14 Steps to Winning Major Event Bids: A Roadmap to Success

Imagine a city buzzing with excitement, its streets filled with visitors, its hotels fully booked, and its venues brimming with anticipation. The city’s leaders proudly celebrate securing a world-class event. But how did they make it happen? What’s the secret behind winning event bids?

The answer goes beyond having the right venue or ideal location. It’s about strategy, preparation, and teamwork. Let’s explore the key elements that make cities successful in securing major events.

Step 1. Align the Event with Your City’s Vision

The journey begins long before the bid is even submitted. Cities that win bids don’t chase every opportunity; they focus on events that align with their vision. Picture a city known for its green initiatives—would it make sense for them to host an energy-draining event? Probably not. Successful bids focus on events that reflect a city’s strengths and values.

Step 2. Building Relationships with Rights Holders

Imagine the key decision-makers—the rights holders—who choose where to host their events. They're like gatekeepers, holding the keys to global competitions and festivals. For your city to get its foot in the door, you need more than just a strong proposal. You need relationships. The winning cities are the ones that build trust with these rights holders, engaging them early on and proving they’re serious contenders.

Step 3. The Power of Local Event Organizers

No city can pull off a major event on its own. Behind every winning bid is a dedicated local organizer, someone on the ground who can handle the logistics, manage the event, and deliver results. Cities that win don’t just rely on their government or tourism board—they have trusted partners who step in to run the show.

Step 4. Ensuring the Host City Ecosystem is Ready

Now, let’s talk about the city itself. Imagine inviting thousands of guests to a party but not having enough chairs, food, or restrooms. Sounds like a disaster, right? Hosting a large-scale event is no different. Cities must have a host city ecosystem in place—or at least be able to develop one—before they can even dream of securing a major event. This means reliable accommodation, transportation, and services for attendees, participants, and media.

Without this foundation, even the best event concept can fail. Smart cities continually invest in this infrastructure, creating networks of hotels, transport providers, and local businesses. These ecosystems ensure the city can handle the pressure when thousands of visitors flood in. If the ecosystem isn’t there yet, the city must be ready to build it.

Step 5. The Heart of the Bid: Event Venues

Here’s where the rubber meets the road. A city may have a fantastic location, but without a top-notch event venue, the bid is doomed. Whether it’s a stadium, a festival ground, or a convention center, the venue must be equipped to handle the event’s demands. Think of the venue as the beating heart of the event.

A winning city knows that its venue needs to offer more than just space—it needs to provide an unforgettable experience. From state-of-the-art lighting and sound to seamless connectivity, the venue infrastructure plays a critical role in the success of the bid. And if the venue doesn’t meet the mark, the city must be willing to invest in upgrades or temporary fixes to make it shine.

Step 6. Research: Knowing What You’re Up Against

Think of research as your map. Before diving into any bid, the smartest cities do their homework. They investigate every angle—financial demands, operational needs, commercial opportunities like media rights and sponsorships. This due diligence means fewer surprises and a stronger, more informed bid.

Step 7. Evaluating the Event’s True Impact

Some events bring more than just short-term benefits. The winning cities think long-term. What will this event do for the city’s economy, environment, and reputation? Will it leave a positive legacy? When a city evaluates the true impact of an event, they’re not just looking at immediate profits—they’re thinking about how the event will shape their future.

Step 8. Balancing Effort and Impact

Of course, not all events are worth the same investment. The winning cities ask themselves: Is this event worth the effort? They use tools like impact/effort analysis to focus their resources on events that will bring the most significant return without stretching themselves too thin.

Step 9. Crafting a Winning Bid Strategy

Once the groundwork is laid, it’s time to craft the bid strategy. Winning cities know that their bid has to be more than just a list of facts. It’s a story—a compelling narrative that explains why their city is the perfect choice. This strategy must align all stakeholders, from local businesses to event organizers, to ensure everyone is on the same page.

Step 10. Getting Stakeholders on Board

Behind every successful bid are dozens, if not hundreds, of stakeholders working in harmony. From hotels and restaurants to local governments and media outlets, everyone has a part to play. Winning cities secure agreements with these stakeholders early on, ensuring clear roles, responsibilities, and risk-sharing.

Step 11. Preparing a Winning Bid Document

The bid document is the city’s chance to shine. This is where all the hard work comes together. The most successful cities craft documents that not only meet the event’s requirements but also highlight what makes them unique. It’s not just about meeting the criteria—it’s about showing why their city is the best fit.

Step 12. Internal Commitment

Winning bids require internal commitment. The city must rally everyone involved—from the mayor’s office to the smallest local businesses. Everyone needs to believe in the vision and work toward making it a reality.

Step 13. Follow the Rules of the Game

Every event has its own rules for bidding. The most successful cities follow these processes closely, meeting deadlines, submitting documents on time, and making sure every box is ticked. These cities treat the bid process like a competition, ensuring their performance is flawless.

Step 14. Selling the Dream

At the end of the day, event bidding is about selling. The city’s job is to convince decision-makers that they offer the best experience, infrastructure, and legacy. Winning cities know how to sell their strengths, whether it’s a fantastic venue, a vibrant local culture, or a track record of successful events.

The Bottom Line: Winning the Event Bid

The secret to winning major event bids isn’t just about having the best venue or the most impressive budget. It’s about weaving together strategy, preparation, and partnerships into a compelling story that rights holders can’t resist. When a city follows these steps and tells its story well, it positions itself to not just compete—but to win.

#EventBidding #EventManagement #SportsEvents #HostCity #MajorEvents