Chapter 3 Event Bidding Event Bidding C H A P T E R 3

Bidding for Events The purpose of soliciting bids is to identify the most qualified prospective hosts for the event. –Hosts for sporting events are often local sport commissions, conventions and visitors’ bureaus (CVB), civic organizations, and athletic conferences. –When bidding for events, hosts are looking for events that will enhance the economy, provide a catalyst for improving the host community’s infrastructure and facility, enhance community image, provide an increased quality of life, and showcase the community’s attributes and benefits.

Bidding Process A request for proposal (RFP) outlines an event’s minimum requirements. –Most often-cited requirements for sport events concern venue: facility specifications, playing surface, spectator capacity, locker rooms, and amenities –Minimum requirements may also include dates, event staff and officials, and any fees or revenue guarantees. –Organizations requesting bids assess a host location’s suitability for event by evaluating other attributes of the bidder.

Feasibility Studies Feasibility studies involve detailed forecasting and careful evaluation of available physical facilities, financial resources, human resources, community support, and political support. –Often the feasibility study will begin with a market analysis followed by a financial analysis. It looks at benefits and costs. –If benefits outweigh costs, and the organizing committee is confident they can deliver what the organization requires, the local organizing committee may proceed in putting together a bid.

Bid Documents Once the decision to bid has been made, a bid document is produced. –B id documents are thorough accountings of the site’s key assets and how they conform to bid requirements –They include information such as purpose statement, host committee credentials, budget and finances, staff and volunteer support, playing facilities, support facilities, transportation, accommodations, emergency service, public relations and media coverage, environmental sustainability, weather-related issues, and health services. (continued)

Bid Documents (continued) In addition to meeting requirements, host committees should include information that highlights the key strength of their bid and competitive advantages over other bidders. –Because the bid process is open to multiple suitors, bidders need to make their bids competitive. –Financial aspects of a bid are important. Many host communities extend considerable benefits in order to attract an event that will generate a significant economic impact.

Sports Commissions Normally sports commissions are nonprofit or government entities designed to attract or assist sporting events. –Sports commissions can play an important role in promoting economic activity. One major event can have a huge economic impact on a community. –Sports commissions provide social benefits to a community.