Evaluating Event Owners’ Needs: A Key Part of the Event Bidding Feasibility Study
When preparing a bid for a major event, one of the first steps is conducting a feasibility study. This helps us evaluate whether our city is ready and suited for hosting. The study covers several key areas: the host city, the event organizer, the venue, the local business ecosystem, and most importantly—the rights holder, or the event owner.
Before moving forward with a bid, we should always take the time to evaluate how appealing the city is from the event owner’s perspective. Without this, pursuing the bid may not be worth the effort.
The event owner, or rights holder, is the organization responsible for choosing the host city. Their priorities can vary depending on the event, but there are several common factors that should be considered to ensure the city presents a competitive bid.
Key Factors Event Owners Consider
Event owners look at various aspects when deciding which city will host their event. These factors reflect what is most important to them in ensuring the event is successful. Here are some of the most common considerations:
Venue Quality and Capacity
The venue must meet the event’s requirements, including size, facilities, and overall suitability. A strong, well-equipped venue is often a top priority.Economic Incentives
Financial incentives such as tax breaks, grants, or subsidies can make a host city more appealing. Offering these incentives can enhance the city's attractiveness to event owners.Experience and Track Record
A city’s experience in hosting similar events is often seen as a sign of reliability. A proven track record of success can provide confidence to the event owner.Infrastructure and Logistics
Well-developed infrastructure, including transportation, accommodation, and logistics support, is essential for hosting a major event. This ensures smooth operations for both attendees and event organizers.Public and Media Support
Strong local support and positive media coverage can help build momentum for the event. Public enthusiasm is often considered when determining how successful the event could be in a given location.Safety and Security
Safety is a top priority for any event. Event owners need assurance that the host city has comprehensive security measures and emergency plans in place.Cost and Budget
Hosting an event involves financial commitments. Ensuring the event can be managed within budget, without financial strain on either the city or the event owner, is a critical factor.Local Partnerships and Support
Local businesses and sponsors can play an important role in the event’s success. The strength of local partnerships is often evaluated to ensure sufficient support for the event.Environmental and Social Responsibility
Sustainability is increasingly becoming a priority for event owners. Cities that demonstrate a strong commitment to environmentally responsible practices and social impact often stand out.Potential for Future Events
Some event owners consider long-term opportunities for future collaboration. A city that shows potential for hosting additional events in the future may become a preferred choice.
Please note. While these factors are commonly considered, each event is unique, and different priorities may come into play depending on the specific goals of the event owner.
Customizing the evaluation to fit the event owner’s needs is essential for creating a competitive bid. It’s not necessary to excel in every area, but focusing on the factors that matter most to the event owner can significantly improve the chances of success in event bidding.
Why This Matters in the Feasibility Study
Assessing the event owner’s needs is a crucial step in determining whether the city should proceed with the bid. This evaluation allows a clear understanding of how well the city aligns with the expectations and priorities of the event owner. If significant gaps are found, it may be a sign that improvements are needed before moving forward.
This step also helps identify the city’s strengths, allowing them to be highlighted in the bid. For example, if the city has an exceptional venue or a strong track record with similar events, these strengths can be emphasized to meet the event owner's specific expectations.
When preparing to bid for a major event, understanding the event owner's priorities is critical to shaping a successful bid. By focusing on the key factors that matter most—whether it’s venue quality, financial incentives, or public support—the feasibility study can provide a clear roadmap for making informed decisions about moving forward with the bid.
Tailoring the approach to the event owner's specific needs ensures the city is positioned as a strong candidate and increases the likelihood of a successful bid.
Need help in your feasibility study? Let's connect and discuss how to tailor your bid to meet event owners' needs. Reach out today to take the next step in securing your city’s position as the perfect host!
Interested in refining your event bid?
Get Your Copy of the 🏆 Evaluation Criteria Table for Major Events to ensure your city meets the key factors event owners prioritize. This Master Template includes the evaluation criteria for 20 more stakeholders of the major event bids. Take a look at this here.