Never too much information in an RFP!
By: Tanna Pearman
Meeting Broker, Meetings Made Easy
Most event professionals are aware of the importance of an RFP; many miss the need to position their RFP. If diagrams, menus and an informative web site are the key tools for hotel salespeople, an RFP is a key tool for event professionals.
Following are several things to think about when preparing an RFP:
- Information, information, information – provide details about the organization, event attendees, history and overall value of the program (including rates, pick-up and ancillary spend).
- Flexibility – can the group change patterns, is there flexibility on dates? The better the ability to bend, the more able a hotel salesperson can meet specific needs.
- Clear meeting space layout – it may seem early for a full breakdown of space, it is not. Strong details on space help push an RFP to the top of the list; also, include information about any space that can be returned to inventory rather than a 24-hour hold.
- Flexibility in meeting space – can the program use pre-function space for exhibits or poster boards? Will the group consider using non-traditional space for food and beverage functions?
- Include clear expectations about concessions. Make sure you understand the value of your program and do not over-ask.
Providing clear, concise information is the best way to position an RFP to receive the strongest possible offer. Showcasing the VALUE of the group’s business and including flexibility will tip the scale even further in favor of the event professional.
Author
Tanna Pearman
Meeting Broker
at
Meetings Made Easy
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