51st ICCA Congress    Basic Introduction to    Bidding for International    Association Congresses    Tuesday 23rd of Octo...
Who am I?                                      WHO ARE YOU??International Congress and Convention Association.Twitter: #IC...
Any special issues??International Congress and Convention Association.Twitter: #ICCA12
The 10th       World Congress of Hammer       Toes will be organised in ….International Congress and Convention Associatio...
Int                  LOBBYING                                                                 Meetingassociation          ...
Teamwork in the destination                                                                  = Convention     Research &  ...
BEFORE…..….. even thinking of starting theprocess for bidding……International Congress and Convention Association.Twitter: ...
I have to know my destinationInternational Congress and Convention Association.Twitter: #ICCA12
• KEEP UPDATED!!International Congress and Convention Association.Twitter: #ICCA12
• What makes me better than• my competitors?• How do I tell?International Congress and Convention Association.Twitter: #IC...
International Congress and Convention Association.Twitter: #ICCA12
Int                  LOBBYING                                                                 Meetingassociation          ...
Analysis & research• Close cooperation  between CVB - local PCO -  meeting ambassadorInternational Congress and Convention...
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.Twitter: #ICCA12
Organising information on the meetingInternational Congress and Convention Association.Twitter: #ICCA12
Guidelines/Request for proposals• Ask the association• Internet• No guidelines?International Congress and Convention Assoc...
Understanding the clientInternational Congress and Convention Association.Twitter: #ICCA12
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.Twitter: #ICCA12
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.Twitter: #ICCA12
Competitors analysisIf I get to know!    I make a SWOT on the    competitorsInternational Congress and Convention Associat...
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...
Yes, let’s go for it!!!!International Congress and Convention Association.Twitter: #ICCA12
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...
New “trend” (in Europe??)Major medical meetings:The organisations want the hotel roomprices included (to a fixed rate)in t...
Bid productionInternational Congress and Convention Association.Twitter: #ICCA12
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 READRead the Bid Manual/Guidelines    Do NOT interpret it!!    Check out what is missingInternational Congr...
Read the Bid Manual/Guidelines - again and againInternational Congress and Convention Association.Twitter: #ICCA12
Delivery    Who    How    WhenInternational Congress and Convention Association.Twitter: #ICCA12
Adjust the bid to the client                              Bridge the gapInternational Congress and Convention Association....
Content    1. Letters of invitations    2. Support from the university, other universities, national    research centres, ...
ContentInternational Congress and Convention Association.Twitter: #ICCA12
Make it easy to understandInternational Congress and Convention Association.Twitter: #ICCA12
International Congress and Convention Association.Twitter: #ICCA12
Content    7. Communicating the meeting    8. ReferencesInternational Congress and Convention Association.Twitter: #ICCA12
Content    9. Travel to Stockholm         by plane              official carrier – “convention plus”              low cost...
International Congress and Convention Association.Twitter: #ICCA12
Airlines & flightsInternational Congress and Convention Association.Twitter: #ICCA12
International Congress and Convention Association.Twitter: #ICCA12
Content11. Accommodation        Hotel Overview        Low cost options?International Congress and Convention Association.T...
Where and how many are they?International Congress and Convention Association.Twitter: #ICCA12
Hotels – price & ratings              4 stars                               4 stars                                       ...
12. Social venues & events13. Restaurants14. Preliminary budget15. Making a sustainable meeting in        StockholmInterna...
16. Stockholm & surroundings17. Pre & Post congress tours18. Support by the City of StockholmInternational Congress and Co...
Follow the guidelines   – do not standardize    Every Bid book is a tailor    made productInternational Congress and Conve...
Site inspectionInternational Congress and Convention Association.Twitter: #ICCA12
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.Twitter: #ICCA12
How? Create a focused programme Dare to exclude Logistics Relations Inform local participants The right peopleInternationa...
DecisionInternational Congress and Convention Association.Twitter: #ICCA12
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 ...
SAN JUANInternational Congress and Convention Association.Twitter: #ICCA12
I did a perfect research,  a perfect Bid Book and we  made an outstanding presentation!    Why did I loose?International C...
The unexpected  The sponsors!?  The hidden agendaInternational Congress and Convention Association.Twitter: #ICCA12
Or simply......    ..... a better competitorInternational Congress and Convention Association.Twitter: #ICCA12
Don’t blame anyone -    just try to understand    and evaluate the campaign    Decide if I want to go for    it again- or ...
The 11th       World Congress of Hammer       Toes will be organised in ….International Congress and Convention Associatio...
STOCKHOLMInternational Congress and Convention Association.Twitter: #ICCA12
I WON!!!    Celebrate!!!    Evaluate the campaignInternational Congress and Convention Association.Twitter: #ICCA12
• Stockholm has been selected    What is the role of the CVB?    Hand over – to whom?    Introduction    Contracts    When...
Int                  LOBBYING                                                                 Meetingassociation          ...
Check out the organizers view of my    destination.    Check out the delegates views of my    destination.    Learn and CH...
Remember....    Know the client and how she acts    Give the client what she wants    – NOT what I like to offer    Create...
EACH             BID           IS   DIFFERENTInternational Congress and Convention Association.Twitter: #ICCA12
Studie 2009/10
ME30310/22/2012 14:00:00International Congress and Convention Association.Twitter: #ICCA12
51st ICCA Congress    Thank you!International Congress and Convention Association.                                        ...
Basic Introduction To Bidding For International Association Congresses #ICCA12 MONDAY 22/10/2012
Basic Introduction To Bidding For International Association Congresses #ICCA12 MONDAY 22/10/2012
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Basic Introduction To Bidding For International Association Congresses #ICCA12 MONDAY 22/10/2012

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Presentation held at the 51st ICCA Congress which took place in San Juan, Puerto Rico from 20 - 24 October 2012. For more information on ICCA please visit www.iccaworld.com.

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Basic Introduction To Bidding For International Association Congresses #ICCA12 MONDAY 22/10/2012

  1. 1. 51st ICCA Congress Basic Introduction to Bidding for International Association Congresses Tuesday 23rd of October 2012International Congress and Convention Association. Session sponsored by:Twitter: #ICCA12
  2. 2. Who am I? WHO ARE YOU??International Congress and Convention Association.Twitter: #ICCA12
  3. 3. Any special issues??International Congress and Convention Association.Twitter: #ICCA12
  4. 4. The 10th World Congress of Hammer Toes will be organised in ….International Congress and Convention Association.Twitter: #ICCA12
  5. 5. 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 . Twitter: #ICCA12
  6. 6. Teamwork in the destination = Convention Research & Securing venues & Bureau Analysis accommodation The City Bid Venues DMCs PCOsUniversity Hotels Suppliers Site-inspectionEvaluation The Meeting DecisionInternational Congress and Convention Association.Twitter: #ICCA12
  7. 7. BEFORE…..….. even thinking of starting theprocess for bidding……International Congress and Convention Association.Twitter: #ICCA12
  8. 8. I have to know my destinationInternational Congress and Convention Association.Twitter: #ICCA12
  9. 9. • KEEP UPDATED!!International Congress and Convention Association.Twitter: #ICCA12
  10. 10. • What makes me better than• my competitors?• How do I tell?International Congress and Convention Association.Twitter: #ICCA12
  11. 11. International Congress and Convention Association.Twitter: #ICCA12
  12. 12. Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS LOBBYING EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . Twitter: #ICCA12
  13. 13. Analysis & research• Close cooperation between CVB - local PCO - meeting ambassadorInternational Congress and Convention Association.Twitter: #ICCA12 www.iccaworld.com
  14. 14. Meeting ambassadorAn individual with high profile within hers/hisarea of knowledge and with a good nationaland/or international networkInternational Congress and Convention Association.Twitter: #ICCA12
  15. 15. Meeting ambassador• Invites• Front person• Lobbyist• Must be supported• Must be educated• Shall have the gloryInternational Congress and Convention Association.Twitter: #ICCA12
  16. 16. Lobbying (the meeting ambassador)International Congress and Convention Association.Twitter: #ICCA12
  17. 17. Organising information on the meetingInternational Congress and Convention Association.Twitter: #ICCA12
  18. 18. Guidelines/Request for proposals• Ask the association• Internet• No guidelines?International Congress and Convention Association.Twitter: #ICCA12
  19. 19. Understanding the clientInternational Congress and Convention Association.Twitter: #ICCA12
  20. 20. 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.Twitter: #ICCA12
  21. 21. INFORMATION FROM ICCA
  22. 22. Availability Other events? Better events? – YieldingInternational Congress and Convention Association.Twitter: #ICCA12
  23. 23. Cost Are there any fees for hosting the meeting? Is it worth it? Who can pay?International Congress and Convention Association.Twitter: #ICCA12
  24. 24. Support Local National Regional EuropeanInternational Congress and Convention Association.Twitter: #ICCA12
  25. 25. Competitors analysisIf I get to know! I make a SWOT on the competitorsInternational Congress and Convention Association.Twitter: #ICCA12
  26. 26. 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 StockholmInternational Congress and Convention Association.Twitter: #ICCA12
  27. 27. Yes, let’s go for it!!!!International Congress and Convention Association.Twitter: #ICCA12
  28. 28. Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS LOBBYING EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . Twitter: #ICCA12
  29. 29. Securing venues & accommodation Reservation of the congress venue & social venues Remember the time marginsInternational Congress and Convention Association.Twitter: #ICCA12
  30. 30. Block bookings of the hotels Reseach ”booking flow” Confidential information Keep the hotels informedInternational Congress and Convention Association.Twitter: #ICCA12
  31. 31. New “trend” (in Europe??)Major medical meetings:The organisations want the hotel roomprices included (to a fixed rate)in the bidInternational Congress and Convention Association.Twitter: #ICCA12
  32. 32. Bid productionInternational Congress and Convention Association.Twitter: #ICCA12
  33. 33. Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS LOBBYING EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . Twitter: #ICCA12
  34. 34. 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.Twitter: #ICCA12
  35. 35. Read read read READRead the Bid Manual/Guidelines Do NOT interpret it!! Check out what is missingInternational Congress and Convention Association.Twitter: #ICCA12
  36. 36. Read the Bid Manual/Guidelines - again and againInternational Congress and Convention Association.Twitter: #ICCA12
  37. 37. Delivery Who How WhenInternational Congress and Convention Association.Twitter: #ICCA12
  38. 38. Adjust the bid to the client Bridge the gapInternational Congress and Convention Association.Twitter: #ICCA12
  39. 39. 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.Twitter: #ICCA12
  40. 40. ContentInternational Congress and Convention Association.Twitter: #ICCA12
  41. 41. Make it easy to understandInternational Congress and Convention Association.Twitter: #ICCA12
  42. 42. International Congress and Convention Association.Twitter: #ICCA12
  43. 43. Content 7. Communicating the meeting 8. ReferencesInternational Congress and Convention Association.Twitter: #ICCA12
  44. 44. Content 9. Travel to Stockholm by plane official carrier – “convention plus” low cost carriers by train by boat 10. Public transport – reduced ticket prices?International Congress and Convention Association.Twitter: #ICCA12
  45. 45. International Congress and Convention Association.Twitter: #ICCA12
  46. 46. Airlines & flightsInternational Congress and Convention Association.Twitter: #ICCA12
  47. 47. International Congress and Convention Association.Twitter: #ICCA12
  48. 48. Content11. Accommodation Hotel Overview Low cost options?International Congress and Convention Association.Twitter: #ICCA12
  49. 49. Where and how many are they?International Congress and Convention Association.Twitter: #ICCA12
  50. 50. Hotels – price & 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.Twitter: #ICCA12
  51. 51. 12. Social venues & events13. Restaurants14. Preliminary budget15. Making a sustainable meeting in StockholmInternational Congress and Convention Association.Twitter: #ICCA12
  52. 52. 16. Stockholm & surroundings17. Pre & Post congress tours18. Support by the City of StockholmInternational Congress and Convention Association.Twitter: #ICCA12
  53. 53. Follow the guidelines – do not standardize Every Bid book is a tailor made productInternational Congress and Convention Association.Twitter: #ICCA12
  54. 54. Site inspectionInternational Congress and Convention Association.Twitter: #ICCA12
  55. 55. Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS LOBBYING EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . Twitter: #ICCA12
  56. 56. 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.Twitter: #ICCA12
  57. 57. When? Before decision - of course - BUT……International Congress and Convention Association.Twitter: #ICCA12
  58. 58. How? Create a focused programme Dare to exclude Logistics Relations Inform local participants The right peopleInternational Congress and Convention Association.Twitter: #ICCA12
  59. 59. DecisionInternational Congress and Convention Association.Twitter: #ICCA12
  60. 60. Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS LOBBYING EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . Twitter: #ICCA12
  61. 61. Check the format of the presentation Time? Who? Where? What?International Congress and Convention Association.Twitter: #ICCA12
  62. 62. 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.Twitter: #ICCA12
  63. 63. Presentation: Who will make the presentation on-site? Train the presenter Lobbying activities on-site Mini bid ExhibitInternational Congress and Convention Association.Twitter: #ICCA12
  64. 64. The decision makers The HQ of the Association The Core PCO / AMC The Board Members The General Assembly All attendeesInternational Congress and Convention Association.Twitter: #ICCA12
  65. 65. The presentation I have to be there or backing up at home Keep time schedule! Be prepared for surprisesInternational Congress and Convention Association.Twitter: #ICCA12
  66. 66. 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.Twitter: #ICCA12
  67. 67. SAN JUANInternational Congress and Convention Association.Twitter: #ICCA12
  68. 68. I did a perfect research, a perfect Bid Book and we made an outstanding presentation! Why did I loose?International Congress and Convention Association.Twitter: #ICCA12
  69. 69. The unexpected The sponsors!? The hidden agendaInternational Congress and Convention Association.Twitter: #ICCA12
  70. 70. Or simply...... ..... a better competitorInternational Congress and Convention Association.Twitter: #ICCA12
  71. 71. 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.Twitter: #ICCA12
  72. 72. The 11th World Congress of Hammer Toes will be organised in ….International Congress and Convention Association.Twitter: #ICCA12
  73. 73. STOCKHOLMInternational Congress and Convention Association.Twitter: #ICCA12
  74. 74. I WON!!! Celebrate!!! Evaluate the campaignInternational Congress and Convention Association.Twitter: #ICCA12
  75. 75. • 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.Twitter: #ICCA12
  76. 76. Int LOBBYING Meetingassociation ambassador LOBBYING ANALYSIS PREL. BOOKINGS & RESEARCH BID RESEARCH EXAMPLE OF A BID PROCESS LOBBYING EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING PRESENTATION & DECISION LOBBYING International Congress and Convention Association . Twitter: #ICCA12
  77. 77. Check out the organizers view of my destination. Check out the delegates views of my destination. Learn and CHANGEInternational Congress and Convention Association.Twitter: #ICCA12
  78. 78. Remember.... 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.Twitter: #ICCA12
  79. 79. EACH BID IS DIFFERENTInternational Congress and Convention Association.Twitter: #ICCA12
  80. 80. Studie 2009/10
  81. 81. ME30310/22/2012 14:00:00International Congress and Convention Association.Twitter: #ICCA12
  82. 82. 51st ICCA Congress Thank you!International Congress and Convention Association. Session sponsored by:Twitter: #ICCA12
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