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What you did: Close to 1400 delegates from 33 countries, mostly women, came to Christchurch for the International Inner Wheel (IIW) 13th Convention from May 3 to 6. This was the first time New Zealand had hosted the international triennial Convention of Inner Wheel, an international service organisation and part of the Rotary family. The organisation’s goals are friendship, service in the community and international understanding.

Christchurch secured the bid ahead of Turkey, and followed in the footsteps of Florence and Stockholm in hosting the event – from the old world to the new. Christchurch was chosen because of the world-class facilities available in the convention centre and Town Hall complex, all within easy walking distance of quality inner city hotels, a variety of attractions, and accessibility to an international airport. The IIW committee appointed Conference Innovators and in particular Arna Wahl Davies as the professional conference organiser five years earlier. Prior to the bid going to the IIW governing body, a feasibility study was conducted in conjunction with the national body, Conventions & Incentives New Zealand. The bid document contained letters of support from the New Zealand Prime Minister, Minister of Tourism and Mayor of Christchurch.

Highlights of the event included a cocktail-style welcome reception for 1400 guests at Christchurch Convention Centre with expansive spring garden theming by ThemePro. Under the theme of Support Gives Strength, the spectacular opening ceremony in Christchurch’s Town Hall began with a Maori powhiri and a flag ceremony. A brilliant array of 74 flags were released around the mezzanine circle of the Town Hall to music and lighting, followed by an official opening speech by New Zealand Governor-General Dame Silvia Cartwright. Evening celebrations included a series of hospitality dinners at different unique Christchurch venues, and a superb gala dinner at Christchurch’s entertainment stadium, the Westpac Trust Centre incorporating sensational theming, fabulous food and top entertainment from well-known New Zealand musicians and entertainers.

The Christchurch base also gave delegates an ideal opportunity for pre and post-tours of the South Island, and New Zealand. During their stay in Christchurch for the convention, delegates had nine different options for day and half-day tours, including wine and food tours, city walking tours, visits to the French settlement of Akaroa, the alpine thermal spa village of Hanmer Springs, and the spectacular coastal region of Kaikoura for whale watching.

Special touches: Flags of welcome at Christchurch International Airport and Cathedral Square greeted delegates, flying in from as far away as Iceland, Nigeria and Japan. Lighting of the Candle of Friendship at the opening ceremony was a special moment. New Zealand Inner Wheel members had donated used candles from their homes which were melted together to make one huge candle, lit to music and poetry at the opening ceremony.

Also at the opening, five musical performances by talented young musicians from the Dame Malvina Major Foundation, were followed by a singing performance by Dame Malvina herself. Then, outside the Town Hall, 60 white doves were released, symbolising peace and the continuing presence of women caring for people throughout the world. Christchurch’s Garden City reputation came to the fore, with local artist Jenny Gillies closing the convention with a wonderful Flower Fantasia parade of her wearable art flowers.

More than half of the Inner Wheel delegates chose to register online for this convention. As well, an internet café was especially set-up in the convention centre with six computers available for delegates to keep in touch via email. Mobile phone pockets in convention satchels were also a pre-requisite for the Christchurch convention.

Challenges: The broadest challenge was achieving a deep understanding of the target audience of mostly women and their specific needs. Working with an international audience with many nationalities meant ensuring cultural sensitivities were always taken into account. Language barriers were also a major consideration. The logistics of co-ordinating registrations and movements for 1400 delegates from 33 different countries of origin was challenging. The IIW host city delegation also wanted to ensure all aspects of the convention showcased New Zealand, producing a quality product worthy of being on the world stage.

A special hospitality evening required co-ordination of five different venues on the same night, with coach transfers there and back. Delegates were hosted at the Air Force Museum, International Antarctic Centre, Mona Vale historic homestead, The Great Hall at the Arts Centre and The Wineshed, Tai Tapu. Food at the first four venues was created and served by leading Christchurch catering company Continental. With so many different cultural backgrounds there were many food challenges. More than 100 guests had very specific dietary requirements for cultural, lifestyle or allergy reasons.

Overcoming challenges: We researched and planned very carefully, and established a long and very rewarding relationship with Inner Wheel’s committee and the convenor, Cecile Pierce. Potential difficulties such as language barriers were overcome by a simple but effective system of colour-coding all tickets, venues and transportation. At the hospitality evening the Continental cuisine team clearly labelled every food item on all buffets at their different venues and all serving staff were well-briefed on the contents of pre-dinner canapés. Then staff ensured any delegate with a dietary requirement was matched up with their specially prepared meal, ensuring there was no food cross-over. It was logistically complex, but ultimately extremely successful.

Client’s comment: “The convention, if I may say so, was one of the best and the most enjoyable one with every event covered with precision and satisfaction of all members. I must acknowledge that the selection of the menu of all meals were superb and delicious. No one could have done it better than you. Not forgetting to mention the beautiful useful kit that we all received. Thank you for giving us this golden opportunity to visit your country and to witness your great efforts in hosting, presenting and displaying your creative talents.”
– Roshan Chindhy, IIW Board Director, India.