How do we win the bid? 我們怎麼贏得標案?

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)

Share responsibility

Be innovative!

6.    Build up the bidding team

Local host

Convention Bureau

Venue

Government representative/City official

PCO

Airline

Sponsors

 source: CIO

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

source: pinterest

競標，似乎是很多協會組織的一大難題；倒不是因為沒有人或是不夠專業，更多時候是他們太輕忽了。以為照著食譜就可以做出滿漢全席，但其實不是所有人都有天份可以當廚師，是吧?! 的確，寫一份競標書不難，只要注意以下幾點：

1. 了解該組織的目標。給顧客要的，而不是自己有的，才能吸引到顧客。

2. 做足功課並分析。要去了解的不只是目標，還有誰做決定、這場遊戲的規則、對手是誰等等。

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。

4.  照著做！這點很重要。就像所有主考官一樣，如果它們還需要翻來翻去找資料，那他們很有可能會當作你沒有寫到。除非你買了保險，不然不要隨便冒這種風險。

5.  寫標書時要注意：容易閱讀、多使用圖片及示意圖、使用正確的語言、確定形式(電子檔或書面)、分擔責任、要有創意。

6.  建立競標團隊。團隊成員從當地的主辦方、政府組織、場地聯絡人、PCO到企業代表都可以。

但如果要贏得標案，你需要更有力的協助，這也就是為什麼連ICCA都強調要找專業的PCO是很重要的。

Where is safe for conference in Asia Pacific region? | 亞太區最安全的十大城市

Get bored about Western countries? There are more conference destinations aside from America and Europe, where are even more stunning! Speaking to the decision on destination, safety always comes to the first place. And, it should be easily understanding where is safe for female travelers is safe for all tourists. So, here come the top 10 safest countries in AP region for your reference!

10^th - Kazakhstan

Location: Central Asia, close to Eastern Europe

Crime Rate: Medium

Night Safety: 60% citizens feel safe walking home at night

Global Safety Rank: 79^th

      source: inhabitat

9^th – Vietnam

Location: Indochina, Southeast Asia

Crime Rate: Low

Night Safety: 82% citizens feel safe walking home at night

Global Safety Rank: 12^th

      source: guidora

8^th – Mongolia

Location: East & Central Asia

Crime Rate: Medium

Night Safety: 50% citizens feel safe walking home at night

Global Safety Rank: 42^th

      source: MEMEPIXI

7^th – South Korea

Location: North Asia

Crime Rate: Very Low

Night Safety: 60% citizens feel safe walking home at night

Global Safety Rank: 54^th

      source: south korea

6^th – Hong Kong

Location: East Asia, close to mainland China

Crime Rate: Very Low

Night Safety: 88% citizens feel safe walking home at night

Global Safety Rank: 65^th

      source: flickr

5^th – Australia

Location: Oceania

Crime Rate: Very Low

Night Safety: 70% citizens feel safe walking home at night

Global Safety Rank: 13^th

      source: travel insider

4^th – Japan

Location: North Asia

Crime Rate: Low

Night Safety: 75% citizens feel safe walking home at night

Global Safety Rank: 11^th

      source: pinterest

3^rd – Taiwan

Location: East Asia

Crime Rate: Low

Night Safety: 75% citizens feel safe walking home at night

Global Safety Rank: 40^th

      source: pinterest

2^nd – New Zealand

Location: Southwestern Oceania

Crime Rate: Very Low

Night Safety: 60% citizens feel safe walking home at night

Global Safety Rank: 18^th

      source: pinterest

1^st – Singapore

Location: Southeast Asia

Crime Rate: Very Low

Night Safety: 98% citizens feel safe walking home at night

Global Safety Rank: 80^th

      source: fokis

Singapore is not surprisingly to take the first place. As seen from the above list, all those cities do not only satisfy traveling purpose but most of them also cater for conference need. Put those on your destination list for next conference!

※       Reference

The 10 safest Asian countries for female travelers, Skift

http://skift.com/2013/06/24/the-top-safest-asian-countries-for-female-travelers/

Why do we need meetings / conferences? | 為什麼需要開會?

As the old saying, two birds never sing the same song, so a meeting in any kinds comes along to close the gap. Yet, in this digital era, many tools, such as phone, emails or messenger, seem to replace the functions of face-to-face conference. So, why do we still need a conference? Even though the reasons on the internet are obvious and easy to obtain, what actually convinces you to join one may be “my boss tells me to do”!

source: Etsy

For long, as a conference organizer, we find the conference is a gift for all attendance, just like to join a party. Here are our findings.

1.    Warm Talk that expand your social network

People easily get closer to talk in person because it starts with a hand-shake. By this, human kind somehow would become more understanding and familiar rather than speaking on the phone. Just like all the arguments about online social networking, get out and meet people are always the key to sustain the relationship in the long run.

source: SCMS 

2.    Efficient Communication with  groups

You probably doubt this point but in the accordance to Albert Mehrabian, only 7% of communication is spoken and the rest are made of tone (38%) and body language (55%). It is truer when engaging a big group. So, the time you spending on transportation will pay back on your discussion time, which can be tripled by talking on phone or via emails and no conclusion.

source: rawz

3.    Have Fun

        Yes, having fun in this occasion. This is the best chance to party with people in the same field. Most of conferences has its purpose and objective and most participants are serious for it. Yet, who earn more in the conference are usually those who come in a party manner. We are not saying to get drunk but to make friends and relax yourself. In this manner, you would smile more (that attracts more opportunities) and have a clear mind to learn from the conference.

source: charter world

Although many argue the Internet stops people from meeting up, thanks to the new technology that we can eliminate some small meetings and only to have the critical ones. There are more strong points that you can find from below references. In brief, image how you keep a good friendship, to see each other is necessary once in a while, isn't it? It is the best reason that you need a conference.

Next time when you have a conference to attend, smile and bring your happy mind to talk with people. Believe you will bring much more back to home.

※ Reference
Why we need conferences

5 Reasons You Should Attend a Conference in Your Field

Why Have a Meeting? 

Online vs. Face to Face Communication

What to wear for meetings? | 會議期間穿什麼好？

Dress Code for tonight: Smart Casual

When you receive an invitation with a dress code, were you ever being anxious about the“smart” before going to the ball!?

Some freshmen may dress up in a  really "smart" style, yet it might not be a smart idea... ... just like this paradox code itself, to welcome people being casual in a formal occasion. So, what should we wear?

Generally speaking, there are 6 - 10 types, from very formal "WHITE TIE" to very informal "CASUAL". As for international conventions, it usually requires three kinds of them in one 3-day conference duration.


今晚服裝建議 (Dress Code)：Smart Casual
在華人世界很少有機會收到這樣一張有著Dress Code的邀請函，但如果您收到了，您知道該怎麼穿嗎?
有些人或許會穿著太過專業幹練的樣子，但其實這一點也無法顯示出你的"聰明"!   Smart Casual本身就是個很矛盾的詞，它希望來參加的人可以很輕鬆隨興，但...在一個正式的場合?!  所以，到底該穿什麼呢？
一般說來，Dress Code有差不多6-10種，從非常正式的WHITE TIE到非常隨性的CASUAL。但對一般參加國際會議的人來說，通常會需要其中的三種來應付三天以上的會議行程。

Source: StyleCaster

Arrival / Opening Day

Upon the arrival, there is often a opening ceremony with all big heads (of course sometimes delegates arrive one day before, which we exclude here). So, it will show better respect to dress in BUSINESS. Furthermore, the first image plays a great role, so a good timing to impress people... but, of course, try in good way! Prince William and his wife, Kate, give us the best example.

For HIM:

Dark Business Suit + Dress Shirt + Conservative Tie + Dressy Leather Shoes & Dark Dress Socks

         Optional to wear matching vest

For HER:

Suit or Business-style Dress or Dress with a jacket + Heels (low or high)

首先是抵達的開幕日。通常抵達當天會有開幕儀式 (當然也有很多是前一天抵達，我們就暫不列入討論)，會有許多大頭出現，最好的方式是穿得正式一些、商務人士的感覺，以表示尊敬；更甚者，第一印象的重要性大家都知道，所以試著讓其他人留下一個好印象！讓我們來看看威廉王子跟凱特王妃是怎麼穿的。通常素色套裝是最適合的；男士請記得打領帶喔。

   

Source: DailyMail - Pinterest

Gala Dinner

Gala Dinner usually comes in the first night or the last, which is obviously to welcome or farewell all the delegates and gives chances for them to know better about each other. The dinner can be in many forms from round-table catering to standing buffet. Depending on its theme, you might be required to be BLACK TIE or SEMI-FORMAL.

BLACK TIE
For HIM: 
Black tuxedo jacket and matching trousers
Formal white shirt
Black-colored studs and cufflinks
Black bow tie (silk, shiny satin or twill)
Black cummerbund to match tie, or a vest
Dressy suspenders to ensure a good fit (optional)
Black patent shoes and black dress socks
No gloves
In summer: white dinner jacket, black tuxedo trousers plus other black tie wardrobe

For HER:
       Formal (floor length) evening gown
       Dressy cocktail dress
       Dressiest little black dress


SEMI-FORMAL
For HIM: 
Dark business suit + Dress Shirt + Conservative Tie + Dressy Leather Shoes & Dark Dress Socks
       Optional to wear matching vest

For HER: 
Short Afternoon or Cocktail Dress or A Little Black Dress or Long Dressy Skirt & Top or Dressy Separates


Still have no idea?  Let's see below... Mr. and Mrs. Obama are the perfect models!!

晚宴。通常是第一晚或最後一晚，用來歡迎或歡送與會者，大家可以趁這個機會好好地了解彼此。晚宴有很多種形式，像是圓桌式或無座的雞尾酒會型式。根據不同的主題，您可能會被要求穿得較為正式一些；比較輕鬆型式的晚宴女性通常一套黑色小洋裝，即地的晚宴服則適合非常正式的晚宴；男士的素色西裝配上領結就可以去正式的晚宴、領帶會顯得較隨興一些。讓我們看看美國總統跟第一夫人如何詮釋這樣的正式服裝。

    

Source: Vogue UK - Mrs. O

Session / Meeting Day

While you get these big days prepared, you would also need something comfortable for the serious but rather easy meeting. Some would be dressing too cozy in homy outfit when others may wear black business suit to "stun" people. What recommended is SMART CASUAL or BUSINESS CASUAL, which many would get even more confused. However, it is rather like your work outfit in the ordinary day.

至於一般的會期，只是參加討論或演講時，雖然依舊是嚴肅的場合，但可以讓自己輕鬆一點。不過，太居家的服飾還是不適合的喔；如果太正式也有可能讓人印象太深刻。所以SMART CASUAL或是一般商務的穿著就可以了。不懂嗎?   那可以想像上班跟老闆開會時穿什麼比較適合，大概就差不多了。下面請出國際巨星為大家走秀一下。

For HIM:
Dark Business Suit + Dress Shirt + Conservative Tie + Dressy Leather Shoes & Dark Dress Socks
       Optional to wear matching vest

Seasonal Sport Coat or Blazer with Slacks or Khakis 
Dress Shirt with Optional Tie, or Casual Button-Down Shirt
Open-Collar or Polo Shirt 
     + Loafers or Loafer-style Shoes and Socks

Seasonal Sport Coat or Blazer and Slacks
Dress Shirt, Casual Button-Down Shirt
Optional tie

Open-Collar or Polo Shirt

  

Source: imGur - tumblr - USWeekly

   

Source: ULTRALINX - PINTEREST

For HER:

Suit or Business-style Dress or Dress with a Jacket + Heels (low or high)

Skirt, Khakis or Pants + Open-Collar Shirt, Knit Shirt, or Sweater (no spaghetti straps or decolleté)

Casual-style Dress

Dress or Skirt & Dressy Top or Dressy Pants Outfit or Nice jeans & Dressy top

      

Source: Pinterest - INStyle

      
Source: People - Postris

   

Source: Pinterest - Tumblr

In brief, for MEN, a black suit will satisfy almost every occasion and to light up with your ties. Polo is always the best partner for less formal meetings to make yourself comfortable. Remember to iron it before put it on!!

As for LADIES, believe every of you are always able to make a good choice from your closet. Yet, remember to be tidy and simple rather than showing-off. If you can't make up your mind, pick up your black dress or anything comfortable with your black jacket... it works everywhere. The most important above all, DO wear what you are comfortable with! 

Hope this will help you in attending any meetings!!

簡而言之，男士只需要一套黑西裝，搭配不同的領帶、領結，基本上各種場合都適用。Polo衫則可參加一些較為輕鬆的研討會。但請記得燙衣服！

大部分的女性應該很容易從衣櫃找到這些衣服，但記得保持素雅，畢竟不是要上台作秀。如果無法下定決心，選擇那套黑色小洋裝，或是穿一套舒適的衣服，搭配一件正式的黑外套，永遠不會錯!   最重要的是，不要穿那些讓自己覺得憋扭的衣服。

希望您下次參加會議時，您可以找到那套最佳服飾。

※ Reference

Attire Guide, Emily Post

你不知道的Dress Code, Plain Me

Dress Codes, Glamour Drops

Professional Conference Organizer (PCO) | 會議管理顧問

Before talking about PCO, you may have a big question mark around your head about the “C”.

What is the difference between a CONGRESS and a CONFERENCE?

We invite the most reputed meeting association - ICCA, to answer!

Please find the definition at ICCA FAQ.

Here are some key points for your quick review:

CONGRESS

- Delegates: regular coming together on a representational basis of several hundreds of individuals

- Purpose: often convened to discuss a particular subject.

- Frequency: either multiannual (more likely international)or annual (rather national)

- Length: often last several days with several simultaneous sessions

CONFERENCE

- Delegates: participatory; not so representational

- Purpose: designed for discussion, fact-finding, problem solving and consultation; smaller in scale and more select in character; tend to facilitate the exchange of information

- Frequency: no special connotation as to frequency

- Length: not inherently limited in time, conferences are usually of limited duration with specific objectives

We would like to add one more C: CONVENTION, which is used interchangeable to Conference, but more “fun” gathering.

Source: hello sandwich 

在我們開始說明PCO之前，你或許會對"會議"的英文名稱感到些許困惑。

到底Congress跟Conference有什麼不同呢？

我們有請國際有名的會議協會 ICCA 來回答，在他們網站的FAQ中有清楚的說明。摘錄如下：

CONGRESS 代表會議

- 參加者：經由成千上百的個人推選出來的代表，定期出席

- 目    的：通常都是針對特定主題作討論

- 頻    率：多年一次 (通常是國際性的) 或是 每年一次 (通常是全國性的)

- 長    度：持續幾天，且同時有多場會議一起進行

CONFERENCE 會議

- 參加者：自由參加的；沒有代表性

- 目    的：可以是討論、發掘事實、解決問題、顧問性質；規模上較小，也會協助訊息的交換

- 頻    率：沒有定期

- 長    度：基本上沒有時間限制，但通常特定目的都是有期限的

另外，我們也想再分享另一個會議CONVENTION，這跟Conference其實算是同義字，但通常指的是主題較為輕鬆的會議。

Source: teacher training international 

Now, you know what you are after and then, usually, an international-level or even national-level conference with 100 persons above will demand a PCO, us!  We are intermediaries working on behalf of buyers -- you! PCOs are known as independent, specialist meetings planners who work on a consultancy basis, being temporarily hired by associations and companies to organize a specific event or series of events.

現在您了解了會議的不同，接著您就需要我們這樣的PCO，尤其是國際性甚至是全國性一百人以上的會議。PCO是站在買家 – 也就是您的立場做一個媒介；是獨立、專業的會議策劃者，可說是為特定事件或一連串活動而被協會或公司所臨時雇用的顧問。

Source: gallery

Not only conference planning or executive does a PCO matter, but well connections to venue, facilitation, travel agent, or so suppliers would make a PCO more valuable to your events. This is important because the details of an event are far more than everyone can image but only a PCO with more good connections can assist you in these aspects in a more efficient and economic way. Furthermore, in our experience, choosing a PCO is like choosing a partner. The chosen PCO will do better and the association and company will satisfy if their backgrounds and tastes can match each other. In other words, you may find disappointed when a PCO experienced in fashion show cannot catch your event demand for scientists.

除了會議規劃與執行，PCO跟其他供應商 (如場地、設備、旅行社等) 的關係越好，越能對您的活動提供價值。這很重要是因為一個活動的細節比一般人想像的還多，但擁有更多合作關係的PCO可以在這些問題上用更有效率且經濟的方式協助。此外，我們的經驗告訴我們，選擇PCO跟選擇另一半很像，如果PCO的背景與調性符合該協會或公司性質，通常PCO的表現都比較好，協會/公司也會更滿意。換句話說，如果一個專長在時尚秀的會議顧問，可能無法滿足參與者是科學家的活動。

 

Source: inhabitat 

※ Reference ※

Conferencing & Business Events, Malcolm Auld Direct 2001.