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Before
commencing a conference, ALPCORD helps the conference organizers in preparing
necessary documents and obtaining prompt
clearances from the concerned organization
by :
-> Assisting in preparing the
proper bid documents for presentation
to International association.
-> Secure the approval of national
body giving host to the international
conference.
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Preliminary Study |
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THE FREQUENCY: How often in the past has
the conference or exhibition you
have in mind been held? |
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THE VENUE: Which countries have played host
in the past? |
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THE COMPETITION: Who else is in the running? |
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THE ATTENDANCE
AND TIMING: What is the estimated
attendance and preferred timing
of the conference or exhibition?
This will influence your selection
of city and venue. |
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THE
DECISION MAKER: Identify the
body of people who will finalize
the bid and eventually play an important
part in your lobbying strategy. |
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THE TECHNICALITIES: What is the first open date? The
date for presentation of bid-papers? |
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Pre-Bid Formalities |
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Many projects have not
taken off the ground because the organizers
have not been able to go about the formalities
the right way.Secure the
approval of your National body giving
you the green signal to host the international
conference or exhibition & in question
nodal ministry connected with your discipline. |
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Preparation of Bid
Documents |
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The right assistance
should make the next stage of preparing
bid documents easy. These documents should
preferably include :-
A formal letter of invitation to host
the conference or exhibition from the
President of the Indian body.
A letter from the Director General of
Tourism inviting the conference or exhibition.
An invitation from the nodal Ministry
and/or the Mayor or Lt. Governor of the
city where the event is to be held.
Prepare a promotional portfolio to be
presented top the decision making body.
It should contain details of the conference
or exhibition facilities, hotel accomodation,
transportation and pre and post conference
tours.
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Bid Presentation |
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Now
we have come to the final, crucial stage
where the best man wins. And the person
who stays ahead of the competition is
invariably the one who is best prepared
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Determine the time
allotted to you for your presentation
and finalize your thrust accordingly. |
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To
enhance your bid, set up a promotional
booth at the venue where the bid
is to be decided. Since this would
probably be at a similar international
conference or exhibition where decisions
of future projects and plans are
made. Ensure that the booth is attractive
and well stocked with literature
on India.
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Post Bid Formalities |
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Appoint
Agencies connected with the conference. |
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Prepare
your publicity plan-brochures, posters,
promotional visit abroad. |
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Finalize
your conference/ exhibition programme. |
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