improve your rfp: timely, complete and competitive responses
DESCRIPTION
It seems like what you want is simple…a timely, complete and competitive response to your RFP. Yet we continue to hear loud and clear the frustration you experience with responses to your request for proposal (RFP). The triple digit increases in lead volume hotels are receiving are well documented, so how can you make sure the request for proposal (RFP) for your meeting or convention gets the attention and response it deserves? Not only do you need to know WHAT you should include, but also HOW to tailor it for the destination, facilities and hotels you’re considering. In this webinar, you will learn from industry experts how to reconstruct and improve RFP submission, reviewing real-life examples of the types of RFPs CVBs and hotels regularly receive and considering the components of the CIC APEX RFP Workbook. Key Takeaways: • Learn how to apply key principles and practices for improving your RFP • Identify the key resources and the most important questions to ask hotels and CVBs in reconstructing your RFP • Understand how CVBs and hotels evaluate internally the value of your eventTRANSCRIPT
Improve Your RFP Timely, Complete and Competitive Responses
Jeanette M. Alvarez, CMP, PMP Director of Account Operations
Experient
Nathan R. Tollett Director of Sales Greater Houston
Convention and Visitors Bureau
Webinar at a Glance
Learn how to apply key principles and practices for improving your RFP
Identify the most important questions to ask hotels and CVBs in reconstructing your RFP
Understand how CVB and hotels size up the value of your event
How do I improve my RFP?
Timely, Complete & Competitive CVB/Hotel Response
Barriers to nirvana include both planner frustrations & CVB/hotel concerns
Things You Can Do
People Who Can Help
• Event Profile • Room Block • Space • History • RFP Information
Areas of RFP Inspection
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
RFP Information RFP Decision Date
RFP Decision Process
RFP Special Requirements
RFP Submission Instructions
RFP Preferred Method of Communication
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
Room Rate History
Concessions
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: CIC APEX RFP Workbook
Total of 38 specific questions
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
RFP Information RFP Decision Date RFP Decision Process RFP Special Requirements RFP Submission Instructions RFP Preferred Method of
Communication
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 Room Rate History Concessions 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: CIC APEX RFP Workbook
How CVBs make the whole RFP process better for the planner and hotels
1. They serve you by being an educator and facilitator 2. They advocate for the complete picture of the organization/planner 3. Set realistic planner expectations 4. Help you understand local demand 5. Give hotels the opportunity to put their best foot forward with all the
information they need to respond
www.empowerMINT.com A free one-stop shop resource for planners. • Search and compare • Review at-a-glance destination profiles • Find your Destination Expert • Submit a Quick Request or RFP to multiple destinations
CVB Promise and Value To Planners
• Comprehensive View of the Destination
• Local Expertise
• Extensive In-Market Relationships
• FREE to YOU!
We are the best first point of contact to help planners FIND the right fit
for any size meeting or event.
4 Ways to Keep in Touch!
Email: [email protected]
Website: www.empowerMINT.com and search & connect with a local expert for FREE
Blog: blog.empowerMINT.com FREE meeting planner resources including previous webinar replays
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