te07 fundamentals of bidding for international association meetings - henrik

52nd ICCA Congress

International Congress and Convention Association .

Twitter: #ICCA13

Basic Introduction to Bidding for International Association Congresses Tuesday 5th of November 2013


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Who are we?

WHO ARE YOU??


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Any special issues??

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


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• What makes me better than

• my competitors?

• How do I tell?


Twitter: #ICCA13

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA13

• Close cooperation between CVB - local PCO - meeting ambassador

Analysis & research


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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?

Shanghai Pittsburgh Cape Town Stockholm


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Yes, let’s go for it!!!!

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA13

Securing venues & accommodation

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


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Block bookings of hotel room Research ”booking flow” Confidential information Keep the hotels informed


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Major medical meetings:

The organisations want the hotel room

rates included (to a fixed rate)in

the bid

New “trend” (in Europe??)


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Bid production

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA13

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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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


•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

18. Sustainable issues, ideas for CSR


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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


Twitter: #ICCA13

Site inspection

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA13

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


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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

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA13

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

The decision makers


Twitter: #ICCA13

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 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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Shanghai


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We did a perfect research, a perfect Bid Book and we made an outstanding presentation! Why did we 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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We WON!!! Celebrate!!! Evaluate !!!


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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

LOBBYING

LOBBYING

RESEARCH

SITE VISIT


Associations

LOBBYING

LOBBYING


&

RESEARCH

PRESENTATION

&

DECISION

MEETING

EVALUATION


Associations

SITE INSPECTION

BID

Meeting ambassador

Int

association


Twitter: #ICCA13

Check out the organizers view of my destination.

Check out the delegates views of my destination.

Learn and CHANGE

Evaluation


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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

52nd ICCA Congress


Twitter: #ICCA13

Thank you!

te07 fundamentals of bidding for international association meetings - henrik

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