The document discusses South Africa's efforts to bid for business events like conventions and exhibitions. It outlines key entities in the business events industry and notes that a national convention bureau's primary role is to market and sell its destination. The document emphasizes the importance of a coordinated team approach to generate leads, convert them into bids, and provide support services throughout the bidding and event planning processes. It also discusses strategies for engaging local associations to host meetings and conferences across South Africa to spread economic benefits.

1. South Africa National
Convention Bureau (SANCB)
Bidding – Are we on the right track, are we working as a team?
Why should we be bidding and importance of team approach
24 February 2020

2. 2
▪ Meetings (Corporate)M
C ▪ Conventions /
Congresses
E ▪ Exhibitions
I ▪ Incentive
Business Travel
Delegates

3. 3Source: ICCA Stats Report 2018

4. KEY ENTITIES IN BUSINESS EVENTS INDUSTRY
Conventions
Incentives
Exhibitions
Meetings
Supply Side
Association Management Companies
(AMCs) (for associations and NGOs)
Core PCOs/PEOs
(act on both demand side / supply side)
Associations
Corporate
(in-house meeting planners)
Government Bodies and NGOs
Exhibition Organisers
Decision Makers
National Convention Bureau
Regional/City Convention
Bureau
Convention Centre
Professional Congress
Organisers (PCO)
Destination Management
Company (DMC)/Professional
Conference Organisers
Exhibition Management
Companies (EMC)
Venue Providers (hotels, resorts,
and exhibition grounds)
Equipment Suppliers
Transportation and Logistics
Providers
Support Service Providers
EndConsumersKeyInfluencers
Corporate and Incentive Travel
Company

5. Networks ➢ Builds business contacts, trade and research links
Exports ➢ Stimulates international markets for locally produced goods and services
Access ➢ Delivers access to new technologies and exchange of ideas
Profile ➢Generates media attention as a place to do business
Knowledge ➢ Strengthens professional expertise
Investment ➢ Provides a world stage – “if they see it, they will invest.”
Platform
Focus
➢Showcases innovation, products and expertise
➢ Attracts the world’s industry and thought leaders
Tourism
Business
Events
Direct Spending
Employment
Tax Revenues
Micro Economic
Macro Economic
Tourism
Business
Events

6. 6
Association Capacity
Building Initiatives
Coordinated Lead
Development
Identification of Key
Local Contacts
Insights and intelligence
sharing on leads and
potential leads
Coordinated trade
platform plan

7. 7
Conversion of leads
into bids
Joint Sales Activities
Client Relationship
Building Activities
Sharing of Bids Lost
insights
Account
management
In-country resource
sharing

8. Conventions
Active Membership
Meeting Facilities and Technical
Support
Bidding Support Accessibility by Air
Corporate Meetings
Ease of Access
Infrastructure and Support Services
/ Headquarters
Cost Effectiveness/ROI
Reputation/Perception of
Destination
Incentives
Unique Experience Safety and Security Ease of Access Value for Money
Exhibitions
Size of Local Market State of the Economy Ease of Doing Business Trade Relations Exhibit Space Overall Cost
To compete internationally as a Business Events Destination, Key Decision Makers use the following elements to decide on
the suitability of hosting their Meetings, Incentive, Conference or Exhibition in the bidding city or country.

9. ➢ A Convention Bureau is a destination’s marketing body and its primary role is to market and sell the destination it
represents- whether a city, region or country.
➢ The Convention Bureau is the natural starting point for anyone who wants to organize a meeting or a congress in a
specific destination.
➢ It is a ‘one-stop-shop’ for independent information and assistance and will give a planner unbiased and neutral
advice on all aspects of hosting and organising conventions and business events within a particular geographical
area.
➢ A Convention Bureau is actively generating leads through sales calls to the clients local and international hosted
buyers (associations, corporates; incentive houses; exhibitions); signature events; ICCA Database – lead qualification;
sales presentations; industry engagements; relationship marketing; local industry functions; ambassador programme
and marketing platforms.
➢ A Convention Bureau continuously research the Business Events market
➢ Develop and business development strategies and tactics
➢ A Convention Bureau support and work in partnership with the destination’s Business Events stakeholders/industry

10. BiddingSupport
•BidStrategy
•BidDocument
•Lobbying
•Bidpromotion
•BidPresentations
C o n v e n t i o n B u r e a u
S e r v i c e
SiteInspectionSupport
•BiddingSiteInspections
•ConventionPlanningSiteInspections
ConventionPlanningSupport
•Planningsupport
•Venueandsupplierrecommendations
Finaldecisionwithclient
DelegateBoostingSupport
•MarketingsupporttopromotetheSA
conference
•Delegateattendancepromotion
OnSiteEventServices
•Supporttowardonsiteelementsofthe
event
ORGANISER / KEY DECISION MAKER FOCUSSED DELEGATE / CONSUMER FOCUSSED
Support services clients expect from CB’s. Support must be given for both the actual bidding process and in the form of bid enhancements
such as committing support services to the client during the staging of business events

11. Mining and minerals
Manufacturing sector Travel and Tourism
Agriculture Financial Sector Wholesale and retail trade
Do our sector strengths and knowledge capital guide our bidding?

12. • The National Association Plan aims to encourage local based Associations, Federations and
Societies to:
• Rotate their National Meetings/Conferences across SA – Spreading the economic impact of
local meetings and conferences to villages, towns and dorpies (VTSD)
• Create bidding opportunities for VTSD with the assistance of the Provincial and City
Convention Bureaus.
• Assist VTSD across SA to develop their meeting and conferencing infrastructure by bidding
for National Association Meetings and Conferences.
• Promote tourism experiences (pre and post tour packages for delegates and accompany
persons programme) in VTSD that can be marketed to delegates by local SMME’s,
contributing to domestic tourism.
• Incentivise the procurement of conferencing goods and services from local service providers
in VTSD.
• Create opportunities for communities based in VTSD to attend and
participate in National Association Meetings and Conferences as delegates

13. National Association
Host Regular
Meetings /
Conferences
Member of
International
Association
Member of Regional
Association
Potential to Bid for
International or
Regional Conference
Regional
distribution
Promote local
procurement
Encourage pre and
post tour activities
Association
development
(capacity building)
Lead sourcing
CRITERIA OUTPUTS