does your rfp warrant a competitive response
TRANSCRIPT
How destinations and
hotels evaluate
meetings and events
Do’s and don’ts for
RFP improvement
What questions can
you ask to save time
and money
Our Webinar Roadmap
Karen Staples
CMP, CASE
Northeast
Sales Director
Visit Salt Lake
Our Panelist
YES!
What gets in the way?
Historical Occupancy
Important things to consider
before you hit SEND
Realistic
Expectations
City Wide or
Special Events
Advocacy for you
and your meeting
Transient Demand
WIN/WIN
Meanwhile…Back at the Hotel Sales Office
Help me sell your meeting internally:
• rooms/space • total hotel profitability • history • concessions
What should be included in my RFP?
The Power of the Information You GIVE and How It Affects What You GET for Your Meeting
• Revealing your meeting’s total value gives you a stronger negotiation position
• Information shared upfront ultimately saves you time • There are added discoveries & opportunities when
stakeholders understand your goals and objectives
RFP: Inspection Checklist
Contact Info (host, third party, key person)
Event Profile Market segment
Total Attendance
Organization Overview
Event Overview
Event Goals
Attendee Demographic
Accessibility/Special Needs
Hot Buttons-what’s important
What made your best meeting?
RFP Information RFP Decision Date
RFP Decision Process
RFP Special Requirements
RFP Submission Instructions
RFP Preferred Method of Communication
Location of person signing contract
Room Block Desired Dates
1st choice, 2nd choice, & 3rd choice
Dates to Avoid
Locations Under Consideration
Locations (recent & upcoming)
Room Block (day by day, room type, suites, staff)
Desired Room Rate Range
Rate Net or Commissionable
Rate-each pay own or master
Room Rate History
Concessions-prioritize
Headquarter Hotel (citywide)
Housing Method (citywide)
Event History (venue, city, start/end date, attd, room nights, F&B spend and day-by-day room pickup)
Event Space Requirements (day, function type, setup, #attd, start & end time, 24 hour hold)
Source: Complied considering EIC APEX RFP Workbook http://www.eventscouncil.org/APEX/RequestsforProposals.aspx
No indication of date
flexibility
Concessions not prioritized
Incomplete History
Incomplete day by day
programming detail
Commonly missing
How CVBs position planners as better destination negotiators
1. They serve as destination educator and facilitator 2. They advocate for the complete picture of the organization 3. They help you understand local demand factors 4. They give their hotels the opportunity to put their best foot forward with all the information they
need to respond 5. They assist you in uncovering unique opportunities to meet your objectives
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