Basic Introduction to Bidding for International Association Congresses #icca11 MONDAY 24/10/11
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Basic Introduction to Bidding for International Association Congresses #icca11 MONDAY 24/10/11

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Presentation on Basic Introduction to Bidding for International Association Congresses by Hendrik von Arnold given during the 50th ICCA Congress. #icca11 MONDAY 24/10/11

Presentation on Basic Introduction to Bidding for International Association Congresses by Hendrik von Arnold given during the 50th ICCA Congress. #icca11 MONDAY 24/10/11

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    Basic Introduction to Bidding for International Association Congresses #icca11 MONDAY 24/10/11 Basic Introduction to Bidding for International Association Congresses #icca11 MONDAY 24/10/11 Presentation Transcript

    • 50th ICCA Congress Basic Introduction to Bidding for International Association Congresses Monday 24th of October 2011International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • WHO ARE YOU??International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Any special issues??International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS LOBBYING Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . congress.icca.mobi | Twitter: #ICCA11
    • = Convention Bureau Research & Securing venues & Analysis accommodation The City Bid Venues DMCs PCOsUniversity Hotels Suppliers Site-inspectionEvaluation Decision The Meeting International Congress and Convention Association . HENRIK VON ARNOLD 2008 congress.icca.mobi | Twitter: #ICCA11
    • BEFORE…..Even thinking ofstarting the process for bidding……International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Know my destinationInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • • KEEP UPDATED!!International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • • What makes me better than• my competitors?• How do I tell?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS LOBBYING Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . congress.icca.mobi | Twitter: #ICCA11
    • • Analysis & research• Close cooperation between CVB - local PCO - meeting ambassadorInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11 www.iccaworld.com
    • Meeting ambassadorAn individual with high profile within hers/hisarea of knowledge and with a good nationaland/or international networkInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Meeting ambassador• Invites• Front person• Lobbyist• Must be supported• Must be educated• Shall have the gloryInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Lobbying (the meeting ambassador)International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Organising information on the meetingInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Guidelines/Request for proposals• Ask the association• Internet• No guidelines?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Understanding the clientInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • History of the congress• ICCA/UIA• Internet• Local member of the association• Board member• Colleagues in the industry (CVB, PCO, venues)• Previous destinationsInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • INFORMATION FROM ICCA
    • Availability Other events? Better events? – YieldingInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Cost Are there any fees for hosting the meeting? Is it worth it? Who can pay?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Support Local National Regional EuropeanInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Competitors analysis If I get to know! I make a SWOT on the competitorsInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • 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? Leipzig Pittsburgh Cape TownInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • International Congress & Convention Association Yes, let’s go for it!!Henrik von Arnold 2011International Congress and Convention Association www.iccaworld.com
    • Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS LOBBYING Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . congress.icca.mobi | Twitter: #ICCA11
    • Securing venues & accommodation Reservation of the congress venue & social venues Remember the time marginsInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Block bookings of the hotels Reseach ”booking flow” Confidential information Keep the hotels informedInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Bid productionInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS LOBBYING Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . congress.icca.mobi | Twitter: #ICCA11
    • 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.congress.icca.mobi | Twitter: #ICCA11
    • Read read read READ Read the Bid Manual/Guidelines Do NOT interpret it!! Check out what is missingInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Read the Bid Manual/Guidelines - again and againInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Delivery Who How WhenInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Adjust the bid to the client Bridge the gapInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Content 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 forInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • ContentInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Make it easy to understandInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Content 7. Communicating the meeting 8. ReferencesInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Content 9. Travel to Stockholm by plane official carrier low cost carriers by train by boat 10. Public transport – reduced ticket prices?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Airlines & flightsInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Content 11. Accommodation Hotel Overview Low cost options?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Hotels – prise & ratings 4 stars 4 stars •U$259 / night • U$449 / night •21 mins. Distance • 19 mins. Distance •Line E • Line M34 4 stars •U$409.73 / night 4 stars •19 mins. Distance •Line X30 • U$202.50 / night • 18 mins. Distance 3 stars • Line M50 •U$231 / night •20 mins. Distance •Line M42 4 stars • U$296.80 / night 3 stars • 20 mins. Distance • U$399.00 / night • Line M50 • 19 mins. Distance • M42International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • 12. Social venues & events13. Restaurants14. Preliminary budgetInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • 15. Stockholm & surroundings16. Pre & Post congress tours17. Support City of StockholmInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Follow the guidelines – do not standardize Every Bid book is a tailor made productInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Site visitInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS LOBBYING Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . congress.icca.mobi | Twitter: #ICCA11
    • Why? To prove that the bid is true Create a relationship between the association and the destination Who? Decision maker(s) The meeting plannerInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • When? Before decision - of course - BUT……International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • How? Create a focused programme Dare to exclude Logistics Relations Inform local participants The right peopleInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • DecisionInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS LOBBYING Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . congress.icca.mobi | Twitter: #ICCA11
    • Check the format of the presentation Time? Who? Where? What?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Promoting the candidacy Start early Meeting Ambassadors prime role Talk to the supporting partners Talk to decision makers Lobbying – count votesInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Presentation: Who will make the presentation on-site? Train the presenter Lobbying activities on-site Mini bid ExhibitInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • The decision makers The HQ of the Association The Core PCO / AMC The Board Members The General Assembly All attendeesInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • The presentation I have to be there or backing up at home Keep time schedule! Be prepared for surprisesInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • THE PRESENTER MUST BE a good speaker a good presenter a stage performer and it helps if the presenter is a knowledgeable and flexible personalityInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • The 10th World Congress of Contraception will be organised in ….International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • CAPE TOWNInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • I did a perfect research, a perfect Bid Book and we made an outstanding presentation! Why did I loose?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • The unexpected The hidden agenda A decision making body neglecting their own rulesInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Or simply...... ..... a better competitorInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Don’t blame anyone - just try to understand and evaluate the campaign Decide if I want to go for it again- or notInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • The 10th World Congress of Contraception will be organised in ….International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • STOCKHOLMInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • I WON!!! Celebrate!!! Evaluation of the campaignInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • • Stockholm has been selected What is the role of the CVB? Hand over – to whom? Introduction Contracts When is the information releasedInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS LOBBYING Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . congress.icca.mobi | Twitter: #ICCA11
    • Know the client and how she acts Give the client what she wants – NOT what I like to offer Create transparency and trustInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • EACH BID IS DIFFERENTInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
    • 50th ICCA Congress Thank you!International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11