source: penny auction
How do we win the bid? The first thing and also the only is RESEARCH!
It does sound funny, doesn't it? We are drafting a proposal, not a paper! Yes, you are and you do need research… on your decision makers, on your competitors, on your destination, on the congress objectives, on the neighborhood, on your own capacity, etc. It is not a joke! When you bid, you are in a battle where you need strategies and throughout understandings. So, let's have a look at the ‘cooking recipe’!
1. Understand the association objective
Give your audience what they need and want, not yours! So, always keep the objective in mind when planning. Otherwise you will hear: “Thanks, your idea is brilliant but not what we are looking for!”.
2. Research and Analyze
Analyze your own strength and weakness. Understand who your competitors are. Find out the final decision makers. Know the game rules.
3. See through the Request for Proposal / Bid Manual
Make sure you do! Just like the old saying: the devil is in the details.
4. Follow it!
Don’t bother to create your own format. By this, I mean you can amaze them in anyway but put everything required into your proposal in order. So, the board can compare one with another. No one is happy looking up for one thing leaf to leaf.
5. Develop the Bid Documents
Easy to read (no slang or jargon)
Use images and illustrations
Use correct English
Determine format (online vs. print)
6. Build up the bidding team
Government representative/City official
Many associations fail in bidding even though they prepare thoughtfully. Many see it like cooking with recipe, easy! But not all of us are talent at cooking. Therefore, even International Congress & Convention Association (ICCA) emphasizes the importance of appointing a PCO for bidding because a good PCO is:
- Responsible: To be your reliable partner
- Knowledgeable : You don't have to reinvent the wheel
- Experience: Learning a lot from past experiences & mistakes
- Expertise: So, you can be one step ahead of your competitors
- Specialization: Make your bid proposal unique
3. 看清楚招標書。魔鬼藏在細節裡，對吧?! 所以確實看清楚招標的內容，才不會寫出一份牛頭不對馬嘴的企劃書。