How bidding works

So you want to know more about what it takes to lead a bid? It can be a complex undertaking if you don’t have the right support. Luckily you have us!

THE BID PROCESS 

In collaboration with our partners across government, industry and academia, we can support your bid process from start to finish, with guidance on everything from strategy to relationships and communications. 

Every conference and event bid is different, but generally the bid process goes like this:

1. Research

This means learning as much as possible about the conference, the decision process, the event’s rotation pattern, and the likely competition from other associations in your field. The goal is to assess the probability of bringing your event to Sydney.

2. Plan the conference bidding strategy

Before launching into the bid process, it’s important to assess the criteria for the event, and analyse past events. Strategy planning also means reviewing Sydney’s unique selling points and bidding competitors, and taking into account political agendas that may influence the final decision.

3. Prepare the conference bid document

The bid document provides the host organisation and destination with information they can use to make their final decision. It must clearly address the criteria, emphasise the advantages of hosting the event in Sydney, and detail what support is available to the association if they choose Sydney.

4. Lobby for event bid votes

Before lobbying for bidding votes, we analyse the voting process. It’s important that we know who will vote, and the best way to get our message across to them. The goal is to ensure the message we craft will motivate them to vote in your favour.

5. Conduct an inspection of Sydney

During the bid process, we often invite representatives from the association’s international committee, usually decision makers, to visit Sydney. The purpose of this visit is to demonstrate how the city and its venues will meet their requirements.

6. Make the final bid presentation

Often we’ll make a final presentation to the association’s international board, or to an assembly of voting delegates from each country. Less formal lobbying frequently takes place among delegates and participants at this stage of the bid process. We can help you make the most of this opportunity.

7. Manage the post-bid relationship

The work doesn’t stop after a bid has been won. We continue to guide the association to plan the event. Depending on the scale of the event and the strategy, we can help by appointing a professional conference organiser, facilitating connections across the city, or by assisting with activities that boost attendance and promote the event.

Got more questions? That’s okay, you want to be sure you’re making the right decision. We know how important it is to do your homework. Here are some FAQs that might give you the answers you’re looking for. And, whenever you’re ready to talk, our expert advisers are here to help.

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