Key Factors Event Owners Consider When Choosing a Host City

When preparing a bid for a major event, one of the first and most important steps is conducting a feasibility study.

This process helps determine whether the city is well-prepared and suited to host the event. Several key areas are typically assessed: the host city's capabilities, the event organizer's requirements, the venue, the local business ecosystem, and, perhaps most crucially, the event owner—often referred to as the rights holder.

Before advancing with a bid, it's essential to evaluate how appealing the city is from the event owner's perspective. Without understanding and meeting their expectations, pursuing the bid may not be worth the effort.

What Event Owners Look For

The event owner, or rights holder, is the organization responsible for selecting the host city. Their priorities can vary depending on the type and scope of the event, but certain common factors tend to influence their decision. These factors ensure the event's success, and a competitive bid should address them thoughtfully.

Here are some of the most important considerations:

1. Venue Quality and Capacity

The venue must be able to accommodate the event’s specific requirements, including size, facilities, and overall suitability. A well-equipped, top-quality venue is often a major deciding factor.

2. Economic Incentives

Financial incentives such as tax breaks, grants, or subsidies can significantly enhance a city's appeal. Offering these incentives shows the city’s commitment to supporting the event and can make it a more attractive option.

3. Experience and Track Record

A proven history of hosting similar events successfully boosts a city’s credibility. Event owners value reliability, and a strong track record provides them with confidence that the city can deliver.

4. Infrastructure and Logistics

Effective transportation, accommodation, and logistical support are vital to the smooth running of a major event. A city with well-developed infrastructure ensures that both attendees and organizers can easily navigate and operate.

5. Public and Media Support

The level of local enthusiasm and potential for positive media coverage can also influence the decision. Public interest often correlates with ticket sales and engagement, making it a key factor in determining the event’s success in that location.

6. Safety and Security

Safety is a non-negotiable concern. Event owners need to feel assured that the city has strong security measures in place and a comprehensive plan for dealing with emergencies.

7. Cost and Budget

Hosting a major event involves significant financial commitments. It’s essential to ensure that the event can be executed within budget, without causing financial strain on the city or the event owner.

8. Local Partnerships and Support

Strong local business networks and potential sponsorships can greatly contribute to the event’s success. Cities with well-established partnerships often stand out as more capable of providing the necessary support.

9. Environmental and Social Responsibility

Sustainability and social impact are increasingly prioritized by event owners. Cities that show a commitment to environmentally responsible practices and positive social initiatives are likely to be more attractive hosts.

10. Potential for Future Events

Some event owners look beyond the immediate event and consider long-term opportunities. A city that demonstrates potential for future collaborations or additional events may be viewed more favorably.

Customizing the Evaluation

While these factors are commonly assessed, each event has its own unique set of priorities. Tailoring the feasibility study to reflect the event owner's specific needs is essential. Excelling in every area may not be necessary, but focusing on the key factors that matter most to the event owner can significantly increase the chances of winning the bid.

Why This Matters in the Feasibility Study

Assessing the event owner's needs is a crucial step in determining whether a city should move forward with the bid. This evaluation clarifies how well the city aligns with the event owner’s expectations. If significant gaps are identified, it may be necessary to address these issues before proceeding.

On the other hand, this assessment also highlights the city’s strengths. For instance, if the city boasts an exceptional venue or has a strong track record with similar events, these strengths can be emphasized to meet the event owner's specific priorities.

Conclusion

Understanding the event owner's priorities is essential when preparing to bid for a major event. By focusing on the factors that matter most—whether it’s venue quality, financial incentives, or public support—the feasibility study offers a clear roadmap for making informed decisions. Tailoring the approach to the event owner's specific needs ensures that the city is positioned as a strong contender, ultimately increasing the likelihood of a successful bid.

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