GLCVB - Creating an effective RFP

Creating an effective RFP

Creating a RFP (Request for Proposal) is a critical task which meeting professionals must manage
effectively when planning any new meeting or event. The use of a RFP template will help make this process more manageable. It also helps meeting professionals communicate with potential vendors and other key stakeholders in an effective manner.

Above all, be specific and accurate regarding each meeting’s individual needs.

The following RFP is provided as resource for meeting professionals and may be copied and used as
needed without permission.

Download a Microsoft Word Document verison here.

INSERT ORGANIZATION’S NAME

Meetings & Event Management

New Meeting Lead

Planners:

Name
Title
Phone
FAX
EMAIL

Organization:

Organization name
department NAME (if needed)
Full mailing address

Preferred Dates:

Days (i.e. : Sunday - Friday
Dates: (i.e. May 6-11, 2007)

Geographic Location:

Insert preferred locations such as New Orleans, San Francisco, and Los Angeles etc or provide geographic limits such as Western USA or Mexico etc.

Type of Hotel:

i.e.: Urban, beach resort, conference center, etc

Type of Event:

i.e.: Sales Meeting

Name of Event:

i.e.: 2007 President Club

Attendance:

Insert Number of people

180 people

Function Space

Major Food & Beverage:

Include detailed daily outline of for all meeting room requirements. Provide minimum square footage requirements, desired room set up for each room.

Include all food and beverage functions including number of people, type of meals to be served.

Room Block

SUN
MAY 6

MON
MAY 7

TUES
MAY 8

WED
MAY 9

THURS
May 10

FRI
May 11

50
(3 staffers will check in three days prior)

150

180

Other Requests:

Examples of requests typically found in hotel RFP include:
Reduction in guest room or F&B attrition clauses
Lowest available room at the conference rate, after cut off – no limit to increasing the room block
Conference rate extended three days pre and post room block
Complimentary rooms (usually 1 per every 40 paid)
Complimentary upgrades
Staff rooms at a discounted rate
Guaranteed menu prices
Discounted parking
Free internet access in conference office and discount for Internet access in all meeting rooms and guestrooms
Discounted access to fitness center
Discount on power drops
Discount on AV equipment if hotel vendor is used
Discount on business center rates
Discount on shipping and handling fees (boxes)
Provide disaster plan 8 weeks prior to event
Final bill provided within 3 weeks after check out with full post convention report

Billing:

Define what is billed to the master account such as “Master bill designated for guest rooms & tax, self parking, banquets, AV & business center. All other guest rooms and all incidentals are paid by individuals.”

Contract:

Contract assigned to: insert name of organization which will sign the contact

History:

Provide dates and location of last 3 similar meetings

Our Company:

Insert short (50 word) background statement regarding organization

Respond To:

Send positive and negative responses including rates before INSERT DATE to insert NAME AND EMAIL.

Meeting professionals should always consider using a Convention & Visitors Bureau (CVB) a one stop
shop for sourcing data vendors of all types. As the local knowledge center for their destination, the CVB is well positioned to provide up-to-date contact and background information regarding a wide variety of
vendors and suppliers.

Other resources for sourcing vendors include meeting professionals’ blogs, many of which can be found on the Meetings Industry Mega Site – www.mimegasite.com

Also look to:
• MPI - Meeting Professionals International
• PCMA - Professional Convention Management Association
• DMAI - Destination Marketing Association International

These organizations have a wide variety of networking and educational opportunities focused on the
needs of meeting professionals.

Written by David Kliman – The Kliman Group – www.klimangroup.com