So why did Nick volunteer for this huge task?
"Well I nearly didn't", admits Nick. Knowing that Nick was an expert in this field, Edinburgh Convention Bureau approached him and through gentle persuasion he agreed to champion a bid to bring this event to Edinburgh. It had last been in the UK in 1971 so it was a good time to bring it back.

Following discussions with other colleagues, Nick quickly identified potential committee members and pulled his working party together. Edinburgh was up against Thailand which was thought to be the stronger destination as the event had never been held there before (now the chosen destination for 2014). Edinburgh could not compete with sun kissed beaches but Nick worked hard to create a different and enticing scientific programme.

How supportive was the ECB?
ECB assisted in preparing the bid, Nick commented: "I was very impressed by the support I received and the fact that I only had to deal with the scientific part in the bid, everything else about the city and letters of support were handled by ECB."

ECB was delighted to rise to the challenge of securing best allocations rates for delegates especially as the first week of August is traditionally an extremely busy time in Edinburgh's calendar.
Accommodation options ranging from 5 star hotels to student accommodation were negotiated and secured, however it became apparent that the demand for economical options were considerably higher than originally anticipated. As a result further options were investigated and the ECB Team was delighted when the possibility to offer rooms at Merchiston Castle School came to fruition - providing an excellent standard of accommodation at incredibly favourable rates.

Information on what to see and do in Edinburgh was also made available to delegates via a link posted onto the conference website. Delegates could therefore make plans in advance and get a feel for the city they were coming to. 

The Challenges
One reason for Nick taking on the conference was the fact that the EICC was building an extension so the event could be held in one location. The contract was in place prior to information becoming available that this development would not be ready in time. A possible solution was to additionally use the nearby Usher Hall - although under refurbishment this was expected to be completed by August.

This however posed an additional challenge of getting a high number of delegates safely across the busy Lothian Road. 

Several meetings ensued with both venues and Nick also contacted the city council looking for a solution. Hans Rissmann, CEO of EICC, stepped in to get the matter resolved - this included a police escort and giant sized mushroom stickers guiding the way between the EICC and the Usher Hall.

Nick said, "Although you think you have everything covered and are organised well in advance, things do come at you that could not been foreseen." Nick experienced additional challenges with on going construction that was totally out with his control. Fortunately solutions were found.

Legacy
The event was a complete success with delegates enjoying their stay in the city. Nick has been helpful in providing the city with valuable feedback that can help the city deal with any future unforeseen challenges and present effective solutions to help make the organisers job less stressful.

Nick also changed the format of the conference by putting the science at the forefront of the conference which was favourably received by the international committee and he highlighted the FUN in fungi!

Hot Tips
• Sponsorship opportunities to generate additional revenue

IMC9 offered an extensive range of sponsorship options to suit every objective and budget from high-impact profile-raising sponsorship across the entire delegate base, such as the Registration Desk and Badges, to targeted promotion to conference speakers.

All sponsorship options offered both on-site and pre-event promotion of brand with logo and profile on IMC9 website and a listing in the delegate materials. Additional Sponsorship opportunities included bags, umbrellas, programme book, registration desk, internet café, lanyards, T-shirts, pen and notepad, Speaker gifts, notice board, poster session, page markers, lunch and refreshment breaks, delegate pack inserts and literature display 

• Appoint an experienced PCO who understands your field as well as being effective event managers. 

A PCO was appointed at end of Year one. Elsevier were chosen for their experience in the scientific sector - as well as knowledge they had access to large scientific database and access to appropriate sponsorship. The timing of this was critical at 8-12 months ahead of the event. In addition and most importantly Elsevier agreed to take all financial risk. 

• Give delegates the opportunity to network - and enjoy themselves!

The Conference Party was a very important part of the programme and a great opportunity to make contacts and relay communications. Various possibilities were explored and it was decided to hold this in the EICC and it became the "conference party to end all parties". With Nick's contacts in the music scene he put together a band bonanza featuring different themes from Ceilidh, Folk/Celtic/Bluegrass, African and Classical bands along with Salsa, Karaoke and a whisky tasting all accompanied by food from around the world and free alcohol for the first part of the evening.

Special Feature
To coincide with this conference a major exhibition opened at the Royal Botanic Garden Edinburgh "From Another Kingdom: The Amazing World of Fungi", running until 21 November, this is the first exhibition of its kind to explore the vital role fungi play in the health of people and the planet.

This exhibition was Nick's idea and he put together a formal proposal to RBGE which was responded to positively and became the main exhibition from the conference through a period of 4 months. The British Mycological Society also got involved and produced a coffee table book of the same title which sold over 750 copies. 

The marketing of this exhibition further raised the profile of the conference and subject matter to a wider audience - this was the first major multi-media exhibition in the UK to focus on the fascinating and diverse world of fungi. A wide range of events ‘grew' around the exhibition demonstrating the fun in fungi! How fungi fly, grow your own, glow-in-the-dark fungi, magic mushroom myths and how fungi can save the world.

Conference Factfile:
• Delegates - 1760
• Type - International from 83 countries
• Duration - 6 days
• Venues - EICC, Usher Hall and Royal Botanic Garden Edinburgh
• Economic benefit - £4 million

Websites for further information:
http://www.imc9.info
http://www.eicc.co.uk
http://www.usherhall.co.uk
http://www.rbge.org.uk
http://www.fromanotherkingdom.com