Events mgt. chapter 6 event bidding

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event bid, proposal.... a good presentation for events management class

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  • plan for bidding strategy – before launching into the bid process, it is important to assess the association’s criteria for the event and analyze its previous events. Undertake a review of the destination’s bidding competitors, as well as taking into account political agendas.
  • Events mgt. chapter 6 event bidding

    1. 1. Tips in Bidding for MICE The Bidding for Events HRTM 195 EVENTS MANAGEMENT
    2. 2. • Bids are projects in their own right, but with very tight and immovable deadlines. • During that short bid timeframe you make decisions that will affect your company for many years to come, and could break it. • You often end up working nights & weekends, they burn you out. What’s special about bids?  Bids for consultancy, construction/planning, Product/production
    3. 3. • The price target is small. Estimate too high and you won’t win, estimate too low and you’ll win a loss making job. • You’ll have carefully calculated the price when at the last minute your MD will change it. • They’re speculative • The bid stage is when you deliberately take calculated risks What’s special about bids?  Bids for consultancy, construction/planning, Product/production
    4. 4. Bidding for events Why is necessary to bid for events?
    5. 5. Five (5) things about bidding in Events Management 1. Difficult • The process is like trekking the top of Mt. Everest • Researching and creating a bid proposal is no easy task. 2. Detailed • A missed detail might spell the difference to profitability or success of the event, 3. Creative Process • Bidding is a creative process; seeing a vision at the end of the tunnel. • Must have an eye for detail from start to finish. Bidding for events Why is necessary to bid for events?
    6. 6. 4. Team Effort • No bid is an island; a product of collaboration; it is made by a lot of people 5. CLOUD 9 • Winning the bid is like being place in Cloud 9 • Process to create a bid, presentation and winning is long and winding Bidding for events Why is necessary to bid for events?
    7. 7. HRTM 195 EVENTS MANAGEMENT Bidding Process Preparatory Stage Identification of the bid prospect Evaluation of the bid project and the preparation of the bid proposal. Bid Presentation Actual submission of the bid proposal to the international/local organization Post bidding stage Relates to course of action to be taken upon WINNING or LOSING a bid serves as a marketing tool in obtaining a business Bidding for an event or title can raise the profile of a destination Why bid?
    8. 8. Steps in the Bidding Process 1. Hosting Requirements 3. Historical infomation related to previous congresses, e.g. Dates, venues/places and attendance 5. Competing professional congress that signified interest to bid the same event. 4. Decision maker(s) of congress sites/venues, e.g. president, CEO, BOD, General Assembly 6. Bid preparation procedure (date, venue/manner of presentation) A. Preparatory Stage 2. Financial responsibilities between association and host organization
    9. 9. B. The Bid Proposal 1. The Bid Paper - formal invitation/intent/ proposal to host indicating the capability 2. Package – listing of facilities and services made available with corresponding rate 3. Endorsement from concerned government agencies
    10. 10. B. The Bid Proposal …. cont. 4. Information/promotional material 5. Lobby for event votes 6. Conduct a destination site inspection
    11. 11. C. BID Presentation Stage 1. Presentation – recheck go/no go conflicts of interest 2. Financial responsibilities between association and host organization 2. Historical infomation related to previous conventions, e.g. dates, venues/places and attendance
    12. 12. C. BID Presentation Stage…cont. 4. Decision maker(s) of conventions sites/venues, e.g. president, CEO, BOD, General Assembly (delegate) 5. Competing professional congress that signified interest to bid the same event. (DESIGN WORK & OPERATIONAL PLANS) 5.
    13. 13. D. Post - BID Stage 1. Bidding loss: evaluation of pre bidding possibilities 2. Evaluation of rebidding 3. Provision of assisstance to deputized rooms 4. Recommend to professional congress organizer
    14. 14. What does the job entail? The Bidder…. tThis is an example text. Go ahead and replace it with your own text. tThis is an example text. Go ahead and replace it with your own text. This is an example text. Go ahead and replace it with your own text. Roles and Responsibilities: Person nominated to deliver a bid, provides the answer to question; Must have a background and skill set of the person involved THE EVENT BID MANAGER 1 2 Has administrative and logical skills can deliver the bidding manage multiple resources and deal with complex business relationships - delivery of a strong, winning, sales case to the client.
    15. 15. Your own footer Your Logo Bid: Context of Risk 1. SCOPE Often vague and subject to change 2. EXCLUDED Cost estimates often have holes in them, papered with the word ‘EXCLUDED” TIMESCALE ARE OFTEN HEROIC 3. TIMESCALE Fail to submit on time-loose-wasted effort & money Submit poor bid – loose – wasted effort & money Submit inadequate price –win-lose money Overestimate time or resources required for design – early profit fund investments Loose money Reputation Lose time available, which could lea to delay in revenue stream Problems with Bid management
    16. 16. Your own footer Your Logo
    17. 17. SAMPLE EVENT BID CHECKLIST
    18. 18. THANK YOU!

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