13.4. Guidelines for Estimating the Number of Participants in the Annual Meeting
The usual planning figure for the Annual Meeting is 3000 persons, which should apply for hotel rooms, transport, conference bags (if any), and receptions.
It is important to estimate the number of participants that will attend the Annual Meeting accurately. This figure guides the Secretariat, Host Country and PCO in planning the logistics accurately. The usual planning figure for the Annual Meeting is 3000 persons, which should apply for hotel rooms, transport, conference bags (if any), and receptions. Some factors affect the number of participants in the Annual Meeting:
- availability of direct flights to the host city/country
- flight cost
- hotel cost
- availability of Host Country embassies in the participants' countries and procedures for visa issuance
Once these factors have all been considered and it is agreed that an alternate number of delegates be planned for, this should be explained clearly in all documentation so that all parties and stakeholders are coordinating logistics based on the same number of agreed guests.