A Guide to Success in the Bidding Process

Winning an international conference bid is no small feat; it requires a strategic approach, compelling presentation, and a solid grasp of what makes a destination or organization stand out. Here, we delve into top strategies for securing that win, with insights from industry experts who’ve mastered the art of conference bidding.

1. Understand the Stakeholders’ Goals

Before diving into logistics, take time to understand the primary goals of the association or organization hosting the conference. Every client has unique requirements, so start by analysing the prospective event’s objectives and matching those to what your destination, team, or venue can offer.

2. Showcase Local Expertise and Knowledge Hubs

For many conferences, especially in sectors like healthcare, technology, and education, the availability of local expertise can be a deciding factor. Highlight any local organizations, universities, or companies that can enhance the conference content through partnerships, keynote speakers, or workshops.

3. Present an Attractive Venue and Accommodation Strategy

Facilities play a significant role in decision-making. International conferences often have stringent requirements for space, amenities, and accessibility. Present a comprehensive strategy that covers potential venues, tech infrastructure, and convenient, diverse accommodation options that cater to different budgets.

4. Demonstrate Financial Transparency and Creativity

Conference budgets are tighter than ever, so financial transparency and budgetary control are critical. Present a realistic, detailed financial plan that accounts for potential risks and highlights creative cost-saving solutions.

5. Leverage Technology for a Competitive Edge

Technology can make or break an international conference. Demonstrate your tech capabilities by showcasing tools for seamless virtual participation, attendee management systems, and innovative features like event apps, live polling, or AI-driven networking tools.

6. Highlight Sustainability Initiatives

Sustainability is increasingly important in the meetings industry. Event organizers are now prioritizing eco-friendly options when choosing destinations. Demonstrate commitment to sustainable practices, whether through green-certified venues, zero-waste policies, or eco-conscious transport options.

7. Tailor the Pitch for the Culture and Language of the Audience

Presenting a culturally attuned pitch can greatly improve your chances of securing the conference. Ensure the bid presentation resonates with the decision-makers’ culture, and, if possible, provide translations or culturally relevant examples to connect more deeply with international stakeholders.

8. Leverage Local Support Networks

Partnering with local tourism boards, chambers of commerce, and other influential networks can add credibility and support to your bid. These organizations often have resources and insights into local infrastructure, promotions, and funding opportunities that can be very persuasive.

9. Emphasize Post-Event Legacy and Impact

Conference organizers today are increasingly interested in the impact their events have on the host community and industry. Highlight how hosting the conference in your destination will foster industry growth, enhance professional development, and leave a positive legacy.

10. Prepare for a High-Impact Presentation

Finally, don’t underestimate the power of a well-delivered, engaging presentation. Use multimedia, data, and testimonials to bring your pitch to life and ensure your presentation leaves a lasting impression. Run a seamless, rehearsed presentation with clear visuals, concise language, and a memorable close that re-emphasizes your destination’s strengths.