ICE Selection and the Role of a Region

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Jeffery Lindsey
5 years ago
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Tuesday, 13 April, 2010 2:00 pm 5:00 pm New

1 ICE Selection and the Role of a Region AAPG International Regions Committee Meeting Tuesday, 13 April, :00 pm 5:00 pm New Orleans Marriott Hotel, 2nd Floor, Gallerie 3 1

2 What is ICE AAPG has two Showcase Conferences and Exhibitions: The AAPG Annual Convention (ACE) (Spring) The AAPG International Conference (ICE) (Fall) 2

3 What is an ICE International Conference and Exhibition AAPG Flagship International Conference Attended by Delegates Includes: 1. Short Courses (5-15 courses [pre and post]) 2. Field Trips (5-12 field trips [pre and post]) 3. 3 Day Technical Program (O/P) papers 4. Exhibition (60-80 companies/2,000 m 2 ) 5. Spousal Program (3-5 events) 6. Entertainment Program (1/2 local events) 3

4 History of ICE 1998 Rio La*n America 1999 Birmingham Europe 2000 Bali Asia Pacific 2001 St. Petersburg* Asia Pacific* 2002 Cairo Africa 2003 Barcelona Europe 2004 Cancun La*n America 2005 Paris Europe 2006 Perth Asia Pacific 2007 Athens** Europe 2008 Cape Town Africa 2009 Rio La*n America 2010 Calgary Canada 2011 Milan Europe *2001 was held in St. Petersburg and was not managed/operated by AAPG **2007 in conjuncaon with the European Region Conference, held in Athens. 4

5 Timelines 5-7 Years Out: 1. AAPG GEvO (Global Events Oversight) Committee and AAPG EC confirm desired Region ICE rotation 2. Potential Host Countries/Affiliated Societies may contact AAPG with interest to Host in target years 3. GEvO reviews proposals and locations that fit AAPG s strategic and business needs 5

6 Proposals Interested Host Countries or Affiliated Societies may submit proposals to the GEvO Committee for consideration. Proposals should include: Proposed city or cities Potential Venues (sometimes more than one) Potential financial sponsor(s) typically NOC or IOC Potential government support / requirements Affiliated or sponsoring societies in Region/country Ability to recruit strong organizing and program committees Competing (existing) geosciences events in Region Number of AAPG members/industry pros in City/Country 6

7 Selection Criteria Past attendance and financial performance of AAPG events in a city / region Host institution financial commitment or broad industry base for support Sufficient infrastructure to meet the reasonable expectations of a global audience Quality of likely education experience / sufficient geological interest Current and/or projected social or political issues with impact on business Past attendee and exhibitor survey feedbacks Affiliated Society and/or Region Interest in Hosting 7

8 Selection Criteria Desirable/preferred date options (avoids holidays, competing events) Adequate convention center space (meeting rooms, exhibit space) Cost effective convention center rates Adequate hotel room availability (mix of high standard/ low price) Projected hotel rates / varied price range hotels Convenient proximity / access of hotels to convention Adequate transportation options into city (domestic/ international) 8

9 Selection Criteria Union requirements, regulations and reputation (in trade show industry) Projected attendee costs (reasonable food and lodging) Health and safety considerations Financial/Banking conditions and options are sound Volunteer support Significant local/in-country oil and gas industry activities/ community Attractiveness as a tourist site Perceived value for exhibiting companies and sponsors City/country can host an apolitical scientific forum 9

10 Timelines II 3-5 Years Out: 1. GEvO makes recommendation to EC for approval; EC approves location 2. Staff secures facilities and preferred dates 2 Years Out: 1. AAPG Staff and AAPG Executive Committee work with HS and/or Region to establish an event organizing committee 2. General Chair and TPC positions approved by the EC 3. Sponsorship solicitations begins 10

11 Host Responsibilities AAPG enters into agreements with either a Host Society (HS) and/or the Region HS or Region is responsible for: 1. Building organizing and TP committees 2. Delivering global technical program 3. Securing sponsorships 4. Volunteer solicitation and coordination 5. Entertainment/guest strategies 11

12 Profit Sharing AAPG and the HS or Region work together on the event and a defined share (10%-20%) of any surplus is paid to the host HS/Region generally keeps surplus from non- AAPG Short Courses, Field Trips and Entertainment (also 100% of risk/loss) Surplus is income less all AAPG expenses. 12

13 Role of the Region Early involvement by President and Council of the Region is useful Depending if the ICE is hosted by the Region or a Host Society, early definition of roles and responsibilities is helpful President of Region or HS will work with AAPG to finalize agreement Region will work with HS on who is running Short Courses/Field Trips and how the organizing committee is structured President of Region or HS will help with Sponsorships, finding members for the Organizing and TP Committees, etc. 13

14 Contacts AAPG Director Global Development and Conventions Alan Wegener International Regions Carol McGowen Jeremy Richardson Abeer Al Zubaidi Adrienne Pereira 14

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