TTGassociations Publications January 2019 | Page 26
Smooth in-house operators
HATA members take it upon themselves to organise and execute their 45 th
convention in Dubai, and find that careful planning pays off, writes Prudence Lui
Event brief
The last time the annual convention of the
Hong Kong Association of Travel Agents
(HATA) ventured to a faraway land was 17
years ago in Capetown and Johannesburg,
and the association was keen to organise its
2018 edition somewhere different.
The organisation of the convention would
eventually fall on the shoulders of its two
office staff and a 10-member convention
committee, as HATA decided against hiring
an event planner.
Challenges
The first challenge was to find a suitable
destination that provided visa-free access,
daily direct flights served by multiple carri-
ers, and that is safe for travellers.
Significant considerations also had to
be made about the convention theme. It
had to be one that would attract participa-
tion and inspire speakers and attendees to
brainstorm visions and solutions to benefit
the industry.
As well, HATA had to balance registration
fees and sponsorship with expenditure.
Without an events contractor, it meant
immense workload for HATA’s convention
committee.
Solutions
Dubai, which satisfied all conditions, was
eventually chosen to host the HATA 45 th An-
nual Overseas Convention.
Convention committee chairman, Ed-
mund Tsang, said the destination decision
was made 10 months leading up to the event
date.
To ensure the convention committee was
able to cope with the planning and execu-
tion of the convention, the team mapped out
a detailed timeline that took into account
all critical tasks. Team members were all
experienced in convention management, and
with the support of skilled crew, they closely
monitored the execution process from start
to end.
The convention committee chose to
go with a theme that emphasised values
needed to address future challenges. Hence,
How Artificial Intelligence Impacts the Future
of Travel was borne. Three keynote speakers
were appointed: Antoine Medawar, senior
vice president and managing director, Ama-
deus for Middle East and Africa; Celia Lao,
CEO, Air Asia for Hong Kong and Macao;
and Lucas Leung, founder, TraVR HK.
Recognising that content is king – and
required to ensure strong participation, the
convention committee built an attractive
programme comprising keynote speeches,
plenary sessions, break-out workshops and
enrichment time for sightseeing, entertain-
ment, spouse and social activities.
Event
The Hong Kong Association of Travel
Agents (HATA) 45 th Annual
Overseas Convention
Organiser
Hong Kong Association of
Travel Agents
Venue
JW Marriott Marquis Hotel Dubai
Date
October 12 to 14, 2018
Number of participants
116
In terms of enrichment, delegates got to
see city sights and go on hotel inspections in
Dubai. As well, options of two- and three-day
post-conference tours to Abu Dhabi were
offered.
HATA received an overwhelming response
for the convention. The Abu Dhabi post-
conference tour, in particular, got snapped up
swiftly.
Altogether, the HATA 45 th Annual Overseas
Convention was attended by 116 delegates – in
excess of the targeted 110.
To tackle sponsorship requirements, the
convention committee established an ami-
cable working relations with the sponsors to
deliver brand alliances and value adds.
Key takeaways
HATA realised that the success of the 45 th
Annual Overseas Convention in Dubai has set
new standards for future editions and elevated
the association’s standing in the hearts of
members.
Encouraged by the performance of the
2018 edition, HATA has started planning for its
2019 convention – and longhaul destinations
are being considered again.
HATA’s spokesperson also added that a key
lesson from the organisation of the 45th An-
nual Overseas Convention is the need for flex-
ibility. For example, with the eager response
seen for the Abu Dhabi post-show tour, HATA
moved to add on another one-day tour to the
destination for wait-listed delegates.