1. Criteria for choosing congress destinations
How decisions are made?
Criteria for choosing congress destinations
Roslyn McLeod OAM
Managing Director
arinex Australia
Tuesday 19 February 2013
Lisbon

2. Olá

3. 1. INCON perspectives & best practice 2. Ideal world perspectives

4. The Bid Procedure for International Congresses
A Bid is defined as an invitation to hold a (international) congress in your country
Need to strategically plan very early
Typically the national section of an international organisation will drive the bid process
After obtaining such a commitment from the national organisation, the "Bid Procedure" can start
The PCO is able to support members of the national committee during a Bid Procedure for a (international) congress to be held in this country

5. Bidding takes time,
people and $!
. . . And importantly
Teamwork

6. What you need to know before making contact?
Members from / in a country
Association structure
Boards
Committees
Past meeting history
Next potential open date
Rotation pattern

7. Financial Responsibility for hosting the Congress
Fully financed by international umbrella organisation?
Financial responsibility with local committee?
Dependent on government sponsorship?
Association expects profits from the congress?
Importance of exhibition component?

8. The Bid Team or Organising Committee
The members of the Organising Committee can consist of but are not limited to:
The person who initiated the Bid (often the Chairperson)
Invited high profile members from the same field
PCO
Convention Centre
Convention Bureau
Host country airline
Sponsoring organisations

9. The Involvement of the PCO in the Bid Process
The PCO should always be involved in the bid process since the planning and presentation of the bid will benefit
from their knowledge and experience:
PCO knows the whole picture of the congress
IAPCO PCO can share information through their international network
PCO is able to detail financial planning
PCO has experience and skills in project management and co- ordination
PCO often has a history of related or past meetings

10. Convention Bureau Very diverse roles and resources
Membership - private
State supported
Funding and subvention $$$$$
Research
National
International

11. Role of Convention Bureau
Coordination of promotion
Producing and feeding information
Coordination of quality control
Experience and know-how
Reliable partner

12. Project Managing the Bid
Form a bid team or organising committee
Analyse the bid criteria

13. The Bid Criteria
Past congresses, confirmed future venues, frequency of the congresses
Established rotation between continents or countries
Next open year and ideal dates (preferred season/ month)
Existence of an official tender document (guideline for bid presentation)
Specific congress requirements and evolution over the past years
Support of the related national industry and Local Authorities

14. The Bid Criteria (continued)
Accessibility of the host country and general infrastructure and logistics
Who are you competing against?
Availability of congress facilities and hotels for the proposed dates
Congress budget taking into consideration the financial objective of the congress
Place and dates for the presentation of the bid
Decision making process / voting rights...

15. Decision Making Process
Made by board based on presidential recommendation
Made by board based on internal meeting planning department recommendation
Presentations accepted by interested parties at a previous meeting or congress
Put to open vote with each country having a number of votes (political nightmare!)
Close committee or Board vote
Closed vote by board after presentations - room for lots of political influences but more manageable

16. Criteria for selecting Congress Site
Availability of suitable venue which can cater for all the - minimum number of rooms over period of congress
Can provide all necessary technology
Stable environment & modern infrastructure
Freedom of movement: goods & services
Reliable local partners
International airport & ease of access
Local authority involvement & needs support

17. Project Managing the Bid
Form a bid team or organising committee
Analyse the bid criteria
Undertake background research and prepare a profile of the congress
Compile a SWOT analysis for the bid

18. SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats)
Host country has a member who holds office within the organisation, e.g. President, Executive Secretary
Suitable convention/exhibition facilities & excellent infrastructure
Weaknesses
Professional group in the host country is small /not well known
Host country has not hosted a convention of a similar size / scope
Opportunities
Convention has never been held in the country or region
Venue is determined by rotation (open date is favourable)
Threats
Other destinations are bidding for a second time
Political instability (real or perceived) in the host country/region

19. Project Managing the Bid
Form a bid team or organising committee
Analyse the bid criteria
Undertake background research and prepare a profile at the congress
Compile a SWOT analysis for the bid
Select city/venue & expand the project plan
Prepare a bid budget and confirm funding

20. Project Managing the Bid
Prepare a congress budget and confirm availability of funding
Enlist the support of other appropriate parties
Confirm bid components
Design the logo for the bid
Produce the bid documents
Prepare any presentations & prepare any supporting presentations

21. Project Managing the Bid
Organise a display stand & hospitality to be provided
Organise promotion items to give away
Organise logistics associated with the bid
Rehearse the presentation
Make the bid presentation
Prepare & submit further information required by the bid panel
If required, host a site inspection

22. Selling Your Competitive Advantage
Get information about the other countries/cities bidding for the congress
Highlight the differences and competitive advantages and make sure you cover all key issues in the most satisfactory way
What is your “USP” (Unique Selling Point)

23. LOSS AND WIN . . .
CASE STUDY

24. International Atherosclerosis Society (IAS) Triennial Congress

25. XIVth International Symposium on Atherosclerosis, Rome 2006
58 IAS national or regional societies
Highly scientific
232 invited speakers
2427 abstracts, 1914 posters
16 plenary lectures & 61 workshops
17 sponsored symposia, 9 master lectures
5600 delegates and 500 accompanying persons
Exhibition of 40 exhibiting companies

26. In the beginning…..
1994 – our client suggested we bid for the Congress with the Australian Atherosclerosis Society (AAS).
PCO (arinex), Sydney Convention Centre and Sydney Convention Bureau join forces to bid. arinex prepares budget.
1995 – AAS agrees to bid

27. May 1995
Site inspection by four of the International Executive at our cost
arinex underwrote the site inspection when our Bureau had no funding
Competitors - Yokohama, Stockholm and Glasgow

28. July 1995 we lost to Stockholm
Reason: a pharmaceutical company was conducting clinical trials and wanted to launch their outcomes so provided a $1M sponsorship
Advice received: preference would be given to a Pacific Rim country for 2003

29. Bid for 2003
1997 second bid for 2003
Against Delhi, Jakarta, Taipei and Kyoto
December 1998 hosted our second site inspection of four executive from Europe and North America

30. We lost to Kyoto 1976 IAS was hosted in Tokyo, Japan
1985 in Melbourne, Victoria….Australia
Our previous meeting was more recent than the one in Japan!
Pharmaceutical companies in Japan subsidised accommodation prices
Emotional decision – Kyoto didn’t give up

31. Next step We decided to rest Rome chosen for 2006
Boston chosen for We knew this would be tough as this is a significant anniversary year for the USA so we decided not to bid again.

32. 2003 Urged our client to put in their intent to bid for 2012
2004 AAS agrees to place bid and present in Rome in 2006

33. Motto of the story is never give up!
2006 at the Rome meeting we WON! Finally….. Sydney will host the 2012 XVI International Symposium on Atherosclerosis
Motto of the story is never give up!
1994 – 2012 (18 years)!
It happened last April

34. ISA2012 Progress!

35. What makes a bid successful?
City / venue to fulfill the bid criteria
Highly committed bid committee and their international professional relations
Sponsorship opportunities
Strong presence of professional group in your country
Attractiveness of destination
Capability and experience
Budget
A presentation that impacts
Enthusiasm and commitment, deserve to win
But most of the time it’s all about lobbying

36. Bidding is… The beginning of a fantastic human,
scientific and financial adventure.
It is exciting, rewarding and worth the effort

37. Thank you, May you have a wonderful 2013