Tips in Bidding for MICE

The Bidding for Events

HRTM 195 EVENTS MANAGEMENT

• Bids are projects in their own right, but with very tight and immovable deadlines.

• During that short bid timeframe you make decisions that will affect your company for many years to come, and could break it.

• You often end up working nights & weekends, they burn you out.

What’s special about bids? Bids for consultancy, construction/planning, Product/production

• The price target is small. Estimate too high and you won’t win, estimate too low and you’ll win a loss making job.

• You’ll have carefully calculated the price when at the last minute your MD will change it.

• They’re speculative• The bid stage is when you deliberately take

calculated risks

What’s special about bids? Bids for consultancy, construction/planning, Product/production

Bidding for eventsWhy is necessary to bid for events?

Five (5) things about bidding in Events Management1. Difficult

• The process is like trekking the top of Mt. Everest• Researching and creating a bid proposal is no easy task.

2. Detailed• A missed detail might spell the difference to profitability

or success of the event,

3. Creative Process• Bidding is a creative process; seeing a vision at the end

of the tunnel.• Must have an eye for detail from start to finish.

Bidding for eventsWhy is necessary to bid for events?

4. Team Effort• No bid is an island; a product of

collaboration; it is made by a lot of people

5. CLOUD 9• Winning the bid is like being place in Cloud 9• Process to create a bid, presentation and winning is

long and winding

Bidding for eventsWhy is necessary to bid for events?

HRTM 195 EVENTS MANAGEMENT

Bidding ProcessPreparatory Stage

Identification of the bid prospectEvaluation of the bid project and the preparation of the

bid proposal.

Bid PresentationActual submission of the bid proposal to the

international/local organization

Post bidding stageRelates to course of action to be taken upon WINNING

or LOSING a bid

serves as a marketing tool in obtaining a businessBidding for an event or title can raise the profile of

a destinationWhy bid?

Steps in the Bidding Process

1. Hosting Requirements

3. Historical infomation related to previous congresses, e.g. Dates, venues/places and attendance

5. Competing professional congress that signified interest to bid the same event.

4. Decision maker(s) of congress sites/venues, e.g. president, CEO, BOD, General Assembly

6. Bid preparation procedure (date, venue/manner of presentation)

A. Preparatory Stage

2. Financial responsibilities between association and host organization

B. The Bid Proposal

1. The Bid Paper - formal invitation/intent/ proposal to host indicating the capability

2. Package – listing of facilities and services made available with corresponding rate

3. Endorsement from concerned government agencies

B. The Bid Proposal …. cont.

4. Information/promotional material

5. Lobby for event votes

6. Conduct a destination site inspection

C. BID Presentation Stage

1. Presentation – recheck go/no go conflicts of interest

2. Financial responsibilities between association and host organization

3. Historical infomation related to previous conventions, e.g. dates, venues/places and attendance

C. BID Presentation Stage…cont.

4. Decision maker(s) of conventions

sites/venues, e.g. president, CEO, BOD, General Assembly (delegate)

5. Competing professional congress that signified interest to bid the same event. (DESIGN WORK & OPERATIONAL PLANS)

5.

D. Post - BID Stage

1. Bidding loss: evaluation of pre bidding

possibilities

2. Evaluation of rebidding

3. Provision of assisstance to deputized rooms

4. Recommend to professional congress organizer

What does the job entail?

The Bidder….

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Roles and Responsibilities:

Person nominated to deliver a bid, provides the answer to question;

Must have a background and skill set of the person involved

THE EVENT BID MANAGER

1

2 Has administrative and logical skills can deliver the bidding

manage multiple resources and deal with complex business relationships -

delivery of a strong, winning, sales case to the client.

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Bid: Context of Risk

1. SCOPE

Often vague and subject to change

2. EXCLUDED

Cost estimates often have holes in them, papered with the word ‘EXCLUDED”

TIMESCALE ARE OFTEN HEROIC

3. TIMESCALE

Fail to submit on time-loose-wasted effort & money

Submit poor bid – loose – wasted effort & money

Submit inadequate price –win-lose money Overestimate time or resources required for

design – early profit fund investments Loose money Reputation Lose time available, which could lea to delay

in revenue stream

Problems with Bid management

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SAMPLE EVENT BID CHECKLIST

THANK YOU!