basic introduction to biding for international association congresses #icca12 monday 22/10/2012

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


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Who am I?

WHO ARE YOU??


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Any special issues??


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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


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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


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

BEFORE…..


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I have to know my destination


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• KEEP UPDATED!!


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• What makes me better than

• my competitors?

• How do I tell?


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


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• Close cooperation between CVB - local PCO - meeting ambassador

Analysis & research

www.iccaworld.com


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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


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• Invites

• Front person

• Lobbyist

• Must be supported

• Must be educated

• Shall have the glory

Meeting ambassador


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Lobbying (the meeting ambassador)


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Organising information on the meeting


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• Ask the association

• Internet

• No guidelines?

Guidelines/Request for proposals


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Understanding the client


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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


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Availability Other events? Better events? – Yielding


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

Cost


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Local

National

Regional

European

Support


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

Competitors analysis


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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


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Yes, let’s go for it!!!!


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA12

Securing venues & accommodation

Reservation of the congress venue & social venues Remember the time margins


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Block bookings of the hotels Reseach ”booking flow” Confidential information Keep the hotels informed


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Major medical meetings:

The organisations want the hotel room

prices included (to a fixed rate)in the bid

New “trend” (in Europe??)


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Bid production


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

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!


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

Read read read READ


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Read the Bid Manual/Guidelines - again and again


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Delivery

Who How When


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Adjust the bid to the client

Bridge the gap


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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


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Content


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Make it easy to understand


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7. Communicating the meeting 8. References

Content


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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


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Airlines & flights


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11. Accommodation Hotel Overview Low cost options?

Content


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Where and how many are they?


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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

•21 mins. Distance

•Line E

4 stars

•U$409.73 / night


•Line X30

3 stars

•U$231 / night


•Line M42

3 stars

• U$399.00 / night


• M42


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12. Social venues & events

13. Restaurants

14. Preliminary budget


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15. Stockholm & surroundings

16. Pre & Post congress tours

17. Support City of Stockholm


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Follow the guidelines

– do not standardize

Every Bid book is a tailor made product


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Site inspection


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

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


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When? Before decision - of course - BUT……


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


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Decision


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA12

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


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Promoting the candidacy Start early Meeting Ambassadors prime role Talk to the supporting partners Talk to decision makers Lobbying – count votes


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Presentation:

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


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The HQ of the Association The Core PCO / AMC The Board Members The General Assembly All attendees

The decision makers


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


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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


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The 10th World Congress of Hammer Toes will be organised in ….


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SAN JUAN


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


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The unexpected

The sponsors!? The hidden agenda


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..... a better competitor

Or simply......


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Don’t blame anyone - just try to understand and evaluate the campaign Decide if I want to go for it again- or not


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The 11th World Congress of Hammer Toes will be organised in ….


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STOCKHOLM


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I WON!!! Celebrate!!! Evaluate the campaign


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


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LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA12

Check out the organizers view of my destination.

Check out the delegates views of my destination.

Learn and CHANGE


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

Remember....


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EACH BID IS DIFFERENT

Studie 2009/10

51st ICCA Congress


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Session sponsored by:

Thank you!

basic introduction to biding for international association congresses #icca12 monday 22/10/2012

Documents