You hear a lot about the need for a good request for proposal. But what does a good RFP include?
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Title of meeting
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Name and address of the organization sponsoring the meeting or event
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Preferred city, area, and/or region of the country
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Meeting goals and objectives (briefly)
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Preferred meeting dates by month or season, plus days of the week meeting is held. Include whether or not you are willing to consider alternate dates.
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Types of properties preferred for example, airport or downtown hotel
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Projected sleeping-room block (include any special suites; staff discounts; single or double occupancies anticipated)
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Desired rate range/quotation from hotel
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Daily review of meeting space requirements and usage. Include any specific ceiling height or room dimension requirements, plus staff room, business center, registration area needs, and any 24-hour holds needed.
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Day-by-day meeting schedule
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Need for reduced or waived meeting-room rentals
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Exhibit information (number of exhibits, booth or tabletop, setup and tear-down times)
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Food-and-beverage functions, including type of function, number of expected attendees, any special dietary requirements, and day of each function. Include food-and-beverage history, if possible.
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Your meeting's history, preferably going back three years
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Preferred mode of response (phone, e-mail)
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Name and contact information of person in charge
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Schedule and procedure of site inspections, final decision-making, and contracting
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Deadline for submission
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Overview of attendee demographics
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Attrition clause issues
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Additional information necessary to meet your group's goals, such as ADA compliance, emergency services, satellite hookups, complimentary shuttle service, and on-site audiovisual services. Also include any special concessions needed.
