Hosting an IPFA Event

Philosophy:

IPFA members have the opportunity to host events on topics of relevance to their organisation, other IPFA members and the market, providing a key profile-raising opportunity. Hosting with IPFA is a simple and straightforward process, which will be managed by a member of the IPFA operations team who will work alongside you and your colleagues to ensure a successful event.

Whilst hosting is a great opportunity to enhance an organisations name within the industry, we request that hosts keep in mind that this is an IPFA event and must appeal to all our members, including the host’s competitors. We therefore ask member hosts to follow the guidelines set out below and adhere to IPFA policy, where stated.


Principles:

Agenda and format

  • The first step is for the host to provide an event proposal, including the title, blurb and potential speakers/organisations, which is sent to the relevant branch council for their feedback and suggestions.
  • The proposal must not be ‘host-heavy’ and should feature a balanced perspective from a cross-section of industry representatives.
  • IPFA is aiming to increase speaker and panellist diversity, therefore we recommend including at least one female speaker on each panel.
  • Panel discussions moderated by the host are encouraged as they tend to be more interactive and encourage audience engagement than a series of PowerPoint presentations.
  • Ideally, we aim for speakers to be confirmed and announced at least one month prior to the briefing.

Inviting speakers

  • Speakers must not be invited until the proposal has been approved by the council.
  • Speaker invitations can be sent via IPFA or the hosting organisation.
  • Once speakers are confirmed please share the contact details of speakers with IPFA so they can be contacted regarding any logistical requirements and thanked on behalf of the association.
  • We will liaise with the host and speakers to organise a pre-event teleconference call.

Host guest list

  • We request hosts provide IPFA with an invitee list consisting of company names so their membership status can be assessed.
  • We will ask non-members who have attended an IPFA event before to be removed from the invitee list. Alternatively, the following caveat can be added to host invitations:
  • This is an IPFA event and is free of charge for IPFA members and the public sector to attend. If your organisation has not previously attended an IPFA event you will be able to take advantage of a ‘taster pass’ as a non-member. Please note that a delegate fee will be applicable to non-members who have used their ‘taster pass’. For queries regarding the event and membership status, please contact events@ipfa.org.

Attendees

  • Members: any employee of a member company can register to attend a briefing should their membership cover the region where the event will take place.
  • Public Sector: public sector organisations are eligible for honorary membership of IPFA and can therefore attend IPFA events.
  • Non-Members: one free taster session is offered to any organisation who is not a member and has not attended an IPFA session in that region. A non-member who has attended a session previously or has declined membership must join IPFA or pay a delegate fee to attend.
  • Media: IPFA events follow Chatham House Rule, which the host must advise at the start of each event. Hosts and speakers must confirm if they are happy for any recognised business trade press to attend.
  • Recruitment Companies: Due to IPFA policy we do not allow recruitment companies to attend briefings.

Please note that due to UK Data Protects Laws we are unable to share any attendee contact details with hosts.

Marketing the event

  • As a host, your organisation will appear on all marketing materials related to the event. We will therefore require your organisation’s logo in a Hi-Res Jpeg format.
  • The event will be listed on our event listings page and we will follow the below marketing schedule where possible:
  • 2 months before the event: Save the Date invitation
  • 1 month before the event: Agenda/speaker announcement
  • 1 week before the event: final reminder, including the announcement of any further confirmed speakers

Registrations

  • IPFA will manage all registrations centrally through the IPFA online booking system. Should the host wish to issue their own invites, they must include the link to IPFA’s online booking form.
  • Host staff should also register via the IPFA website so they appear on the attendee list.
  • The host must make a list of actual attendees on the day, including the contact details of anyone who didn’t register in advance, and send back to IPFA as soon as possible after the event.

Costs

  • Although IPFA does not charge members to host events, the member organisation will bear the cost of the event. This includes the venue (if unable to host in their offices), catering expenses and any associated speaker travel expenses.

Logistics

  • The host will need to provide a venue with sufficient capacity and offer drinks and refreshments during registration and after the event (networking drinks).
  • As the IPFA Secretariat may not be able to attend the event, the host should have 2-3 assistants on hand to help with registration and the Q&A.
  • IPFA will run through the logistics of the event with a host representative well in advance of the event.
  • The host will also be required to print the following items for each of the attendees:
    – Agenda
    – Delegate list
    – Name badges
    – IPFA Marketing Flyer (1-2 pages)

Social Media

  • Please feel free to publicise the event on Twitter/LinkedIn. If tweeting about the event, please tag @IPFA_ or @Ipfa_LatAm and include the (shortened) event link.

Post event write-up

  • We ask that the host drafts a summary of the event that can be publicised to our members afterwards.
  • This can be up to a page of A4 outlining the main topics covered as a snapshot for any members who weren’t able to attend.
  • This should be sent to us as soon as possible after the event along with the actual attendee list.

CPD (Continuing Professional and Personal Development) accreditation

  • IPFA is a member of the CPD Certification Service, enabling members to claim CPD points on IPFA CPD accredited events they have attended. To assist with the assessment, we ask the host to provide a brief description or bullets points of the topics that will be discussed in the keynote address and panel discussion.

Should you wish to discuss IPFA hosting opportunities globally or have any queries regarding the process of hosting an event, please contact Carrie Reid e: carrie.reid@ipfa.org