CONFERENCE PROFILE DATA
          FOR
    UK ASSOCIATIONS

BACD CONFERENCE BUYER DATABASE




       SEPTEMBER 2006
BACKGROUND

BACD began to develop its database of conference organisers in
1990, since which time considerable resources h...
Universe of UK Associations

In total there are many thousands of not-for-profit organisations of
the types listed above, ...
Value of Conferences and Meetings

To estimate the value of conference business represented by these
UK associations, figu...
Region of the UK                     Associations interested in
                                     holding meetings

Sco...
BACD UK ASSOCIATIONS
         DATA AND RESEARCH ON THE LARGEST EVENT

                         Extension of Profile Data

...
Frequency of Event?

Favoured Months?

Type of Event?        Conference      Convention          Exhibition

Usual Type of...
3      2006

 4      2005

 5      2004

 6      2003

 7      2002

 8      2001


First Open Year for Bids:             ...
University/college
     Hotel
     Unusual venue


              *********************************************************...
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  1. 1. CONFERENCE PROFILE DATA FOR UK ASSOCIATIONS BACD CONFERENCE BUYER DATABASE SEPTEMBER 2006
  2. 2. BACKGROUND BACD began to develop its database of conference organisers in 1990, since which time considerable resources have been committed to the cleaning, updating and general development of the database. Particular attention has been focused on the profiling of UK ‘associations’, a word which encompasses: o Professional and trade associations o Trade unions o Voluntary associations o Charities o Political bodies and similar not-for-profit organisations which are responsible for organising the larger, higher profile, and often higher overall spend conferences around the UK. Since 2001 data capture and cleaning of UK associations have been outsourced by BACD to a specialist telemarketing research company. A copy of the data capture form, showing the structure and content of the database, is attached as an appendix to this report. The following pages provide a summary showing the value, volume and certain key characteristics of national association sector conferences, conventions and meetings. 2
  3. 3. Universe of UK Associations In total there are many thousands of not-for-profit organisations of the types listed above, but the number having significant conferences and events business is probably less than 3,000. As at September 2006, BACD’s database held profile data on 2509 ‘associations’, a figure which has remained more or less constant over several years. The sources for contact information on these 2509 organisations include: o Directory of British Associations o BACD’s own conference buyer database records o Exhibition visitor lists o Data sources such as the list of trade unions affiliated to the TUC. Volume of Conferences and Meetings The main focus of the BACD research programme is the association’s major annual event, normally a convention or annual general meeting. However, many of the associations also run a range of smaller, often regional, meetings. The research suggests an average of 3.9 smaller meetings per association. Of the 2509 associations, 1208 (48%) hold a conference as their major annual event. A further 804 (32%) describe their main annual event as a meeting or AGM. An additional 153 associations hold a diversity of annual events which range from lunches and dinners to festivals, ceremonies and presentations. The balance of 344 associations have significant smaller meetings activity but do not hold a major annual event on a regular basis. The 1208 associations holding a conference as their main annual event generate a total of 2508 conference days, an average of 2.1 days per conference. In 2003 the average was 2.3 days, confirming a steady reduction in the duration of events noted in other industry research projects. The total number of delegates participating in these 1208 events is 388,834, an average of 322 delegates per event. This average is broadly comparable with the figure of 357 reported by the UK Conference Market Survey 2006. The aggregated figure for the total number of ‘delegate days’ in the BACD research is 816,551 (388,834 delegates x 2.1 days). 3
  4. 4. Value of Conferences and Meetings To estimate the value of conference business represented by these UK associations, figures produced on behalf of the national tourist boards (VisitScotland, VisitBritain, VisitWales, Failte Ireland) through research entitled Business Tourism Delegate Spend (September 2006) have been used. These figures estimate that the average spend per day of delegates attending a domestic association conference is £284. This amount includes expenditure by the event’s professional conference organiser, as well as spend before, during and after the conference, but excludes expenditure by companions (estimated at an additional £60 per day). Spend on Major Annual Event The direct expenditure value of the major annual conferences organised by UK associations is, therefore, almost £232 million (to be precise: £231,900,484). If account is taken of companion spend, this total rises to £280 million. These totals are calculated by multiplying the total of delegate days (816,551) by the average daily expenditure (£284 or £344). The average delegate spend for each major annual event is £192,040 (£284 x 2.1 x 322) or £232,612 if companion spend is included. Spend on Other Meetings UK associations hold an average of 3.9 smaller meetings and conferences annually (although this figure is substantially lower than the average of 14.1 events a year reported by the UK Conference Market Survey 2006). The BACD database does not capture detailed information on the size of these smaller meetings - the UK Conference Market Survey 2006 estimates that they average 123 delegates per meeting. Using this figure as the base, the value of the smaller meetings market for UK associations is estimated at almost £342 million (2509 x 3.9 x 123 x £284). Other Key Findings The database confirms the UK associations’ willingness to stage their events in locations across the country. Of the 2509 associations surveyed, their preparedness to meet in different regions of the UK is as follows: 4
  5. 5. Region of the UK Associations interested in holding meetings Scotland 934 Wales 907 Northern Ireland 866 South West England 1059 South East England 1076 London 1572 West Midlands 1197 East Midlands 1175 East Anglia 983 North East England 1021 North West England 1128 Isle of Man 673 Channel Islands 630 261 associations have stated that they would consider holding events overseas. 5
  6. 6. BACD UK ASSOCIATIONS DATA AND RESEARCH ON THE LARGEST EVENT Extension of Profile Data Company: Title: Forename: Surname: Position: Add1: Add2: Add3: Town: County: Postcode: Tel: Fax: E-mail: THE LARGEST NATIONAL EVENT(S) YOU ORGANISE: Responsible for organising the following 2 national events: 1. _____________________________ 2. _____________________________ Which of the following regions would you consider? (tick all that apply) Scotland Wales Northern Ireland South West England South East England London West Midlands East Midlands East Anglia North West England North East England Isle of Man Channel Islands Overseas 6
  7. 7. Frequency of Event? Favoured Months? Type of Event? Conference Convention Exhibition Usual Type of Venue? Would You consider a split site? Yes No Attendance Level? Minimum: Maximum: Number of days? Pattern? Weekdays Weekends Required seating capacity for main plenary? Number of breakout/syndicate rooms? Exhibition Space Required? Yes No If Yes, size (in m²) _____ Accommodation? Yes No Type of accommodation? (Please tick) Hotels: 5* 4* 3* 2* 1* Guesthouse/B&B Self Catering Academic/University Training Centre Youth Hostel Accommodation must be all in one venue? Yes No Gala Dinner/Banquet – Number of diners? Historical Overview No Year Dates (from-to) City 1 2008 2 2007 7
  8. 8. 3 2006 4 2005 5 2004 6 2003 7 2002 8 2001 First Open Year for Bids: __________ Deadline for bids: __________ Decision Date: __________ Preferred Region/Destination/Area: __________ Decision Maker: __________ Do you run any smaller events? Yes No How many smaller events per year? What type of events are they? (tick all that apply) Conferences/Meetings Exhibitions Training Product Launches Corporate Hospitality Incentive Travel What sizes of smaller events do you arrange? (tick all that apply) Up to 50 delegates 51-100 101-200 201-500 501-100 over 1000 What facilities/venues would you consider using? (tick all that apply) Purpose built conference centre Civic hall 8
  9. 9. University/college Hotel Unusual venue *********************************************************** 1. Contact: Position: Tel: Fax: Email: 2. Contact: Position: Tel: Fax: Email: Comments: ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………….. 9

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