saturday 11 july - international congress and convention ... oliver 2009.pdf · international...

International Congress and Convention Association www.iccaworld.com

The practical side of bidding

Saturday 11 July 15.30-16.30

International Congress & Convention Association


Key Decision Factors

AccessQuality of facilitiesQuality of servicePrice/Price flexibilitySafety/Security


Key Success Factors -KSFs-

FlexibilityTransparencyAbility to add value to our bids (every single bid is different to the others)


Do you know the perception of your destination?


% of Meetings by Subjects – ICCA Statistics Report


Medical Science has been the most occurring subject of international association meetings in the last 10 years, even though the relative number of meetings with a medical science subject has dropped from 19.6% in 1998 to 18.5% in 2007. Technology, Science and Industry have always been in the top 4 with Medical Sciences for the last 10 years. Technology was third from 1998 until 2003, and second as of 2004. Education was fifth in 2007.

ICCA Analysis


IPCAA Vision on Medical Congresses

Tighter Compliance RulesShift from marketing to medicalStronger ProcurementBudget restrictions

In shortNo resortsNo 5 Stars HotelsNo Accompanying PersonsLimitation on hospitality rates

Focus is science

www.ipcaa.org


The Market

Our Target MarketsAssociationsCorporateGovernmental/InstitutionsTrade shows

Geographical LevelsLocalRegionalNationalEuropeanInternational / WorldSupranational


The Market 2007 2006

Total number of Association Meetings 1909 1465Number of National Meetings 1200 961Number of International Meetings 709 504

Total number of Governmental Meetings 458 307Number of National Meetings 170 135Number of International Meetings 288 172

Total number of Corporate Meetings 1622 1154Number of National Meetings 1134 714Number of International Meetings 488 440

Total number of meetings handled 3989 2926

(*) Results of IAPCO annual survey among its members


The Market

(*) Results of IAPCO annual survey among its members

48%

11%

41%

Total number ofAssociation MeetingsTotal number ofGovernmental MeetingsTotal number ofCorporate Meetings


Association Market: Bid Decision Making Process

Know your client -KYC-

Know detailed information about thedecision maker before preparing yourbidCollect suitable information about their interestSit at their desk

Empathy is one of the main KSFs

identification withand understanding

of another’ssituation, feelings,

and motives



Decision Makers

Association: General AssemblyAssociation: Executive BoardAssociation: Executive DirectorAssociation Management CompanyIn-house Meeting PlannerCore PCO



Current Situation

Association: General Assembly -

Association: Executive Board -

Association: Executive Director -

Association Management Company -

In-house Meeting Planner -

Core PCO -


SWOT Bidding Technique


A member or members of the organisation based in the host country hold office within the organisation, e.g. President, Executive SecretaryAcknowledged experts in the profession are based in the host countrySuitable congress and exhibition facilitiesAppealing destinationExcellent supporting infrastructure e.g. transport, hotels, restaurantsDestination has successfully hosted congresses of a similar size and scopeClose working relationship amongst the key suppliers e.g. PCO, convention bureau, venues, airlines, hotelsExchange rate (if favourable for the majority of the delegates)


Strenghts



Weaknesses

Available meeting facilities do not exactly match the congress’s requirementProfessional group in the host country is relatively small and/or not well knownAn adequate level of seed funding for the project is not guaranteedNot all members of the professional group in the host country are committed to the bidHost country has not hosted a congress of a similar size and scopeLocal congress industry is not united in its support for the bidExchange rate (if unfavorable for the majority of the delegates)



Opportunities

Congress has never been held in the country or regionProfessional group in the host country has a high profile and/or excellent reputation internationallyConvenor is well respected internationallyVenue is determined by rotation, e.g. a northern hemisphere venue followed by a southern hemisphere venueLocal congress industry is willing to provide professional support in preparing the bidDestination is perceived to be safeLocal industry presence to provide financial support



ThreatsLikelihood of a bid being submitted by a country in the same geographical regionLong travelling time from countries traditionally well represented at the congressHotels and the airline are unable to provide as many complimentary rooms/airline seats as those in competing countriesIf the congress must take place in the high season, airfares and accommodation rates may be uncompetitiveOther destinations are bidding for a second timeAggressive lobbying by competitorsPolitical instability (real or perceived) in the host country/regionConcerns about personal security in the host countryFluctuating exchange rate, i.e. costs are unpredictable


Unique Bidding Tricks -UBTs-

Guaranteed hotel rates for the Conference

Provide a marketing strategy to attract more delegates to the Conference if it takes place in your destination

Close working relationship amongst the key suppliers at the destination

Potential membership growth of the association in your destination or region


Unique Bidding Tricks -UBTs-Create involvement of social community and local authorities on giving the sense of being the “most important event”

Taxes transparency

Offer a Virtual Congress as of the last edition

Offer a web positioning service for the congress website

Offer webcasting of the congress through your website (many potentials clients targeted)

Offer simultaneous translation in one additional language to attract more delegates


Unique Bidding Tricks -UBTs-

Providing creative solutions to the most critical areas makes

the difference


The Bid Team and their Roles

The chairperson who initiates the Bid

Invited members from the same field

Representative from the Convention Bureau

Representative from the Congress venue

Representative from the hotels

Representative of the PCO

Representative from the host country airline

Sponsor companies


The Bid Timeline


The “Red Carpet” Site Inspection

Who covers the costs? What feedback is provided by whom, and by whenWhy are these particular individuals required to undertake site inspections?

ICCA

This visit is extremely important and needs enormous involvement, not only from the PCO but also from the Governmental Authorities and the Convention and Visitors’ BureauTransparency: people involved in the site inspection must be prepared to answer any and all questions

IAPCO


The “Red Carpet” Site Inspection

ASSOCIATIONS

Another non go area in bid making is bearing lavish gifts.

“True enough, it is practical to be met at the airport and stay in a comfortable hotel. And we always appreciate a nice meal in the evening. However, there´s no need to present us with a Mont Blanc pen set or the latest Blackberry model. The societies want the bidders to respect its procedures and not make commercial promises they know perfectly well they can´t keep”


Useful Promotion Tools on Web 2.0

YouTube, My Space TVEbooksBlogsForumsProfessional NetworksWeb Bid BookMy SpaceGoogle Videos


Thank you!

International Congress & Convention Association

saturday 11 july - international congress and convention ... oliver 2009.pdf · international...

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