International Congress and Convention Association ICCRM – BRASIL JUNE 2005 Set Your Target for the International Meetings Market VANIZA SCHULER EMBRATUR iccaworld.com
CORPORATE MARKET International companies, private sector in general; ASSOCIATION MARKET NGOS, sindicates, federations, confederations, societies, associations (in all human knowledgement areas), universities, third sector entities; GOVERNMENT Federal, regional and local government bodies WHO ARE EVENTS CLIENTS?
WHAT ARE THE MOTIVATIONS TO PROMOTE AN EVENT? iccaworld.com Elections, exchange knowledge and experiences, establish new policies for professionals. Define new policies, make political decisions, set agreements, discuss relevants themes for global, regional or local communities. Training, define new strategies, incentive, promote new products, increase sales and set goals, discuss administration reports, plan actions in new markets. CORPORATE ASSOCIATION GOVERNMENT
HOW TO START A BIDDING PROCESS? CONVINCE A LOCAL/NATIONAL ASSOCIATION TO BID FOR A CONGRESS!!!!!!!! OBS RESEARCH INCREASES YOUR POTENTIAL SUCCESS iccaworld.com
WAYS TO ACHIEVE YOUR GOAL: Researching on database; Identifying potential events; (First analysis) Acquisition of further information on the potential event ; Analysing the real event potential;( Second analysis) Establishing a formal indirect contact requesting a personal meeting;( Third analysis) Direct contacting the local organization. iccaworld.com
STEP 01 – FIRST ANALISIS iccaworld.com EVENTS SELECTION POTENTIAL EVENTS DISCHARGE FIRST ANALISIS OTHER SOURCES ICCA DATABASE
MAIN QUESTIONS TO FIRST ANALYSIS( ICCA DATABASE) First open year; Frequency; Historical overview and preferred area; Preferred period; Number of participants; Deadline for bidding* Bid Criteria* ( links) iccaworld.com
MAIN QUESTIONS TO SECOND ANALISIS Deadline for bidding; Bid criteria; Compatible infrastructure; Strength of local/national association; Strength of local national industry related to the event area; National association or professionals on the board of directors of international organization. iccaworld.com
STEP 02 – SECOND ANALISIS iccaworld.com EVENTS SELECTION POTENTIAL EVENTS DISCHARGE SECOND ANALYSIS POTENTIAL EVENTS CVB ASSOCIATION WEBSITE FORMER EVENT SUPPLIER
FURTHER INFORMATION ON THE POTENTIAL EVENT International Association Website ( GUIDELINES, BY LAWS); CVBs involved on bidding process in previous editions ( ICCA Members); PCOs or DMCs previously involved with bidding process ( ICCA Members); Local association - intermediate person or indirect contac t.. iccaworld.com
INTERNATIONAL ASSOCIATION WEBSITE WHAT BYLAWS GUIDELINES STATUTES REGULATIONS WHERE INSTITUTIONAL MEMBERS DIRECTORY ABOUT US WHAT IS... iccaworld.com
INTERNATIONAL ASSOCIATION WEBSITE WHAT NATIONAL MEMBER ON BOARD WHERE MEMBERS DIRECTORY ASSOCIATES DELEGATES REPRESENTATIVES iccaworld.com
PRACTICE!!!!!! iccaworld.com
STEP 03 – THIRD ANALYSIS iccaworld.com HIGH INVESTMENT POSTPHONING MEETING POTENTIAL EVENTS PHONE CALL E- MAIL CONTACT WITH LOCAL ASSOCIATION!!! LOW INVESTMENT DISCHARGE
MAIN QUESTIONS TO THIRD ANALYSIS ASSOCIATION INTEREST TO BID!!!!!!; Competitors; Previous agreements on supporting bidding of other competitors; Other political or technical aspects; Local Association international political support ; Financial conditions to afford the bidding process; iccaworld.com
BEFORE APPROACHING iccaworld.com BEHAVIOUR GET TO KNOW! THE EVENT YOUR PRODUCT MARKET ALTERNATIVE EVENTS YOUR CLIENT
TRENDS IN CLIENT BEHAVIOUR More conscious about the relevance of having Guidelines in Bidding Process; More experienced on organizing events and travelling; High quality level expected from providers ( specially venues); Including on site inspection before or immediately after the voting process; High tendance to hire core-pcos; Frequently contacted by many CVBs; Less avaliable to personal meetings. iccaworld.com
TRENDS IN INTERNATIONAL ASSOCIATION DECISION PROCESS Easy acess by plane (International Airport; direct flies); High quality level of the venue (advantage of convention centers in a hotel ) and providers; Easy and diversified accommodation options in the Convention Center surrounding area – walking distance; iccaworld.com
TRENDS IN INTERNATIONAL ASSOCIATION DECISION PROCESS Secure and peaceful destinations; Competitive prices; Efficient communication systems on site (easy internet connections, cable and wireless systems); Social activities on historical or thematic venues; Open to new destinations ( Asia and South America). iccaworld.com
APPROACHING ALWAYS!!!!! WRITTEN CONTACT ( /LETTER) ORAL CONTACT ( PHONE/MEETING) iccaworld.com
HOW TO APPROACH TO ASSOCIATIONS WRITTEN CONTACT Relevant, summarized and objective information about your entreprise ( specially CVBs) Explain how you can interact with the association; Mention benefits they can have with this partnership; Include references from profesionals or events related to the association; Customize letters; iccaworld.com
HOW TO APPROACH TO ASSOCIATIONS ORAL CONTACT Catch his/her attention at first minute (references;facts in common); Do not you use technical words!!!!! Summarized your enterprise in a short sentence; Mention there are no costs involved in your contact;* Explain you are not a “salesperson”; Explain how you can interact with the Association and its benefits; iccaworld.com
PREPARING YOUR MEETING KNOW EVERYTHING ABOUT THE DESTINATION! INFRA STRUCTURE; SERVICES; FLIGHTS; LOGISTICS; PRICES AND NEGOCIATION POLICIES; SUCCESSFULL EVENTS iccaworld.com
PREPARING YOUR MEETING KNOW EVERYTHING ABOUT YOUR CLIENT! KEY PERSONS IN ASSOCIATION SEGMENT; GREAT EVENTS PROMOTED BY THE ASSOCIATION; RELEVANT PROJECTS IN THE AREA; TITLES OF THE CONTACT PERSON; REFERENCES – PREVIOUS SUCCESSFUL PARTNERSHIPS BETWEEN THE CLIENT AND MICE ENTERPRISES. iccaworld.com
PREPARING YOUR MEETING KNOW EVERYTHING ABOUT THE EVENT! HAVE ICCA DATABASE SERIES ON HANDS; SEARCH IN ASSOCIATION WEBSITE TO OBTAIN FURTHER INFORMATION; POINT FAVORABLE AND DISFAVORABLE ITEMS ; POINT DOUBTS; HAVE A COMPLIMENTARY QUESTIONARY ON HANDS ; iccaworld.com
PRACTICE!!!
iccaworld.com FINAL ANSWERS