International Congress and Convention Associationwww.iccaworld.com Preparing a successful bid November International Congress & Convention Association

International Congress and Convention Associationwww.iccaworld.com Preparing a successful bid What research is essential for preparing a successful bid?

International Congress and Convention Associationwww.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 Associationwww.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 Associationwww.iccaworld.com 2. Can my venue facilitate the conference? 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 Associationwww.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 Associationwww.iccaworld.com 4. Budgetary factors relating to the conference Is the conference or organisation budget- conscious 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 Associationwww.iccaworld.com 5. How is the conference organised? Is everything handled by a committee? Does the organisation use a PCO or a full- time in-house conference organiser? Which organisational support do they require from local convention bureaux and venues?

International Congress and Convention Associationwww.iccaworld.com 6. Information on social programmes Gala dinners? Pre-and post-conference tours? Educational business visits? Extensive programme accompanying persons required?

International Congress and Convention Associationwww.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