51 st ICCA Congress International Congress and Convention Association . Twitter: #ICCA12 Session sponsored by: Basic Introduction to Bidding for International Association Congresses Tuesday 23 rd of October 2012
Nov 29, 2014
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
International Congress and Convention Association .
Twitter: #ICCA12
Who am I?
WHO ARE YOU??
International Congress and Convention Association .
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Any special issues??
International Congress and Convention Association .
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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
International Congress and Convention Association .
Twitter: #ICCA12
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
International Congress and Convention Association .
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….. even thinking of starting the process for bidding……
BEFORE…..
International Congress and Convention Association .
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I have to know my destination
International Congress and Convention Association .
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• KEEP UPDATED!!
International Congress and Convention Association .
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• What makes me better than
• my competitors?
• How do I tell?
International Congress and Convention Association .
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International Congress and Convention Association .
Twitter: #ICCA12
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
International Congress and Convention Association .
Twitter: #ICCA12
• Close cooperation between CVB - local PCO - meeting ambassador
Analysis & research
www.iccaworld.com
International Congress and Convention Association .
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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
International Congress and Convention Association .
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• Invites
• Front person
• Lobbyist
• Must be supported
• Must be educated
• Shall have the glory
Meeting ambassador
International Congress and Convention Association .
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Lobbying (the meeting ambassador)
International Congress and Convention Association .
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Organising information on the meeting
International Congress and Convention Association .
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• Ask the association
• Internet
• No guidelines?
Guidelines/Request for proposals
International Congress and Convention Association .
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Understanding the client
International Congress and Convention Association .
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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
International Congress and Convention Association .
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Availability Other events? Better events? – Yielding
International Congress and Convention Association .
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Are there any fees for hosting the meeting? Is it worth it? Who can pay?
Cost
International Congress and Convention Association .
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Local
National
Regional
European
Support
International Congress and Convention Association .
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If I get to know! I make a SWOT on the competitors
Competitors analysis
International Congress and Convention Association .
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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 Juan Pittsburgh Cape Town Stockholm
International Congress and Convention Association .
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Yes, let’s go for it!!!!
International Congress and Convention Association .
Twitter: #ICCA12
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
International Congress and Convention Association .
Twitter: #ICCA12
Securing venues & accommodation
Reservation of the congress venue & social venues Remember the time margins
International Congress and Convention Association .
Twitter: #ICCA12
Block bookings of the hotels Reseach ”booking flow” Confidential information Keep the hotels informed
International Congress and Convention Association .
Twitter: #ICCA12
Major medical meetings:
The organisations want the hotel room
prices included (to a fixed rate)in the bid
New “trend” (in Europe??)
International Congress and Convention Association .
Twitter: #ICCA12
Bid production
International Congress and Convention Association .
Twitter: #ICCA12
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
International Congress and Convention Association .
Twitter: #ICCA12
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!
International Congress and Convention Association .
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Read the Bid Manual/Guidelines Do NOT interpret it!! Check out what is missing
Read read read READ
International Congress and Convention Association .
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Read the Bid Manual/Guidelines - again and again
International Congress and Convention Association .
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Delivery
Who How When
International Congress and Convention Association .
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Adjust the bid to the client
Bridge the gap
International Congress and Convention Association .
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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
International Congress and Convention Association .
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Content
International Congress and Convention Association .
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Make it easy to understand
International Congress and Convention Association .
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International Congress and Convention Association .
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7. Communicating the meeting 8. References
Content
International Congress and Convention Association .
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9. Travel to Stockholm by plane official carrier – “convention plus” low cost carriers by train by boat 10. Public transport – reduced ticket prices?
Content
International Congress and Convention Association .
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International Congress and Convention Association .
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Airlines & flights
International Congress and Convention Association .
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International Congress and Convention Association .
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11. Accommodation Hotel Overview Low cost options?
Content
International Congress and Convention Association .
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Where and how many are they?
International Congress and Convention Association .
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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
International Congress and Convention Association .
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12. Social venues & events
13. Restaurants
14. Preliminary budget
International Congress and Convention Association .
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15. Stockholm & surroundings
16. Pre & Post congress tours
17. Support City of Stockholm
International Congress and Convention Association .
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Follow the guidelines
– do not standardize
Every Bid book is a tailor made product
International Congress and Convention Association .
Twitter: #ICCA12
Site inspection
International Congress and Convention Association .
Twitter: #ICCA12
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
International Congress and Convention Association .
Twitter: #ICCA12
Why? To prove that the bid is true Create a relationship between the association and the destination Who? Decision maker(s) The meeting planner
International Congress and Convention Association .
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When? Before decision - of course - BUT……
International Congress and Convention Association .
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How? Create a focused programme Dare to exclude Logistics Relations Inform local participants The right people
International Congress and Convention Association .
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Decision
International Congress and Convention Association .
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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
International Congress and Convention Association .
Twitter: #ICCA12
Check the format of the presentation Time? Who? Where? What?
International Congress and Convention Association .
Twitter: #ICCA12
Promoting the candidacy Start early Meeting Ambassadors prime role Talk to the supporting partners Talk to decision makers Lobbying – count votes
International Congress and Convention Association .
Twitter: #ICCA12
Presentation:
Who will make the presentation on-site? Train the presenter Lobbying activities on-site Mini bid Exhibit
International Congress and Convention Association .
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The HQ of the Association The Core PCO / AMC The Board Members The General Assembly All attendees
The decision makers
International Congress and Convention Association .
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The presentation I have to be there or backing up at home Keep time schedule! Be prepared for surprises
International Congress and Convention Association .
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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
International Congress and Convention Association .
Twitter: #ICCA12
The 10th World Congress of Hammer Toes will be organised in ….
International Congress and Convention Association .
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SAN JUAN
International Congress and Convention Association .
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I did a perfect research, a perfect Bid Book and we made an outstanding presentation! Why did I loose?
International Congress and Convention Association .
Twitter: #ICCA12
The unexpected
The sponsors!? The hidden agenda
International Congress and Convention Association .
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..... a better competitor
Or simply......
International Congress and Convention Association .
Twitter: #ICCA12
Don’t blame anyone - just try to understand and evaluate the campaign Decide if I want to go for it again- or not
International Congress and Convention Association .
Twitter: #ICCA12
The 11th World Congress of Hammer Toes will be organised in ….
International Congress and Convention Association .
Twitter: #ICCA12
STOCKHOLM
International Congress and Convention Association .
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I WON!!! Celebrate!!! Evaluate the campaign
International Congress and Convention Association .
Twitter: #ICCA12
• Stockholm has been selected What is the role of the CVB? Hand over – to whom? Introduction Contracts When is the information released
International Congress and Convention Association .
Twitter: #ICCA12
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
International Congress and Convention Association .
Twitter: #ICCA12
Check out the organizers view of my destination.
Check out the delegates views of my destination.
Learn and CHANGE
International Congress and Convention Association .
Twitter: #ICCA12
Know the client and how she acts Give the client what she wants – NOT what I like to offer Create transparency and trust
Remember....
International Congress and Convention Association .
Twitter: #ICCA12
EACH BID IS DIFFERENT
Studie 2009/10
51st ICCA Congress
International Congress and Convention Association .
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Session sponsored by:
Thank you!