The British Ports Association has a long tradition of partnering with individual ports to host its flagship annual conference and exhibition, providing memorable experiences for delegates and providing ports with the opportunity to showcase their port, and the surrounding area.
In the last five years, the high-profile event has been successfully staged in Aberdeen, Belfast, Central London, Portsmouth and on the River Humber. The last two conferences have been attended by around 400 delegates, with more than 37 organisations participating as sponsors and exhibitors each year.
As we look forward to 2027 and beyond, BPA member ports have the opportunity to register their interest in future conferences. With that in mind, we have prepared this short guide to Hosting the British Ports Association Annual Conference.
Every year, the host port (or ports) sign a Memorandum of Understanding (MoU) with the BPA, which sets out the rules and details of the partnership. Whilst these agreements can vary from year to year, there are several aspects that have remained in place for a number of years.
BENEFITS OF BEING A HOST PORT
SCOPE OF THE EVENT
RESPONSIBILITIES OF THE HOST PORT
It is the host port's primary responsibility to secure a venue(s) for the main conference programme, exhibition and social events. This is typically undertaken in consultation with the BPA, whose team can advise on a range of aspects, from venue capacity, layout and location to the optimum positioning of exhibition stands.
Host ports also have the option of appointing an external event organiser, who will work as an extension of the port’s own management team to deliver various aspects of the project, from the venue selection, floorplan layout, event website build, event strategy and design, sale of sponsorship and exhibition space and management of delegate registrations, digital promotional campaign, through to the delivery of the conference, exhibition and social programme over the event period.
In 2024, 2025 and again in 2026, the event has been has been organised by independent marketing and events agency, Freshwater. With offices in London and Cardiff, a team from Freshwater has worked alongside the host ports and the BPA to agree a detailed funding model that has removed the commercial risk from the host port (see below) and allowed the host port to focus on maximising the various benefits of hosting the event.
RESPONSIBILITIES OF THE BPA
The BPA will arrange the main conference programme, including identifying and inviting speakers and panellists. However, the host port and the BPA will maintain close contact during the event planning cycle, providing the port with the opportunity to influence the programme themes and provide suggestions for speakers. The host port also has the opportunity to select a charity for the event.
The BPA promotes the event to sponsors, exhibitors and delegates through various channels, including the BPA website, social media platforms, via contacts in the trade press and at other industry event that it organises and attends throughout the year.
The BPA is also responsible for managing its annual awards programme, including promotion and entry generation, category sponsorship, judging and the announcement of the winners on the night. However, the host port (or appointed events company) will manage the delivery of the awards and dinner, as part of the event programme.
EVENT BUDGET AND FUNDING
The BPA Conference & Exhibition is a self-funding event, with revenue from sponsors, exhibitors and tickets used to meet the organisational costs. These costs include:
Other costs that have also been met through the event budget in recent years include expenses for selected speakers; local accommodation for BPA staff; lanyards, name badges and event merchandise. Some host ports have decided to organise optional port tours for delegates, outside the main programme, but this has been done at their own expense.
USING EXTERNAL EVENT ORGANISERS
The MoU states that the host port needs to meet the organisational costs outlined above but this can include the appointment of a specialist events company.
Freshwater has been appointed by Portsmouth International Port, ABP/Port of Grimsby East and the Port of Dover to deliver the last three BPA conferences. For each event cycle, the host port and BPA have met (virtually and in person) on a monthly basis to plan and deliver the event, with Freshwater undertaking the bulk of the pre-event management activities, as well as providing a team to deliver the event at all chosen venues.
Once the event scope, venues and budget is agreed, Freshwater manages the budget on behalf of the host port, including all sponsorship, exhibition and delegate sales. Monthly updates are provided to the host port and the BPA, but the responsibility for collecting revenues to cover the event budget remains with Freshwater.
Are you interested?
If you are a BPA member port (or would like to join us) and want to register your interesting in hosting the Annual Conference & Exhibition in 2027 or beyond, please contact our events and programme co-ordinator, Jayden Cooney at jayden.cooney@britishports.org.uk
TESTIMONIALS
PAST EVENT PICTURES
Interested in hosting the BPA Conference?
Find out more about organising the event here.
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