TIACA’s AEC/AGM is held annually in the spring and draws the leading figures from all segments of the air cargo industry. The AEC has evolved into a major event in its own right and brings together some of the best minds in the industry to address the latest industry challenges. The 2005 AEC/AGM is expected to draw approximately 250 participants.

I. Selection Criteria

The selection of the AEC/AGM host is done on a competitive bid basis. Bids submitted by applicants are evaluated on the basis of non-financial and financial considerations. There are no specific financial requirements associated with hosting an AEC/AGM. Non-financial considerations include location, business climate, quality of facilities, opportunities for post-conference leisure activities, etc. Potential hosts are also invited to include sponsorship commitments in their bid. Please refer to the next section for a list of the sponsorable elements of the event and an outline of the arrangements provided by successful Hosts in the past.

II. Possible Host Financial Commitments

The following outline shows items sponsored by hosts who have successfully bid on the event in the past:

a) Events

• Opening cocktail reception

• Two luncheons

• One Gala dinner

 

b) Tours

• Airport facility tour (½ day)

• Tourist attraction day 1 (½ day)

• Tourist attraction day 2 ( ½ day)

• Spouses program – 2 days

 

c) Complimentary Meeting Facilities

• Committee Meeting Rooms (2) and light catering for 1 day

• Board of Directors meeting room and light catering for ½ day.

• Annual General Meeting - Conference Hall for ½ day

• Conference Hall for 2 days for Executive Conference

 

d) Complimentary rental of Audio/Visual Equipment for the Board of Directors Meeting, Annual Executive Conference and AGM

• LCD projectors (2)

• Screens (2)

• Laptop computers (2)

• Microphones

• Speakers Monitors

• Video projector

 

e) Transportation

• Transportation of delegates to and from the airport and hotels.

• Transportation of delegates to and from other event venues

 

f) Accommodations

• Assistance in negotiating preferential hotel rates for delegates.

• Underwriting costs incurred in the site selection process including a visit by the Secretary General to inspect the proposed site’s facilities and hotels

• Hotel accommodations for (7) TIACA staff

• Roundtrip air transportation and transfers to hotel for (7) TIACA staff.

III. Host Requirements

Any Trustee member of TIACA is invited to submit an application to host the 2005 AEC/AGM. Hosts must agree to comply with the following TIACA requirements:

a) The Host must be a trustee member of The International Air Cargo Association.

b) The Host agrees that all event-related communications must be approved by TIACA. This includes all plans for local/regional promotions, publicity, collateral material, logotypes, advertisements and public relations programs. These activities must be approved by the Secretary General of TIACA before any commitment is made.

c) All meeting room and conference set-ups must be approved by TIACA.

d) TIACA must be advised and approve of any benefit to be offered by the Host to sponsors they will recruit for the events. The following is standard policy:

• Sponsors will have their logos displayed collectively on a banner or projected on a screen that will be on display during the opening of the conference sessions.

• Sponsor logos will be displayed on the TIACA AEC/AGM website.