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Combined Congress and EXCO Meeting of the Bureau of the Fédération Internationale des Conseils en Propriété Intellectuelle 2012 (International Federation of Intellectual Property Attorneys)

Overview

The FICPI world congresses are one of the premier meetings in the intellectual property legal world. Usually gathering 300-400 attendees from around the world, the meetings are held in world-class cities. Delegates meet for a week of professional development and most importantly, networking over five-star social events. The delegates are often accompanied by their partners, and hence an engaging accompanying persons program is held in conjunction with the congress.

Arinex was appointed as the Professional Conference Organiser for the 2012 FICPI Combined World Congress and EXCO Meeting, held in Melbourne in April, and was responsible for managing all aspects of the meeting, including the social and accompanying persons programs, optional tours, registration and accommodation bookings. 

Challenges

The Logies

The premier Australian television industry awards night, the TV Week Logies Awards, is traditionally held in May each year at the prestigious Crown Melbourne. However, a decision was made in late 2011 to hold the 2012 Logies in April – coinciding with the FICPI World Congress.

Arinex and the FICPI Conference Local Organising Committee (LOC) were presented with logistical challenges. Having the Logies on the same weekend as the start of the FICPI congress meant that meeting rooms had to be moved, delivery times and locations were slightly altered, and security was significantly heightened. The Crown conference team went above and beyond to coordinate and implement the changes as seamlessly as possible for Arinex and the FICPI LOC.

Meeting rooms that had originally been booked in Crown Towers were moved to the adjacent Crown Promenade. Testament to the numerous five-star options available at Crown, the new meeting location was faultless. Crown also worked closely with Arinex to ensure the bump-in process was smooth, allocating a separate dock to receive congress deliveries so that the FICPI deliveries were not mixed in with the vast amount of equipment being received for the Logies.

Onsite, security briefings were held with the Crown team and Arinex staff. Upon registering each delegate, Arinex emphasized to them the importance of keeping conference name tags on at all times so that Crown security staff could let them through the main entry and exit points of the venue. 

Because of the sheer number of people at Crown over the weekend, Arinex sent extra staff members to guide delegates, provide on-the-ground support, and to double-check meeting room set ups. The Congress Reception was held at Crown’s exquisite Studio Three, and Arinex sent staff in their pink uniforms as walking guides for the delegates. They were encouraged to “Follow the Pink Ladies” from the Atrium lobby to Studio Three. This was very effective in ensuring the mainly international delegation was well taken care of at all times. 

Successes & Learnings

The conference was overall, a very successful event, despite the initial logistical challenges. Hosting the meeting at Crown was one of the main successes, as the opulence and vast meeting facilities of the venue well suited the expectations of the delegates. The venue’s accommodation, from the 5-star Crown Towers and Crown Metropol to the 4.5-star Crown Promenade, provided delegates with ample options, all within close vicinity of the Congress.

 

“The FICPI World Congress at Crown was a wonderful experience from start to finish. As a host to my international and Australian peers, it was important that the meeting be executed flawlessly and in a manner that showcased the treasures of our wonderful city. Holding the congress at Crown was one of our best decisions, and its central location and wonderful ambience provided a five-star experience for all of our attendees. Arinex went above and beyond to ensure that every aspect of the congress and all our additional meetings including the extensive social and tours programs, were managed with utmost professionalism, friendliness and quality service.”

Peter Huntsman

FICPI 2012 World Congress President

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