A good RFP can save you time and money, and ultimately help to deliver better meetings.
You hear a lot about the need for a good request for proposal. But what does a good RFP include? Here you go:
Title of meeting
Name and address of the organization sponsoring the meeting or event
Preferred city, area, or region
Meeting goals and objectives (briefly)
Possible meeting dates by month or season, plus days of the week meeting is held
Types of properties preferred; for example, airport or downtown hotel
Projected sleeping-room block (include any special suites; staff discounts; single, double, triple, or quad occupancies anticipated)
Desired rate range/quotation from hotel
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.
Day-by-day meeting schedule
Need for reduced or waived meeting-room rentals
Exhibit information (number of exhibits, booth or tabletop, setup and tear-down times)
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.
Your meeting's history, preferably going back three years
Preferred mode of response (phone, mail, fax, e-mail)
Name and contact information of person in charge
Schedule and procedure of site inspections, final decision-making, and contracting
Deadline for submission
Overview of attendee demographics
Organization's willingness to explore alternate dates
Additional information necessary to meet your group's goals, such as ADA compliance, emergency services, satellite hookups, complimentary shuttle service, and on-site AV services. Also include any special concessions needed.
Additional information to enhance your meeting's attractiveness to the venue (e.g., affiliate groups that will be holding meetings in conjunction with your meeting, or the likelihood of your organization providing repeat business).
This article was adapted from a past RCMA tutorial led by Ron Brondyke, Holly Froumis, and Eddie Tadlock.