![Page 1: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/1.jpg)
International Congress and Convention Association www.iccaworld.com
Practical Workshop on Bidding
Dan RivlinChristian Mutschlechner
Vilnius, July 2010
![Page 2: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/2.jpg)
The RFP/Bid Manual
Read, read, read – with a colleague
Four eyes see more than two eyes
Analyze, put questions aside, try to really understand
NO INTERPRETATION – yours might be completely
different to the client’s interpretation
![Page 3: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/3.jpg)
Meeting days
Time of the year
Size of meeting rooms
Hotel rooms, split, categories
Size of the break out rooms
Exhibition and poster space
Details on social events
Special features
Budget, sponsors, exhibitions size
ICCA
Previousdestinations
Previousorganizers
etc.
Take home message:
Use your business network!! (ICCA family)
Where to find your first answers
ICCA
ICCA
![Page 4: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/4.jpg)
Research Information from ICCA
![Page 5: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/5.jpg)
![Page 6: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/6.jpg)
The Research
The Association webpage
Internet (check previous congresshomepages)
Press reports – our meeting industrymedia
Additional Information to be found
![Page 7: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/7.jpg)
The Pro Active Approach
Talk to the local contacts within the Association
Talk to the Head Office
(verifying information from local contact)
Talk to Board members
NO COLD CALLS, BE PREPARED WHEN CALLING
Additional Information to be found
![Page 8: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/8.jpg)
Do you know your competitors?
Do you know the competing infrastructures?
Do you know your own infrastructure?
Do you know your weaknesses?
Local support versus support in competing destinations
Local scientific commitment?
Competition Analysis
![Page 9: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/9.jpg)
Some elements to be taken into consideration:
Accessibility
Local logistics
Costs for delegates
Safety
Health issues
Unique selling points (USP) – touristic image
Local support & local commitment
Competition Analysis
![Page 10: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/10.jpg)
Try to get soft information from:
Colleagues in the industry
PCOs, Convention Bureaux, Venues..
Your international network
Use your local contact (members) to find out how thedecision makers “tick”
The extra step to take
![Page 11: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/11.jpg)
Risk analyses
Competitors
Costs
Time and capacity to deliver
Scientific standing of your local
representative
Pre-booking of meeting venues,
social venues and hotels etc.
Buenos AiresBangkokVancouverCape TownVienna
Decision for candidacy
![Page 12: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/12.jpg)
Read the Bid Manual
is it the Head Office of the Association
or the Core PCO / AMC
or the Board Members
or the voting delegates
or all attendees
Find out –
it could also be a combination
Take home message:
The audience influences the content
Who will receive the BID?
![Page 13: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/13.jpg)
Collecting Bids
Evaluating
Criteria
Weighting ?
Recommending ?
Analyze the best venue from the logistical, marketing –
in the medical field Pharma Codex - point of view.
Core is also anticipated to recommend, to exclude
disqualified venues and present a recommendation
of one or a few sites.
The Core PCO role
![Page 14: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/14.jpg)
Venue Weigh
Venue rental cost 25%
Food & beverage cost 10%
Accommodation cost 10%
Stability of conventioncenter
20%
Growth flexibility 5%
Sufficient hotel rooms 10%
City accessibility 10%
Venue accessibility 10%
sample table of weights and criteria forthe Core role
Core role weights and criteria
![Page 15: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/15.jpg)
Hard cover Bid book
PDF format
Web based
CD ROM / USB
Find out
Take home message:
Follow the request of the association!
Technical Options
![Page 16: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/16.jpg)
Follow the guidelines – do not standardizeevery Bid book is a tailor-made product
Know your client and how she/he acts
Give the client what she/he wants – not whatyou like to offer
Create transparency and trust
Whatever you state in a BID is a contractualpromise
Winning strategies
![Page 17: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/17.jpg)
Currency
Square feet or square metres
More than one language?
Local / international holidays
You need to bridge the gap!
Take home message:
especially in the medicalfield Jewish holidays
have to be considered!
Adjust the bidding document to the client
![Page 18: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/18.jpg)
The presenter
should be perfect
The final crucial step – Presentation of the BID
![Page 19: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/19.jpg)
You might want … Leonardo
or ….. what else?
Who is the perfect presenter?
![Page 20: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/20.jpg)
Angelina
or
Halle ?
Who is the perfect presenter?
![Page 21: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/21.jpg)
Who is the perfect presenter?
![Page 22: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/22.jpg)
a good speakera good presentera stage performera knowledgeable and flexible personality
knowing the Bidknowing the destinationknowing the Association
willing to performwilling to convincewilling to win
…and
Take home message
“Why do we, the national society,want you to come (and help us)?”
What you need is
![Page 23: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/23.jpg)
… able to speak clear, slow and understandableEnglish
Last but not least – what you need is a
Jack of all Trades
Take home message:
Train the presenter!
The issue is more important than the presenter‘s ego !
What you need is
![Page 24: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/24.jpg)
Strategy
Content
“Political” versus “commercial” interests
Can destination rely?
Should they lobby on Board members?
A different presenter – the CORE PCO
![Page 25: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/25.jpg)
Why did you loose?
The unexpected
The undiscovered secrets of the Association
The hidden agenda
A decision making body neglecting the own rules
You did a perfect research, a perfect Bid Book and you hadan outstanding presenter!
Take home message
“The bigger the voting forum, the less the benefitof the association be their main consideration”
The Result
![Page 26: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/26.jpg)
Don‘t blame anyone !
Simply decide - we go for it again or
we quit.
The Result
![Page 27: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/27.jpg)
Every Bid is different !Every Bid is a completely newchallenge!
… Last Word
Looking forward to meeting with youin the next bidding competition!
![Page 28: Alfa 1500-1600 Practical Workshop on Bidding 1500-1600... · 2010. 7. 19. · Follow the guidelines – do not standardize every Bid book is a tailor-made product Know your client](https://reader035.vdocument.in/reader035/viewer/2022071007/5fc4287a290ad7139d6737c2/html5/thumbnails/28.jpg)
International Congress and Convention Association www.iccaworld.com
Q & A