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

Basic Introduction To Biding 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.

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 Biding For International Association Congresses #ICCA12 MONDAY 22/10/2012 Basic Introduction To Biding For International Association Congresses #ICCA12 MONDAY 22/10/2012 Presentation Transcript

    • 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
    • Who am I? WHO ARE YOU??International Congress and Convention Association.Twitter: #ICCA12
    • Any special issues??International Congress and Convention Association.Twitter: #ICCA12
    • 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
    • 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
    • BEFORE…..….. even thinking of starting theprocess for bidding……International Congress and Convention Association.Twitter: #ICCA12
    • 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: #ICCA12
    • International Congress and Convention Association.Twitter: #ICCA12
    • 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
    • Analysis & research• Close cooperation between CVB - local PCO - meeting ambassadorInternational Congress and Convention Association.Twitter: #ICCA12 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.Twitter: #ICCA12
    • Meeting ambassador• Invites• Front person• Lobbyist• Must be supported• Must be educated• Shall have the gloryInternational Congress and Convention Association.Twitter: #ICCA12
    • 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 Association.Twitter: #ICCA12
    • 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 (CVB, PCO, venues)• Previous destinationsInternational Congress and Convention Association.Twitter: #ICCA12
    • 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 Convention Association.Twitter: #ICCA12
    • 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 Association.Twitter: #ICCA12
    • 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
    • Yes, let’s go for it!!!!International Congress and Convention Association.Twitter: #ICCA12
    • 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
    • Securing venues & accommodation Reservation of the congress venue & social venues Remember the time marginsInternational Congress and Convention Association.Twitter: #ICCA12
    • Block bookings of the hotels Reseach ”booking flow” Confidential information Keep the hotels informedInternational Congress and Convention Association.Twitter: #ICCA12
    • 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
    • Bid productionInternational Congress and Convention Association.Twitter: #ICCA12
    • 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
    • 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
    • Read read read READRead the Bid Manual/Guidelines Do NOT interpret it!! Check out what is missingInternational Congress and Convention Association.Twitter: #ICCA12
    • 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.Twitter: #ICCA12
    • 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
    • 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
    • Content7. Communicating the meeting 8. ReferencesInternational Congress and Convention Association.Twitter: #ICCA12
    • 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
    • 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.Twitter: #ICCA12
    • Where and how many are they?International Congress and Convention Association.Twitter: #ICCA12
    • 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
    • 12. Social venues & events13. Restaurants14. Preliminary budgetInternational Congress and Convention Association.Twitter: #ICCA12
    • 15. Stockholm & surroundings16. Pre & Post congress tours17. Support City of StockholmInternational Congress and Convention Association.Twitter: #ICCA12
    • Follow the guidelines – do not standardize Every Bid book is a tailor made productInternational Congress and Convention Association.Twitter: #ICCA12
    • Site inspectionInternational Congress and Convention Association.Twitter: #ICCA12
    • 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
    • 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
    • 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 peopleInternational Congress and Convention Association.Twitter: #ICCA12
    • DecisionInternational Congress and Convention Association.Twitter: #ICCA12
    • 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
    • Check the format of the presentation Time? Who? Where? What?International Congress and Convention Association.Twitter: #ICCA12
    • 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
    • Presentation: Who will make the presentation on-site? Train the presenter Lobbying activities on-site Mini bid ExhibitInternational Congress and Convention Association.Twitter: #ICCA12
    • 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
    • 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
    • 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
    • The 10th World Congress of Hammer Toes will be organised in ….International Congress and Convention Association.Twitter: #ICCA12
    • 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 Congress and Convention Association.Twitter: #ICCA12
    • 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 notInternational Congress and Convention Association.Twitter: #ICCA12
    • The 11th World Congress of Hammer Toes will be organised in ….International Congress and Convention Association.Twitter: #ICCA12
    • 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 is the information releasedInternational Congress and Convention Association.Twitter: #ICCA12
    • 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
    • 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
    • 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
    • EACH BID IS DIFFERENTInternational Congress and Convention Association.Twitter: #ICCA12
    • Studie 2009/10
    • 51st ICCA Congress Thank you!International Congress and Convention Association. Session sponsored by:Twitter: #ICCA12