GA16 | Kuching | ABC of Bidding & Ambassador Programmes

International Congress and Convention Association #ICCAWorld iccaworld.org

The ABC’s of Bidding and Ambassador Programmes

55th ICCA Congress



• Anna Case, Director Business Events Gold Coast Tourism (Australia)

• Silke Schlinnertz = Association expert Head of Operations & Events Euroheat & Power

• Suzana Bishop = Ambassador expert General Manager Club Melbourne Ambassador Programme

Introduction


What is your industry sector? (one answer only)

•Destination : Convention Bureau / Tourist Board / City Marketing / DMO •Venue : Congress / Convention Centre •Venue : Hotel •Specialist Supplier: AV / Catering / Tax adviser / exhibition contractor etc. •Meeting Management : PCO / Event agency etc.

About You


Where is your organisation/company based ? (one answer only) •Africa •Asia •Europe •Middle East •North America •Oceania•South (Latin) America

About You


How many years have you been involved in association meetings and the bidding process? (one answer only)

•< less than year •> one year < two years •> two years < five years

About You


Which part of the session is more relevant? (one answer only)

•Basics of Bidding •Starting an Ambassador programme •Both equally important

About You



Association Panel •Robyn Watson, President The International Symposium on Dental Hygiene •Yannick Saint-Germain, Event Project Manager International Political Science Association

•Silke Schlinnertz, Head of Operations & Events Euroheat & Power

RFP’s & Bidding Criteria


NGO = Non-Governmental Organisation•Non-profit, voluntary citizens' group•organised on a local, national or international level•Driven by people with a common interest, •Perform a variety of service and humanitarian functions•Advocate and monitor policies•Provide analysis and expertise•Help monitor and implement international agreements•Example – Doctors Without Borders. Greenpeace

Types of Associations


NPO = Non for Profit Organisation•Trade associations: have industry/corporate organisations as members •AIM: to connect, promote and may defend the industry/activity of their trade/profession,•May develop best practices•May influence public policy or opinion in a direction favourable to the group's members



NPO = Non for Profit Organisation•Professional societies: have individuals as members / volunteers•Goal: to further a particular profession, the interests of individuals engaged in that profession and the public interest•Often provide professional education programs•Accreditation / certification



NPO = Non for Profit Organisation

•Federations: have associations as members •AIM: to represent a wider field•Influence public and governmental policies and opinions and in a direction favourable to the group's members



• Association = are service organisations or charities that are established for co-operative, trust and exchange of information

• Corporate = sales for clients / rewards staff for sales – usually an incentive

Associations vs Corporate


• Association = NPO, in case of a profit associations reinvest in members services / research / studies etc

• Corporate = profit is primarily fed back to investors/shareholders

Revenue vs Profit


• Association = owned by its members, regulated and governed by members, representing the interests of the sector as a whole

• Corporate = steered and managed by its shareholders, with the sole interests of the company

Ownership vs Control


• Reinforce mission and pursue strategy • Value and / or showcase its members work• Engagement (members, non-members, other

stakeholders)• Platform for exchange and networking• Revenue generation to allow other association

activities

Why do Associations Meet


A 'bid' arises when more than one city competes for the right to host a conference, meeting or event. Each city 'bids' for the event by preparing information and collateral that supports the case for the event to be held in their city• Resources and investment • Bid criteria established • Is your city / venue a fit?

What is a Bid?


• Implement bidding procedures for events• RFP – Request for Proposal • RFI – Request for Information • All details for event are outlined • Used as a guideline on specific requirements• Bid document / proposal represents the

destination / venue / services / hosting local association

• Focused on Association’s needs

What is a Bid?


• Learn as much as possible about the conference and their industry

• What is the decision process• Event’s rotation pattern• Likely competition from other associations in

your field• Goal is to assess the probability of bringing the

event to a geographic location

#1 Research


• Assess the criteria for the event• Analyse past events• Review your city’s unique selling points and

bidding competitors• Think about political agendas that may

influence the final decision• Find a champion / influencer / Ambassador

#2 Plan the bid strategy


• An Ambassador is an discipline expert with global reputation and connections that can assist your destination secure or promote an event

• May be used to lead a bid OR used to provide support for delegate boosting / attendance

• An Ambassador is not always the bid leader

What is an Ambassador?


• An Ambassador Program is a structured network which often gathers academics, business leaders, scientists and local government to work with local bureaux and convention centres to win international events for their city

Ambassador Programme?


• Provides the host organisation and destination with information they can use to make their final decision

• Must clearly address the criteria• Emphasise the advantages of hosting the

event in your city• Detail what support is available to the

association if they choose your city

#3 Prepare the Bid Document


• Analyse the voting process• Know who will vote, and the best way to get

your message across to them• Goal is to ensure the message you craft will

motivate them to vote in your favour• May staff an exhibition stand at current

conference or attend parallel event in another region to secure votes

#4 Lobby for Votes


• Extend an invitation to representatives from the association’s international committee, usually decision makers, to visit the bidding city

• purpose of this visit is to demonstrate how the city and its venues will meet their requirements

• Again follow the specific needs – but also show off your city

#5 Host a Site Inspection


• Often you will make a final presentation to the association’s international board, or to an assembly of voting delegates from each country or at least your Bid Leader will present the final presentation. Less formal lobbying frequently takes place among delegates and participants at this stage of the bid process.

#6 The Bid Presentation


• Guide the association to plan the event • A PCO may be appointed • Help promote the event • Delegate boost• IF you did not win….. try and evaluate why?

And learn lessons for next time

#7 Manage Post Bid Relationship


As a group think about the critical aspects that you think are essential to be included in an RFP / Bid Criteria?

Nominate a group leader and deliver your ideas.

Group Activity


• Analyse the bid criteria • Does it fit your destination / venue?• Do you have availability?• Do you have the resources / funding / support?• Do you understand what the association is looking

for?• Could going for this opportunity restrict you from

going for another golden opportunity?• Review, reveiw and READ the RFP • Answer the RFP questions

RFP’s & Bidding Criteria


• Introduction What is Euroheat & Power? • Euroheat & Power Congresses • Previous/Confirmed Congresses • Rotation Policy • Date and Duration • Venue• Bid Requirements & Selection Process • The Bid • Deadline and Format for Bid Documents • Shortlisted Destinations • Final Decision

Euroheat & Power RFP


• Time Path • General Arrangements and Responsibilities • Responsibility of the Local Host (EHP member)• Tasks and Responsibilities of Euroheat & Power • Organising and Financial Responsibilities • 39th Euroheat & Power Congress Application Form• Destination - City • Dates • Transportation Details • Venue Details • Evening Function -Sunday • Evening Function –Monday• Hotel Details

Euroheat & Power RFP


• Context• EOI• Submission and Deadlines • Quotations

– Audio Visual– Food & Beverage– Booths & Desks– PCO

• Contracts– Congress Venue– Headquarter Hotel – Participant’s Hotel – MOU

IPSA RELOCATION RFP


• Questionnaires – Host City Questionnaire– Congress Venue Questionnaire

• Information Session• Contact

IPSA RELOCATION RFP


• Host Committee• Financial Arrangements• Change of Venue • Scientific Program• Social Program • IFDH Staff and/Event Management Firm • IFDH Marketing Firm• IFDH Staff

IFDH GUIDELINES


As a group think about one question you would like to ask one of the Association Panel Experts that does NOT appear in their RFP?

Think about your organisation and what you might need to know that will help your bid.

Group Activity


BREAK


Panel • Jean Evans MCI Headquarters Dublin• Jeannie Lim Singapore Tourism Board• Suzana Bishop Melbourne Convention & Exhibition Centre• Silke Schlinnertz Euroheat & Power

The Journey of a Bid


• Why?

Starting an Ambassador Program



Setting objectives• What are the strengths of your destination?

• What events would you like to win and why?

• What ecosystem you require to succeed?



Stakeholder involvement• Local/state government• Bureau • Who else?



Reaching out to key organisations and experts• Value proposition• Why would your stakeholders want to

invest in your program?



Designing a schedule of activities to engage with Ambassadors and stakeholders• How many Ambassadors do you want to

attract?• How many and what type of events do you

want to host?



Engaging your Ambassador to bid• How will you keep your

Ambassadors motivated?



Keeping your Ambassador active post bid• How will you remain engaged with

Ambassadors?



Summary• Set objectives• Outline stakeholders• Develop a value proposition• Design a schedule of activities• Motivate ambassadors to bid• Keep ambassadors engaged post bid


The Warcry

“We will Win it”


Education

GA16 | Kuching | ABC of Bidding & Ambassador Programmes