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Business Development

Guide to Preparing Presentations & Proposals

What To Do When You Receive an Enquiry

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1.    Read the brief in detail and determine if we should proceed with a proposal
2.    Key criteria to consider are the number of delegates, services required, dates and location of the conference
3.    Is it a bid or confirmed event?
4.    Seek information on the cities we are likely to be bidding against
5.    Ask for the bid guidelines, this is important as there may be certain criteria or financial commitments that need to be made in order to host the event
6.    One of the key initial items to prepare is the draft budget, this determines from our side if the event is financially feasible and whether or not it makes sense for us to proceed
7.    We will also prepare a presentation if it is a convention bureau lead that requires us to meet the client face to face
8.    If the enquiry has come through other channels, they may require a written proposal rather than a presentation
9.    We also prepare a draft project timeline
10.    If the venue has been booked, check if commission will be available 
11.    If commission is not available, consider raising our per person cost
12.    Currently our per person cost is €45 plus VAT per registration
13.    Is abstract submission required and how many are anticipated? Can we determine the level of work involved in abstract submission
14.    Abstract Submission pricing is from €19 plus VAT per abstract
15.    If venues have not been booked, re-examine the brief for the event and make a shortlist of suitable venues
16.    Log onto the ICCA database and analyse the history of the conference, where it’s been, where it’s going in future years
17.    If information is available on the ICCA Business Exchange then read this as it can give you a good insight into the event
18.    Have Abbey worked on an event in this sector before? Have we any past clients we could speak to about it or get references for that this client may know?
 

 

Presentation Slides & Material

All templates can be found in the templates folder but some useful information to include in a presentation or proposal can be found here.<insert link>

Pre & Post Event Tour Programmes

The ability to offer Pre & Post Event Tours is a Unique Selling Point for Abbey 

Bid Production

When bidding for a conference we usually have to submit certain documents and present our company. 
All the bids can be found in the “Quotes” folder (C&E, Quotes). 
Unless the client provides us with templates, we use our own ones. A current example can be found here. <insert link>

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In order to prepare these documents research on the conference should be conducted. Usually this includes:

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1. The Conference: All data from ICCA (Business Exchange, Meeting editions and the locations). 

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2. Usually we have to prepare a PowerPoint presentation, a budget and a timeline. 

  • PPT Presentation: The presentation needs to be updated with the association’s logo, new dates and info, prices, social programme, pictures of the venue, new venue and gala dinner options, potential sponsors in the field of the conference etc. 

  • Budget: The budget needs to be updated based on info from the bid manual (if provided), former conferences or the convention bureau/client/venues. Aspects to be updated are amongst others: Venues (for the conference, gala dinner etc.) should be contacted to get quotes (including prices, rooms etc.). 

    • Delegate number

    • Association logo

    • Registration categories and prices (usually found on former conference websites).

    • Number of coffee breaks, sessions etc. (Found on former programmes). 

  • Timeline:

    • First add the dates known (usually the conference and the presentation dates).

    • E-zine: always the late Tuesday of the month (check the E-Zine in December, it usually says: send Christmas E-zine). 

    • Meeting: always the first Tuesday of the month --> adapt the rest of the dates accordingly.  

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To make the presentation easier research should be conducted on the following: 

  • The Conference

  • Former Conference Programme

  • The Conference Topic

  • The International Association

  • The Irish Association

  • The Presentation Committee (if known): e.g. found on Linkedin, Facebook, Twitter etc. 

  • Summary of all the relevant info from the Convention Bureau. 

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Important documents to be researched and downloaded:

Bidding manual, former conference programme with sessions, meeting editions from ICCA, Business Exchange from ICCA. 

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For the presentation all this information should be printed and put together as brochure. The usual order is: PPT Presentation on the top, then timeline and last the budget. All pages of the budget should be printed landscape (even though they do not fit on one page then!)

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