Generally , the whole process of getting the rights to host a conference consists of specific steps called ‘ Bidding cycle of a Conference ’. The distinct steps for the above categories would naturally differ but the best cycle to explain the general flow would be the bidding cycle for association conference .
It is the appreciation of the steps that would help industry partners to know what services would be required at each stage in order to secure a strategic position and play a vital role ( read : reap benefits ) when the destination eventually wins the bid and hosts the conference .
The Bidding Process
The bidding process of a conference is generally an eight-step process best summarized in the diagram here-under . The paragraphs that follow would try to explain the nature of engagements and what major activities ordinarily are expected , at each stage , of a destination eligible to bid for a particular international conference .
MICE Lead generation Even though various sources of lead generation are available , the most common ones are the MICE specific forums like Meetings Africa in
‘‘ The challenge here often times is the laxity when potential partners are invited to submit details outlined in the bid protocol for say a conference to be hosted in 3 years ’ time . This general lack of immediate incentive and drive by players to respond to such request for information , in the initial stages , is actually the point where the rains starts beating Kenya as a potential MICE destination !’’
Johannesburg every February , IMEX America and IMEX Frankfurt in October and May respectively and IBTM ( formerly EIBTM ) in Barcelona November / December .
It is important to note that other than the above sources of lead generation , destinations can obtain leads from Professional associations themselves .
These are generally the best in the sense that the Professional Association coming forward with the lead is already a willing partner and ‘ a converted soul ’ hence no need of pitching to convince them to partner .
Finally the International Congress and Convention Association , ICCA , has proved to be the biggest source of lead generation for any serious organization in MICE . ICCA runs a global database of international conferences rotating globally - Unfortunately this is a members only club and non-members can ’ t log in to access this information .
ICCA also provides a host of member benefits including training on lead generation for members across the globe . ICCA members in Kenya are KTB , KICC , Safari Park and Panari Hotel . Kenya last benefitted from such ICCA trainings in Q3 of 2016 conducted from Africa regional office in Johannesburg .
Analysis of bid protocol
Once the leads have been generated , it is prudent for the marketing teams to hand over the leads to research team to subject the leads to certain parameters to better evaluate their suitability further .
These would include but not be limited to bid protocol analysis , background check , scouting for association partners and desktop research .
This is the stage where Research professionals in the MICE play an important role before passing returning the baton to Marketing teams .
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