You hear a lot about the need for a good request for proposal. But what does a good RFP include?

  1. Title of meeting

  2. Name and address of the organization sponsoring the meeting or event

  3. Preferred city, area, and/or region of the country

  4. Meeting goals and objectives (briefly)

  5. 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.

  6. Types of properties preferred for example, airport or downtown hotel

  7. Projected sleeping-room block (include any special suites; staff discounts; single or double occupancies anticipated)

  8. Desired rate range/quotation from hotel

  9. 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.

  10. Day-by-day meeting schedule

  11. Need for reduced or waived meeting-room rentals

  12. Exhibit information (number of exhibits, booth or tabletop, setup and tear-down times)

  13. 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.

  14. Your meeting's history, preferably going back three years

  15. Preferred mode of response (phone, e-mail)

  16. Name and contact information of person in charge

  17. Schedule and procedure of site inspections, final decision-making, and contracting

  18. Deadline for submission

  19. Overview of attendee demographics

  20. Attrition clause issues

  21. 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.