加载中…TheBiddingProcessthe9steps
(2019-07-17 10:44:06)
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The Bidding Process–the 9 steps
1. Research
2. Analysis of the RfP
3. Definition of Strategy and identification of Players
4. Bid Book
5. Budget Definition and Funding
6. Bid Campaign
7. Site Inspection and Shortlist phase
8. Presentation of Bid Proposal
9. Measurement of Results
Research is very important.
Monitor Key Associations
• those associations where your destination is a knowledge
hub
• Where you have direct contacts (potentially having organised
a national event on this topic)
• Where there is a large potential for membership growth for
the association
• Where there is a local association
Monitor Key Associations – how?
• Look at the Associations’ websites
• Look at web pages of previous events
• Look at the national association
• Follow links
Use valuable and reliable resources
You need to know what you are looking for initially (go deeper
later):
1. Size and fit
2. Rotation and bid sequence
3. Meeting basic criteria
4. Competition
5. Support locally and professionally for this subject
And if bidding as a PCO what PCO involvement will there
be
Conduct mini-SWOT analysis
• strengths
• weaknesses
• opportunities
• threats
This is just the beginning once you decide to Bid and receive
the RfP (Request for Proposal) /ITT (Invitation
to Tender) / or EOI you need to:
• Read the Request for Proposal very carefully
• Understand the key criteria for selection
• Including motivation and the players
Ask questions
Who influences or makes the decision?
• The PCO?
• The Executive Office of the Association?
• The Executive Council?
• The Board?
• The General Assembly?
• The Membership?
• Other?
What is the approach and how will they evaluate your
bid?
Can you meet their vision?
• Attractiveness of the destination
• Experience
• Local Community
• Finance
• Future Strategy of the Association
Can you meet the basic criteria?
• Accessibility
• Overall Infrastructure
• Quality and Quantity of Facilities & Services
• Price and Value for Money
• Security
• Environment and Health Conditions
• Weather
More considerations and questions
Which association holds the conference?
• What are their objectives?
• Do their objectives align with those of our local
host?
Are we able to form a strong bid team?
Do we have the support of others:
• In our country?
• In the profession
internationally?
Do we have a unique, compelling message?
Is the project financially viable?
Who has financial responsibility for hosting the
conference?
Ask questions – Finance
Budget Definition and Funding – 2 elements
1. The budget for the bid itself – who will pay?
2. The budget for the event – a budget and cash flow chart are
needed
1. The Bid has costs both in time and money
• The Bid Book
• The Site Inspection
• Travelling to make the Bid
• Any Campaign costs
• Any extras
Will these be paid by
• The government
• The PCO
• The CVB / destination
• Local / National Association
When starting working on the initial budget for the Bid
document remember to answer these questions:
Do we have financial data of past editions?
Who negotiates with suppliers?
Who takes care of fundraising?
Can the PCO get some benefits from the CVB or the
destination?
Who takes the financial risk?
be open, honest and transparent
RfP
Read the Request for Proposal very carefully
Research Tips
• Winning depends on
in-depth research
• Search for conferences
that fit your strategy
• Monitor associations’websites and their
conference website
• Use your network of contacts to learn more
about particular associations
• Ascertain the best time to
bid
• Read the guidelines
carefully
• Have more than one person read so no
detail is missed
• If you need more detail, ask the
Association
• Write a detailed accurate budget
• Answer checklist questions honestly
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