• INSIDER’S INFORMATION FROM RUSSIA
  
• COSTS HAVE TO COME DOWN!
  
• WHAT DO DELEGATES WANT FROM A CONFERENCE?
  

INSIDER’S INFORMATION FROM RUSSIA:
A lifetime incentive!

By Irina Zabrovskaya

Editor's note: BBT Online welcomes a direct contribution from Moscow in response to the mini-guide bbtonline published earlier this year. Irina Zabrovskaya from the ADV Communication Group comes back to us with an insider’s guide to organising incentives in Moscow.
Moscow is not only very special & distinctive; it’s also like that ‘other planet’ of our childhood dreams. Irina recommends a strategy to overcome any apparent difficulties and comes up with some great incentive & venue ideas – from hauling barges on the Volga to craft master classes, from the Vodka Museum to the Old Moscow Circus.

The interest to explore environment is inherent to human beings. But, as the saying goes, “tastes differ” and some people are fond of computers whereas others can’t live without classical music. The only common interest that most people share is that of culture, history and traditions of other nations. Incentive can undoubtedly serve as an instrument that can help satisfy this thirst for learning.

Let me on behalf of “ADV Corporate Communications” introduce why we think Moscow deserves your MICE attention and how to avoid some weak points of holding events here.

THE LAST BUT NOT THE LEAST
What do we seek for when decide on a destination for an incentive trip? First and foremost, the destination must be very special and distinctive. Do you remember childhood dreams of going to another planet where everything is different? Meanwhile, in adulthood the dream more often than not undergoes some transformations: you are still eager to visit unusual places provided the level of comfort you got used to be preserved.
Moscow, as a rule, is at the bottom of preferred MICE destinations list of companies. Although due to its kaleidoscopic and contradictory history Moscow may well claim to be this ‘another planet’.
For MICE-organizers the reasons of ‘postponing Moscow visit’ are on the surface: complex visa formalities, shortage of budget hotels and inevitable everyday difficulties of staying in megapolis: crowds of people and traffic jams. 

Moscow can only be chosen consciously and deliberately, when various sorts of fears have gone and when the wish to see the attractions prevails.

HOW TO AVOID WEAK POINTS AND DIFFICULTIES

WONDERFUL MICE-VENUES AND MICE IDEAS IN MOSCOW
(Recommended and Non-standard decisions for…)

Destination perception
It’s a good idea on Saturday in the mid of Kremlin and Red square excursion to have lunch with the panoramic view to the site in one of the hotels: National, Le Meridian (room St. Petersburg) or Balchug, Kempinski (room with balcony ‘Library’) or in one of Moscow’s stylish rooftop sushi bar in Ritz Carlton.

Conferences
Many sites may well be called ‘double-edged’; as they have two functions: direct and serving as a MICE-venue. The examples of these are the following: Tretyakov gallery and Pushkin museum are used for press-conferences, presentations with catering in inner yard; Christ the Savior Cathedral has spacious rooms for meetings and events, the biggest one seats up to 800 people.

Do you know many European capitals with golf-facilities in the center of them?

Created in 1987 Moscow City Golf Club (http://www.mcgc.ru/about_en/) is an exquisite place for seminars, presentations, conferences and special events just a few minutes drive form the city center. Its 22 hectares golf course is both surprisingly picturesque and challenging.

Gala-dinners
Venues for gala-dinners can be even more exotic and varied. For example, the unique centrifuge in cosmonauts’’ town ‘Zvezdniy gorodok’ can be used for exclusive Gala-dinners.

Team-building
During the cruise to Uglich and Mishkin (see sample program below) your team-members can easily turn into Barge Haulers. The activity is inspired by the 1872 painting 'The Volga Barge Haulers' by Russian artist Ilya Repin.

Participants wear clothes made of material resembling burlap; the 'merchant' in charge calls them by names from a bygone era.
Before they are harnessed to pull the boat the participants are divided into teams that compete to determine who gets which place in the line — traditionally, laborers in the lowliest positions received only a meal for their work while others were paid cash.

 

The fictitious haulage contract is sealed for today's participants, just as it was for the real barge haulers of the past, with a round of 'medovukha', a low-alcohol, honey-based beverage, before the real work begins.

After the hard labor has been completed, the exhausted participants are treated to a meal of 'murtsovka', a typical dish of soupy mush served regularly in the days of the real haulers, made of rye bread, onions, a little salt, a few drops of hemp oil.

Entertainment
Vodka museum (http://www.vodkamuseum.ru/english/museum/ )
In addition to an interesting collection, the Museum also has a restaurant decorated in the 19th century Traktir. Here one can taste the best sorts of vodka that is currently produced in Russia, compare the quality, and, what is also important, have a meal prepared in accordance with classical national recipes.

Master classes
Master classes, organized in a very special place in Moscow called Center for Crafts ‘Podvorye’ in Izmaylovo (http://moscow-vernisage.com/main/chudo/masters), will undoubtedly impress everybody. The hand-made masterpieces participants take with them, they will remind them of Russia.

 

Evening programs
The Old Moscow Circus (http://www.circusnikulin.ru/_en/ours/ ) accommodates about 2000 people. The venue can be used for all kinds of events; we recommend that the indispensable part of each should be an amazing performance in famous Russian circus tradition.

Many old Moscow Mansions house foreign embassies, for example: France, New Zealand, and Australia.

 

Other buildings are used as incentive venues. For instance, Smirnov’s Mansion (www.8zalov.ru) is a universal area for extra-class events: 8 halls for each taste, the very centre of Moscow (Tverskoy Boulevard), pure aristocratic spirit, the highest value service, capacity up to 600 persons.

Restaurants
There are about 3000 restaurants in Moscow. It’s customary to offer incentive travelers to try national cuisine dishes, but why, for a change, not to taste your native specialities abroad?

Restaurant “Brussels” (http://www.restoran.ru/msk/detailed/banket/brussels) was designed by Belgian master Mr. Dolf and serves traditional Belgian cuisine. The chef studied in Belgium. The place is famous for mussels that are served with a savory garlic mayonnaise and is very popular within Belgian community of Moscow.  Every time the mussels arrive, “Brussels” throws a little party that's like a who's-who of Belgians in Moscow.

Ideas for a one-week program
Friday to Friday (summer)
1day – arrival, accommodation in one of the centrally located hotels 4-5*, night bus city-tour.

2 day – excursions to the Kremlin and Red square, lunch with panoramic view of the site; shopping in GUM, free time in the city centre.

3 day – excursions to Metro, that is practically empty on Sunday mornings and river-cruise in the center of Moscow, lunch on board, ballet in a theatre.

4-6 days – a magnificent river cruise to Old Russian towns of Uglich and Mishkin, with plenty of activities on board and on shore: teambuilding, master classes, exotic shopping

7 day – a trip to Zvezdniy gorodok and gala-dinner in an exclusive environment.

COSTS HAVE TO COME DOWN!
In an effort to diminish costs, travel managers insist on mandatory travel policies. The results are quickly noticeable as described in the 2007 Annual Client Benchmark Survey by BCD Travel.

For the first time in 3 years a mandatory travel policy sits on top of the travel managers’ wish list. And this new focus is producing results now that 9% of the compliance levels for airline companys has risen over 80% in comparison with 2006.

Business travel has reached an all time high but the increased demand has also resulted in higher rates and less availability in the airline and hotel sector. Therefore companies look for creative measures to save money. They want to communicate better towards travelers so that they remain focused and informed; with a tight spending budget they negotiate efficient deals.

For the Annual Client Benchmark Survey, BCD Travel – during the month of May – asked the opinion of 219 customers who are active worldwide in large markets. The survey looks at flights, hotels train travel, meetings and other components of a trip. Also the newest developments in automation of expense accounts, crisis management, pay cards and on-line reservation applications were looked at.

These are some of the important results and predictions of the survey:

Negotiations on airline programs
87 % of the interrogated declared that their airline policy is dictated mainly by rates. In today’s market BCD Travel sees a few possibilities for companies who want to and are able to change their market share. Airlines start flying to smaller airports and this increases the competition; new companies who offer only business class seats further put pressure on the price of intercontinental flights; by consolidating global travel programs, flights are more often incorporated in a managed program.

Automation of expense accounts
68 % of the interrogated use an automated expense account system (73 % in North America and 58 % in EMEA). Only 28% apply the system globally.

 
Online reservations
The average use sits at 47%. The survey shows that the travel manager’s satisfaction has seen a marked increase: 80% described their online reservation tool as good to very good. In 2006 this was only 60 %.

 
Hotelproblems
A hotel policy that sees the reservations being made via a preferred travel agent can only be found in 46 % of the cases. The survey results indicate that since 2006 hotel reservations made via travel agents versus the online reservation tool have declined.
 

Responsability for travel planning
The 3 departments Purchasing, Finance and Management are usually responsible for travel management; the first 2 represent 70% of the total.
 

Card program
In comparison to 2006 the number of mandates for the use of company credit cards has increased by 7 %. Year after year survey results confirm that the payment method for airline travel evolves from individual/private payment to centrally invoiced bills (22% more than in 2006).

 
Meetings:
Approximatively half of all applications of the online reservation tools now offer the possibility to reserve meeting facilities. Meetings of less than 50 delegates have increased but coincidentally we see a decrease of meetings with 50 to 250 delegates.
 

Socially responsible management:
SRM is making a slow entrance in the travel industry and half the survey participants declared their company has such a program but in only 23% of the cases travel was included in thisprogram.
 

Global consolidation: Globally consolidated travel programs have increased by 9% versus 2006. North America and Europe remain at the top in the matter of consolidation, followed by Pacific Asia and Latin America.
 
The survey is available on www.bcdtravel.be.

WHAT DO DELEGATES WANT FORM A CONFERENCE?


By Karen Tocher, Bureau Manager Dundees & Angus Convention

When organising a conference, delegate’s needs must be at the forefront of an organisers mind. But what are delegates looking for when it comes to, what they perceive as, a successful conference?
Karen Tocher, outlines the basics when catering for attendees requirements.

Delegates will want:

• Information and lots of it! The information given at the conference should be up-to-date and relevant to the chosen topic of the event.
• They will want to know the conference's aims, schedule and structure.
• Easy registration and payment facilities is also advantageous.
  

Karen summarises the key information and ways in which conference organisers can cater for their delegates needs:

• Back to basics – Keep it simple and straight forward. Providing delegates with pre-event information such as a map showing the location of the conference and any identification which will be needed for entry into the conference will put delegates at ease and allow a stress free start to the event.
• Contacts - Most delegates will wish to contact the conference administration for specific follow up materials or contacts from the event. A conference will receive, on average, two specific requests for information per delegate.
• Delegate packs - Providing delegates with useful information will make a conference attendee’s experience more enjoyable and can be beneficial to both parties in terms of giving something which can be taken away following the event which will act as a reminder.
• Breakout – A breakout area for delegates will allow them some ‘down time’ to enjoy refreshments and re-focus before the second half of the conference.  
• Working The Room – Delegates are constantly looking for the best networking opportunity. A short break can provide the ideal opportunity for this.
• Motivation & Inspiration – The main aim of employers sending employees to such conferences is not only to gain up-to-the-minute information but also to motivate and inspire their staff. Inspirational, interesting and successful key-note speakers are top on the list of what delegates want from a successful conference.
• Internet Facilities – During break out periods delegates may want to check in with the office and respond to important emails. Access to internet facilities is a must for most conferences.
• Experience The City - The social event side of a conference can be just as important. Events held in unusual locations or in the evening can enable delegates to experience the atmosphere and culture of the city.      
  

For more information about the Dundee & Angus Convention Bureau telephone 01382 527531 or visit www.conventiondundeeandangus.co.uk.

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