Associations World Congress 2022

5 – 7 September 2022 Lisbon, Portugal Congress

How participation works for Business Partners

This schedule describes the process relating to the appointments and the interaction between delegates and suppliers. Once you have read this, if you have any questions, ask them in the Business Partner Discussion Forum here >>

Lead up to the event

June
Business Partners
Delegates
  • Registrations continue
  • All delegates to-date provide details of supplier interests / event profiles (for next events to be placed)
  • Select sessions
July
Delegates
  • Delegates continue to register and provide supplier interests / event profiles and session bookings
AAE Event Team
  • Set up appointments according to delegates' supplier interests and event requirements
  • Send appointment schedule to delegates
August
Delegates
  • Contact AAE to make appointment adjustments
Business Partners
  • w/b 22 August: Receive appointment schedule with links to each association profile from AAE
AAE Event Team
  • w/b 22 August: Send appointment schedule to Business Partners 
  • w/b 29 August: Allocate delegates to Round-table Meetings
  • w/b 29 August: Confirm Round-table Meeting schedule & Registrants to Business Partners

Your activities during the event

  • Attend the Welcome Reception to network with delegates and invite them to meet you for open appointments
  • Take your appointments as scheduled
  • Network with delegates during breaks and lunch to gain impromptu appointments etc.
  • Attend the Congress Dinner to network with delegates and invite them to meet you for open appointments
  • Network with delegates in the bar at the congress hotel you are staying at
  • Host your Round-table Meeting
  • Attend sessions as Observer

About the Appointments

  • Appointment slots start 5 minutes after the beginning of breaks and end five minutes before the end of breaks. Each appointment is a maximum of 15 minutes.
  • Open appointments are ones for you to make yourself either in advance of, or during the event, at times when you do not have ones set up by AAE
  • These take place at your meeting table, which is in the area surrounding the central catering & networking area, in the main arena
  • See the Appointments & Briefing Schedule below

Round-table Meetings

  • Each Business Partner has one Round-table Meeting on one of the days (which will be confirmed in August)
  • Approximately 4 delegates will be invited to each briefing by AAE

Here the required format of the briefing:

All Supplier types

  • Your briefing will have a generic title "Round-table Meeting: Challenges & solutions discussion hosted by [Supplier]"
  • Introduction to your organisation for 5 mins (either no visuals, brochures, tablet or laptop with sufficient battery power)
  • Invite each delegate in turn to introduce themselves
  • Then ask each delegate to talk about their challenges
    • For venues / destinations: with regard to Hybrid / Online delivery, gauaging numbers with hybrid events, overcoming travel/health concerns, etc
    • For other suppliers: with regard to the area of the service you provide - keeping it quite broad at first and then help them focus
  • Encourage discussion between delegates as each delegates talk about their challenges
  • Once each delegate has talked about their challenges, describe how associations can solve these issues, making reference to your own offering / service(s)

Appointments and Briefing Schedule

Tuesday 6 September

Morning Break:
10:35 - 10:50 : Pre-booked appointment
11:00 - 11:15 : Pre-booked appointment

Lunch Break:
12:50 - 13:05 : Pre-booked appointment
13:05 - 13:20 : Open appointment
13:25 - 13:40 : Pre-booked appointment

13:45 - 14:30 : Round-table Meetings or Open Appointments (depending which day your briefing is)

Afternoon break:
15:45 - 16:00 : Pre-booked appointment
16:10 - 16:25 : Pre-booked appointment

After sessions:
17:55 - 18:15 : Open appointment
18:15 - 18:35 : Open appointment

Wednesday 7 September

Morning Break:
10:05 - 10:20 : Pre-booked appointment
10:30 - 10:45 : Pre-booked appointment

Lunch Break:
12:20 - 12:35 : Pre-booked appointment
12:40 - 12:55 : Open appointment
12:55 - 13:10 : Pre-booked appointment

13:15 - 14:00 : Round-table Meetings Round-table Briefing or Open Appointments (depending which day your briefing is)