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• » How conference bidding works

How the bid process works

The bid process, bidding for and winning events and conferences, can be a complex undertaking.

Along with our bidding partners, Business Events Sydney (BESydney), manages the bid process from start to finish, overseeing everything from strategy to relationships and communications. Every conference and event bid is different but generally the bid process goes like this:

1. Plan the conference bidding strategy

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

2. Prepare the conference bid document

The bid document provides the host organisation and destination information on which the final decision is made. It must clearly assess the association’s criteria, emphasise the advantages of hosting the event in Sydney, and detail the support available to the association if they bring their event to Sydney.

3. Lobby for event bid votes

Part of lobbying for bidding votes is to analyse the voting process. It’s important that we know who will vote, and the best way to get our message across to decision-makers. The goal is to ensure the message we craft will motivate them to vote to hold the event in Sydney.

4. Conduct an inspection of Sydney

During the bid process, we often invite representatives from the association’s international committee to visit Sydney and take a tour of our congress infrastructure, to ensure the city and its venues meet their requirements. All their expenses are covered while they’re in Sydney.

5. Make the final bid presentation

Often a final presentation is made to the association’s international board, or to association delegates from each country. Less formal lobbying also frequently takes place among delegates and participants at this stage of the bid process. 

6. Manage the post-bid relationship

The work doesn’t stop after a bid has been won. Business Events Sydney continues to guide the association as it plans the event. Depending on the scale of the event, we help the association appoint a professional conference organiser (PCO), assist with marketing activities and collateral, and promote the event in the media.

What if the conference or event bid is not won?

In the uncommon circumstance that Sydney loses its bid, Business Events Sydney continues to work with the association or organisation to research other conference possibilities. It’s often the case that we mount other winning bids within a few years of losing the first bid.

Read some of our recent conference and event bid success stories

Or contact us to discuss your own event or conference bid