Archive for the ‘bidding on events’ Category

How to Successfully Prospect

January 26, 2016

Sporting events represent an opportunity to showcase and to make a significant economic impact on your community.  Where should you start in the process of securing events and meetings?

Strengths:

To be effective with your time, you need is to evaluate what events could work in your area, especially the resources that you have available for your use.  These resources are primarily facilities and people.

  • What types of facilities do you have available to host events? Don’t limit your vision to “major” complexes.  There are a variety of options that may work including city facilities, parks, colleges, public and private schools, open spaces, hotels and even your roads.
  • Who in your community has interest, expertise and understanding of sports? Do they have relationships with event planners and will they be an advocate for you?  Who has access to recruiting volunteers who are knowledgeable with sport? Who will help collaborate to bring events to your community and to insure that they are successful?

Opportunities:

The variety and number of available meetings and events is extensive.  There are events that will work for all regions and others that you should not pursue.  There is no reason to spend any resources on pursuing a downhill skiing event if you live in Florida.  Some other topics for event marketers to explore include:

  • What types of events could work in your community?
    • Which events have a significant fan and participant base in your area?
    • What sports have an interest in growing or breaking into your area?
    • What events work in your facilities? What events have similar elements to those events?
    • What events are the facility managers interested in pursuing?
  • Look at what similar towns/cities in your area and in the country are doing. What is your competition hosting?
  • When are there “holes” in your City’s calendar, where bringing in events would make the biggest economic impact? If you live in a beach community, perhaps a winter event would have more impact than a July event when your community is already busy.

Resources / History:

There is no need to reinvent the wheel.  As a member of the National Association of Sports Commissions, you have access to research, meetings and events that are available for bid and access to other NASC members.  Utilize these resources.

Part of the vetting process is to research the history of the events and event organizers.  Are the elements in their RFP realistic? Is bidding on this event and making an investment in time, and potentially money, going to have a return on your investment?  Does history confirm their claims of room nights and economic impact?  Do they pay their bills?  Use the internet as a tool and call the CVBs / Sports Commissions that have hosted these events in the past.

Many RFPs are a starting point in the bid / negotiation process.  Many event planners will ask for everything and the kitchen sink up front.  After vetting the event and deciding that it is something that you want to pursue, even if you can’t match all of the bid elements, feel free to counter offer and make your pitch on why the event would be successful in your community.

Bidding:

Make sure that the event makes sense for your community.  It may be okay to take a loss on an event if it helps you gain exposure, grow your event portfolio or lead to other events.  Take a long range view of event procurement.

Let the event planner know the strengths of your community including who will be involved in the bid and execution of the event if you win it.   Why should the event come to your community?  Can you draw spectators and participants?  What is your experience in the sport?  Can your community provide expertise, volunteers, financial backing?  Is there a legacy if the event does come?

Conclusion:

There are sporting events and meetings that will work for all communities.  Start by looking at your strengths and then match these with the available opportunities.

Bob Murdock
Connecticut Convention & Sports Bureau
860-882-1103
robertm@ctcsb.org

2016 NASC Sports Marketplace Appointment Process

January 12, 2016

As reported in the September edition of the NASC Playbook, the Symposium Committee, based on member feedback, has created a new framework for the 2016 NASC Sports Marketplace. In this edition of the “Tips from the Mentoring Committee”, we offer the following thoughts on improvements to the appointment process and how all members can benefit from hitting the reset button on what to expect from the NASC Sports Marketplace in Grand Rapids.

Individual Appointments

Think “New Relationship NASC Sports Marketplace”

From its inception in San Antonio, TX in 1997, the purpose of the NASC Sports Marketplace has been to provide opportunities for NEW BUSINESS development for our members.

Individual appointments, which are 10 minutes each, offer destinations and vendor exhibitors the opportunity to share information about their community and/or products/services with event owners.  Ideally, individual appointments should be requested by organizations that are not currently doing business with one another.  Anyone who has attended the NASC Symposium knows the schedule includes ample time for current business partners to conduct meetings and network with each other.

For the first time, participating members will have an extended window to request, accept/decline, and prioritize individual appointments. The online appointment portal will open the first week of January and remain open until February 26, 2016.

Why the extended time?  Eight weeks gives everyone time to properly evaluate and research the organizations with whom they are requesting an appointment and organizations requesting an appointment of them.  The goal is to eliminate individual appointments taking place between a destination and/or vendor and event owner where there is clearly no opportunity to do business. For example, if a destination doesn’t have facilities required to host a particular sport and/or event, then the destination should not be requesting an appointment with that event owner.  With time to evaluate and research, these potentially embarrassing situations can and should be avoided.

Event Overview Appointments

Think “Learning & Listening Marketplace”

Event Overview Appointments offer event owners the opportunity to share information about their organization and what it takes to host an event with destinations whom they have not done business.  This is not a time to sell your destination or product/service to the event owner, but rather listen to the event overview and gather information about event requirements, future opportunities, etc. If your organization qualifies to host an event or provide a product/service based on what you learn during the appointment, then follow up after the Symposium.

How does this work?  Destinations, vendor exhibitors, and event owners will have the opportunity to request, accept/decline, and prioritize event overview appointments. These appointments will take place at tables in the Sports Marketplace, not at the event owner’s booth.  Up to five (5) destinations and/or vendor exhibitors will be seated at a table with one event owner. The event owner will provide information on what it takes to host their event and may allow a minute or two at the end of the 10-minute appointment for questions.

Key Dates

  • Week of January 4 – Individual Appointment schedule portal opens
  • Midnight PT February 19 – Last day to registered to be guaranteed appointments
  • Midnight PT February 26 – Individual Appointment portal closes
  • Week of March 14 – Individual Appointment schedules released and Event Overview Appointment portal opens
  • Midnight PT March 18 – Event Overview Appointment portal closes
  • Week of March 28 – Event Overview Appointment schedules released

It is important to note, registration fees must be paid in full before the first attendee from your organization can view the online appointment portal.

Direct any questions about the appointment process to your member services coordinator.

Active Members:

Meagan McCalla, Meagan@SportsCommissions.org or 513.842.8307.

Allied and Rights Holder Members:

Allison Deak, Allison@SportsCommissions.org or 513.250.4366.

Yours in sport,

John David, CSEE
USA BMX
NASC Mentoring Committee Co-Chair
John@USABMX.com

Mike Price, CSEE
Greater Lansing Sports Authority
NASC Mentoring Committee Co-Chair
mprice@lansing.org

 

NASC Upcoming Webinars – Register Now

November 18, 2015

Mark your calendars now! We have a great line-up of both Best Practices Webinars and Event Webinars that you won’t want to miss. Check out the schedule below, and reserve your spot today!



Tips for Building Community Relationships
Best Practices Webinar
Tuesday, November 24, 2015
2:00 p.m. – 3:00 p.m. ET

Register Now

Building relationships within your community is essential to the success of sporting events you host. From venue support, event management, volunteer recruitment, fundraising and sponsorships, your local community holds the resources that rights holders look for when awarding events. Join Bonny Bernat of Visit Winston-Salem as she shares best practices used in hosting events in Winston-Salem, North Carolina. If you are unable to join us on the 24th, remember you can download the webinar recording from our webinar archives page (login required).



USA Triathlon

Event Webinar Sponsored by MGM Resorts International
Thursday, December 17, 2015
2:00 p.m. – 3:00 p.m. ET

Register Now

Join Brian D’Amico, National Events Senior Manager, USA Triathlon, as he discusses USA Triathlon and what it takes to land their events. There will be time at the end of the presentation for questions. If you are unable to join us on the 17th, remember you can download the webinar recording from our webinar archives page (login required).



Webinar Archives

If you’ve missed any of our recent webinars, or would like to view them again, visit our Best Practices Webinar Archives or our Event Webinar Archives.

Contact the Member Services Department if you have any questions.

NASC Upcoming Event Webinars – Register Now

November 4, 2015

It’s hard to believe 2015 is coming to an end! We are closing out the year with a great line-up of Event Webinars that you won’t want to miss. Check out the schedule below and reserve your spot today!


Orienteering USA
Event Webinar Sponsored by MGM Resorts International
Thursday, November 19, 2015
2:00 p.m. – 3:00 p.m. ET

Register Now

Join Glen Schorr, Executive Director, Orienteering USA, as he discusses Orienteering USA and what it takes to land their events. There will be time at the end of the presentation for questions. If you are unable to join us on the 19th, remember you can download the webinar recording from our webinar archives page (login required).


USA Triathlon
Event Webinar Sponsored by MGM Resorts International
Thursday, December 17, 2015
12:00 p.m. – 1:00 p.m. ET

Register Now

Join Brian D’Amico, National Events Senior Manager, USA Triathlon, as he discusses USA Triathlon and what it takes to land their events. There will be time at the end of the presentation for questions. If you are unable to join us on the 17th, remember you can download the webinar recording from our webinar archives page (login required).


Webinar Archives

If you’ve missed any of our recent webinars, or would like to view them again, visit our Event Webinar Archives.

NASC Upcoming Best Practices and Event Webinars – Register Now

September 29, 2015

We have a great line-up of both Best Practices Webinars and Event Webinars that you won’t want to miss. Check out the schedule below and reserve your spot today!


Sugar Bert Boxing Promotions
Event Webinar Sponsored by MGM Resorts International
Monday, October 5, 2015
2:00pm – 3:00pm ET

Register Now

Join Bert Wells, CEO, Sugar Bert Boxing Promotions and his team as they discuss Sugar Bert Boxing Promotions and what it takes to land their events. There will be time at the end of the presentation for questions. If you are unable to join us on the 5th, remember you can download the webinar recording from our webinar archives page (login required).


USA Archery
Event Webinar Sponsored by MGM Resorts International
Monday, October 19, 2015
2:00pm – 3:00pm ET

Register Now

Join Sheri Rhodes, National Events Manager, USA Archery, as she discusses USA Archery and what it takes to land their events. There will be time at the end of the presentation for questions. If you are unable to join us on the 19th, remember you can download the webinar recording from ourwebinar archives page (login required).


Prospecting for Events
Best Practices Webinar
Thursday, October 22, 2015
2:00pm – 3:00pm ET

Register Now

Join Don Schumacher, CSEE, Executive Director, NASC, as he discusses best practices for prospecting events. Don will share his top methods for sourcing events, as well as prospecting opportunities and strategies. If you are unable to join us on the 22nd, remember you can download the webinar recording from our webinar archives page (login required).


Webinar Archives

If you’ve missed any of our recent webinars, or would like to view them again, visit our Best Practices Webinar Archives or our Event Webinar Archives.

Upcoming NASC Webinar Schedule – Register Now

July 29, 2015

We have a great line-up of both Best Practices Webinars and Event Webinars that you won’t want to miss. Check out the schedule below and reserve your spot today!



National Junior College Athletic Association (NJCAA)
Event Webinar Sponsored by MGM Resorts International
Tuesday, August 4, 2015
2:00pm – 3:00pm ET

Register Now

Join Mark Krug, Assistant Executive Director, NJCAA, as he discusses the National Junior College Athletic Association and what it takes to land their events. Recently, NJCAA uploaded RFP’s to our Event RFP Database for 15 different events with multiple years available. If you haven’t checked these out, be sure to do so! There will be time at the end of the webinar for questions. If you are unable to join us on the 4th, remember you can download a recording of the presentation on the webinar archives page of www.SportsCommissions.org (login required).



US Corporate Games

Event Webinar Sponsored by MGM Resorts International
Tuesday, August 18, 2015
2:00pm – 3:00pm ET

Register Now

Join Kurt Aichele, CEO US Corporate Games, as he discusses US Corporate Games and what it takes to land their events. There will be time at the end of the presentation for questions. If you are unable to join us on the 18th, remember you can download the webinar recording from the webinar archives page on http://www.sportscommissions.org.



Utilizing Social Media for Events

Best Practices Webinar
Wednesday, August 26, 2015
2:00pm – 3:00pm ET

Register Now

Join Jackie Reau, CEO, Game Day Communications, as she discusses best practices for utilizing social media for events. If you are unable to join us on the 26th, remember you can download a recording of the presentation on the webinar archives page of www.SportsCommissions.org (login required).



Webinar Archives

If you’ve missed any of our recent webinars, or would like to view them again, visit our Best Practices Webinar Archives or our Event Webinar Archives.

Making the Bid

June 15, 2015

basketball courtYou work hard as an event host to bring in events, tournaments and meetings that you think will be perfect for your space. Yes, you may wish you had mega-complexes with dozens of fields, courts and diamonds so you could attract just about any organization that might want to come your way.

That doesn’t mean you can’t bring in top-notch events to your area.

Those who have been around the business of sports know that relationships are the key to landing the right event for your area and for your facilities. With an increased number of upgraded venues battling it out for the same events, it’s more apparent than ever that how you work with what you have is the key to landing the contract.

We had an opportunity to talk with a sports corporation director during a site visit for a sports-related meeting. While that particular sports corporation did not have the newest facilities available for meeting space, what the corporation could offer was personal attention to making the bid work.

“I remember the night before one tournament here in town, I made a quick visit to the venue to check out the locker rooms,” she said. “They were a mess, with graffiti, chipped paint and dirty floors. I turned around, called my family, went to the home improvement store and we spent the night cleaning and painting the locker rooms. Not every host organization would do that, but I felt it was necessary to make the best impression.”

The impression worked, as that particular event returned two more times to that same facility. The moral of the story is, a little personal attention goes a long way.

“There have been days that I’ve shuttled participants and coaches back and forth to hotels and the airport,” she said. “Whatever has to be done, we figure out a way to do it. I can’t always offer new courts or rinks but what I can offer is the best service that any sports corporation can give.”

In a tight bid market with all other things being equal, personal service can make the difference in whether you’re successful. In this case, it was: The sports corporation got the sports meeting it was bidding for.

So as you get ready to make a bid to bring in a new event, remember this: We all WANT to offer new, bigger, brighter facilities: We all CAN offer personal service.