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Gdansk the number one meeting destination in
Poland
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1. What is the Meetings Industry?2. The Market3. Worldwide Competition4. Step by Step ... The BID process5. Exercise6. Case Studies7. Discussions
Programme
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1. What is the Meetings Industry???
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Definition by UNWTO
Meeting aims:
To motivate participants,
to conduct business,
to share ideas,
to learn,
to socialise and
to hold discussions
The Meetings Industry
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Definition by UNWTO
Meeting size:
Minimum number of 10 participants
The Meetings Industry
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Definition by UNWTO
Meeting venue:
A rental has to by paid for the use of the venue for meetings
Meeting duration:
A half-day (four hours) or more
The Meetings Industry
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What is included in the Meetings Industry
Association Meetings
Corporate Events (Meetings, Incentives etc.)
Exhibitions
The Meetings Industry
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Where does the Meetings Industry fit in?
In common:Image of the destinationHotels & Transportation
Leisure Travel
Business Travel
Meetings IndustryTourism
The Meetings Industry
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• Creates education• Supports continuing education• Facilitates scientific networking• Enables communication• Creates platforms for knowledge export
The Meetings Industry
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Please - forget about
The Meetings Industry
MICE
MICE
MICE
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2. What is the Market???
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What names do we find for Association Meetings?
Congress
Confe
renc
e
Workshop
Sem
inar
Colloq
uium
General Assembly
ForumConvention
Who knows what is what?Does size matter?Does type of attendance matter?Does content matter?There is no standard nomenclature – Let‘s talk about Association Meetings!
The Market
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Meeting Incentive
Product Launch
Dealer Conference Kic
k O
ff User Meeting
Lets talk about Corporate Events
The Market
What names do we find for Company Events
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Three key segments of the Meetings Industry
Clients
Intermediairies/Clients
Suppliers
The Market
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Clients
IGO‘s, NGO‘s
International Associations
Continental Associations
Regional Associations
National Associations
Scientific Communities
Corporations
Exhibition Organisers
The Market
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Intermediairies/Clients
Core PCOs
AMCs
Venue Finders
Meeting Planners
Incentive Houses
Convention Bureaux
The Market
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Suppliers
Convention CentresHotelsTransportation CompaniesDMCsPCOsInterpretersAV CompaniesIT CompaniesBadge ProducersFlower Shopsetc.etc.etc.
The Market
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Research &Analysis
Venues
Securing venues & accommodation
Bid
Site-inspection
DecisionThe Meeting
DMCs
Hotels
PCOs
Evaluation
Suppliers
The City
= CVB
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One stop shop for the meetings industry Coordinating the marketing of a destination Objective and neutral partner Source of information Financed by the City (and members)
Convention Bureau
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3. Worldwide Competition
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• New destinations• New convention centres• New convention bureaux• Politicans understanding and support
The worldwide competition
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– China • How many new conference centres – who knows?
– India• At least five new centers in the pipeline
– Australia• New Conference center in Melbourne by 2010
– South Africa• New Centre in Cape Town by 2003, will double in
size until 2010
The worldwide competition
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– Mexico• Restructuring of the Mexican Convention Bureau• Meetings and Incentives VAT exempted
– Puerto Rico• New Convention Centre San Juan opened in 2006
– Dubai• Ongoing investments in fantastic meeting and tourist
products
The worldwide competition
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– London• Summer Olympics 2012 – new infrastructures• Excel London – bought by ADNEC from Abu Dhabi
All over Europe• Centres renovate, expand, fair grounds grow
North America• New Centre in Vancouver• New major hotels in Las Vegas
The worldwide competition
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Competition is not a threat,
it is an opportunity!
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4. Step by Step
The BID process
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“The 10thCongress of the European Society
will be organised in….
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GDANSK
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LOBBYINGLOBBYING
LOBBYING
LOBBYING
PREL. BOOKINGS
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF A PROCESSAssociations
LOBBYINGLOBBYING
LOBBYING
LOBBYING
SECURING VENUES
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF THE BIDDING PROCESS
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Know your destination / your product
Unique Selling Points
Business intelligence
Collecting information on the meeting
Lobbying
Complementary information
Partnership
Decision for candidacy
RESEARCH
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Know your Destination
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YOU NEED TO KNOW
• Venues• Accommodation• Social venues• Logistics• Research• Trade & industry• Sponsors• Keep updated• Personal individual contacts with decision
makers
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Invite
Front person
Lobbyist
Must be supported
Must be educated
Shall have the glory
LOCAL MEETINGS AMBASSADORS
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LOBBYING
Communication with the association
Find out about the competitors
Find out what makes the association tick
Find out who’s supporting who
Find out if the association is ready for a bid from your destination
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Guidelines History of the congress Availability in the destination Costs Support - local, national, European
COLLECTING INFORMATION ON THE MEETING
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Ask the association Internet No guidelines
GUIDELINES
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ICCA/UIA Internet Local member of the association Board member Colleagues in the industry (CVB, PCO, venues) Previous destinations
CONGRESS HISTORY
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INFORMATION FROM ICCA
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Other events Better events
AVAILABILITY
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Costs for hosting the meeting
Is it worth it?
Who can pay?
COSTS
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COMPETITION ANALYSIS
Some elements to be taken into consideration:
Accessibility
Local logistics
Costs for delegates
Safety
Health issues
Stability of the currency
Unique selling points - USP
Strengths and weaknesses
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DECISION FOR CANDIDACY
Risk analyses
Competitors
Costs
Does it fit?
Time and capacity to deliver
HamburgTallinnMalagaWarsaw
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GOING FOR IT?
You must have the desire to win
You must be prepared for a long struggle
You must have the knowledge
You must be prepared to loose
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LOBBYINGLOBBYING
LOBBYING
LOBBYING
PREL. BOOKINGS
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF A PROCESSAssociations
LOBBYINGLOBBYING
LOBBYING
LOBBYING
SECURING VENUES
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF THE BIDDING PROCESS
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Secure Venue and accommodation
What - When - Why Reservation of congress venue Remember the margins Block bookings of the Hotels Confidential information
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Perfect scenario: the CVB makes the block reservation of
the Congress venue(s) and hotels Information to the Hotels If a Core PCO is involved?
Who does What????
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No hotel rooms = no congress Confidential information Prices Who is responsible and until when? Contracts Information
Hotel rooms
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LOBBYINGLOBBYING
LOBBYING
LOBBYING
PREL. BOOKINGS
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF A PROCESSAssociations
LOBBYINGLOBBYING
LOBBYING
LOBBYING
SECURING VENUES
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF THE BIDDING PROCESS
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THE BID
A bid book is a document presenting the destination,
focusing on the association’s needs, for organising a
meeting
Whatever you state in a BID should be a contractual promise
The bid document is YOUR documentation
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THE BID
Read the Bid Manual/Guidelines
Do NOT interpret it!!
Find out what is missing
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THE BID
Check support again
Is it possible to offer an other week?
Are they really 1,000 delegates at the opening session?
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PRACTICAL EXERCISE
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WHO WILL RECEIVE THE BID?
The Head Office of the Association
The Core PCO / AMC
The Board Members
The voting delegates
All attendees
A combination
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HOW TO DELIVER THE BID
Hard cover Bid book
PDF format
Web based
CD ROM / USB
Combination
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Currency
Square feet or square meters
More than one language?
Local / international holidays
You need to bridge the gap!
ADJUST THE BID TO THE CLIENT
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THE BID BOOK
1. Letters of invitationsSupport from the university, other universities, national research centres, researchers in Europe etc
2. Scientific level
3. What Gdansk stands for
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THE BID BOOK
4. Proposed congress venue(s)
5. Proposed scientific programme
6. Communicating the meeting
7. References (in the same size and/or same subject)
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CONGRESS VENUE
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THE BID BOOK
8. Travel to Gdansk by plane (official carrier? ; low cost carriers) by train, by car
9. Public transport
10. Accommodation Hotel Overview
Low cost options?
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THE BID BOOK
11. Social venues & events
12. Restaurants
13. Preliminary budget
14. Gdansk & surroundings
15. Pre & Post congress tours
16. Support City of Gdansk
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Reception by the Mayor of Gdansk
Barter agreement from an Airline
Financial assistance
Free advertising material
Free photo material and digital city maps for programme production
SUPPORT FROM THE DESTINATION
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WINNING STRATEGIES
Follow the guidelines – do not standardize
Every Bid book is a tailor made product
Know your client and how she/he acts
Give the client what she/he wants – NOT what you like to offer
Create transparency and trust
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LOBBYINGLOBBYING
LOBBYING
LOBBYING
PREL. BOOKINGS
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF A PROCESSAssociations
LOBBYINGLOBBYING
LOBBYING
LOBBYING
SECURING VENUES
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF THE BIDDING PROCESS
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Why?
To prove that the bid is true
Create a relationship between the association and the destination
Who?
Decision maker (s)
The meeting planner
SITE VISIT
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When?
Before decision - of course - BUT……
How?
Create a focused programme
Dare to exclude
Logistics
Relations
The right people
SITE VISIT
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LOBBYINGLOBBYING
LOBBYING
LOBBYING
PREL. BOOKINGS
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF A PROCESSAssociations
LOBBYINGLOBBYING
LOBBYING
LOBBYING
SECURING VENUES
RESEARCH
BIDS
SITE VISIT
DECISIONMEETING
EVALUATION
EXAMPLE OF THE BIDDING PROCESS
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Check the format of the presentation
Time?
Who?
Where?
What?
BEFORE THE DECISION
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Presentation:• Who will make the presentation on-site?• Train the presentor • Try to find out how competitors will
present• Challenge the audience• Lobbying activities on-site
DECISION TIME
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PROMOTING THE CANDIDACY
Start early
Meeting Ambassadors prime role
Talk to the supporting partners –again
- and they must talk to their friends
Talk to decision makers
Lobbying – count votes
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OPERATIONAL ACTIONS
Mini bid Exhibit E-mails or even better write a letter
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DECISION
The Head Office of the Association
The Core PCO / AMC
The Board Members
The General Assembly
All attendees
A combination
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PRESENTATION OF THE BID
Train your meeting ambassador well
Be there yourself or backing up at home
Keep time schedule
Be prepared for surprises
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“The 10thCongress of the European Society
will be organised in………
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HAMBURG
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THE RESULT
Why did you loose?
The unexpected
The non discovered secrets of the Association
The hidden agenda
A decision making body neglecting their own rules
You did a perfect research, a perfect Bid Book and you made an outstanding presentation!
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THE RESULT
Don’t blame anyone - just try to understandand evaluate your campaign
Decide if you want to go for it again - or not
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“The 10thCongress of the
European Society will be organised in………
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GDANSK
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THE RESULT
YOU WON!!!
Congratulations!!!!
Celebrate!!!
Evaluate your campaign……
……and……….
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START WORKING
But that’s a completely new story…….
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The CVBs role The PCOs role The Core PCOs role The Hotels and Convention Venue Contracts to be signed When is the information released?
The destination has been selected
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6. Case Studies
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CASE STUDY
• IADR– Started 1996 –Lost to Vancouver
– Tried again – Lost to Jerusalem
– Tried again – Meeting ambassador and GCB in Vancouver, Won 2006 – switched with Jerusalem
– Marketing in Tokyo
– Marketing in San Diego
– Göteborg 2003 – All time high delegate numbers
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CASE STUDY
• Sociology– First try in Lyon 1999. Lost due to bad
lobbying– Second try in Singapore 2004. Won 2010
due to very good support, good lobbying and excellent presentation by meeting ambassador
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CASE STUDY
• Sexology– First try in Cuba 2003. Lost to Sydney due
to bad support and a meeting ambassador who wasn’t well known in the organization.
Fun gifts– Second try in Montreal 2005. Better
support, site visits by key persons, Montreal helping us
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Each Bid is Different
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Know your client and how she acts
Give the client what she wants – not what you like to offer
Educate meeting ambassador
Lobbying
Transparency and trust
Be prepared to loose and start all over again
WINNING STRATEGIES
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The Meetings Industry –
a fascinating business
You only get fascinated if you are
actively involved!