02/14/2003

TOPIC OF THE MONTH: What is a Request for Proposal?

The Request for Proposal (RFP) is the process used to advise target groups of your needs and to find the best possible match to meet them. RFP creates a structure vendors can work with and bid on—from the headquarters hotel for your event to the audiovisual company, exposition service, entertainment provider, printer or any other vendor you need to make your event a success.

Why should I have Request for Proposals (RFPs)?
Sending out an RFP proves to be just plain smart. An RFP creates the optimal circumstances for getting the best match of services and/or venue at the best price with the best vendor for your requirements. It also produces choices—and choices empower you to make better decisions. Depending on your circumstances, getting a good match of needs/services may translate into a pat on the back from the Board for a job well done. More often than not, it can also mean your event runs more smoothly, which ultimately saves your organization thousands of dollars.

How do I generate an RFP?
Thanks to Outsources, you can do it easily. We’ve streamlined the process to save you time—helping you avoid the time-consuming process typically used to generate an RFP. The staff at Outsources actually “walks” through your meeting piece by piece, developing the materials from there. And because we’ve done it for 25 years, we can help you through the process so you get more competitive and complete bids, smoother negotiations—and no huge surprises!

How do I decide which location to hold my event?
If it’s to be a citywide event and the host city hasn’t been determined, you’ll want to discover which cities offer the right mix for your meeting. Consider everything from easy access to convention space, hotels, venues, transportation, leisure activities, etc. For expert help, tap into Outsources’ extensive experience. Our team of professionals has planned events throughout the United States, Europe and Asia. Which is why we know how to cut through the process of elimination quickly and put you in touch with useful resources or even act as a go-between.

What type of hotel should I use as a headquarters property?
Not all hotels are created equal. Some look good, but don’t match your needs; others may be ideal, but you’re not familiar with them. Send your developed RFP to properties matching (as closely as possible) your requirements. Need help? Outsources can manage this process for you in several ways, from working with the CVB to contacting individual hotels, following up with sales staff and making sure you get the bids fitting your profile

How do I determine which properties should be sent an RFP?
At Outsources, look at everything. We start by reviewing the environment that will best help everyone achieve their goals while remaining within your memberships’ budgets. That includes meeting spaces to guest rooms, spa facilities and transportation—even the things that may not always first spring to mind. For instance, having the children in your kids’ program run amuck through an elegant hotel restaurant wouldn’t be a good match. Whereas hosting an afternoon tea in the same restaurant for a religious group could make for a great combination.

What should every “Good” RFP include?
Here’s a list to use as a guide:

• Title of meeting


• Name and address of organization sponsoring the meeting


• 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 (i.e., airport vs. downtown hotel)


• Projected sleeping-room block (include any special suites; staff discounts; single, double, triple or quad occupancies anticipated; and room-rate range)


• Desired rate range/quotation from hotel


• Daily review of meeting space requirements and usage (include any specific ceiling height or room dimension requirements, staff room, business center, registration area needs and any 24-hour holds)


• Day-by-day meeting schedule


• Reduced or waived meeting room rentals


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


• Food and beverage functions, including function type, number of expected attendees, any special dietary requirements and day of function—also include food and beverage history, if possible


• Your meeting's history (preferably going back three years)


• Preferred mode of response (phone, mail, fax or e-mail)


• Name and contact information of point person


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


• Deadline for submission

• Overview of attendee demographics


• Attrition clause issues, if you need space held at the time of the RFP request


• Organization's willingness to explore alternative 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 any special concessions needed


• Other information needed to enhance your meeting's attractiveness to the venue (e.g., affiliate groups who will be holding meetings in conjunction with your meeting or the likelihood of your organization's providing repeat business)