Advanced International Association Bidding_Master Slide

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Advanced International Association Bidding

Our Agenda:

14.00 – 15.30 Part 1:

The client view – focus on lost bids

Alessandro Cortese – ESTRO

Daniel Waigl – CIRSE

Christian Feichtinger – IAF

15.30 Break



16.00 – 17.30 Part 2:

The supplier view – the IUPHAR story

Alice Au - Toronto

Karen Bolinger - Melbourne

Carlotta Ferrari - Florence

If we still have time

Part 3: The EANM Bidding story



17.30 End of Session

Get prepared for the Istanbul CAT night

ICCA 53th Congress

ESTRO and its congresses

A science and business venture, not a political one

Office driven process, with a ‘political’ mandate

RFP Process

Step Outcome

Topic Responsible

Open candidatures Board Shortlist of candidate cities

Actual RFP Office Proposals from at least three Cities

Feasibility Assessment Office Site inspections and ranking of the feasible destinations

Decision Executive Committee Office proposes three ranked destination. Formal approval

RFP Structure

Section Key Items

Description of the event • Format • Dates • Program Structure

Technical Requirements • Exhibition • Poster area • Registration • Secretariat and other spaces • Catering • IT & AV

Optional: Expectations form the City • Support expectations • Expected cost structure • Strategic understanding and relevant networks • “Legacy” Project

RFP Process

Main reasons for excluding a destination:

Techical and Business feasibility not met

Contacting local members before an invitation to submit a proposal

Risk elements not mitigated by the support of the local partnership

Not understanding what we’re trying to achieve and why: be a straetgic partner (I mean, for real!...)

Not acting as a business partner

RFP Process

DOs:

• Establish a dialogue beyond the congress proposal

• Test the relationship before the RFP process (education, board meetings…)

• Come with a longer term vision (at least 2 years before the event and 1 after)

• Come with plans to mitigate our risks

and DON’Ts

• Don’t pretend it will work it it won’t

• Don’t play politics

Major risks

REVENUE

• Cost for participation not manageable

• Legislative issues and VAT

• Compliance issues

• Perception and reputation of the destination

COST

• Currency issues

• Trasparency and secutity in billing

• Cost of adapting the venue to meet requirements

• Efficient local service providers

A final message:

A congress is not about tourism, it is about a combination of business elements and comunality of visions between an associations and a destination.

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Session code:

53rd ICCA Congress

Advanced Bidding Daniel Waigl CIRSE Executive Director Cardiovascular and Interventional Radiology Society of Europe AC Forum President Association and Conference Forum

ME12


Advanced Bidding

1. Communication

2. Expectations and Promises

3. Contracting

4. Delivery


1. Communication

Years in advance • 8-6 years first option; 6-4 years commitment

• Complex process: talk – listen- understand – talk again

• Not a single person decision

• Change of staff - stay in contact

“we lost your dates, but made an alternative

reservation for you…”


1. Communication

Who, what, when • Read the Congress Profile

• Appoint the right staff

• Look at the dates

“we would like to know more, can we visit your

congress to refine our offer…”


1. Communication

Site inspections • Agenda - what is relevant for the event

• Floor plans

• Local Ambassadors

“the good friend of the good friend is not a good

friend during a bidding process … ”


1. Communication

Shortlists • The only way to do it

• It is a collaboration!!!

• Stay in contact – don’t push

• If you agreed to an option date – keep it.

“how can we support you and what are the

relevant deadlines?”



Price

Exclusivity

Construction & Refurbishment

Suppliers



Price • Included – excluded

• Inflation – price index

• Currency

• VAT

“we understand your requirements and we will

start preparing before your set up starts… “



Exclusivity • 100% fit is exception

• Logistics is not all

• Medical meeting is not a fair or trade show

• The solution must work for the client, not only for you!

“Don’t worry we have done it a thousand times…”



Construction & Refurbishment • If you promise, keep your promise

• Update your client

• Ask the client

• Listen and try to understand!!!

“unfortunately the refurbishment is delayed, we

therefore want to invite you to discuss with us all possible options …”



Suppliers • Provide options

• Explain your relations

• Don’t be stupid!

“If you bring your own AV you can not use our

cabins…”


3. Contracting

Country Specifics

Terms & Conditions

Supporting vs. tying

Force Majeure


3. Contracting

Country Specifics • 10 or 100 pages

• Referrals to national guidelines

• Language (original vs. translation)

“ensure that all security exit doors are open at

all times”; “oh sorry this was the wrong version…”


3. Contracting

Terms & Conditions • Two partners?

• Do we need a lawyer?

• Obligation to accept

“yes we know its more for fairs, but don’t worry

its only the T&C’s…”


3. Contracting

Supporting vs. tying • Quality – price

• Expertise

• Responsibility

• Coordination

“here is the list of suppliers, we are happy to

work with all of them”


3. Contracting

Force Majeure • Collaboration

• Event management is a risky business

• Make it happen

“yes we can, let’s do it 3 months later …”


4. Delivery

Event Managers

Onsite Schedules

City / Convention Bureaus

How to measure success?


4. Delivery

Event Managers • Understand the event

• After negotiations starts delivery time

• Lonely? Never be alone!

• Talk, listen, verify – avoid too much assumptions

“I thought you knew … I forgot to tell you ….”


4. Delivery

Onsite Schedules • Read them, ask the questions

• Agree in advance

• Adhere to them – it is not only you

“I should have shared it with my colleagues …”


4. Delivery

City / Convention Bureaus • You can make the difference

• Support!!!

• Engage prior, during and after

“People make the difference…”


4. Delivery

How to measure success? • Financials

• Numbers

• Soft facts

• Surveys

• Build on relations

“We made it together!”

International Astronautical Congress (IAC) Bidding Process

Dr Christian Feichtinger, Executive Director, IAF

53rd ICCA Congress Antalya, Turkey, 1 – 5 November 2014


About the International Astronautical Federation

The International Astronautical Federation was created in 1951 by 10 scientific societies from 9

countries with the aim to:

“Encourage the advancement of knowledge about space and the development and application of space assets for

the benefit of humanity.”

3 53rd ICCA Congress, Antalya, Turkey, 1 - 5 November 2014

Connecting Space People


IAF Community

282 Member Organisations in 64 countries, comprising the General Assembly

11 Top Industry and Agency Executives serving in the IAF Bureau

More than 30 IAF Technical Committees made up of more than 400 world space experts

17 Administrative Committees with nearly 50 high-level advisors

Many Students and Young Professionals involved

A dynamic Secretariat based in Paris




What is the IAC?

Theme «Our World Needs Space» 3400 attendees and over 150 exhibitors

31 parallel Symposia containing 181 technical sessions

10 Plenaries, Highlight Lectures, Late Breaking News

IAF Global Networking Forum, with networking

opportunities, round tables and social events

67th IAC in Guadalajara, Mexico, 26 – 30 September 2016

The IAC annually convenes decision and policy makers, CEOs, top-level scientists, engineers, lawyers, students and young professionals

from the space sector world-wide in a major cities around the world.

68th IAC in Adelaide, Australia, 25 - 29 September 2017

66th IAC in Jerusalem, Israel, 12 – 16 October 2015 «Space – the Gateway for Mankind’s Future»



65th IAC in Toronto, Canada, 29 September – 3 October 2014


Our premium product Attendance has doubled in a decade

Content grows with global interest

Quality is assured: 40% abstract rejection rate



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500

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1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014

Total Attd

Abstractssubmitted

PaperScheduled

Sessions


IAC Evaluation Criteria

The bidder: the Host organization submitting the bid must be a current IAF member The location: geographical rotation of the IAC is important to ensure: Equity between the regions Communication on the network and its activities throughout the world and recruiting new members while remaining attractive to current members Keeping the interest of participants by providing them with adequate opportunities of participation


53rd ICCA Congress, Antalya, Turkey, 1 - 5 November 2014

39


IAC Evaluation Criteria

Site selection factors: functional services as hotel rooms, air access and ground transport options. Accessibility: cost, travel time, convenience of travel connections, and barriers such as customs and visas. National support: government, industry and academia Extra-congress opportunities: entertainment, shopping, sightseeing, recreation and professional opportunities. Accommodation facilities: capacity, cost, security, availability. Meeting facilities: capacity, layout, cost, ambience, service, security, availability. Information: if the site has performed well in the past, marketing. Site environment: climate, setting, infrastructure, hospitality. Other criteria: risks, profitability, novelty.



40


Procedure to select the host and site for the IAC



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Why does an IAC bid fail?

Bid proposals fail to meet the mandatory requirements of the IAC bid.



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The Winner Takes All



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Making a valid IAC bid (including obtaining the necessary documents etc., time preparing the bid proposal and some costs in making it look good) involves costs which should be considered when deciding whether or not to bid

Cities from around the world are increasingly using the IAC as a tool in strategic development, and the passion of being the host dramatically rises and increases competition

Understanding key success factors

becomes an important matter


Win the IAC Bid: Key Sucess Factors

Being able to address issues of risk and alleviate any concerns that the host organization may have is very important when putting together the bid proposal.



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*Financial risk: where the contract fails to break even

*Social risk: the image and reputation of the destination may not match the profile of the destination at its delegates

(connection to space activities is essential)

*Physical risk: where delegates may be at risk of terrorism, natural disasters…(people like convenient and safe

locations)


Evolution of IAC from a Host Perspective



45


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29 Connecting Space People


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International Union of Basic and Clinical Pharmacology

Founded 1959 as part of IUPS, 1965 independent association

Based in the USA

International Congress every fourth year

Size: 1500 – 3000 participants

PCO involved (not from headoffice)



Some comments on the RFP:

Bid five pages only – to be sent to Secretary General

14 points to be covered

No further action allowed

5 minutes for presentation - max. 5 slides

Rehearsel in front of ExCom members


Session code:

53rd ICCA Congress

The Toronto case Presented by: Alice Au Director of Sales, International Congress Toronto Convention Bureau

ME12


IUPHAR BID

1st attempt: IUPHAR 2018

Started in Fall 2008 to submission in March 2010

Criteria: 5 pages (no cover page)

Competitors: Japan, Italy & Canada

Osaka, Japan won on the 2nd round of vote


IUPHAR BID

2nd attempt: IUPHAR 2022

FEB. 2013: Reconnected with Bid Chair - LOI submitted March 1, 2013

OCT. 29, 2013 announced Finalists:

Florence, Glasgow, Melbourne and Toronto

Candidates were offered a chance to revise the 5 page bid submission by FEB. 28, 2014


IUPHAR BID

Toronto 2022 bid was well supported by the CSPT, CSPS, CAN, ASPET, AMSPC

Upon submission of revised bid, invited to present at 2014 Cape Town Congress

Initially, no lobbying / no booth

One month out, were told other candidates will have a booth & were offered special rate


IUPHAR BID

Rush to produce promo materials for booth

Rehearsed presentation with bid chair

July 15, 2014: “5 minute” presentation and selection by General Assembly vote

It was a tight race. Despite our Chair’s compelling & humourous presentation, we lost!


IUPHAR 2022 – WHY WE LOST!

Glasgow won based on the display of cohesiveness of the Board of the British Pharmacological Society with its 3000 members and major funding secured

Subvention also provided by Glasgow City

Good succession plan with 40% of British Society members under 40 years old



Session code:

53rd ICCA Congress

The Melbourne story

Presented by: Karen Bolinger CEO Melbourne Convention Bureau

ME12


19th IUPHAR World Congress of Basic and Clinical Pharmacology 2022 (IUPHAR)

Request For Proposal (RFP)

• 5 page bid document

• 21 pages criteria


19th IUPHAR World Congress of Basic and Clinical Pharmacology 2022 (IUPHAR)

Presentation

• 4 Competitors – Melbourne, Florence, Glasgow, Toronto

• 5 slides

• 5 minutes

• Local Host present


Bidding and winning strategies

• Local host selection

• Hidden secrets

• Voting transparency

• Association ethics



• What is your Unique Selling Point

• Anticipate objections

• Lose and learn



The IUPHAR Bid

Questions & Answers



Getting interested to bid?

IUPHAR World Congress 2026

Call in 2016 - info to member societies

Good luck!




Session code:

53rd ICCA Congress

Bidding for Congresses – A professional Approach?

A case study of the EANM annual congress bidding process for the years 2016 – 2020

###


Results of a Master Thesis

Written by Petra Neubauer, MA (IMC Krems)

Thesis Coach: Mag. Andrea Bauer, Executive Director of EANM


• European Association of Nuclear Medicine

• RFP sent out in August 2013

• Bidding Destinations: – Barcelona - Lausanne

– Belgrade - London

– Budapest - Maastricht

– Copenhagen - Nice

– Düsseldorf - Paris

– Geneva - Poznan

– Glasgow - Valencia

– Helsinki - Vienna

– Istanbul

Case


• European Association of Nuclear Medicine

• RFP sent out in August 2013

• Bidding Destinations: – anonymous - anonymous

– anonymous - anonymous







– anonymous

Case


Participating Bidders

• 25 interested

destinations in

total (received

rfp)


Evaluation of Bids – Hard Facts

Standard Evaluation Matrix focuses on „hard facts“: – Track record of hosted congresses

– Congress Centre: specifications & requirements!!!

– Access (airplane, train, road)

– Hotel situation

– Transport within the city

– Off-site venues for social events

– Expected support – in kind or in money – from government / city / other authorities


Evaluation of Bids – Soft Facts

Professionalism-criteria added by author to Evaluation Matrix focuses on:

– Pre-bidding phase

– Receiving the RFP

– Bid Book

– Layout of Bid Book


Pre-Bidding Phase

• Has the CVB monitored the Association?

• Has the CVB been in contact with the Association?

• Has the CVB showed interest before?

• Has the CVB been prepared for the RFP?


Pre-Bidding Phase

• Excellent: 100% - 80%

• Good: 79% - 60%

• Failed: 59% - 40%

• Should not have proposed: < 40% NO!


Receiving the RFP

• Has the CVB sent a thank-you email after receiving the RFP?

• Has the bid-book also been sent via pdf?

• Did the CVB send unrequired information?

• Did the CVB ask if the bid-book has arrived?

• Did the CVB ask for feedback?


• Excellent: 100% - 80%

• Good: 79% - 60%

• Failed: 59% - 40%


Receiving the RFP


Layout of Bid Book

• Layout

• Language (spelling mistakes etc.)

• Paper used

• Binding of bid-book

• Resolution of pictures / diagrams

• Table of contents

• Page numbers

• Section marks


Layout of Bid Book

• Excellent: 100% - 80%

• Good: 79% - 60%

• Failed: 59% - 40%



Look of Bid Book

• First Impression

• Materials sent

• Content

• Convention Centre Brochure

• Personal Note


Look of Bid Book

• Excellent: 100% - 80%

• Good: 79% - 60%

• Failed: 59% - 40%



Findings

Rank Destination Result 1.

Hard Facts

Result 2.

Soft Facts

TOTAL

RESULT

Influence Result 2

Result 1

1. A1 87% 84% 85%

2. B2 77% 81% 78%

3. K1 76% 74% 76%

4. F1 67% 77% 69%

5. F2 67% 70% 68%

6 J1 57% 78% 63%

7. I1 65% 55% 62%

8. H1 61% 60% 61%

9. E1 60% 59% 60%

Hard facts:

account for

75% of overall

evaluation

Soft facts:

account for

25% of overall

evaluation


Findings

Rank Destination Result 1.

Hard Facts

Result 2.

Soft Facts

TOTAL

RESULT

Influence Result 2

Result 1

9. B1 59% 63% 60%

9. G2 56% 71% 60%

12 O1 56% 63% 58%

12. L1 54% 68% 58%

14. C1 51% 60% 53%

15. D1 39% 60% 45%

16. D2 40% 53% 43%

17. G1 27% 63% 36%

Hard facts:

account for

75% of overall

evaluation

Soft facts:

account for

25% of overall

evaluation


Findings

Mistakes of Convention Bureaus

Focus on quantity rather than quality wrong strategy

No proper research

Exaggerate communication

Master bid books not adapted to specific Congress

Incompetence of accepting rules and regulations

Empty promises

Wrong person responsible for bidding wrong strategy


Findings

Monitor association/

research

Build relationship

with Association

Receive official RFP

Prepare bid book / Stick

to guidelines

Hand in bid book on

time

Stay in touch with

association / ask for

feedback

Receive Decision

(win/loose)

Improve for next bid

Bidding Process Circle


Recommendations

• Know the association!

• Stick to the rfp!

• Watch the deadlines!

• Be professional!


Result

Winner of the EANM annual congress bidding process:

2016 : BARCELONA

2017 – 2020 still confidentially treated by the Executive Committee of the EANM


What do we learn?

We should do better as Convention Bureaus/Destinations

We have to increase our professionalism

We all need to be between 80% - 100%!

Let‘s improve!

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Education

Advanced International Association Bidding_Master Slide