Bidding for the WFTGA Convention 2013
For the WFTGA Convention 2013
Intentions to Bid for
the WFTGA Convention in 2013 have now been received from 6 member countries.
No further enquiries will be
accepted.
Bidding for 2015
Time to start thinking about it!
So why should you
consider hosting the WFTGA Convention? I will start by giving you my own
experience. In 2000, the Scottish Tourist Guides Association suddenly decided
that it might be a good idea encouraged by WFTGA Past President Jane Orde who
was herself in poor health but it was her dearest wish that the WFTGA Convention
would come to her home country. We formed a committee and decided that we would
present our bid at the Convention in Cyprus in 2003. I was privileged to make
that bid.
Our first task was to get the support of our Tourist Board
and Convention Bureau. We did that and they agreed to sponsor part of my flight
to Cyprus and to provide us with a presentation to take with me. It was my first
experience at a WFTGA Convention and I was immediately impressed by the
friendship and solidarity from our colleagues from around 40 countries. I had
not realised how much we all had in common and how much we could support one
another. I nervously made the bid on behalf of Scotland and I was delighted when
it was accepted. Then I returned home and the hard work started and slight panic
set in. What had we done? Scotland is a very small country with a population of
5.3 million and we only have 300 members.
• Our first task was to set about forming a steering
committee. This is vital if the Convention is to be a success. You need a group
of committed volunteers who are willing to spend a large amount of time
organising the Convention. You must have one or two people who will take the
lead and make sure everything happens and on time. Who has experience of
organising or working for conferences?
• You need to secure sponsorship – this was our hardest
task. First of all we approached all those we knew in the industry – the tourist
board of course but also the main attractions we work with – we didn’t ask them
for cash – we knew we were unlikely to get it. We asked for things – bags from
the tourist board; gifts from the retailers; free entry from the attractions;
free coaches from our friendly coach companies; hotel to sponsor a coffee break
or lunch; museum to sponsor a reception; castle to sponsor the gala dinner;
florist to sponsor the flowers etc. Lots of little things. Then we approached
our bank and asked them for cash. Once you have some sponsorship it is easier to
get the rest. It is a constant task and you must keep at it until you have the
amount you need. If you get more then you can add extras for the participants,
which will make your Convention memorable.
• Insurance – this is essential in case of cancellation or
poor numbers or some other means of protecting your association – in Scotland we
formed a separate limited company to organise the Convention. Others have used
DMCs who have their own guarantees.
• You need to decide on the hotel - it must have a meeting
place for everyone plus breakout rooms for the workshops; office for ExBo;
meeting room for delegates etc
• You need to decide on the tours – do you want to
organise this yourselves or would you like to consider joining with another
association – e.g. our pre tour was in England – organised by the Guild of
Registered Tourist Guides and our post tour was in Scotland – organised by
ourselves.
• Are you going to use a DMC? We didn’t – we organised
everything ourselves but we have an office that could take the bookings. If you
do use a DMC – they work for you not the other way round – do not let them take
over. That mistake could cost you money – they will make it and you won’t.
• Are your members supportive? They may need to be
persuaded and gradually as the time gets closer try to get as many as possible
involved. We used about 80 volunteers over the week of the Convention. Guides
need to meet & greet, man the hospitality desks, give the tours, including any
pre and post tours, help with the AV, help the speakers. Give the guide
volunteers specific tasks and have a “war plan” to keep everything organised.
The guides who give the tours must be your very best – guides are the most
critical audience you can have!
• What about speakers – do you have ideas for speakers and
workshops. WFTGA will provide one keynote speaker but the host country normally
sources the rest
So why do it – it is a lot of hard work and heartache.
• Your association will benefit from the team working and
solidarity involved.
• You will gain a huge amount of PR and respect in your
own country, with government bodies and industry partners and this will last
long after the event if you use it well.
• You will be able to promote your country to tourist
guides who in turn will tell their countrymen and women about your wonderful
welcome and you may well get more visitors in the long term.
• Your members will know that they have colleagues around
the world with the same problems as themselves and for the first time they can
all attend the Convention in their own country
• You will get a great buzz from the event itself. I will
never forget 200 hands joined together in the Great Hall of Stirling Castle,
singing Auld Land Syne just 18 months after September 11th. Or our colleagues
from South Africa singing their own songs – truly the Hands Across the World,
which WFTGA epitomises in its logo.
Preparing your Bid
• In order to bid successfully for the WFTGA Convention
you must fully understand the bid document. Please contact us if you are unsure
of anything and remember that you must have attended at least one previous
Convention prior to making your bid.
• If you are well prepared and have done everything
possible to ensure that your bid is ready; if you believe that you can answer
all questions about your bid honestly without hesitation or doubt; if you have
all the supporting documents in writing then when speaking to other delegates
about your bid and why they should come to your region you will be able to
answer them with complete confidence and respect. Then your association will
have its best chance of winning.
Deadlines for Hosting the WFTGA 2015 Convention:.
• Those who are interested in bidding must send us by
August 1st 2012, their Intention to Bid in writing – please send by email to
info@wftga.org. This shows us that your association is interested and you would
like to prepare a bid and proposal. This must be done by filling out the
application and sending us the required documents. Any Intention to Bid received
August 1st will not be accepted.
• EXBO will inform each bidding country who else is
bidding byAugust 3rd, so that you are all aware which countries you are bidding
against. EXBO will also ensure that all bidding countries’ bids are equal and on
an even par. Prices will be disclosed to ensure you are able to compete fairly.
Each bidding country will receive the same treatment to ensure all have a fair
chance at winning
• You must then complete items 10-14 in the Bid
Application form and sent it to to us no later than September 1st 2012.
Applications received after September 1st will not be accepted.
• You will have until November 1st 2012 to prepare your
final bid and written proposal. We will then verify to ensure that your proposal
is correct, that nothing is missing, your budget and costing are correct and all
the components are there. You may send in your proposal earlier if it is ready
and we will look it over together and assist you with the planning. Final Bids
received after Novmeber 1st will not be accepted and we cannot offer assistance
after that date.
• Once your bid has been accepted you will be permitted to
post it on the internet, your website and the WFTGA website . You will then be
permitted to make your bid presentation at the delegates meeting in 2013. Only
official Delegates representing their countries and associations will be allowed
to vote. Executive Board Members have no vote on future conventions.
Rosalind Newlands
President
World Federation of Tourist Guide Associations
Convention Bid for 2015
