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.

Twitter: #ICCA12

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.

Twitter: #ICCA12

Read the Bid Manual/Guidelines- again and again

International Congress and Convention Association.

Twitter: #ICCA12

Delivery

Who

How

When

International Congress and Convention Association.

Twitter: #ICCA12

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.

Twitter: #ICCA12

Make it easy to understand

International Congress and Convention Association.

Twitter: #ICCA12

International Congress and Convention Association.

Twitter: #ICCA12

7. Communicating the meeting

8. References

Content

International Congress and Convention Association.

Twitter: #ICCA12

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.

Twitter: #ICCA12

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.

Twitter: #ICCA12

10/22/2012 14:00:00

ME303

51st ICCA Congress

International Congress and Convention Association.

Twitter: #ICCA12

Session sponsored by:

Thank you!