Gdansk the number one meeting destination in Poland

1. Gdansk the number one meeting destination in Poland

2. Programme 1. What is the Meetings Industry? 2. The Market 3. Worldwide Competition 4. Step by Step ... The BID process 5. Exercise 6. Case Studies 7. Discussions

3. 1. What is the Meetings Industry???

4. Definition by UNWTO Meeting aims: To motivate participants, to conduct business, to share ideas, to learn, to socialise and to hold discussions The Meetings Industry

5. Definition by UNWTO Meeting size: Minimum number of 10 participants The Meetings Industry

6. Definition by UNWTO Meeting venue: A rental has to by paid for the use of the venue for meetings Meeting duration: A half-day (four hours) or more The Meetings Industry

7. What is included in the Meetings Industry Association Meetings Corporate Events (Meetings, Incentives etc.) Exhibitions The Meetings Industry

8. The Meetings Industry Where does the Meetings Industry fit in? Leisure Travel Business Travel Tourism Meetings Industry In common: Image of the destination Hotels & Transportation

9. The Meetings Industry • Creates education • Supports continuing education • Facilitates scientific networking • Enables communication • Creates platforms for knowledge export

10. The Meetings Industry Please - forget about MICE MICE MICE

11. 2. What is the Market???

12. What names do we find for Association Meetings? The Market Workshop Seminar Colloquium Congress Forum Convention Conference Who knows what is what? Does size matter? Does type of attendance matter? Does content matter? There is no standard nomenclature – Let‘s talk about Association Meetings! General Assembly

13. The Market What names do we find for Company Events Product Launch Meeting Incentive User Meeting Kick Off Dealer Conference Lets talk about Corporate Events

14. The Market Three key segments of the Meetings Industry Clients Intermediairies/Clients Suppliers

15. The Market Clients IGO‘s, NGO‘s International Associations Continental Associations Regional Associations National Associations Scientific Communities Corporations Exhibition Organisers

16. The Market Intermediairies/Clients Core PCOs AMCs Venue Finders Meeting Planners Incentive Houses Convention Bureaux

17. The Market Suppliers Convention Centres Hotels Transportation Companies DMCs PCOs Interpreters AV Companies IT Companies Badge Producers Flower Shops etc. etc. etc.

18. = CVB Securing venues & accommodation Research & Analysis Bid Venues DMCs PCOs The City Hotels Site-inspection Suppliers Evaluation The Meeting Decision

19. Convention Bureau • One stop shop for the meetings industry • Coordinating the marketing of a destination • Objective and neutral partner • Source of information • Financed by the City (and members)

20. 3. Worldwide Competition

21. New destinations New convention centres New convention bureaux Politicans understanding and support The worldwide competition

22. China How many new conference centres – who knows? India At least five new centers in the pipeline Australia New Conference center in Melbourne by 2010 South Africa New Centre in Cape Town by 2003, will double in size until 2010 The worldwide competition

23. Mexico Restructuring of the Mexican Convention Bureau Meetings and Incentives VAT exempted Puerto Rico New Convention Centre San Juan opened in 2006 Dubai Ongoing investments in fantastic meeting and tourist products The worldwide competition

24. London Summer Olympics 2012 – new infrastructures Excel London – bought by ADNEC from Abu Dhabi All over Europe Centres renovate, expand, fair grounds grow North America New Centre in Vancouver New major hotels in Las Vegas The worldwide competition

25. Competition is not a threat, it is an opportunity!

26. 4. Step by Step The BID process

27. “The 10thCongress of the European Society will be organised in….

28. GDANSK

29. LOBBYING LOBBYING LOBBYING LOBBYING SECURING VENUES PREL. BOOKINGS RESEARCH RESEARCH BIDS BIDS . EXAMPLE OF THE BIDDING PROCESS EXAMPLE OF A PROCESS Associations LOBBYING LOBBYING EVALUATION SITE VISIT EVALUATION SITE VISIT MEETING DECISION MEETING DECISION LOBBYING LOBBYING

30. RESEARCH Know your destination / your product Unique Selling Points Business intelligence Collecting information on the meeting Lobbying Complementary information Partnership Decision for candidacy

31. Know your Destination

32. YOU NEED TO KNOW • Venues • Accommodation • Social venues • Logistics • Research • Trade & industry • Sponsors • Keep updated • Personal individual contacts with decision makers

33. LOCAL MEETINGS AMBASSADORS Invite Front person Lobbyist Must be supported Must be educated Shall have the glory

34. LOBBYING • Communication with the association • Find out about the competitors • Find out what makes the association tick • Find out who’s supporting who • Find out if the association is ready for a bid from your destination

35. COLLECTING INFORMATION ON THE MEETING • Guidelines • History of the congress • Availability in the destination • Costs • Support - local, national, European

36. GUIDELINES • Ask the association • Internet • No guidelines

37. CONGRESS HISTORY • ICCA/UIA • Internet • Local member of the association • Board member • Colleagues in the industry (CVB, PCO, venues) • Previous destinations

38. INFORMATION FROM ICCA

39. AVAILABILITY • Other events • Better events

40. COSTS Costs for hosting the meeting Is it worth it? Who can pay?

41. COMPETITION ANALYSIS • Some elements to be taken into consideration: • Accessibility • Local logistics • Costs for delegates • Safety • Health issues • Stability of the currency • Unique selling points - USP • Strengths and weaknesses

42. DECISION FOR CANDIDACY Risk analyses Competitors Costs Does it fit? Time and capacity to deliver Hamburg Tallinn Malaga Warsaw

43. GOING FOR IT? • You must have the desire to win • You must be prepared for a long struggle • You must have the knowledge • You must be prepared to loose

44. LOBBYING LOBBYING LOBBYING LOBBYING SECURING VENUES PREL. BOOKINGS RESEARCH RESEARCH BIDS BIDS . EXAMPLE OF THE BIDDING PROCESS EXAMPLE OF A PROCESS Associations LOBBYING LOBBYING EVALUATION SITE VISIT EVALUATION SITE VISIT MEETING DECISION MEETING DECISION LOBBYING LOBBYING

45. Secure Venue and accommodation What - When - Why Reservation of congress venue Remember the margins Block bookings of the Hotels Confidential information

46. Who does What???? Perfect scenario: • the CVB makes the block reservation of the Congress venue(s) and hotels • Information to the Hotels • If a Core PCO is involved?

47. Hotel rooms • No hotel rooms = no congress • Confidential information • Prices • Who is responsible and until when? • Contracts • Information

48. LOBBYING LOBBYING LOBBYING LOBBYING SECURING VENUES PREL. BOOKINGS RESEARCH RESEARCH BIDS BIDS . EXAMPLE OF THE BIDDING PROCESS EXAMPLE OF A PROCESS Associations LOBBYING LOBBYING EVALUATION SITE VISIT EVALUATION SITE VISIT MEETING DECISION MEETING DECISION LOBBYING LOBBYING

49. THE BID A bid book is a document presenting the destination, focusing on the association’s needs, for organising a meeting Whatever you state in a BID should be a contractual promise The bid document is YOUR documentation

50. THE BID Read the Bid Manual/Guidelines Do NOT interpret it!! Find out what is missing