Your SlideShare is downloading. ×
0
50th ICCA Congress    Basic Introduction to    Bidding for International    Association Congresses    Monday 24th of Octob...
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        ...
= Convention                                                                      Bureau      Research &                  ...
BEFORE…..Even thinking ofstarting the process for bidding……International Congress and Convention Association.congress.icca...
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.icc...
International Congress and Convention Association.congress.icca.mobi |   Twitter: #ICCA11
Int                   LOBBYING                                                                  Meetingassociation        ...
• Analysis & research• Close cooperation  between CVB - local PCO -  meeting ambassadorInternational Congress and Conventi...
Meeting ambassadorAn individual with high profile within hers/hisarea of knowledge and with a good nationaland/or internat...
Meeting ambassador• Invites• Front person• Lobbyist• Must be supported• Must be educated• Shall have the gloryInternationa...
Lobbying (the meeting     ambassador)International Congress and Convention Association.congress.icca.mobi |   Twitter: #IC...
Organising information on the meetingInternational Congress and Convention Association.congress.icca.mobi |   Twitter: #IC...
Guidelines/Request for proposals• Ask the association• Internet• No guidelines?International Congress and Convention Assoc...
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 (CV...
INFORMATION FROM ICCA
Availability    Other events?    Better events? – YieldingInternational Congress and Convention Association.congress.icca....
Cost    Are there any fees for hosting    the meeting?    Is it worth it?    Who can pay?International Congress and Conven...
Support    Local    National    Regional    EuropeanInternational Congress and Convention Association.congress.icca.mobi |...
Competitors analysis    If I get to know!    I make a SWOT on the    competitorsInternational Congress and Convention Asso...
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 mon...
International Congress & Convention Association                Yes, let’s go for it!!Henrik von Arnold 2011International C...
Int                   LOBBYING                                                                  Meetingassociation        ...
Securing venues & accommodation    Reservation of the congress    venue & social venues    Remember the time marginsIntern...
Block bookings of the hotels    Reseach ”booking flow”    Confidential information    Keep the hotels informedInternationa...
Bid productionInternational Congress and Convention Association.congress.icca.mobi |   Twitter: #ICCA11
Int                   LOBBYING                                                                  Meetingassociation        ...
A bid book is a document    presenting the destination,    focusing on the association’s    needs, for organising a meetin...
Read read read READ    Read the Bid Manual/Guidelines    Do NOT interpret it!!    Check out what is missingInternational C...
Read the Bid Manual/Guidelines - again and againInternational Congress and Convention Association.congress.icca.mobi |   T...
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.c...
Content    1. Letters of invitations    2. Support from the university, other universities, national    research centres, ...
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.mo...
Content    9. Travel to Stockholm         by plane              official carrier              low cost carriers         by...
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 ...
International Congress and Convention Association.congress.icca.mobi |   Twitter: #ICCA11
Hotels – prise & ratings              4 stars                               4 stars                                       ...
12. Social venues & events13. Restaurants14. Preliminary budgetInternational Congress and Convention Association.congress....
15. Stockholm & surroundings16. Pre & Post congress tours17. Support City of StockholmInternational Congress and Conventio...
Follow the guidelines     – do not standardize    Every Bid book is a tailor    made productInternational Congress and Con...
Site visitInternational Congress and Convention Association.congress.icca.mobi |   Twitter: #ICCA11
Int                   LOBBYING                                                                  Meetingassociation        ...
Why? To prove that the bid is true    Create a relationship between    the association and the destination    Who?    Deci...
When? Before decision - of course - BUT……International Congress and Convention Association.congress.icca.mobi |   Twitter:...
How? Create a focused programme Dare to exclude Logistics Relations Inform local participants The right peopleInternationa...
DecisionInternational Congress and Convention Association.congress.icca.mobi |   Twitter: #ICCA11
Int                   LOBBYING                                                                  Meetingassociation        ...
Check the format of the presentation         Time?         Who?         Where?         What?International Congress and Con...
Promoting the candidacy    Start early    Meeting Ambassadors prime role    Talk to the supporting partners    Talk to dec...
Presentation:    Who will make the presentation    on-site?    Train the presenter    Lobbying activities on-site       Mi...
The decision makers    The HQ of the Association    The Core PCO / AMC    The Board Members    The General Assembly    All...
The presentation    I have to be there or    backing up at home    Keep time schedule!    Be prepared for surprisesInterna...
THE PRESENTER MUST BE    a good speaker    a good presenter    a stage performer    and it helps if the presenter is    a ...
The 10th                World Congress of               Contraception will be                 organised in ….International...
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?Internation...
The unexpected    The hidden agenda    A decision making body    neglecting their own rulesInternational Congress and Conv...
Or simply......    ..... a better competitorInternational Congress and Convention Association.congress.icca.mobi |   Twitt...
Don’t blame anyone -    just try to understand    and evaluate the campaign    Decide if I want to go for    it again- or ...
The 10th                World Congress of               Contraception will be                 organised in ….International...
STOCKHOLMInternational Congress and Convention Association.congress.icca.mobi |   Twitter: #ICCA11
I WON!!!    Celebrate!!!    Evaluation of the campaignInternational Congress and Convention Association.congress.icca.mobi...
• Stockholm has been selected    What is the role of the CVB?    Hand over – to whom?    Introduction    Contracts    When...
Int                   LOBBYING                                                                  Meetingassociation        ...
Know the client and how she acts    Give the client what she wants    – NOT what I like to offer    Create transparency an...
EACH       BID         IS   DIFFERENTInternational Congress and Convention Association.congress.icca.mobi |   Twitter: #IC...
50th ICCA Congress    Thank you!International Congress and Convention Association.congress.icca.mobi |   Twitter: #ICCA11
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
Upcoming SlideShare
Loading in...5
×

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

911

Published on

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

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
911
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
73
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

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

  1. 1. 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
  2. 2. WHO ARE YOU??International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  3. 3. Any special issues??International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  4. 4. 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
  5. 5. = 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
  6. 6. BEFORE…..Even thinking ofstarting the process for bidding……International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  7. 7. Know my destinationInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  8. 8. • KEEP UPDATED!!International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  9. 9. • What makes me better than• my competitors?• How do I tell?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  10. 10. International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  11. 11. 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
  12. 12. • Analysis & research• Close cooperation between CVB - local PCO - meeting ambassadorInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11 www.iccaworld.com
  13. 13. 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
  14. 14. 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
  15. 15. Lobbying (the meeting ambassador)International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  16. 16. Organising information on the meetingInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  17. 17. Guidelines/Request for proposals• Ask the association• Internet• No guidelines?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  18. 18. Understanding the clientInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  19. 19. 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
  20. 20. INFORMATION FROM ICCA
  21. 21. Availability Other events? Better events? – YieldingInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  22. 22. 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
  23. 23. Support Local National Regional EuropeanInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  24. 24. Competitors analysis If I get to know! I make a SWOT on the competitorsInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  25. 25. 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
  26. 26. International Congress & Convention Association Yes, let’s go for it!!Henrik von Arnold 2011International Congress and Convention Association www.iccaworld.com
  27. 27. 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
  28. 28. Securing venues & accommodation Reservation of the congress venue & social venues Remember the time marginsInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  29. 29. Block bookings of the hotels Reseach ”booking flow” Confidential information Keep the hotels informedInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  30. 30. Bid productionInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  31. 31. 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
  32. 32. 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
  33. 33. 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
  34. 34. Read the Bid Manual/Guidelines - again and againInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  35. 35. Delivery Who How WhenInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  36. 36. Adjust the bid to the client Bridge the gapInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  37. 37. 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
  38. 38. ContentInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  39. 39. Make it easy to understandInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  40. 40. International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  41. 41. Content 7. Communicating the meeting 8. ReferencesInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  42. 42. 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
  43. 43. International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  44. 44. Airlines & flightsInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  45. 45. International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  46. 46. Content 11. Accommodation Hotel Overview Low cost options?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  47. 47. International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  48. 48. 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
  49. 49. 12. Social venues & events13. Restaurants14. Preliminary budgetInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  50. 50. 15. Stockholm & surroundings16. Pre & Post congress tours17. Support City of StockholmInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  51. 51. Follow the guidelines – do not standardize Every Bid book is a tailor made productInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  52. 52. Site visitInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  53. 53. 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
  54. 54. 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
  55. 55. When? Before decision - of course - BUT……International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  56. 56. 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
  57. 57. DecisionInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  58. 58. 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
  59. 59. Check the format of the presentation Time? Who? Where? What?International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  60. 60. 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
  61. 61. 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
  62. 62. 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
  63. 63. 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
  64. 64. 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
  65. 65. The 10th World Congress of Contraception will be organised in ….International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  66. 66. CAPE TOWNInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  67. 67. 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
  68. 68. The unexpected The hidden agenda A decision making body neglecting their own rulesInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  69. 69. Or simply...... ..... a better competitorInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  70. 70. 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
  71. 71. The 10th World Congress of Contraception will be organised in ….International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  72. 72. STOCKHOLMInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  73. 73. I WON!!! Celebrate!!! Evaluation of the campaignInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  74. 74. • 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
  75. 75. 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
  76. 76. 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
  77. 77. EACH BID IS DIFFERENTInternational Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  78. 78. 50th ICCA Congress Thank you!International Congress and Convention Association.congress.icca.mobi | Twitter: #ICCA11
  1. A particular slide catching your eye?

    Clipping is a handy way to collect important slides you want to go back to later.

×