordinator
• Programme Coordinator
• Registration Coordinator
• (Media, IT, Finance, PR, ...)
• Outsourced hotel accommodation, tours

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Bidding Questions to Ask

• Organizer (Gatekeeper)?
• International Diabetes Federation?
• Congress stats?
• Does my venue meet the congress requirements?
• Previous, next and future venues?
• Next open date?
• Trend in selection of venue?
• European? Global?
• Organizer (PCO)?
• Bid process?

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Bidding Questions to Ask

• Politics?
• Regional rotation, Withdrawal
• Decision-making? Recommendation?
• Governing body vs Individual
• Trends/Evolution?
• Congress Unit

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Pro-active Venue Selection

• International driver
• Technical site inspection
• Staff recommends to the Board
• Fact sheets (less is more)
• No local/national driver
• No committee site inspections
• No formal presentation
• No mailing of glossy bid books
• Respect the process, be discreet

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Communication

• DOs
• LISTEN!
• Offer a solution to meet requirements
• Be patient, Think long-term
• Network
• Speak to peers, share knowledge
• Do your homework
• Listen to people, not organizations
• Level with your client
• Be informed of the decision-making process, and
  respect it
• Listen to the person who drives the
  decision-maker

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Communication

• DONTs
• DONT SPEAK!
• Dont assume that your client is interested in
  your destination
• Dont take no for an answer
• Dont only operate from your office
• Dont send unsollicited e-mails or brochures
• Dont trust the ICCA database
• Dont hide essential information from your client
• Dont focus on organizations
• Dont underestimate politics and hidden agendas

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