Successful and unsuccessful bids. There is a story to be shared behind every one. In this seminar, attendees will drive the discussion while hearing real stories from both the PCO’s and an international associations’ perspective about the importance of knowing the whole story and what you should consider when bidding for meetings and congresses. We all bid to win but sometimes a lost bid can result in a positive story too. Attendees will gain practical insights and learn valuable considerations and tips that can be implemented in their own processes and strategies when bidding for regional and international meetings and congresses.

1. International Congress and Convention Association #ICCAWorld#HoustonLaunch
Every Bid has a Story

2. Your panel
Jocelyne Mülli, Managing Director,
K.I.T. Group
André Vietor, Managing Director,
Bco Congresos
Tracy Bury, Deputy Chief Executive Officer,
World Confederation for Physical Therapy

3. WCPT CONGRESS | DESTINATIONS 1995 -
Dubai
2021
Tokyo
2023
Singapore
2015
Cape
Town
2017
Vancouver
2007
Amsterdam
2011
Washington
DC 1995

4. Ask yourself: How will you stand out from the crowd?

7. Bid
success

8. 5 Simple Steps to Win Bids in the Conference Market
BID FOR
APPROPRIATE
CONFERENCES
DISCERN CLIENT
REQUIREMENTS
UNDERSTAND
BIDDING
PROCESSES
IDENTIFY
NEGOTIABLE VS.
NON-NEGOTIABLE
CRITERIA
BUILD RELATIONS
BASED ON TRUST

9. 5 Simple Steps to Win Bids in the Conference Market
Bid for appropriate events
‘You can't fit a square peg in a round hole’

10. 5 Simple Steps to Win Bids in the Conference Market
• Bid for appropriate events
‘You can't fit a square peg in a round hole’

11. 5 Simple Steps to Win Bids in the Conference Market
Other factors to consider
• International / Regional / National
• Rotation
• Size
• Subvention
SAVE YOUR TIME AND MONEY AND
THAT OF YOUR POTENTIAL CLIENTS

12. 5 Simple Steps to Win Bids in the Conference Market
Challenges
Escalating expenses:
• Facility rental
• Housing costs
Static or slow growth:
• Registration fees restricted to modest
annual increases
• Corporate support declining

13. 5 Simple Steps to Win Bids in the Conference Market
Challenges
Increased attendee expectations:
• Technology
• Connectivity
Increased need for risk mitigation:
• Economical, political and environmental

14. 5 Simple Steps to Win Bids in the Conference Market
Challenges
And then we have…
• Difficulty navigating local customs and regulations
• Banking
• VAT / GST
• Visas …………

15. 5 Simple Steps to Win Bids in the Conference Market
What PCO’s and Associations look for from You
• Provide a believable and positive value proposition
• Address logistical requirements concisely and precisely
• Understand how decisions are made
• Distinguish between influencers and decision-makers
• Show us how you can help strategic goals achievement

16. 5 Simple Steps to Win Bids in the Conference Market
Understand the client
Especially what they wish to achieve

17. 5 Simple Steps to Win Bids in the Conference Market
Why do Associations have meetings?
• Conference is the highest profile activity
• Mobilization of stakeholders worldwide
• Unique professional output
• Forum for business & innovation
• External relations
• Industry relations
• Substantial contribution to the mission

18. 5 Simple Steps to Win Bids in the Conference Market
Understand the process of the bid, roles and responsibilities
and especially those who are the decision makers:
• HQ
• NC
• PCO

19. 5 Simple Steps to Win Bids in the Conference Market
Strategic priorities for association businesses – How do they react to these trends?
• Governance & accountability – Destination selection processes
• Business-like management – Procurement / PCOs
• Value proposition & building loyalty – Engage members / delegates
• Compliant industry relations – Advisory groups
• Diversification – Create new sources of income
• Advocacy & PR – Public events

20. 5 Simple Steps to Win Bids in the Conference Market
Understand:
o what is negotiable
o what is optional
o where do I have a unique advantage

21. 5 Simple Steps to Win Bids in the Conference Market
Destination selection criteria: Negotiable vs. Non-negotiable
• Venue availability
• Venue capacity
• Venue experience
• Accommodation capacity
• Destination infrastructure
• Currency
• International access
• Venue price
• Venue layout
• Choice of services & suppliers
• Accommodation terms
• Local authority liaison
• Fiscal terms
• Connectivity

22. 5 Simple Steps to Win Bids in the Conference Market
Some ‘differentiating’ selection criteria
Show us that you can mobilise the destination and facilitate operations and outcomes:
• Delegate boosting, nationally and regionally
• Local industry liaison and engagement
• Local legacy, public outreach, media & PR
• Local and national authorities & government liaison
• Local transport, safety and security, risk management
• Authorisations and regulatory issues
• Economic impact studies

23. 5 Simple Steps to Win Bids in the Conference Market
BID FOR
APPROPRIATE
CONFERENCES
DISCERN CLIENTS
REQUIREMENTS
UNDERSTAND
BIDDING
PROCESSES
IDENTIFY
NEGOTIABLE VS.
NON-NEGOTIABLE
CRITERIA
BUILD RELATIONS
BASED ON TRUST

24. 5 Simple Steps to Win Bids in the Conference Market
Understand that this is a people business
and the importance of building trust

25. 5 Simple Steps to Win Bids in the Conference Market
Thank You!
Jocelyne Mülli, Managing Director,
K.I.T. Group

26. in your bid research…
Loosing a bid means you have failed either…
or in your bid strategy

27. What is the decision making process?
Who are the decision makers?
Who influences the decision?
What determines your bid strategy?
 A strong leader & team
 Bidder is on Council
 Quality of infrastructure
and facilities
 Country / City support
 Experience
 …
 Weak professional
community
 Expensive
 Venue is stretched to
its limit
 Bad connectivity
 …
 Congress never been
held in a region or
country
 Favourable rotation
 Membership growth
 Great CSR projects
 …
 Second or third time
bidders
 Political / Social
instability
 Conflict of interests
 Compliance policies
 …
Strengths
Opportunities
Weaknesses
Threats
Logistics
Finance
Internal
objectives
Political
and
emotional
aspects
Factors that influences the decision making
process:

28. Let’s share our own stories…

29. Thank you…
Jocelyne Mülli, Managing Director,
K.I.T. Group
@KITGroupBerlin
www.kit-group.org
André Vietor, Managing Director,
Bco Congresos
www.bcocongresos.com
Tracy Bury, Deputy Chief Executive Officer,
World Confederation for Physical Therapy
@tracyjbury
www.wcpt.org

30. www.iapco.org

31. International Congress and Convention Association #ICCAWorld#HoustonLaunch
Thank you!