fundamentals of association bidding_henrik von arnold

#ICCAWorld iccaworld.com

Session code:

53rd ICCA Congress

Basic Introduction to Bidding for International Association Congresses Monday the 3rd of November 2014

ME10

3 #ICCAWorld | iccaworld.com

Who are we?

WHO ARE YOU??


Remember:

This is one european city´s way to do it.

There are other ways to do it:

A national CVB

CVB:s in other parts of the world

Another CVB in Europe

LOBBYING

LOBBYING

RESEARCH

SITE VISIT

EXAMPLE OF A PROCESS

Associations

LOBBYING

LOBBYING

PREL. BOOKINGS ANALYSIS

&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION

EXAMPLE OF A BID PROCESS

Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Research & Analysis

Venues

Securing venues & accommodation

Bid

Site-inspection

Decision

The Meeting

DMCs

Hotels

PCOs

Evaluation

Suppliers

University

The City

= Convention Bureau

Teamwork in the destination


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

BEFORE…..


I have to know my destination


KEEP UPDATED!!


And your partners in the destination have to understand the international meetings market


• What makes me better than

my competitors?

• How do I tell?


Round table

How would you present your destination – five bullet points.

5 minutes

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Analysis & research

Close cooperation between CVB - local PCO - meeting ambassador - venues

How important are the local ambassdors nowadays???)


Meeting ambassador

An individual with high profile within hers/his

area of knowledge and with a good national

and/or international network


Meeting ambassador

Invites

Front person

Lobbyist

Must be supported

Must be educated

Shall have the glory


Lobbying (the meeting ambassador??)


Organising information on the meeting


Guidelines/Request for proposals

• Web pages

• Ask the association

• No guidelines?


Understanding the client


THE UNIQUE NATURE OF ASSOCIATIONS

1. Types

2. Governing structures

3. Difference with corporate sector

4. Role and meaning of their events


Different types of associations (how it influences the way destinations could approach them)

Trade associations: have businesses as members

goal: to promote and defend the industry/activity of their profession, to develop best practices and to attempt to influence public policy in a direction favorable to the group's members. Professional societies: have individuals as members

goal: to develop, collect and disseminate knowledge for the benefice of their members.

Federations: have associations as members

goal: to influence public and governmental policies and in a direction favorable to the group's members.


Differences between associations and

the corporate sector (leading to a better understanding of their priorities)

- Size

- Mission

- Structure

- Markets


What an event means for an association

Services the members

Demonstrates its importance

Consolidates its fundraising process

Develops its market outreach


History of the congress

• ICCA/UIA

• Internet

• Local member of the association

• Board member

• Colleagues in the industry (CVB, PCO, venues)

• Previous destinations

INFORMATION FROM ICCA


Round table

To get to know your prospective client – what questions would you like to ask her/him?

5 minutes


Availability Other events? Better events? – Yielding


Cost

Are there any fees for hosting the meeting? Is it worth it? Who can pay?


Support

Local

National

Regional

European


Competitors analysis

If I get to know! I make a SWOT on the competitors

Strengths Weaknesses

Opportunities Threats


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?

Shanghai Antalya Cape Town Stockholm


Yes, let’s play it!!!!

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Securing venues & accommodation

Reservation of the congress venue & social venues

Remember the time margins


Reservation of accommodations

Research ”booking flow”

Block bookings of hotel room Confidential information Keep the hotels informed


New “trend” (in Europe??)

Major medical meetings:

The organisations want the hotel room

rates included (to a fixed rate)in

the bid


Bid production

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


A bid book is a document presenting the destination, focusing on the association’s needs, for organising a meeting

It has to be the truth!


Read read read READ

Read the Bid Manual/Guidelines Do NOT interpret it!! Check out what is missing


Delivery

Who How When


Adjust the bid to the client

Bridge the gap

Bridge the gap


Content

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


Make it easy to understand


Content

7. Communicating the meeting 8. References


Content

9. Travel to Stockholm by plane official carrier – “convention plus” low cost carriers by train by boat 10. Public transport – reduced ticket prices?


Airlines & flights


Content

11.Accommodation Hotel Overview Low cost options

Distances

Prizes


Where and how many are they?


Hotels – price & ratings

4 stars

•U$449 / night

•19 mins. Distance

•Line M34

4 stars •U$202.50 / night


• Line M50

4 stars •U$296.80 / night


• Line M50

4 stars

•U$259 / night


•Line E

4 stars

•U$409.73 / night


•Line X30

3 stars

•U$231 / night


•Line M42

3 stars

•U$399.00 / night


•M42


12. Social venues & events

13. Restaurants

14. Preliminary budget


15. Stockholm & surroundings

16. Pre & Post congress tours

17. Support City of Stockholm

18. Sustainability issues, ideas for CSR


Follow the guidelines

– do not standardize

Every Bid book is a tailor made product

MARKETING & PROMOTION

Attendance to promotional events and congresses For potential financial support only 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

Promotional material and actions Stockholmbrochures and city maps 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

TECHNICAL EQUIPMENT - CONGRESS/EXHIBITION COSTS

Airport advertisements Escalator panels at the airport 20 6 EURO 100,00 EURO 12 000,00 EURO - EURO - EURO - EURO 12 000,00

Airport desks Welcome desk incl. staff 1 2 EURO 2 000,00 EURO 4 000,00 EURO - EURO - EURO 4 000,00 EURO -

City/region public transportation network advertisements Advertising at the central station 1 1 EURO 19 100,00 EURO 19 100,00 EURO - EURO - EURO - EURO 19 100,00

SERVICES

Fire services/Hour/ man Define needs based on project and/or give unit price 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

First Aid - Medical Service/Hour/man Define needs based on project and/or give unit price 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

Tourist Information Tourist Information desk at the congress venue 1 6 EURO 1 000,00 EURO 6 000,00 EURO - EURO - EURO 6 000,00 EURO -

INVITED SPEAKERS & COMMITTEES

Flight tickets SAS Star Alliance official Carrier Programme 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

Gifts for Committees Members, Speakers & invitees 500 1 EURO - EURO - EURO - EURO - EURO - EURO -

Hotel accommodation For potential financial support only 20 4 EURO - EURO - EURO - EURO - EURO 8 000,00 EURO -8 000,00

TRANSPORTATION/SHUTTLES

Access to city/region public transportation network Travel cards valid on public transport within the region ordered for ALL delegates valid during the congress. Delegates will be able to travel on their badge.

8000 7 EURO 30,00 EURO 1 680 000,00 EURO 840 000,00 EURO - EURO - EURO 840 000,00

Speakers bus from/to speakers hotel to/from Committees dinners 4 1 EURO 280,00 EURO 1 120,00 EURO - EURO - EURO 1 120,00 EURO -

Speakers bus from/to speakers hotel to/from congress venue 4 5 EURO 280,00 EURO 5 600,00 EURO - EURO - EURO 5 600,00 EURO -

Speakers bus from/to speakers hotel to/from Congress Party 4 1 EURO 280,00 EURO 1 120,00 EURO - EURO - EURO 1 120,00 EURO -

DIFFERENT SOCIETY COMMITTEE EXPENSES

Customs expenses For potential financial support only 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

Freight Transport & Management For potential financial support only 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

MCI Meetings & Inspection trips For potential financial support only 6 1 EURO - EURO - EURO - EURO - EURO - EURO -

Pre-congress committees meetings For potential financial support only 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

MEALS & SOCIAL ACTIVITIES

Congress Dinner Food & Beverages Approx cost for three-course dinner 2000 1 EURO 85,00 EURO 170 000,00 EURO - EURO - EURO - EURO 170 000,00

Congress Dinner Venue Rental No venue rental when ordering a three-course dinner 1 1 EURO - EURO - EURO - EURO - EURO - EURO -

Photographer for events 1 1 EURO - EURO - EURO - EURO - EURO - EURO -

Society Presidents dinner Approx cost for three-course dinner 400 1 EURO 75,00 EURO 30 000,00 EURO - EURO - EURO - EURO 30 000,00

VARIOUS

Insurances For potential financial support only 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

Lawyers for contract with venue For potential financial support only 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

Travel grants For potential financial support only 0 0 EURO - EURO - EURO - EURO - EURO - EURO -

TOTAL HOSTING CITY RELATED GOODS AND SERVICES EURO 1 928 940,00 EURO 840 000,00 EURO - EURO 25 840,00 EURO 1 063 100,00


Site inspection

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Why? To prove that the bid is true Create a relationship between the association/corePCO and the destination Who? Decision maker(s) The meeting planner


When? Before decision - of course - BUT……


How? Create a focused programme Dare to exclude Logistics Relations Inform local participants The right people


Decision

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Governance & structure models of associations (leading to a better understanding of their respective decision making process).

Decision making :

1. Who/how?

General Assembly (Olympic)

Board

Head Office

The “Ambassador”: who and role?

BEFORE…..


2. Why?

Rotation pattern

Development of the “science”

Market expansion

Financial boost

New trends (compliance)

This will influence the selection criteria priority: general, scientific, logistics, economic/market, financial, political, emotional.

3. When?

At the annual General Assembly: from 1 year to 6 years in advance

Board meeting: varied schedules

BEFORE…..

72 72 #ICCAWorld | iccaworld.com

CHAIN OF INTER-RELATED REASONS FOR SELECTING A DESTINATION

International Association Matters Destination Related Matters

No Influence Influence

Internal Politics

Scientific Relevance

Membership Representatio

n

Geography

Volunteers (from membership)

Accessibility

Infrastructure

Pricing

Local support

Safety/CSR

Frontier under pressure

Laurence Verhagen (SIOG))


Check the format of the presentation Time? Who? Where? What?


Promoting the candidacy

Start early

Meeting Ambassadors prime role Talk to the supporting partners Talk to decision makers Lobbying – count votes


Presentation:

Who will make the presentation on-site? Train the presenter Lobbying activities on-site Mini bid Exhibit


The presentation I have to be there or backing up at home Keep time schedule! Be prepared for surprises


THE PRESENTER MUST BE a good speaker a good presenter a stage performer and it helps if the presenter is a knowledgeable and flexible personality


The 10th World Congress of Hammer

Toes will be organised in ….


Antalya


We did a perfect research, a perfect Bid Book and we made an outstanding presentation! Why did we loose?


The unexpected

The sponsors!? The hidden agenda


Or simply......

..... a better competitor


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


The 11th World Congress of Hammer

Toes will be organised in ….


STOCKHOLM


We WON!!! Celebrate!!! Evaluate !!!


Stockholm has been selected What is the role of the CVB? Hand over – to whom? Introduction Contracts When is the information released

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Evaluation

Check out the organizers view of my destination.

Check out the delegates views of my destination.

Learn and CHANGE


What do you remember from this session?

What do we think you should remember

Do’s and don´ts in a bidding process


Remember....

Know the client and how she acts Give the client what she wants – NOT what I like to offer Create transparency and trust


Remember....

Effective Emotional Efficient


Remember....

Infrastructure Security Health issues

Tolerance Hospitality

Professionalism

Cost (of living)

Accessibility


International association meetings:

Bidding and Decision-making

This publication contains a comprehensive set of guidelines and check-lists that are created to help international association executives evaluate and improve the methodology they use to decide on future destinations for their international meetings.

http://www.iccaworld.com/cdps/cditem.cfm?nid=4048

http://www.iccaworld.com/cdps/cditem.cfm?nid=4048


EACH BID IS DIFFERENT

Studie 2009/10

#ICCAWorld iccaworld.com

Session code:

53rd ICCA Congress

Do not forget to evaluate Do not forget CMP Thank you!

ME10

fundamentals of association bidding_henrik von arnold

Education

research analysis venues

trade associations

national cvb cvb

unique nature of associations

members goal

session code

international meetings

groups members