Te07 Fundamentals of bidding for international association meetings - henrik

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  • 1. 52nd ICCA Congress Basic Introduction to Bidding for International Association Congresses Tuesday 5th of November 2013 International Congress and Convention Association . Twitter: #ICCA13
  • 2. Who are we? WHO ARE YOU?? International Congress and Convention Association . Twitter: #ICCA13
  • 3. Any special issues?? International Congress and Convention Association . Twitter: #ICCA13
  • 4. Int association Meeting ambassador LOBBYING LOBBYING ANALYSIS & RESEARCH RESEARCH PREL. BOOKINGS BID EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING LOBBYING PRESENTATION & DECISION LOBBYING
  • 5. Teamwork in the destination Research & Analysis The City Securing venues & accommodation = Convention Bureau Bid Venues DMCs PCOs University Suppliers Hotels Site-inspection Evaluation The Meeting Decision International Congress and Convention Association . Twitter: #ICCA13
  • 6. BEFORE….. ….. even thinking of starting the process for bidding…… International Congress and Convention Association . Twitter: #ICCA13
  • 7. I have to know my destination International Congress and Convention Association . Twitter: #ICCA13
  • 8. • KEEP UPDATED!! International Congress and Convention Association . Twitter: #ICCA13
  • 9. And your partners in the destination have to understand the international meetings market International Congress and Convention Association . Twitter: #ICCA13
  • 10. • What makes me better than • my competitors? • How do I tell? International Congress and Convention Association . Twitter: #ICCA13
  • 11. International Congress and Convention Association . Twitter: #ICCA13
  • 12. Int association Meeting ambassador LOBBYING LOBBYING ANALYSIS & RESEARCH RESEARCH PREL. BOOKINGS BID EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING LOBBYING PRESENTATION & DECISION LOBBYING
  • 13. Analysis & research • Close cooperation between CVB - local PCO meeting ambassador International Congress and Convention Association . Twitter: #ICCA13
  • 14. Meeting ambassador An individual with high profile within hers/his area of knowledge and with a good national and/or international network International Congress and Convention Association . Twitter: #ICCA13
  • 15. Meeting ambassador • Invites • Front person • Lobbyist • Must be supported • Must be educated • Shall have the glory International Congress and Convention Association . Twitter: #ICCA13
  • 16. Lobbying (the meeting ambassador) International Congress and Convention Association . Twitter: #ICCA13
  • 17. Organising information on the meeting International Congress and Convention Association . Twitter: #ICCA13
  • 18. Guidelines/Request for proposals • Ask the association • Internet • No guidelines? International Congress and Convention Association . Twitter: #ICCA13
  • 19. Understanding the client International Congress and Convention Association . Twitter: #ICCA13
  • 20. History of the congress • • • • • ICCA/UIA Internet Local member of the association Board member Colleagues in the industry (CVB, PCO, venues) • Previous destinations International Congress and Convention Association . Twitter: #ICCA13
  • 21. INFORMATION FROM ICCA
  • 22. Availability Other events? Better events? – Yielding International Congress and Convention Association . Twitter: #ICCA13
  • 23. Cost Are there any fees for hosting the meeting? Is it worth it? Who can pay? International Congress and Convention Association . Twitter: #ICCA13
  • 24. Support Local National Regional European International Congress and Convention Association . Twitter: #ICCA13
  • 25. Competitors analysis If I get to know! I make a SWOT on the competitors International Congress and Convention Association . Twitter: #ICCA13
  • 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? Shanghai Pittsburgh Cape Town Stockholm International Congress and Convention Association . Twitter: #ICCA13
  • 27. Yes, let’s go for it!!!! International Congress and Convention Association . Twitter: #ICCA13
  • 28. Int association Meeting ambassador LOBBYING LOBBYING ANALYSIS & RESEARCH RESEARCH PREL. BOOKINGS BID EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING LOBBYING PRESENTATION & DECISION LOBBYING
  • 29. Securing venues & accommodation Reservation of the congress venue & social venues Remember the time margins International Congress and Convention Association . Twitter: #ICCA13
  • 30. Block bookings of hotel room Research ”booking flow” Confidential information Keep the hotels informed International Congress and Convention Association . Twitter: #ICCA13
  • 31. New “trend” (in Europe??) Major medical meetings: The organisations want the hotel room rates included (to a fixed rate)in the bid International Congress and Convention Association . Twitter: #ICCA13
  • 32. Bid production International Congress and Convention Association . Twitter: #ICCA13
  • 33. Int association Meeting ambassador LOBBYING LOBBYING ANALYSIS & RESEARCH RESEARCH PREL. BOOKINGS BID EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING LOBBYING PRESENTATION & DECISION LOBBYING
  • 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: #ICCA13
  • 35. Read read read READ Read the Bid Manual/Guidelines Do NOT interpret it!! Check out what is missing International Congress and Convention Association . Twitter: #ICCA13
  • 36. Delivery Who How When International Congress and Convention Association . Twitter: #ICCA13
  • 37. Adjust the bid to the client Bridge the gap International Congress and Convention Association . Twitter: #ICCA13
  • 38. 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 for International Congress and Convention Association . Twitter: #ICCA13
  • 39. Content International Congress and Convention Association . Twitter: #ICCA13
  • 40. Make it easy to understand International Congress and Convention Association . Twitter: #ICCA13
  • 41. International Congress and Convention Association . Twitter: #ICCA13
  • 42. Content 7. Communicating the meeting 8. References International Congress and Convention Association . Twitter: #ICCA13
  • 43. 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: #ICCA13
  • 44. International Congress and Convention Association . Twitter: #ICCA13
  • 45. Airlines & flights International Congress and Convention Association . Twitter: #ICCA13
  • 46. International Congress and Convention Association . Twitter: #ICCA13
  • 47. Content 11. Accommodation Hotel Overview Low cost options? International Congress and Convention Association . Twitter: #ICCA13
  • 48. Where and how many are they? International Congress and Convention Association . Twitter: #ICCA13
  • 49. Hotels – price & ratings 4 stars • U$449 / night • 19 mins. Distance • Line M34 4 stars •U$259 / night •21 mins. Distance •Line E 4 stars 4 stars • U$202.50 / night • 18 mins. Distance • Line M50 4 stars • U$296.80 / night • 20 mins. Distance • Line M50 International Congress and Convention Association . Twitter: #ICCA13 •U$409.73 / night •19 mins. Distance •Line X30 3 stars •U$231 / night •20 mins. Distance •Line M42 3 stars • U$399.00 / night • 19 mins. Distance • M42
  • 50. 12. Social venues & events 13. Restaurants 14. Preliminary budget International Congress and Convention Association . Twitter: #ICCA13
  • 51. 15. Stockholm & surroundings 16. Pre & Post congress tours 17. Support City of Stockholm 18. Sustainable issues, ideas for CSR International Congress and Convention Association . Twitter: #ICCA13
  • 52. Follow the guidelines – do not standardize Every Bid book is a tailor made product International Congress and Convention Association . Twitter: #ICCA13
  • 53. 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 - Airport advertisements Escalator panels at the airport 20 6 EURO 100,00 EURO 12 000,00 EURO - EURO - EURO - EURO Airport desks Welcome desk incl. staff 1 2 EURO 2 000,00 EURO 4 000,00 EURO - EURO - 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 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 EURO - EURO - EURO EURO - - TECHNICAL EQUIPMENT - CONGRESS/EXHIBITION COSTS 4 000,00 EURO 12 000,00 19 100,00 SERVICES 1 000,00 EURO 6 000,00 6 000,00 INVITED SPEAKERS & COMMITTEES Flight tickets SAS Star Alliance official Carrier Programme 0 0 EURO - EURO - EURO - EURO - EURO - EURO 500 1 EURO - EURO - EURO - EURO - EURO - EURO 20 4 EURO - EURO - EURO - EURO - EURO 8000 7 EURO 30,00 EURO EURO - EURO 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 - Gifts for Committees Members, Speakers & invitees Hotel accommodation For potential financial support only 8 000,00 - EURO -8 000,00 EURO 840 000,00 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. 1 680 000,00 EURO 840 000,00 - 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 - Congress Dinner Food & Beverages Approx cost for three-course dinner 2000 1 EURO 85,00 EURO EURO - EURO - EURO - EURO Congress Dinner Venue Rental No venue rental when ordering a three-course dinner 1 1 EURO - EURO - EURO - EURO - EURO - EURO 1 1 EURO - EURO - EURO - EURO - EURO - EURO Approx cost for three-course dinner 400 1 EURO 75,00 EURO EURO - EURO - EURO - EURO 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 EURO - EURO MEALS & SOCIAL ACTIVITIES Photographer for events Society Presidents dinner 170 000,00 30 000,00 170 000,00 30 000,00 VARIOUS TOTAL HOSTING CITY RELATED GOODS AND SERVICES EURO 1 928 940,00 EURO 840 000,00 25 840,00 EURO 1 063 100,00
  • 54. Site inspection International Congress and Convention Association . Twitter: #ICCA13
  • 55. Int association Meeting ambassador LOBBYING LOBBYING ANALYSIS & RESEARCH RESEARCH PREL. BOOKINGS BID EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING LOBBYING PRESENTATION & DECISION LOBBYING
  • 56. 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 International Congress and Convention Association . Twitter: #ICCA13
  • 57. When? Before decision - of course BUT…… International Congress and Convention Association . Twitter: #ICCA13
  • 58. How? Create a focused programme Dare to exclude Logistics Relations Inform local participants The right people International Congress and Convention Association . Twitter: #ICCA13
  • 59. Decision International Congress and Convention Association . Twitter: #ICCA13
  • 60. Int association Meeting ambassador LOBBYING LOBBYING ANALYSIS & RESEARCH RESEARCH PREL. BOOKINGS BID EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING LOBBYING PRESENTATION & DECISION LOBBYING
  • 61. The decision makers The HQ of the Association The Core PCO / AMC The Board Members The General Assembly All attendees International Congress and Convention Association . Twitter: #ICCA13
  • 62. Check the format of the presentation Time? Who? Where? What? International Congress and Convention Association . Twitter: #ICCA13
  • 63. Promoting the candidacy Start early Meeting Ambassadors prime role Talk to the supporting partners Talk to decision makers Lobbying – count votes International Congress and Convention Association . Twitter: #ICCA13
  • 64. Presentation: Who will make the presentation on-site? Train the presenter Lobbying activities on-site Mini bid Exhibit International Congress and Convention Association . Twitter: #ICCA13
  • 65. The presentation I have to be there or backing up at home Keep time schedule! Be prepared for surprises International Congress and Convention Association . Twitter: #ICCA13
  • 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 personality International Congress and Convention Association . Twitter: #ICCA13
  • 67. The 10th World Congress of Hammer Toes will be organised in …. International Congress and Convention Association . Twitter: #ICCA13
  • 68. Shanghai International Congress and Convention Association . Twitter: #ICCA13
  • 69. We did a perfect research, a perfect Bid Book and we made an outstanding presentation! Why did we loose? International Congress and Convention Association . Twitter: #ICCA13
  • 70. The unexpected The sponsors!? The hidden agenda International Congress and Convention Association . Twitter: #ICCA13
  • 71. Or simply...... ..... a better competitor International Congress and Convention Association . Twitter: #ICCA13
  • 72. Don’t blame anyone just try to understand and evaluate the campaign Decide if I want to go for it again- or not International Congress and Convention Association . Twitter: #ICCA13
  • 73. The 11th World Congress of Hammer Toes will be organised in …. International Congress and Convention Association . Twitter: #ICCA13
  • 74. STOCKHOLM International Congress and Convention Association . Twitter: #ICCA13
  • 75. We WON!!! Celebrate!!! Evaluate !!! International Congress and Convention Association . Twitter: #ICCA13
  • 76. • Stockholm has been selected What is the role of the CVB? Hand over – to whom? Introduction Contracts When is the information released International Congress and Convention Association . Twitter: #ICCA13
  • 77. Int association Meeting ambassador LOBBYING LOBBYING ANALYSIS & RESEARCH RESEARCH PREL. BOOKINGS BID EXAMPLE OF A BID PROCESS EXAMPLE OF A PROCESS Associations Associations EVALUATION SITE INSPECTION SITE VISIT MEETING LOBBYING PRESENTATION & DECISION LOBBYING
  • 78. Evaluation Check out the organizers view of my destination. Check out the delegates views of my destination. Learn and CHANGE International Congress and Convention Association . Twitter: #ICCA13
  • 79. Remember.... Know the client and how she acts Give the client what she wants – NOT what I like to offer Create transparency and trust International Congress and Convention Association . Twitter: #ICCA13
  • 80. EACH BID IS DIFFERENT International Congress and Convention Association . Twitter: #ICCA13
  • 81. Studie 2009/10
  • 82. 52nd ICCA Congress Thank you! International Congress and Convention Association . Twitter: #ICCA13