How to Master a Successful Bid Process...Bid team Bid Document Site Inspection Bid Presentation....

How to Mastera Successful Bid

Process

Steen JakobsenCopenhagen Convention Bureau

International Congress and Convention Association

ICCA Thailand Bid Workshop 2013

International Congress and Convention Association

Develop Bid Strategy

Bid teamBid

DocumentSite

InspectionBid

Presentation

International Congress and Convention Association

Develop Bid Strategy

Bid teamBid

DocumentSite

InspectionBid

Presentation

International Congress and Convention Association

Develop Bid Strategy

Bid teamBid

DocumentSite

InspectionBid

Presentation

International Congress and Convention Association

Develop Bid Strategy

Bid teamBid

DocumentSite

InspectionBid

Presentation

International Congress and Convention Association

Develop Bid Strategy

Bid teamBid

DocumentSite

InspectionBid

Presentation

International Congress and Convention Association

• Express interest

International Congress and Convention Association

• Express interest

• Show commitment

International Congress and Convention Association

• Express interest

• Show commitment

• Demonstrate capability

International Congress and Convention Association

• Express interest

• Show commitment

• Demonstrate capability

• Prepare for hosting the congress

International Congress and Convention Association

• Express interest

• Show commitment

• Demonstrate capability

• Prepare for hosting the congress

• …and of course…

International Congress and Convention Association

Develop Bid Strategy

International Congress and Convention Association

International Congress and Convention Association

• Analyze and understand:

International Congress and Convention Association

• Analyze and understand:

• Decision making process

International Congress and Convention Association

Call for bidsExpression of interest

1. Bid submission

Short listing

Site inspection

2. Bid submission

Bid presentation

Decision

International Congress and Convention Association

Call for bidsExpression of interest

1. Bid submission

Short listing

Site inspection

2. Bid submission

Bid presentation

Decision

International Congress and Convention Association

Call for bidsExpression of interest

1. Bid submission

Short listing

Site inspection

2. Bid submission

Bid presentation

Decision

International Congress and Convention Association

Call for bidsExpression of interest

1. Bid submission

Short listing

Site inspection

2. Bid submission

Bid presentation

Decision

International Congress and Convention Association

Call for bidsExpression of interest

1. Bid submission

Short listing

Site inspection

2. Bid submission

Bid presentation

Decision

International Congress and Convention Association

Call for bidsExpression of interest

1. Bid submission

Short listing

Site inspection

2. Bid submission

Bid presentation

Decision

International Congress and Convention Association

Call for bidsExpression of interest

1. Bid submission

Short listing

Site inspection

2. Bid submission

Bid presentation

Decision

International Congress and Convention Association

Call for bidsExpression of interest

1. Bid submission

Short listing

Site inspection

2. Bid submission

Bid presentation

Decision

International Congress and Convention Association

• Analyze and understand:

• Decision making process

• Decision makers

International Congress and Convention Association

• President/Chairman

• CEO/Secretary General

• Board of Directors

• Executive Committee

• Congress Committee

• General Assembly

• Core-PCO or AMC

International Congress and Convention Association

• Analyze and understand:

• Decision making process

• Decision makers

• Association objectives

International Congress and Convention Association

• Membership growth

• Make money

• Create business opportunities for members

• Raise awareness

• Leave legacy

International Congress and Convention Association

• Analyze and understand:

• Decision making process

• Decision makers

• Association objectives

• Decision making factors

International Congress and Convention Association

• Analyze and understand:

• Decision making process

• Decision makers

• Association objectives

• Decision making factors

• Competitors

International Congress and Convention Association

• Bid manual

• Request for Proposal (RfP)

• Internet

• ICCA Database

• Association staff

• Core-PCO/AMC

• Local host

• Previous bidders/hosts

The Bid Team

International Congress and Convention Association

International Congress and Convention Association

• Define role of team

International Congress and Convention Association

• Define role of team

• Identify members

International Congress and Convention Association

• Local host

• Convention Bureau

• Venue

• Government representative/City official

• PCO

• Airline

• Sponsors

International Congress and Convention Association

• Define role of team

• Identify members

• Delegate responsibility

International Congress and Convention Association

• Define role of team

• Identify members

• Delegate responsibility

• Establish work plan and timeline

Bid Document

International Congress and Convention Association

International Congress and Convention Association

• Showcase destination capabilities (logistically and financially)

International Congress and Convention Association

• Showcase destination capabilities (logistically and financially)

• Demonstrate commitment

International Congress and Convention Association

• Showcase destination capabilities (logistically and financially)

• Demonstrate commitment

• Introduce bid team/committee

International Congress and Convention Association

• Showcase destination capabilities (logistically and financially)

• Demonstrate commitment

• Introduce bid team/committee

• Illustrate how congress will be organized

International Congress and Convention Association

• Showcase destination capabilities (logistically and financially)

• Demonstrate commitment

• Introduce bid team/committee

• Illustrate how congress will be organized

• Document how destination will create value to association (and vice-versa)

International Congress and Convention Association

• Follow bid manual/RfP

International Congress and Convention Association

• Follow bid manual/RfP

• Easy to read (no slang or jargon)

International Congress and Convention Association

• Follow bid manual/RfP

• Easy to read (no slang or jargon)

• Use images and illustrations

International Congress and Convention Association

• Follow bid manual/RfP

• Easy to read (no slang or jargon)

• Use images and illustrations

• Use correct English

International Congress and Convention Association

• Follow bid manual/RfP

• Easy to read (no slang or jargon)

• Use images and illustrations

• Use correct English

• Determine format (online vs. print)

International Congress and Convention Association

International Congress and Convention Association

• Follow bid manual/RfP

• Easy to read (no slang or jargon)

• Use images and illustrations

• Use correct English

• Determine format (online vs. print)

• Share responsibility

International Congress and Convention Association

• Follow bid manual/RfP

• Easy to read (no slang or jargon)

• Use images and illustrations

• Use correct English

• Determine format (online vs. print)

• Share responsibility

• Be innovative!

Site Inspection

International Congress and Convention Association

International Congress and Convention Association

• Check facts in bid

International Congress and Convention Association

• Check facts in bid

• Meet bid team/committee

International Congress and Convention Association

• Check facts in bid

• Meet bid team/committee

• Build relationships with decision makers

International Congress and Convention Association

• Check facts in bid

• Meet bid team/committee

• Build relationships with decision makers

• Visit venues and hotels

International Congress and Convention Association

• Check facts in bid

• Meet bid team/committee

• Build relationships with decision makers

• Visit venues and hotels

• Determine suitability of bid

International Congress and Convention Association

• Check guidelines/rules

International Congress and Convention Association

• Check guidelines/rules

• Determine attendees

International Congress and Convention Association

• From client:

• President/Chairman

• CEO/Secretary General

• Staff, e.g. congress manager

• Core-PCO or AMC

International Congress and Convention Association

• From bid team/committee:

• Convention Bureau

• Local host/member

• Venue

• Local PCO

• Politicians

• Celebrities

International Congress and Convention Association

• Check guidelines/rules

• Determine attendees

• Research client requirements & expectations

International Congress and Convention Association

• Check guidelines/rules

• Determine attendees

• Research client requirements & expectations

• Plan program (what, who, when etc.)

International Congress and Convention Association

• Check guidelines/rules

• Determine attendees

• Research client requirements & expectations

• Plan program (what, who, when etc.)

• Determine level of hospitality

International Congress and Convention Association

• Check guidelines/rules

• Determine attendees

• Research client requirements & expectations

• Plan program (what, who, when etc.)

• Determine level of hospitality

• Agree on cost covering

International Congress and Convention Association

• Treasure the opportunity

International Congress and Convention Association

• Treasure the opportunity

• Research client expectations

International Congress and Convention Association

• Treasure the opportunity

• Research client expectations

• Listen to the client

International Congress and Convention Association

• Treasure the opportunity

• Research client expectations

• Listen to the client

• Focus on the decision makers

International Congress and Convention Association

• Treasure the opportunity

• Research client expectations

• Listen to the client

• Focus on the decision makers

• Make it tailormade/personalized

International Congress and Convention Association

• Treasure the opportunity

• Research client expectations

• Listen to the client

• Focus on the decision makers

• Make it tailormade/personalized

• Brief everyone well in advance

International Congress and Convention Association

• Treasure the opportunity

• Research client expectations

• Listen to the client

• Focus on the decision makers

• Make it tailormade/personalized

• Brief everyone well in advance

• Go the extra mile!

International Congress and Convention Association

• Meet & greet client at airport

International Congress and Convention Association

• Meet & greet client at airport

• Set-up conference room in advance

International Congress and Convention Association

• Meet & greet client at airport

• Set-up conference room in advance

• Walk the space before client arrives

International Congress and Convention Association

• Meet & greet client at airport

• Set-up conference room in advance

• Walk the space before client arrives

• Be ready upon arrival(hospitality & welcome)

International Congress and Convention Association

• Have General Manager/CEO/Owner meet client

International Congress and Convention Association

• Have General Manager/CEO/Owner meet client

• Let client meet chef, AV-people etc.

International Congress and Convention Association

• Have General Manager/CEO/Owner meet client

• Let client meet chef, AV-people etc.

• Be aware of cultural differences(e.g. food)

International Congress and Convention Association

• Have General Manager/CEO/Owner meet client

• Let client meet chef, AV-people etc.

• Be aware of cultural differences(e.g. food)

• Remember the little things

International Congress and Convention Association

• Follow up – PROMPTLY!

International Congress and Convention Association

• Follow up – PROMPTLY!

• Use feedback positively

International Congress and Convention Association

• Follow up – PROMPTLY!

• Use feedback positively

• Attend to details

International Congress and Convention Association

• Follow up – PROMPTLY!

• Use feedback positively

• Attend to details

• Decide on next steps

Bid Presentation

International Congress and Convention Association

International Congress and Convention Association

• Make formal presentation of bid

International Congress and Convention Association

• Make formal presentation of bid

• Introduce bid team/committee

International Congress and Convention Association

• Make formal presentation of bid

• Introduce bid team/committee

• Show commitment

International Congress and Convention Association

• Make formal presentation of bid

• Introduce bid team/committee

• Show commitment

• Answer questions

International Congress and Convention Association

• Make formal presentation of bid

• Introduce bid team/committee

• Show commitment

• Answer questions

• Influence decision makers

International Congress and Convention Association

• Check guidelines/rules

• Who to present to

• What to present

• How to present it

• Who will present

• How long

International Congress and Convention Association

• Check room in advance

International Congress and Convention Association

• Check room in advance

• Test use of technology/IT

International Congress and Convention Association

• Check room in advance

• Test use of technology/IT

• Prepare for the unexpected

International Congress and Convention Association

• Check room in advance

• Test use of technology/IT

• Prepare for the unexpected

• REHEARSE – REHEARSE – REHEARSE!

International Congress and Convention Association

• Lobbying

International Congress and Convention Association

• Lobbying

• Gifts

International Congress and Convention Association

• Lobbying

• Gifts

• Consider carefully

International Congress and Convention Association

• Lobbying

• Gifts

• Consider carefully

• Be mindful of cultural differences

International Congress and Convention Association

International Congress and Convention Association

• Prepare in details

International Congress and Convention Association

• Prepare in details

• Personalize

International Congress and Convention Association

• Prepare in details

• Personalize

• Show commitment

International Congress and Convention Association

• Prepare in details

• Personalize

• Show commitment

• Be innovative

International Congress and Convention Association