Download Preparing a successful bid

International Congress & Convention Association
Preparing a successful
bid
November 3-5 2008
International Congress and Convention Association
www.iccaworld.com
Preparing a successful bid
What research is essential for preparing a
successful bid?
International Congress and Convention Association
www.iccaworld.com
Checklist of information to research:
1. Is the conference likely to come to my
destination?
2. Can my venue facilitate the conference?
3. Can my location facilitate the conference?
4. Budgetary factors relating to the
conference
5. How is the conference organised?
6. Information on social programmes
7. What does the decision-making process
look like?
International Congress and Convention Association
www.iccaworld.com
1. Is the conference likely to come
to my destination?
• Rotation area Series/Preferred region
• History
• Local counterpart/member
Time-factors to keep in mind:
• Frequency
• First open year
• Preferred month
International Congress and Convention Association
www.iccaworld.com
2. Can my venue facilitate the
conference?
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Attendance #
Preferred venue
Size of plenary hall
Number and size of breakout rooms
Commercial exhibition/Exhibition space
Duration conference (weekend or weekday,
prep-time)
• Can the sessions be divided between
different facilities?
• Security
International Congress and Convention Association
www.iccaworld.com
3. Can my location facilitate the
conference?
• Is hotel accommodation available?
• Other venue requirements
• Which countries do delegates come
from?
• Is language an important factor?
• Airport capacity
• Other infrastructure
International Congress and Convention Association
www.iccaworld.com
4. Budgetary factors relating to
the conference
• Is the conference or organisation budgetconscious or relatively wealthy?
• Is there a maximum delegate registration
fee?
• What type of hotel accommodation is used?
• Is government support required?
• What are the sponsorship requirements?
International Congress and Convention Association
www.iccaworld.com
5. How is the conference organised?
• Is everything handled by a committee?
• Does the organisation use a PCO or a fulltime in-house conference organiser?
• Which organisational support do they
require from local convention bureaux and
venues?
International Congress and Convention Association
www.iccaworld.com
6. Information on social
programmes
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Gala dinners?
Pre-and post-conference tours?
Educational business visits?
Extensive programme accompanying
persons required?
International Congress and Convention Association
www.iccaworld.com
7. What does the Decision-making
Process look like?
• Is there a local counterpart/member
present in my country and is he/she
willing to set up an organising committee?
• Is a formal bid required (bid-manual)?
• What factors are most important in a
successful bid?
• Deadline bids and Decision-date
• Decision-making body: Who decides and
who influences?
• Analysis of the competition
International Congress and Convention Association
www.iccaworld.com