Having separate meetings with each potential bidding organization or consortium can provide better outcomes than only having a single meeting attended by competing organizations. However, meetings with individual bidders also entail a range of risks. The better outcomes arise because meetings with individual bidders enable greater depth of discussion, and potential bidders may be less willing to discuss their concerns or issues in front of competitors but be more willing to do so in a meeting where competitors are not present.
The risks of conducting such meetings include the greater demand on the time and resources of the government team, and the potential (either in reality or as matter of perception) for one bidder to be given information not provided to other bidders, thus compromising the fairness of the process. As a matter of good practice, a number of measures are used to mitigate this risk.
Even if meetings with individual bidders are held, it is often also beneficial to conduct a forum or presentation at which all bidders are present. This provides an efficient forum in which the government can convey key messages in relation to the project.