“If you do what you've done, you'll get what you've always got.” Henry Ford.

With this simple quote we think it is about time to reflect on the conference tender process of associations. A lot has changed over the years and with tender processes that are time consuming and where tons of stakeholders are involved, we dare to say that it is time to ask ourselves the question: will this process create the biggest success for your congress?

Unpredictable times

Did Covid-19 change the way an association should look at their tender process? The timing might be right; now that the rotation patterns are disrupted and associations are eagerly searching for income and sponsorship streams. Furthermore the battle on engagement has never been more top of mind. Technology and a digital mindset has been adapted by both associations and delegates of the conference.

The unknown

Recent study of the Union of International Associations (UIA) shows that:

• 38% of the associations are not aware of the existence of a Convention Bureau
• 11% never used a Convention Bureau,

Meaning the almost half of the associations are not in touch with the host destination.

Changing patterns

So with this in mind it might be a smart move to reconsider the tender process, it might even increase opportunities. Because, if the tender process is less restricted and more open to different approaches it might give you a broader access to the market and the market to your association. Being dependable on local hosts might be something from the past?

However, it will always be necessary to have strong content and site visits for your conference. If you become more proactive and actively involved in the selection of the destination your influence on creating legacy, being sustainable and receiving subvention will be awarded.

Buzz words

Speaking about these topics;

✔ 38% of the associations are not aware of the existence of a Convention Bureau

✔ 11% never used a Convention Bureau,

Moreover, with the pandemic fresh in mind we see that the response rate of venues to tenders is dramatically slow and due to the personnel shortage often being delayed over weeks. How does this influence your tender process and trust in specific venues?

Market study

With this food for thought we would love to get you involved into our market study about the tender process of an association. How can you be involved?

Simply fill out our survey and share your thoughts, discussion points and dream scenarios so that we can put together an up to date market study.

And join us during our online event on Linkedin to talk more about this topic.