05 ICCA RSMP 2012 - From RFP to bid presentation

International Congress and Convention Association.

www.iccaworld.com | icca.mobi

From RFP to Bid presentation

The Four-Four time of Bidding

ICCA Research, Sales & Marketing Programme

| #irsmp12



Request for Proposals

Invitation to Bid

Call for Bid

Venue Bid ManualKey criteria for

the selection Call for

conference

bidsGuidelines and

bidding rulesNew call for candidatures to host

Invitation of Expression of Interest to Host

Call to host

Call for Expression

of Interest to Host

Host Site Bid Solicitation Message



• Negative side of RFPs– No standard name– No standard format– No standard vocabulary– No standard procedures– No standard size




• Positive side of RFPs– There are no perfect RFPs– There is always a chance to clarify what is

written




Your bidding marchIn four-four-time



• Your task– Choose the destination you want to

represent– Find 4 strong reasons why your destination

should be selected– Create 2 promotional ideas to increase

attendance– Come up with one CSR initiative for the

event– Present your case




1st time of the Bidding MarchThursday 13:45 – 14:45

-Read and analyze the RFP-Choose a destination able to accommodate the

business behind the RFP-What more information do you need from the

client to prepare a bid?-Three groups per RFP working together-Clients are present to observe/listen only




- Read!- Analyse!- Understand!- Discuss!- What is missing to prepare the bid?

Clients listen but do not talk!




Do not forget

- Who will prepare the bid?- Who will present the bid?




2nd Time of the Bidding MarchFriday, 09.00-10.00

-Ask your questions to the client-Be specific-Short structuring of your presentation-Clients present 20 minutes per group

Clients answer your questions




3rd Time of the Bidding MarchFriday 15:15-16:15

Prepare your presentation and do not forget:-4 strong reasons why the client should choose

your destination-2 promotional ideas to encourage attendance-1 CSR initiative for the event

Clients are not present!




4th Time of the Bidding MarchSaturday, 10:30-11:30

-Each group gives a presentation of max. 10 minutes each

-Three presentations per RFP-Client/one Faculty member will be present to

give feedback




That is your Bidding March 2012!

ICCA Research, Sales & Marketing Programme

| #irsmp12

05 ICCA RSMP 2012 - From RFP to bid presentation

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bidding marchfriday

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bidding marchsaturday

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