August 15, 2009

Developing a Meeting Request for Proposals

Want to save time, energy and frustration when starting your hunt for a location to place a meeting? Then do what the pros do, develop a Request for Proposal (RFP) to solicit bids from hotels and facilities to host your meeting. Your RFP can be sent directly to potential properties, sent via the city’s Convention and Visitors’ Bureau, or sent to a chain’s national sales office for distribution. By outlining all your needs in one document, you save time and make your job easier.

Here’s what to include in your RFP:
1- The name and description of the meeting
2- Your contact information and preferred method of receiving responses
3- Preferred dates and arrival/departure pattern (make sure to note if your dates are flexible)
4- Deadline for responses
5- Description of sleeping room and meeting space needs- number of rooms and suites per night, schedule of meetings and events with attendance and preferred room sets for each
6- Special concessions you want: reduced time for the cut-off date, complimentary sleeping rooms, meeting space rental reductions, VIP upgrades, F&B special pricing, airport transportation, etc.
7- If this is a repeat meeting, then include history from the prior meeting: room pickup per night, F&B revenue generated, as well as the overall spend of your group including incidentals
8- Miscellaneous Fees: Occupancy tax, F&B tax and service charge fee, parking fees
9- Ask for sample menu pricing for meal and receptions
10- Airport: Distance, complimentary hotel shuttle or average taxi and shuttle fares

Once you begin to receive proposals back, take the time to create a matrix outlining your requirements on the left side with the hotels across the top and fill in the offerings from each hotel. Then you can compare at a glance to determine who has the best rates, lowest meal costs, least service charge, etc. This will help to easily see which hotel best meets your needs.

By creating a document that clearly lays out your meeting details, you’ll be able to easily convey information and make sure that all properties receive the same information. Imagine how much time and energy you’ll save if the next time you are asked to plan a meeting, instead of making numerous calls to properties, you take the time to create an RFP and start from that point.

Another benefit of putting all your information in one document is that you will have a clear idea of your meeting’s value to a hotel, which will help strengthen your negotiating ability. Anything that reduces the time you spend while increasing your negotiating ability is bound to make your job easier. After all, that’s what it’s all about, right?

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