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International Congress and Convention AssociationICCRM – BRASIL JUNE 2005
Set Your Target for the
International Meetings Market
VANIZA SCHULEREMBRATUR
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CORPORATE MARKETInternational companies, private sector in general;
ASSOCIATION MARKETNGOS, sindicates, federations, confederations, societies, associations (in all human knowledgement areas), universities, third sector entities;
GOVERNMENTFederal, regional and local government bodies
WHO ARE EVENTS CLIENTS?
WHAT ARE THE MOTIVATIONS TO PROMOTE AN EVENT?
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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
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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.
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STEP 01 – FIRST ANALISIS
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EVENTS SELECTION
POTENTIALEVENTS
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)
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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.
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STEP 02 – SECOND ANALISIS
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EVENTS SELECTION
POTENTIALEVENTS
DISCHARGE
SECOND ANALYSIS
POTENTIAL EVENTS
CVB
ASSOCIATIONWEBSITE
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 contact.
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INTERNATIONAL ASSOCIATION WEBSITE
WHAT BYLAWS GUIDELINES
STATUTES REGULATIONS
WHERE INSTITUTIONAL MEMBERS DIRECTORY
ABOUT US WHAT IS...
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INTERNATIONAL ASSOCIATION WEBSITE
WHAT NATIONAL MEMBER ON BOARD
WHERE MEMBERS DIRECTORY
ASSOCIATES
DELEGATES
REPRESENTATIVES
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PRACTICE!!!!!!
www.worldheart.org
www.uianet.org
www.ciap-felap.org
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STEP 03 – THIRD ANALYSIS
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HIGH INVESTMENT
POSTPHONING
MEETING
POTENTIAL EVENTS
PHONE CALL
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;
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BEFORE APPROACHING
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BEHAVIOUR
GET TO KNOW!
THE EVENT
YOUR PRODUCT
MARKET
ALTERNATIVEEVENTS
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.
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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;
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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).
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APPROACHING
ALWAYS!!!!!
WRITTEN CONTACT( E-MAIL/LETTER)
ORAL CONTACT ( PHONE/MEETING)
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HOW TO APPROACH
TO ASSOCIATIONSWRITTEN 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;
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HOW TO APPROACH
TO ASSOCIATIONSORAL 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;
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PREPARING YOUR MEETING
KNOW EVERYTHING ABOUT THE DESTINATION!
•INFRA STRUCTURE;•SERVICES;•FLIGHTS;•LOGISTICS;•PRICES AND NEGOCIATION POLICIES;•SUCCESSFULL EVENTS
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PREPARING YOUR MEETING
KNOW EVERYTHING ABOUT YOUR CLIENT! KEY PERSONS IN ASSOCIATION SEGMENT;GREAT EVENTS PROMOTED BY THE ASSOCIATION;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 .
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PREPARING YOUR MEETING
KNOW EVERYTHING ABOUT THE EVENT! HAVE ICCA DATABASE SERIES ON HANDS;SEARCH IN ASSOCIATION WEBSITE TO OBTAIN SEARCH IN ASSOCIATION WEBSITE TO OBTAIN
FURTHER INFORMATION;FURTHER INFORMATION;POINT FAVORABLE AND DISFAVORABLE ITEMS ;POINT DOUBTS;HAVE A COMPLIMENTARY QUESTIONARY
ON HANDS ;
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PRACTICE!!!
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FINAL ANSWERS
