Module MICE 1 for X UPW

Plan and Develop Event Proposals and Bids

Indonesia Australia Partnership for Skills Development Travel and Tourism Project Plan and Develop Event Proposal and Bids July 2002.doc

Interpreting the Brief

The brief may be for a:

  • Reunion
  • Workshop
  • Seminar
  • Conference
  • Convention
  • Festival

The activity may be :

  • Local
  • Regional
  • National
  • International

Typical Components Included in the Bid Proposal

  • Covering letter
  • General concepts and themes
  • Management’s previous experience
  • Business program
  • Social program
  • Cost and other budgetary factors
  • Travel arrangements
  • Touring eg pre/post tours
  • Accommodation
  • Entertainment
  • Staging
  • Special features
  • References and details of other undertakings
  • Organizational information (structure, personnel etc)
  • Support statements, information from other organizations
  • Approach to environmental impacts and issues
  • Venue selection
  • Sample promotional material (additional)
  • Proof of company’s financial stability
  • Executive summary
  • Host city/country general information

The process of planning and developing the bid may involve:

  • Detailed discussions with the customer regarding the information required for a bid/proposal (remember that the customer may not be experienced in the tourism industry and may not really know what is required)
  • Extensive research of the customer’s organisation- eg style of business, traditions, organisational structure
  • Collecting detailed information about the host city, venue, accommodation, transport entertainment, tours etc
  • Undertaking an analysis of potential
  • competitors

Issues that may need to be clarified may include:

  • Is there a tender document to complete or a list of criteria to be met
  • What is the structure of the organisation eg is it local, national, international
  • Is there historical data to support the bid eg is the venue rotated each year
  • How many people are likely to attend and where will they come from
  • What financial considerations are there eg how much sponsorship is required, what will registration cost
  • What are the aims/objectives of the event
  • How much marketing is required
  • How many copies of the bid document are required
  • What is the program structure of the event
  • How should the bid document be delivered eg post, courier, e-mail
  • Who needs to be lobbied
  • Are there criteria in relation to the destination, host city, venue, transport, entertainment, pre / post tours

Details of the bid should include:

  • Proposed dates and times
  • Letters of invitation eg minister of tourism, local host organisation, Governor, convention bureau
  • Information the customer’s organisation about
  • Letter of support eg government, industry association
  • A full brief on the host city including map, attractions, safety, climate, shopping etc
  • Detailed description of the venue and its capabilities
  • Statement of capability of the host organisation
  • Statement of sevices to be provided by the the managing organisation eg proof of experience, references
  • Proposed timetable/schedule of activities
  • Proposed budget
  • Sponsorship proposals to support the budget
  • Reports that will be provided
  • An outline of social activities and/or accompanying person’s program
  • Travel and accommodation options for delegates
  • Registration information

It is important to liaise with local suppliers to check on:

  • Availability eg avoid holidays, festivals, other peak time activities
  • Capacity of the venue to handle the event
  • Accessibility and location of the venue
  • Prospects for promoting/publicising the event

Examples of value added services may include:

  • Providing a toll free communication service
  • Providing a one stop shop for all arrangements eg travel, accommodation, tours, visas etc
  • Providing research, technical information, historical data etc
  • Developing a theme for all activities/events to match the aims or objectives of the host organisation
  • A straight forward cost structure so there are no hidden expenses
  • Providing access to local dignatories, officials

It is important that the judging panel see that the whole tourism community supports the bid

This support may take several forms:

  • Financial eg loans, donations, sponsorship
  • Technical eg specialist advice
  • Administrative eg secretarial
  • In kind eg printing, office space, equipment
  • Marketing eg advertising
  • “Political” eg access to contacts

Sources of support may include:

  • Government eg tourist bureau, sponsorship, administrative assistance
  • Industry eg discounted airfares / accommodation
  • Client organisation hosting the event eg secretarial services
  • Management organisation providing the expertise to conduct the event, within budget and according to the criteria established by the client organisation

Possible competitive situations include:

  • Indonesia bidding against another country to host an international event
  • Provinces/cities bidding against each other to host a national event
  • A management organisation bidding against others to manage an event

Competitive issues for International events may include:

  • Climate
  • Security/safety
  • Ease of travel at location
  • Variety of tour options
  • Standard of accommodation
  • Travel times to the event
  • Venue facilities
  • Political and Financial Strengths
  • Extent of International representation
  • Support from industry partners
  • Commitment of locals

Competitive issues for National events may include:

  • Weather
  • Location
  • Touring/social options
  • Standard of accommodation
  • Venue facilities
  • Degree of local sponsorship/support
  • Commitment/financial backing from/locals

Competitive issues for management organizations may include:

  • Their ability to interpret and understand the assignment
  • Their ability to provide services that will exceed customers needs
  • The provision of a management system that will co-ordinate delegates requirements and provide a suitable reporting and financial management mechanism to evaluate the event
  • Their previous experience-larger
  • Knowing who are the decision makers in the client organisation and ensuring they understand the larger services being provided

Bid must be prepared and submitted

  • In accordance with the brief
  • Within designated timelines.
  • Invitation from the local host organisation to hold the event at the invitee’s location
  • Letter of support from important public figures eg politicians, community leaders
  • Letters of support from industry supporting the local host client is ability to conduct the event
  • Other supporting documents that promote Indonesia/province/city in its bid
  • Presentation from the venue outlining their ability to conduct the event in accordance with the brief
  • Statements from the management organisation regarding its ability to provide the services requested (including staff profiles)
  • A business plan, including budgets and timelines.
  • Formal written document
  • Promotional brochure
  • Video, CD Rom, slides, OHT’s
  • Posters, stickers, flags, banners, gongs, flower displays

Checklist for materials:

  • Information is concise and relevant to the brief
  • Check, check and re-check it is correct and well written
  • Determine how many copies are required and to whom they are to be sent
  • Allow sufficient lead in time for production of all the materials
  • Choose a reliable printer with a reputation for high quality work
  • Check if “gifts” may be appropriate eg sample of local product

Presentation of the bid document is the first impression so the following points should be considered

  • Use colour and graphics
  • Documents must be well presented, eye catching and memorable
  • Know who the audience will be and what THEY will consider important
  • Choice of presenters is critical to the success of the bid eg technical staff must be able to convince people of their technical expertise
  • Prepare answers for unexpected questions that may be asked

Criteria for material should include:

  • Invitations, letters and briefs kept clear and concise on letter head (maximum one page)
  • Information being up to date, state of the art, colourful and to the point
  • Adherence to the brief
  • Addressing any issues of concern raised by the reviewing panel
  • Statements from the management organisation that provide proof of their ability to perform the tasks required and add value to the bid
  • Statements from the organising committee are convincing ie have technical expertise and show enthusiasm/commitment
  • The business plan containing details to ensure the financial, social and technical success of the event, as well as answers to possible unforseen events

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