RFP Spaghetti

Presented for SMU Florida, August 8, 2014

Carolyn Browning, CMP, CMMcrb@carolynbrowning.com

Twitter - @crbcmp

What is RFP Spaghetti?

Session Objectives

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• Review elements for targeted site searches & RFPs

• Share best practices and key dos & don’ts from both the planner & supplier side

• Name 3 ways that NSOs or CVBs can assist with your RFP process

• Gain insight into how RFPs are evaluated –how can yours rise to the top?

Back in the Day….

So Many Options … How to Choose???

Individual CVBs

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www.carolynbrowning.com

UGH!!

Be More Strategic

5 minutes – GO!

5 minutes

End

What did you learn?

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RFP Components

Basics

• Proofread!

• Provide goals & objectives

• Dates & alternates (if applicable)

• Space needs

• F&B needs

• Range of rates

• Decision process/timing

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RFP Components

Further refine

• Budget

• Prioritized Concessions

• History

• Competition

• Group Demographics

NSOs & CVBs – Your Strategic Partners

• Help narrow your focus

• Understand products intimately

• Can run ‘interference’ for you

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Online Partners

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How are RFPs Evaluated?1. Hotel availability over RFP requested dates?

2. If #1 = yes, does group meet minimum guest room to space ratio to book that date/pattern?

3. If #1 & #2 = yes, does group meet revenue guidelines?

4. If #1, #2, and #3 are not met, is it a good piece of business for the hotel? If so, meet with Director of Sales/Revenue Manager & team to review.

5. If Business Review (#4) concludes that program is good fit but not during those dates/pattern – propose alternates if possible.

6. And so on….

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Responses back – now what?

Compare options – grid/table for easy review

First pass

Finalists

Keep communicating

Leverage relationships!

RFP “Dos”

Planners

• Strategic vs. shotgun approach

• No radio silence

• Complete information

• Relationship vs. transaction

Suppliers

• Read & respond to what was requested

• Websites & forms that are easily navigated

• If possible – best rate so don’t need to come back again

www.carolynbrowning.com

Connect with me!crb@carolynbrowning.com @crbcmpMEETing Needs, LLC