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58th ICCA Congress | Every bid has a story

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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.

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58th ICCA Congress | Every bid has a story

  1. 1. International Congress and Convention Association #ICCAWorld#HoustonLaunch Every Bid has a Story
  2. 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. 3. WCPT CONGRESS | DESTINATIONS 1995 - Dubai 2021 Tokyo 2023 Singapore 2015 Cape Town 2017 Vancouver 2007 Amsterdam 2011 Washington DC 1995
  4. 4. Ask yourself: How will you stand out from the crowd?
  5. 5. Bid success
  6. 6. 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
  7. 7. 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’
  8. 8. 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’
  9. 9. 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
  10. 10. 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
  11. 11. 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
  12. 12. 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 …………
  13. 13. 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
  14. 14. 5 Simple Steps to Win Bids in the Conference Market Understand the client Especially what they wish to achieve
  15. 15. 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
  16. 16. 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
  17. 17. 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
  18. 18. 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
  19. 19. 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
  20. 20. 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
  21. 21. 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
  22. 22. 5 Simple Steps to Win Bids in the Conference Market Understand that this is a people business and the importance of building trust
  23. 23. 5 Simple Steps to Win Bids in the Conference Market Thank You! Jocelyne Mülli, Managing Director, K.I.T. Group
  24. 24. in your bid research… Loosing a bid means you have failed either… or in your bid strategy
  25. 25. 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:
  26. 26. Let’s share our own stories…
  27. 27. 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
  28. 28. www.iapco.org
  29. 29. International Congress and Convention Association #ICCAWorld#HoustonLaunch Thank you!

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