TH03- To bid or not bid? The million dollar question - Congress Bidding & Decision Making seen from multiple perspectives

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To bid or not to bid?The million dollar question

Ann DELMICHEDirector Meetings and Events Department

UITPInternational Association of Public Transport


UITP ? promotion of public transport around the world


YES YOU NEED TO BID !

WHY ??



UITP Global Public Transport Summit

– More than 2200 participants– More than 83 countries– 30,000 m2 of exhibition space– 284 exhibitors– More than 25,000 visitors– Over 270 international press &

media representatives

approx. 50 side-events (cocktails, dinner receptions, meetings, business presentations, ...)

Economic impact for the city: 26/30 million Swiss Francs (2013 Geneva estimation)


Without Bid ?


Have a bid who helps you to achieve your goal


• UITP BIDDING PROCESS OF OUR MAIN EVENT – THE GLOBAL PUBLIC TRANSPORT SUMMITT


Sub-Total SECTION A: LOGISTICS 3000

Sub-Total SECTION B: ASSOCIATION OBJECTIVES 2000

Sub-Total SECTION C: POLITICAL CRITERIA 1000

Sub-Total SECTION D: FINANCES 4000

TOTAL 10 000

UITP BID


To bid or not bid?

Kai Troll

International Sport & Cultural AssociationDirector Global Partnerships & Strategic Development

[email protected] | [email protected]

mailto:[email protected]

mailto:[email protected]


• ISCA = global membership organisation

• Sports For All , recreational sports and physical activity

• Collecting data, developing models, sharing solutions to assist healthier societies

• Goal: 100 Mio active by 2025 = NowWeMove Campaign v

• 1100 Member representing 40 Mio people

• 82 countries and growing > Regional Developments

About


Flagship Event: MoveWeek Campaign (not incl. Latin America)Goal: raise awareness and promote physical activity. Highly decentralised.


# Congress hosting # Event development # Innovation processing # Campaigning # Consultancy

Approx. 40 events (Conferences and Seminars) per year.



IF there is a bidding process, YES.


Non-ISCA related conferences & congresses:

• Best Buddies European Conference 2017/8 *

• iDisability Europe Congress 2018* / 2020 *

• iDisability World Congress 2019* /2021 *

• Diabetes Europe/Asia Summit 2017* / 2018 *

• DiabetesTaskForce® Education&Prevention Seminars (DTFEP) (monthly seminars in different cities, strategically chosen)

• s&m Association Workshop 2017, 2018, + (Education & Knowledge Sharing Forum for small & medium size associations and venues)

• 2016 Moving Europe Conference

• 2016 ISCA Latin America Regional Conference Sao Paolo *

• 2017 ISCA Congress *

• 2018 ISCA Africa Congress *

• 2018 ISCA North America Congress *

• 2019 ISCA Asia Congress *

ISCA related main conferences / congresses:

** bidding process.


Often…

It becomes increasingly challenging for associations and non-profits to raise unrestricted funding that covers core cost. Events, conferences, congresses contrubite to bottom line. Net result matters!


…Cash & VIK is not everything!• Show case the city and venues

• What is the USP?

• What‘s on offer besides ‚a good financial deal‘?

• Venues/destinations & associations to better understand each other, learn goals & objectives

• What can CB, venue do more to support better?

• Alignment of key players at destination ?

• Media networks?

• One-stop-shop ?

• What’s the approach to large associations / events vs. small associations / events?

….but sometimes..


….doesn‘t always win…


Basic issues:

Lack of trust, Stability, Delivery

Culture, Language, Consumer / local cost too high

Low cash & VIK support

Executive Office vs. Board driven?

Board preferences, Ego‘s

Strategic decision

Other internal / external factors ?


How often should one bid?


Does it really matter….?


Conclusion Bidding = YES. It is important for venues AND assocations CB and venues too focused on large associations, large size events. Highly

unlikely large events return anytime soon More focus and commitment to support small and medium associations

and small / medium size events that have potential to grow, grow together!

Advantage for venues and CB = decision making process is less ‚complex‘ and faster

Probability of increased retention rate higher


It is always about the people!

- Kai Troll

Thank you.

Q & A.


To bid or not to bid?The million dollar question

Philippa ScottILAE/IBE Congress Secretariat


Who are we?

International Bureau for Epilepsy (IBE) Lay Organisation Global network of Epilepsy Associations and Organisations

International League Against Epilepsy (ILAE) Medical Organisation Network of National Chapters around the world

Where we fit in = International Epilepsy Congress Secretariat In-house secretariat exclusively organising 7 biannual epilepsy

congresses


International Epilepsy Congress (IEC)

It does exactly what it says on the tin… Biannual event 3000-4000pax Jointly organized by International League against Epilepsy (ILAE) and

the International Bureau for Epilepsy(IBE)


Not following the herd…

‘Bids’ vs Proposal Expression of interest Local ILAE/IBE chapters applyGround workProposals Short listSite inspectionsFinal decision

What do we need to know?


‘Baaaaa’d bidding

Convention Bureaus Venues Understanding the needs of your client Follow up Language barriers Cultural differences Our own committee Mission vs. surplus


To conclude…

Positives and negatives Understanding the needs and

processes of individual associations and organisations

Build relationships The international context Issues a little closer to home Don’t take it personally!

Thank you for your time!

Economy & Finance

TH03- To bid or not bid? The million dollar question - Congress Bidding & Decision Making seen from multiple perspectives