The Bidding Process Patrizia Semprebene Buongiorno - AIM Group International - IAPCO
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The Bidding Process
Patrizia Semprebene Buongiorno
AIM Group International
Summary
1. The Bidding Process
- Research
- Analysis of the RFP and Data Capture
- Definition of Strategy and Identification of Players
- Bid Book
- Budget Definition and Funding
- Bid Campaign
- Site Inspection and Shortlist Phase
- Presentation of Bid Proposal
- Measurement of Results
2. Case Studies
3. Some ideas for an inspirational bid
1
The Bidding
Process
The Bidding Process
In the Meeting & Events Industry the Bidding process
starts with a formal invitation to submit a complete
offer/proposal to host an event in a destination.
The proposal can come from a:
A Bidding A Bidding
Destination PCO
The Bidding Process – 9 Steps
1 RESEARCH 6 BID CAMPAIGN
2 AND DATA CAPTURE
ANALYSIS OF THE RFP
7 SITE INSPECTION AND
SHORTLIST PHASE
3 DEFINITION OF STRATEGY AND
IDENTIFICATION OF PLAYERS
8 PRESENTATION OF
BID PROPOSAL
4 BID BOOK 9 MEASUREMENT OF
RESULTS
5 BUDGET DEFINITION
AND FUNDING
The Bidding Process – Research Use insightful resources:
The Bidding Process – Research Monitor Destination Rotation logic:
The Bidding Process – Research
The Bidding Process – Research
Monitor Associations:
Associations’ websites
Webpages of previous events
Direct Contacts and
fellow relationships
The Bidding Process – Analysis of the
RFP and Data Capture
• Attentive reading to the Request of Proposal
• Understand the key criteria for selection
Key Selection CriteriaThe Bidding Process – Key Selection
Criteria
Quality and
Quantity of Price and
Overall Facilities and Value for
Accessibility Infrastructure Services Money
Environment
and Health
Security conditions WeatherThe Bidding Process – Key Selection
Criteria
Attractiveness Local
of the Experience Community
destination
Future Strategy of
Finance
the AssociationThe Bidding Process – Analysis of the
RFP and Data Capture
Ask yourself:
1. Who is the client?
2. Are we able to meet the requirements?
3. What is the decision making process?
4. Who is the ultimate decision maker or who
influences the decision?
5. Is there a rotation between different areas of the
world?
6. Who are the other competitors bidding?The Bidding Process – Definition of
Strategy and Identification of Players
This also helps to
identify Positive Negative
your
Strengths Weaknesses
- The bidder has a - Weak professional
USP – Internal member on Council community
- Ideal infrastructure - Never hosted an
Unique and facilities event of this size
Selling
Proposition. Opportunities Threats
- Congress never took - Competitor is a
External
place in your region or second or third time
country bidder
- Favourable rotation - Political instabilityThe Bidding Process – Definition of
Strategy and Identification of Players
To make sure you have a solid basecamp, the PCO should
identify the right players and create a real bidding team.
LOC
Sponsoring
National Society
organisations
Host country Convention
airline / alliance Bureau
Congress
PCO
venueThe Bidding Process – Why involving these players? Loc and National Society: Support the bid leader Involvement of the local community Act as ambassadors Convention Bureau: Considered a neutral body Not profit oriented Represent the destination Knowledge source for quality controlled services Power to achieve commitments
The Bidding Process – Why involving these players? PCO: Has indepth knowledge and transmits security Is able to detail financial planning Has experience and skills in project management and co-ordination
The Bidding Process – Bid Book The Bid Book is: a detailed booklet that delivers all information regarding the management of the requested services: - accessibility of the destination - accommodation facilities - possible venues - unique locations for the social programme - financial management - registration and abstract management - delegates and speakers’ management - possible pre/post tours, etc…
The Bidding Process – Bid Book
What the PCO writes
on the Bid Book,
is a promise!The Bidding Process – Budget Definition and Funding When starting working on the initial budget remember to answer to these questions: 1. Do we have financial data of past editions? 2. Who negotiates with suppliers? 3. Who takes care of fundraising? 4. Can the PCO get some benefits from the CVB or the destination? 5. Who takes the financial risk?
The Bidding Process – Bid Campaign
In this phase the PCO should learn the structure of
the international association and who the ultimate
decision makers are.
Lobby Lobby Lobby!
It is important to create a strong connection between
the PCO and the key persons that can support the
candidacy and set the basis for a future fruitful
collaboration.The Bidding Process – Bid Campaign Remember to: 1. Know what is allowed and what is forbidden 2. Support your leader 3. Coordinate the activities of the local members 4. Look at innovation in communication as an added value 5. Target the key decision makers, learn the structure of the international association and who the ultimate decision makers are
The Bidding Process – Site Inspection and Shortlist Phase During the site inspection, it is important to show: GOOD RELATIONSHIPS WITH THE STAKEHOLDERS DEEP EXPERIENCE AND KNOWLEDGE OF THE DESTINATION SOLID UNDERSTANDING OF THE EVENT’S REQUIREMENTS THE YOUR UNIQUE SELLING PROPOSITION What distinguish you from yours competitors
The Bidding Process – Presentation of the Proposal and Bid Book The shortlisted destinations are normally asked to deliver an oral presentation in front of the Council. Voting process: it is important to know who will vote and the best way to get our message across the decision-makers.
The Bidding Process
1 Tailor your presentation techniques to
the association you are presenting
2 Evaluate carefully who is going to present: joint
presentation between the PCO and the LOC if
allowed will help combining the professionalism
and enthusiasm that both parties bring to the table
3 Evaluate the presenter/s carefully: english
language, stage presence, knowledge of the
productThe Bidding Process
4 Train the bidder
5 Do not forget cultural differences when
preparing the presentation
6 Voting process: it is important to know who will
vote and the best way to get our message across
the decision-makers.The goal is to ensure the
message we craft will motivate them to voteThe Bidding Process – Measurement
of Results
The PCO should ask for feedback on the bid to understand
where it scored high and/or where the offer can be improved.
WON? LOST?
Ready to go into the Ready to bid again
operational phase? with renewed
enthusiasm?2
Case Study 1 102nd LIONS CLUBS INTERNATIONAL CONVENTION International Association: Lions Clubs International Local Association: Lions MultiDistretto 108 Invited cities: Boston, Calgary, Johannesburg, Singapore
Case Study 1 102nd LIONS CLUBS INTERNATIONAL CONVENTION Process Schedule: selection 5 years in advance • Distribution of the bid in August • Deadline submission in November • Site inspection (if needed) in February • Vote in March/April
Case Study 1
102nd LIONS CLUBS INTERNATIONAL CONVENTION
Why did Milan win?:
- in 100 years of Lions history only 3 times in EU;
- a strong Italian Association: 44.000 members;
- Expertise: Milan already bid for 2018;
- Great teamwork
We proposed Milan as a destination for the 2018 Convention
against Johannesburg, Calgary and Las Vegas. The latest won,
as they were to celebrate the 100th Anniversary, so they would
prefer to stay in the US.Case Study 1
102nd LIONS CLUBS INTERNATIONAL CONVENTION
Other cities’ weaknesses:
- Boston: in 2017 and 2018 the Convention was
confirmed in USA
- Calgary: rotation reasons, in 2014 the
convention was in Toronto
- Johannesburg: security concernsCase Study 2 WORLD TUNNEL CONGRESS 2019 International Association: International Tunnelling & Underground Space Ass Local Association: SIG – Società Italiana Gallerie Invited cities: London, Istanbul, Salzburg
Case Study 2 WORLD TUNNEL CONGRESS 2019 Process Schedule: selection 3/4 years in advance • Distribution of the bid to Member Nations in Sept • Deadline submission of 3-5 pages of summary in Jan • Vote of General Assembly in Jan to see if bids are compliant to guidelines • Submission of bid book completed of detailed budget in Feb • Presentation of candidacy at General Assembly and vote at the end of April
Case Study 2
WORLD TUNNEL CONGRESS 2019
Why did Naples win?:
- Great work of team and strong lobbying, including the
translation into Spanish and French of part of the bid book and
personal dispatch to the Presidents of the main voting
societies;
- Historical destination: the first underground structures date
back 470 BC and Bourbonic tunnels were one of the selected
venues for the social program;
- Toledo Metro Station in Naples was recently awarded 1st
prize for Innovative Use of Space by the Intl Tunnelling
Association;
- A very detailed program rich of contents:
- Support of the local institutions and a rich list of candidature
industrial sponsorsCase Study 2
WORLD TUNNEL CONGRESS 2019
Naples weaknesses:
- It was perceived as an unsafe city,
- There were no direct flights from Latin America
countries, one of the biggest communities
attending the congress.Case Study 3 25th ICTAM – INTERNATIONAL CONGRESS OF THEORETICAL AND APPLIED MECHANICS International Association: IUTAM - International Union of Theoretical and Applied Mechanics Local Association: Local Association and Pavia University Invited cities: Paris, St. Petersburg, Lund
Case Study 3 25th ICTAM – INTERNATIONAL CONGRESS OF THEORETICAL AND APPLIED MECHANICS Process Schedule: selection 4 years in advance • Distribution of the bid to UTAM Adhering Organizations and IUTAM Affiliated Organizations in April/May • Deadline submission of expression of interest: in June • Presentation of the candidacy at the Congress Committee at the Congress and vote, mid-end of August
Case Study 3
25th ICTAM – INTERNATIONAL CONGRESS OF
THEORETICAL AND APPLIED MECHANICS
Why did Milan win?:
- Expertise: Milan already bid for 2016; competitive
rates and registration fees; congress center in the
heart of the city
We proposed Milan as a destination for the 2016 Congress,
even though it would be almost impossible to win as per
rotation. We used that experience to start entering the field.
Other bidding destinations were Lund, Indiana and the winning
Montreal.Case Study 3
25th ICTAM – INTERNATIONAL CONGRESS OF
THEORETICAL AND APPLIED MECHANICS
Milan’s weaknesses:
- Lack of money funding from the local
institutions;
- Undefined amount of contribution to secure to
the young researchers (the local committee
committed itself to collect at least € 60.000)Case Study 4 IAC 2021– INTERNATIONAL ASTRONAUTICAL CONGRESS International Association: IAF International Astronautical Federation Local Association: AIDAA – Associazione Italiana di Aeronautica e Astronautica Invited cities: Venice & Paris
Case Study 4 IAC 2021– INTERNATIONAL ASTRONAUTICAL CONGRESS Process Schedule: • Announcement of the call for proposal in Oct 2017 • Deadline for notices of intent to submit proposals in Feb 2017 • Deadline for submissions of proposals in April • Selection of finalist candidates in June • Site inspections in summer by Executive Director • Deadline for submission of updated proposals from the candidates in September • Selection of the host by the IAF General Assembly during the IAC 2018 Congress in Bremen
Case Study 4
IAC 2021– INTERNATIONAL ASTRONAUTICAL CONGRESS
Why did Venice lose?
- Venice has meeting spaces and logistics limits for the
Congress’ numbers.
- Political factor: the IAF President is French and strongly
supported the Paris application
- Rotation criteria: the last time the congress was in
France was in 2001, more recently in Italy (2012)
- Paris focused its campaign on the record of
attendance: their goal is to reach 10.000 registrations.
This would be impossible to be managed in Venice.
- In 2021 the CNES (centre national d'études spatiales)
celebrates 100 years anniversary, IAC would be the
best occasion to celebrate this accomplishment.Case Study 4
IAC 2021– INTERNATIONAL ASTRONAUTICAL CONGRESS
Venice strenghts:
- Undisputed appeal of Venice: destination
attractiveness (also to be considered that the delegates
go to Paris every year for the IAF spring meeting)
- Strong support from all the Italian aerospace
community (15 support letters included in the bid
dossier)
- Venice was more competitive in terms of venue rates
- Focus on IAF “3G program” activities (International
Platform for Diversity and Equality in Astronautics –
Geography – Generation – Gender)
- Strong bidding team: AIDAA and its network, AIM
Group, City of Venice.Case Study 4 IAC 2021– INTERNATIONAL ASTRONAUTICAL CONGRESS Will we try again? Yes!
3
Some ideas for an
inspirational bidSome ideas for an inspirational bid A «simple» bid book could be even more effective, if integrated with: - Supporting video message of important governmental organs - Video messages from experts and testimonials - Supporting messages from potential delegates around the world
Some ideas for an inspirational bid - Social Media campaigns - Online polls’ outcomes on the choice of the destination - «Keep me updated on the bid» newsletter - Legacy and outreach parallel projects
Some ideas for an inspirational bid - Dedicated App - Contest for choosing the next event logo or graphical mood - List of all economical, social, environmental, cultural ongoing projects at the destination
THANK YOU!
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