XXV World Congress of the International Federation for Home Economics (IFHE)

Our brief:

The IFHE World Congress happens around the world every 4 years, IFHE World Congress is an opportunity to discuss current global issues through research, best practice and emerging trends. The theme of the 25th World Congress was Home Economics in a Time of Transformation: Bridging the Past - Charting the Future. The client wanted to address current topics and relevant subject matter, we did this through the careful selection of 8 topical and relevant keynote speakers. The client also wanted to deliver a sustainable event with a uniquely Irish feel and experience.

 

Management:

St Angelas would have liked to have hosted this event on their own campus in Sligo, but given the size of the event we had to select a larger venue. University of Galway was an obvious choice given its location on the West of Ireland, and its ability to host conferences of a larger scale.

We were contracted for full PCO management:

• Project Timeline

• Registration Management

• Speaker Management

• Venue Management

• AV Management

• Social Programme

• Budget Management

• Sponsorship Support & Exhibition management

• Marketing & Promotion

• Conference Materials

• Abstract management

 

We worked closely with our client on site visits and throughout the planning to ensure the event had the look and feel they wanted. We engaged with trusted suppliers on this event, so we could ensure a smooth delivery and to the highest standard

 

Organisation/Bid process:

St Angela’s College prepared the bid with University of Galway. We received the PCO brief from Galway Convention Bureau in September 2021 and presented to the client in November 2021. We were selected as the PCO in January 2022. Due to some delays at St Angela’s, we were formally appointed in May 2022 and work on the conference commenced then.

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Highlights / challenges:

We had two social events, a welcome reception on the opening evening (Sunday), this was facilitated in Sult Bar at Galway University, with fresh Irish canapes and an interactive Irish performance. Our second social event was the Gala Banquet on the closing day (Friday) this was hosted in the Galmont Hotel, dinner was followed by Irish dancers and a ceili, where we taught the delegates some Irish Dance steps, and danced together.

Our technical and leisure tours took place on Wednesday, mid way through the conference, we offered 3 leisure tours, to Cliffs of Moher, Aran Island and Connemara. The technical tours had a specific Home Economics theme of interest and consisted of a trip to St Angelas to engage in hand crafted workshops, a trip to an Irish farm, a trip to Foxford Irish Woolen Mills and a trip to an Irish secondary school. All of these trips were highly sought after.

Delegate numbers were a little disappointing as we had expected 800 – 1,000 delegates. We had reserved 300 bedrooms at University of Galway and 150 at The Westwood and only sold 187 and 40 respectively. The University were disappointed with the numbers too and this led them to become a bit less flexible when it came to accommodation booking cancellations. We exhausted all marketing ideas – IFHE mailing list, social media announcements, ATU St Angela’s contacts but the delegate numbers did not increase much from April. A low number of Irish teachers attended even when offered a one day rate which was also surprising to the client.

Although delegate numbers were lower than expected, this was a really diverse and friendly congregation of delegates and attendance levels of those registered were high with less 3% not attending. We had some challenges as the age demographic of the conference was in the older age bracket, and we had not factored this into the accessibility of the venue, there was a lot of movement between buildings and one of our accommodation offerings was a 20 minute walk from the main conference venue. We will consider a shuttle service for future conferences.

The venue as a whole were great in the run up and during the conference, but given the size of the conference we were contracted to use the onsite caterers which were Sodexo, unfortunately the service we received was less than satisfactory and had to be monitored throughout the conference, but the venue management stepped in and managed this with us. If we need to use Sodexo for any future conferences, we will ensure that the venue management are involved in all calls/discussions regarding catering.

An Irish experience, this was key for the client, that each delegate felt this throughout the conference. We achieved this through our entertainment choices, we ensured food for the gala dinner was locally sourced – the chef presented ahead of the dinner and informed the delegates where all the food was sourced, all within a short distance of Galway city and bay.

 

Results and impact: 

This conference had a very positive impact on the local economy, with the arrival of over 440 international delegates to the compact city of Galway. Given we only had two organised social activities this gave the delegation ample opportunity to explore the cosy and local offerings throughout the whole week.

Sustainability was at the forefront of this conference and throughout the week we were making decisions with this in mind. Delegates all received reusable coffee mugs and we removed all cardboard cups and reduced ceramics, we also provide delegates with water bottles which they used and refilled throughout the conference with the onsite water fountains

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