basic introduction to bidding for international association congresses #icca11 monday 24/10/11

50th ICCA Congress

International Congress and Convention Association.

congress.icca.mobi | Twitter: #ICCA11

Basic Introduction to Bidding for International Association Congresses

Monday 24th of October 2011



WHO ARE YOU??WHY ARE YOU HERE?



Any special issues??



LOBBYING

LOBBYING

RESEARCH

SITE VISIT

EXAMPLE OF A PROCESSAssociations

LOBBYING

LOBBYING

PREL. BOOKINGSANALYSIS &

RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION

EXAMPLE OF A BID PROCESSAssociations

SITE INSPECTION

BID

Meetingambassador

Intassociation



Research &Analysis

Venues

Securing venues & accommodation

Bid

Site-inspection

DecisionThe Meeting

DMCs

Hotels

PCOs

Evaluation

Suppliers

HENRIK VON ARNOLD 2008

University

The City

= ConventionBureau



BEFORE….. Even thinking ofstarting the process for bidding……



Know my destination



• KEEP UPDATED!!



• What makes me better than• my competitors?

• How do I tell?



Business intelligence



LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation



• Analysis & research

• Close cooperation between CVB - local PCO -meeting ambassador

www.iccaworld.com



An individual with high profile within hers/his

area of knowledge and with a good national

and/or international network

Meeting ambassador



• Invites • Front person• Lobbyist

• Must be supported• Must be educated• Shall have the glory

Meeting ambassador



Lobbying (the meeting ambassador)



Organising information on the meeting



• Ask the association• Internet• No guidelines?

Guidelines/Request for proposals



Understanding the client



• ICCA/UIA• Internet• Local member of the association• Board member• Colleagues in the industry (CVB, PCO,

venues)• Previous destinations

History of the congress

INFORMATION FROM ICCA



Availability

Other events?

Better events? – Yielding



Are there any fees for hostingthe meeting?

Is it worth it?

Who can pay?

Cost



Local

National

Regional

European

Support



If I get to know!

I make a SWOT on thecompetitors

Competitors analysis



Shall I go for it?

Does it fit in?Can I beat my competitors?Do I have the time to deliver?Do I have the money?

LeipzigPittsburghCape Town

International Congress and Convention Association www.iccaworld.com

Yes, let’s go for it!!

International Congress & Convention Association

Henrik von Arnold 2011



LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation



Securing venues & accommodation

Reservation of the congress venue & social venues

Remember the time margins



Block bookings of the hotels

Reseach ”booking flow”

Confidential information

Keep the hotels informed



Bid production



LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation



A bid book is a document presenting the destination, focusing on the association’sneeds, for organising a meeting

It has to be the truth!



Read the Bid Manual/Guidelines

Do NOT interpret it!!

Check out what is missing

Read read read READ



Read the Bid Manual/Guidelines- again and again



Delivery

Who

How

When



Adjust the bid to the client

Bridge the gap



1. Letters of invitations

2. Support from the university, other universities, national research centres, researchers in Europe etc

3. Scientific level

4. Some ideas for the scientific program

5. What Stockholm stands for

Content



Content



Make it easy to understand



7. Communicating the meeting

8. References

Content



9. Travel to Stockholmby plane

official carrierlow cost carriers

by trainby boat

10. Public transport – reduced ticket prices?

Content



Airlines & flights



11. Accommodation Hotel Overview

Low cost options?

Content



Hotels – prise & ratings

4 stars• U$449 / night• 19 mins. Distance• Line M34

4 stars• U$202.50 / night• 18 mins. Distance• Line M50

4 stars• U$296.80 / night• 20 mins. Distance• Line M50

4 stars•U$259 / night•21 mins. Distance•Line E

4 stars•U$409.73 / night•19 mins. Distance•Line X30

3 stars•U$231 / night•20 mins. Distance•Line M42

3 stars• U$399.00 / night• 19 mins. Distance• M42



12. Social venues & events

13. Restaurants

14. Preliminary budget



15. Stockholm & surroundings

16. Pre & Post congress tours

17. Support City of Stockholm



Follow the guidelines

– do not standardize

Every Bid book is a tailor made product



Site visit



LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation



Why?To prove that the bid is true

Create a relationship betweenthe association and the destination

Who?Decision maker(s)The meeting planner



When?Before decision - of course - BUT……



How?Create a focused programmeDare to excludeLogisticsRelationsInform local participantsThe right people



Decision



LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation



Check the format of the presentation

Time?Who?Where?What?



Promoting the candidacy

Start earlyMeeting Ambassadors prime roleTalk to the supporting partners Talk to decision makersLobbying – count votes



Presentation:

Who will make the presentationon-site?

Train the presenter

Lobbying activities on-siteMini bidExhibit



The HQ of the AssociationThe Core PCO / AMCThe Board Members The General AssemblyAll attendees

The decision makers



The presentation

I have to be there or backing up at home

Keep time schedule!

Be prepared for surprises



THE PRESENTER MUST BE

a good speaker a good presentera stage performer

and it helps if the presenter isa knowledgeable and flexible personality



The 10thWorld Congress of

Contraception will be organised in ….



CAPE TOWN



I did a perfect research, a perfect Bid Book and we made an outstanding presentation!

Why did I loose?



The unexpected The hidden agendaA decision making body neglecting their own rules



..... a better competitor

Or simply......



Don’t blame anyone - just try to understandand evaluate the campaign

Decide if I want to go for it again- or not



The 10thWorld Congress of

Contraception will be organised in ….



STOCKHOLM



I WON!!!

Celebrate!!!

Evaluation of the campaign



• Stockholm has been selected

What is the role of the CVB?Hand over – to whom?

Introduction Contracts When is the information released



LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation



Know the client and how she acts

Give the client what she wants – NOT what I like to offer

Create transparency and trust



EACH BID IS DIFFERENT

50th ICCA Congress



Thank you!

basic introduction to bidding for international association congresses #icca11 monday 24/10/11

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