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The Essential Planner Guide to Sourcing Chapter 3: Writing the Perfect RFPIt may seem like a relatively easy task with the onset of electronic or eRFPs. But it can actually create confusion, clutter, and competitiveness among the hospitality sector if the RFP is not written clearly and the target venues are not adequately defined. So let’s reel the tape back to the beginning – reviewing what RFPs are, why you should write one, and the core elements you need to garner great responses.What is a Request For Proposal?A Request For Proposal (RFP) is a solicitation by an organization to potential suppliers.
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The buyer is interested in the procurement of services (in this case hotel guest rooms, meeting, trade show space, food and beverage, etc.) and asks prospective vendors to submit business proposals on a timely basis. The requirements are all the same in order to evaluate responses in a comprehensive and fair manner.Why Send RFPs?Most event organizers send RFPs because they are meeting in a new city and/or do not have an already established track record at a particular venue.
They could also just be looking to change due to a flux in meeting requirements – the meeting is significantly larger or smaller, the budget was slashed or the format is being overhauled.Whatever the reason, it is now time to look around. However, be certain you are ready for a change. In other words, it is not ethical to “pit” an established venue you plan to continue using against others for the sake of driving costs down or comps up.
Tell Your StoryTake the time to give the recipient of your RFP a comprehensive overview of your company and the meeting you are asking them to bid on. Make sure the vendor understands your needs and why you think their hotel or convention center is a good fit.Be sure to include why you are issuing the RFP. Are you trying a new city?
Unsatisfied with the previous venue? Be transparent and share the “why”. Also be sure to include in your narrative what worked and what did not work in your previous meetings.Last, discuss the strengths and challenges with this event.
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If your strength is continued growth in attendance but you’re challenged with a flat budget, let them know this up front. You are letting them know as much about your conference on a macro level, thus reducing uncertainty and hopefully encouraging the hotel marketing staff to complete your request.2. Define Your PurposeTell them in a clear and concise manner what you are looking for from the event host. Is this a one shot event or are you looking to hold this meeting for multiple years at this destination?
Is there a possibility that if everything goes well, this venue can be put into your meeting rotation? Let them know up front – because the possibility of future business can help them sweeten the deal even more.Don’t forget to include your event objectives. What are the top three to five things your organization hopes to accomplish from this event, and how can the venue help? Give an Inclusive Event ProfileBe sure to start with your name, as well as the names of the company and the event. Let them know what type of market segment you fall into – association, corporate, government, non-profit, religious or social. The sales staff at the hotel or convention center generally have their staff defined in these segments, which allows the most qualified person to best answer your inquiry.Let them know if this is a first-time event. If it is not, share how many years you have been holding it, as well as averages in the following areas over the past three years: total attendance, total room nights booked and meeting space used.Let them know how many days your conference is and if you need sleeping rooms and meeting space before or after the event ends.
In addition, it is vital to tell them the dates you are thinking of holding the event and whether or not those dates are flexible. Remember, in the previous chapter you have already identified this destination’s peak and slow season and probably have a keen idea of room rate swing as a result of this investigation.Identify your meeting space requirements the best you can.
Again, looking at history will help but if you have no history to go on, determine how many general sessions (this is the session where everyone attends) and how many simultaneous breakout sessions (smaller, individual meetings) you will conduct. Also, find out the maximum capacity available on their largest room, both general and breakout.Tell the respondent about your attendees. Give them a sense of their age, gender, occupation, education level, locations and whether most of them are driving or flying into the destination. Identify what they like to do on their conference downtime.
Let the hotel or conference center know whether or not they are likely to bring their partner and/or family to this event.What will your attendees and/or their families want to do during their free time? Go to the beach, use the fitness center, golf, hang out by the pool and use the spa? Or are they most likely to go off-site to visit attractions and eat at local restaurants?
Are these possibilities within walking distance from the convention center or hotel? Ask the hotel to identify what they have to offer based on your attendee needs.
Destination AppealIf your event has a trade show component to it, give the venue the gross space required, the number of exhibits expected and an indication of whether or not you need a secured exhibit space.In addition, focus on the typical exhibitor profile. This will include demographic information such as age, gender and interests. Determine if they will be attending the conference, and if they’ll bring their family. Share Budget GuidelinesIt is important to share your sleeping room rate range and whether or not room reservations will be taken by you or made directly with the hotel.Share your overall F&B budget and ask the responses to include tax, service charges and gratuity.
Hotel Event Venue Proposal TemplateIf you're a hotel or event venue offering event venue services, our free sample proposal template shows an example of how to pitch your venue. The scope of the proposal includes sections like features & amenities, our space, rental fees, sample catering menus, location, and additional services. All of our proposal templates are completely customizable. Sign-up for free to get access to the hotel/event venue proposal template. OUR TEMPLATES ARE 100% CUSTOMIZABLE.