Bidding for a congress

We act as the coordinating and quality-assuring link between you and the international decision makers during the congress bidding process, presentation and marketing. All of our work is done in close collaboration with our destination network of professional partners within the local congress and meeting industry; Meetingplace.

We are a non-profit organization, and all of our services are complimentary.

Below is a typical example of how a bidding process for an international association congress could unfold:

Preliminary phase:

1. The international association announces next open year for the congress
2. The international association publishes invitation to bid and/or submits invitation to interested parties
3. Bid manual/bid guidelines is published and/or forwarded to interested parties
4. Expression of interest for hosting the congress (Letter of Intent) is submitted from interested potential hosts/destinations

Bid preparation phase

1. Completion of bidding material based on requirements in bid manual/bid guidelines
2. Bidding material is submitted from interested potential hosts/destinations to international association representatives/relevant decision makers
3. Qualified hosts/destinations are shortlisted and informed hereof
4. International association representatives/relevant decision makers carry out site inspections at shortlisted destinations

Decision phase

1. Revised bidding material is submitted from interested potential hosts/destinations to international association representatives/relevant decision makers
2. Verbal presentation of bid to international association representatives/relevant decision makers
3. International association voting on next host destination for the congress

 Publication and negotiation phase

1. Decision for next congress destination and host is announced to candidates
2. Decision for next congress destination and host is published
3. International association representatives/relevant decision makers negotiate with suppliers (venue, social venue, hotels, professional congress organizer, e.g.)