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


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Who am I?

WHO ARE YOU??WHY ARE YOU HERE?


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Any special issues??


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The 10thWorld Congress of Hammer Toes will be organised in ….


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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


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Research &Analysis

Venues

Securing venues & accommodation

Bid

Site-inspection

DecisionThe Meeting

DMCs

Hotels

PCOs

Evaluation

Suppliers

University

The City

= ConventionBureau

Teamwork in the destination


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….. even thinking of starting the process for bidding……

BEFORE…..


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I have to know my destination


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• KEEP UPDATED!!


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• What makes me better than• my competitors?

• How do I tell?


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Business intelligence


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation


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• Close cooperation between CVB - local PCO -meeting ambassador

Analysis & research

www.iccaworld.com


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An individual with high profile within hers/his

area of knowledge and with a good national

and/or international network

Meeting ambassador


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• Invites • Front person• Lobbyist

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

Meeting ambassador


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Lobbying (the meeting ambassador)


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Organising information on the meeting


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• Ask the association• Internet

• No guidelines?

Guidelines/Request for proposals


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Understanding the client


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• 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


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Availability

Other events?

Better events? – Yielding


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Are there any fees for hostingthe meeting?

Is it worth it?

Who can pay?

Cost


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Local

National

Regional

European

Support


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If I get to know!

I make a SWOT on thecompetitors

Competitors analysis


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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


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Yes, let’s go for it!!!!


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation


Twitter: #ICCA12

Securing venues & accommodation

Reservation of the congress venue & social venues

Remember the time margins


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Block bookings of the hotels

Reseach ”booking flow”

Confidential information

Keep the hotels informed


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Major medical meetings:

The organisations want the hotel room prices included (to a fixed rate)in the bid

New “trend” (in Europe??)


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Bid production


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation


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!


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Read the Bid Manual/Guidelines

Do NOT interpret it!!

Check out what is missing

Read read read READ


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Read the Bid Manual/Guidelines- again and again


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Delivery

Who

How

When


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Adjust the bid to the client

Bridge the gap


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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


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Content


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Make it easy to understand


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7. Communicating the meeting

8. References

Content


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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


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Airlines & flights


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11. Accommodation Hotel Overview

Low cost options?

Content


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Where and how many are they?


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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


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12. Social venues & events

13. Restaurants

14. Preliminary budget

15. Making a sustainable meeting in

Stockholm


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16. Stockholm & surroundings

17. Pre & Post congress tours

18. Support by the City of Stockholm


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Follow the guidelines

– do not standardize

Every Bid book is a tailor made product


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Site inspection


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation


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


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When?Before decision - of course - BUT……


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


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Decision


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation


Twitter: #ICCA12

Check the format of the presentation

Time?Who?Where?What?


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Promoting the candidacy

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


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Presentation:

Who will make the presentationon-site?

Train the presenter

Lobbying activities on-siteMini bidExhibit


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

The decision makers


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The presentation

I have to be there or backing up at home

Keep time schedule!

Be prepared for surprises


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THE PRESENTER MUST BE

a good speaker a good presentera stage performer

and it helps if the presenter isa knowledgeable and flexible personality


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SAN JUAN


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

Why did I loose?


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The unexpectedThe sponsors!? The hidden agenda


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..... a better competitor

Or simply......


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

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


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The 11thWorld Congress of Hammer Toes will be organised in ….


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STOCKHOLM


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I WON!!!

Celebrate!!!

Evaluate the campaign


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• Stockholm has been selected

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

Introduction Contracts When is the information released


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


LOBBYING

LOBBYING


RESEARCH

PRESENTATION&

DECISION

MEETING

EVALUATION


SITE INSPECTION

BID

Meetingambassador

Intassociation


Twitter: #ICCA12

Check out the organizers view of my destination.

Check out the delegates views of my destination.

Learn and CHANGE

?

!


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Know the client and how she acts

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

Create transparency and trust

Remember....


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EACH BID IS DIFFERENT

Studie 2009/10


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10/22/2012 14:00:00

ME303

51st ICCA Congress


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Session sponsored by:

Thank you!

basic introduction to bidding for international association congresses #icca12 monday 22/10/2012

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