Basic Introduction To Bidding For International Association Congresses #ICCA12 MONDAY 22/10/2012
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Transcript of Basic Introduction To Bidding For International Association Congresses #ICCA12 MONDAY 22/10/2012
51st ICCA Congress
International Congress and Convention Association.
Twitter: #ICCA12
Session sponsored by:
Basic Introduction to Bidding for International Association Congresses
Tuesday 23rd of October 2012
International Congress and Convention Association.
Twitter: #ICCA12
Who am I?
WHO ARE YOU??WHY ARE YOU HERE?
International Congress and Convention Association.
Twitter: #ICCA12
Any special issues??
International Congress and Convention Association.
Twitter: #ICCA12
The 10thWorld Congress of Hammer Toes will be organised in ….
International Congress and Convention Association.
Twitter: #ICCA12
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
International Congress and Convention Association.
Twitter: #ICCA12
Research &Analysis
Venues
Securing venues & accommodation
Bid
Site-inspection
DecisionThe Meeting
DMCs
Hotels
PCOs
Evaluation
Suppliers
University
The City
= ConventionBureau
Teamwork in the destination
International Congress and Convention Association.
Twitter: #ICCA12
….. even thinking of starting the process for bidding……
BEFORE…..
International Congress and Convention Association.
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I have to know my destination
International Congress and Convention Association.
Twitter: #ICCA12
• KEEP UPDATED!!
International Congress and Convention Association.
Twitter: #ICCA12
• What makes me better than• my competitors?
• How do I tell?
International Congress and Convention Association.
Twitter: #ICCA12
Business intelligence
International Congress and Convention Association.
Twitter: #ICCA12
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
International Congress and Convention Association.
Twitter: #ICCA12
• Close cooperation between CVB - local PCO -meeting ambassador
Analysis & research
www.iccaworld.com
International Congress and Convention Association.
Twitter: #ICCA12
An individual with high profile within hers/his
area of knowledge and with a good national
and/or international network
Meeting ambassador
International Congress and Convention Association.
Twitter: #ICCA12
• Invites • Front person• Lobbyist
• Must be supported• Must be educated• Shall have the glory
Meeting ambassador
International Congress and Convention Association.
Twitter: #ICCA12
Lobbying (the meeting ambassador)
International Congress and Convention Association.
Twitter: #ICCA12
Organising information on the meeting
International Congress and Convention Association.
Twitter: #ICCA12
• Ask the association• Internet
• No guidelines?
Guidelines/Request for proposals
International Congress and Convention Association.
Twitter: #ICCA12
Understanding the client
International Congress and Convention Association.
Twitter: #ICCA12
• 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
International Congress and Convention Association.
Twitter: #ICCA12
Availability
Other events?
Better events? – Yielding
International Congress and Convention Association.
Twitter: #ICCA12
Are there any fees for hostingthe meeting?
Is it worth it?
Who can pay?
Cost
International Congress and Convention Association.
Twitter: #ICCA12
Local
National
Regional
European
Support
International Congress and Convention Association.
Twitter: #ICCA12
If I get to know!
I make a SWOT on thecompetitors
Competitors analysis
International Congress and Convention Association.
Twitter: #ICCA12
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?
San JuanPittsburghCape TownStockholm
International Congress and Convention Association.
Twitter: #ICCA12
Yes, let’s go for it!!!!
International Congress and Convention Association.
Twitter: #ICCA12
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
International Congress and Convention Association.
Twitter: #ICCA12
Securing venues & accommodation
Reservation of the congress venue & social venues
Remember the time margins
International Congress and Convention Association.
Twitter: #ICCA12
Block bookings of the hotels
Reseach ”booking flow”
Confidential information
Keep the hotels informed
International Congress and Convention Association.
Twitter: #ICCA12
Major medical meetings:
The organisations want the hotel room prices included (to a fixed rate)in the bid
New “trend” (in Europe??)
International Congress and Convention Association.
Twitter: #ICCA12
Bid production
International Congress and Convention Association.
Twitter: #ICCA12
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
International Congress and Convention Association.
Twitter: #ICCA12
A bid book is a document presenting the destination, focusing on the association’sneeds, for organising a meeting
It has to be the truth!
International Congress and Convention Association.
Twitter: #ICCA12
Read the Bid Manual/Guidelines
Do NOT interpret it!!
Check out what is missing
Read read read READ
International Congress and Convention Association.
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Read the Bid Manual/Guidelines- again and again
International Congress and Convention Association.
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Delivery
Who
How
When
International Congress and Convention Association.
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Adjust the bid to the client
Bridge the gap
International Congress and Convention Association.
Twitter: #ICCA12
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
International Congress and Convention Association.
Twitter: #ICCA12
Content
International Congress and Convention Association.
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Make it easy to understand
International Congress and Convention Association.
Twitter: #ICCA12
International Congress and Convention Association.
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7. Communicating the meeting
8. References
Content
International Congress and Convention Association.
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9. Travel to Stockholmby plane
official carrier – “convention plus” low cost carriers
by trainby boat
10. Public transport – reduced ticket prices?
Content
International Congress and Convention Association.
Twitter: #ICCA12
International Congress and Convention Association.
Twitter: #ICCA12
Airlines & flights
International Congress and Convention Association.
Twitter: #ICCA12
International Congress and Convention Association.
Twitter: #ICCA12
11. Accommodation Hotel Overview
Low cost options?
Content
International Congress and Convention Association.
Twitter: #ICCA12
Where and how many are they?
International Congress and Convention Association.
Twitter: #ICCA12
Hotels – price & 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
International Congress and Convention Association.
Twitter: #ICCA12
12. Social venues & events
13. Restaurants
14. Preliminary budget
15. Making a sustainable meeting in
Stockholm
International Congress and Convention Association.
Twitter: #ICCA12
16. Stockholm & surroundings
17. Pre & Post congress tours
18. Support by the City of Stockholm
International Congress and Convention Association.
Twitter: #ICCA12
Follow the guidelines
– do not standardize
Every Bid book is a tailor made product
International Congress and Convention Association.
Twitter: #ICCA12
Site inspection
International Congress and Convention Association.
Twitter: #ICCA12
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
International Congress and Convention Association.
Twitter: #ICCA12
Why?To prove that the bid is true
Create a relationship betweenthe association and the destination
Who?Decision maker(s)The meeting planner
International Congress and Convention Association.
Twitter: #ICCA12
When?Before decision - of course - BUT……
International Congress and Convention Association.
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How?Create a focused programmeDare to excludeLogisticsRelationsInform local participantsThe right people
International Congress and Convention Association.
Twitter: #ICCA12
Decision
International Congress and Convention Association.
Twitter: #ICCA12
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
International Congress and Convention Association.
Twitter: #ICCA12
Check the format of the presentation
Time?Who?Where?What?
International Congress and Convention Association.
Twitter: #ICCA12
Promoting the candidacy
Start earlyMeeting Ambassadors prime roleTalk to the supporting partners Talk to decision makersLobbying – count votes
International Congress and Convention Association.
Twitter: #ICCA12
Presentation:
Who will make the presentationon-site?
Train the presenter
Lobbying activities on-siteMini bidExhibit
International Congress and Convention Association.
Twitter: #ICCA12
The HQ of the AssociationThe Core PCO / AMCThe Board Members The General AssemblyAll attendees
The decision makers
International Congress and Convention Association.
Twitter: #ICCA12
The presentation
I have to be there or backing up at home
Keep time schedule!
Be prepared for surprises
International Congress and Convention Association.
Twitter: #ICCA12
THE PRESENTER MUST BE
a good speaker a good presentera stage performer
and it helps if the presenter isa knowledgeable and flexible personality
International Congress and Convention Association.
Twitter: #ICCA12
SAN JUAN
International Congress and Convention Association.
Twitter: #ICCA12
I did a perfect research, a perfect Bid Book and we made an outstanding presentation!
Why did I loose?
International Congress and Convention Association.
Twitter: #ICCA12
The unexpectedThe sponsors!? The hidden agenda
International Congress and Convention Association.
Twitter: #ICCA12
..... a better competitor
Or simply......
International Congress and Convention Association.
Twitter: #ICCA12
Don’t blame anyone - just try to understandand evaluate the campaign
Decide if I want to go for it again- or not
International Congress and Convention Association.
Twitter: #ICCA12
The 11thWorld Congress of Hammer Toes will be organised in ….
International Congress and Convention Association.
Twitter: #ICCA12
STOCKHOLM
International Congress and Convention Association.
Twitter: #ICCA12
I WON!!!
Celebrate!!!
Evaluate the campaign
International Congress and Convention Association.
Twitter: #ICCA12
• Stockholm has been selected
What is the role of the CVB?Hand over – to whom?
Introduction Contracts When is the information released
International Congress and Convention Association.
Twitter: #ICCA12
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
International Congress and Convention Association.
Twitter: #ICCA12
Check out the organizers view of my destination.
Check out the delegates views of my destination.
Learn and CHANGE
?
!
International Congress and Convention Association.
Twitter: #ICCA12
Know the client and how she acts
Give the client what she wants – NOT what I like to offer
Create transparency and trust
Remember....
International Congress and Convention Association.
Twitter: #ICCA12
EACH BID IS DIFFERENT
Studie 2009/10
International Congress and Convention Association.
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10/22/2012 14:00:00
ME303
51st ICCA Congress
International Congress and Convention Association.
Twitter: #ICCA12
Session sponsored by:
Thank you!