CventDanny Breatchel
Cvent – Best Practices to Enhance your Profile, Visibility, Response, & Results
Danny BreatchelJerry Meng
Kate AnthonySuzanne Shogren, Cvent
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Global Perspective - Cvent
• The world’s largest online meeting & event sourcing platform - the eRFP. Built as a tool for meeting planners
• 265,000+ venues listed on Cvent• 67,000+ active meeting planners utilizing Cvent Supplier
Network• Used extensively by key Enterprise accounts
– American Express– BCD M&E– Maritz Travel Company– Conference Direct– Helms-Briscoe– etc.
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2010 2011 2012 2013 2014 2015
6.8M9M
14M
21M
27M 29M
2016
34M
Room Nights$11.4B
RFP Value
2010 2011 2012 2013 2014 2015
$2.4B$3.2B
$4.7B$6.5B
$8B$9.8B
2016
~$14B+2017
Cvent CONNECT 2017
• 2,000+ Registered Event Planners• 20% growth from 2016 to 2017; world’s premier event
technology conference• 3:1 Planner to Supplier Ratio• 90% of 2017 attendees want to return again in 2018
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Cvent CONNECT Tradeshow
• 5:1 planner to exhibitor ratio• 30 Planner meetings per exhibitor average• 300 booths in 2017 vs. 160 in 2016• Preferred will again exhibit and is working on multi-hotel
presence for 2018
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Preferred Chain Filter for Venue Search
Preferred Hotels & Resorts Chain Filter on CVENT
Preferred Hotels & Resorts Chain Filter• Member Hotel Benefits include:
– Preferred Hotels & Resorts – the ONLY Independent portfolio of hotels with a chain filter on Cvent.
– An additional level of Visibility to meeting planners– Can be found on multiple chain filters
• INDEPENDENT/OTHER, etc. – Inclusion in our PHR Marketing on Cvent – Brand Page– All at no cost to member hotels
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Basic Photo Layout Slide: 3pt gold border and shadow
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Optimizing your Venue Profile
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Basic Photo Layout Slide: 3pt gold border and shadow
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To match this Black drop shadow, use the following settings under shape effects:• Shadow Color:
Black• Transparency: 37%• Blur: 31pt• Angle: 44degrees• Distance: 14pt
Venue Profile Scorecard
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Optimizing your Venue Profile
• Utilize the Cvent Community & Support• Don’t replicate information• Speak in the language of the meeting planner
– How you can help them accomplish their event objectives
• Ratings – Stars vs. Diamonds• Add Preferred branding –
– In Hotel Overview – text area– Download PHR logo and include in your image gallery– Add PHR collateral in “documents and add’l information+
• iPrefer Planner Program?
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CVENT – The Planner SEARCH Process
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CVENT – The Planner SEARCH Process
• 92 % of planners begin their search using the Destination Guide
• 86 % visit the Promotions Hub during their search
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RFP Distribution Path
• Direct to Venue – up to 9 venues may be sourced per RFP
• Direct to Venue with copy to NSO• Direct to NSO for distribution to multiple venues
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Effective Management of the RFP Process- Your Response
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Effective Management of the RFP ProcessDid you know . . . . ? Hotel Response
• 84 % – Average Response Rate• 2.8 Days – Average Response Time• 47 % – of Total RFPS responded to within 24 hours
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Effective Management of the RFP ProcessDid you know . . . . ? Award Behavior
• 58 % of RFP’s are awarded to the 1st three responders, in rank order
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20% 20%18%
12%
8%5% 4%
10%
0%
5%
10%
15%
20%
25%
1 2 3 4 5 6 7 8 or More% o
f Aw
arde
d Pr
opos
als
Rank of Awarded Proposal
Awarded Proposals 2008-2016 on the Cvent Hospitality Cloud
RESPONSE TIME RANK 1 2 3 4 5 6 7 8 or MORE
% OF CONFIRMEDBIDS 20% 20% 18% 12% 8% 5% 4% 10%
RESPONSE TIME RANK CORRELATION
Effective Management of the RFP ProcessDid you know . . . . ? Award Behavior
• 18 % – of RFPs awarded BEFORE decision date• 4 % - of RFPs awarded ON decision date• 41 % – of RFPs awarded AFTER the decision date
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Effective Management of the RFP ProcessHow does Price impact who wins business?
• 28 % goes to the Highest Bid• 35 % goes to the Middle Bid• 37 % goes to the Lowest Bid• 32 % awarded at a rate higher than originally budgeted
by the client• $198 = Average Awarded ADR• 16 % of unique RFP’s have date flexibility . . . . . . .• 54 % awarded to a different set of dates than originally
requested and when client indicated there was no flexibility.
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Effective Management of the RFP ProcessDid you know . . . . ?
• 18 % of RFPs sent directly to the CVB• 181 days = Average Booking Window• 27 % of Total RFPS ≤ 25 attendees and 25 peak rooms• 47 % of Total RFPS ≤ 50 attendees and 50 peak rooms
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The Average Cvent Meeting
Duration
2012 2013 2014 2015
3.5
2016
3.4
3.1 3.1 3.1
Room Nights
2012 2013 2014 2015
227
2016
263 274 248 257
Awarded ADR
2012 2013 2014 2015
$174
2016
$184 $188$196 $198
~$60Kavg meeting value
Effective Management of the RFP Process
• Thoughts, suggestions, & real life experiences to incorporate into your approach
Jerry Meng & Kate Anthony
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BEST PRACTICES• Respond on time - “I’m serious about your business!”• Read the entire RFP
– Pay special attention to planners’ individual questions and address every point in a clear and concise manner.
• Be thorough without being exhaustive• Be flexible & offer alternatives• Add Value to hotel proposal - special concessions or
promotions– make the planners/clients feel they are “special”!– Add Attachments, testimonials and/or hyperlinks (if available) to
hotel proposal
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Effective Management of the RFP Process- What concessions do planners want? Top 10
1. Discount Sleeping Rooms – 67 % ranked this important2. Discounted Meeting Space3. Meeting Room Wi-Fi4. Discounted Menu Prices5. Sleeping Room Wi-Fi6. Allowable Attrition7. Sleeping Room Upgrades8. Discounted A/V9. Discounted Parking10. Late Checkout Times
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WORK WITH YOUR PREFERRED NSO
• WHEN you receive NSO leads or see NSO is copied on CVENT Leads - Let’s work smart together
• Follow-up tips– Involve your NSO– Follow up with clear purpose and sufficient information– Attach hotel CVENT response in follow up email– Highlight 3 key selling points mirroring RFP requirements– Respond WITHIN Cvent – Offer special promotions if any
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WORK WITH YOUR PREFERRED NSO
• Questions or Discussion ?
7/31/2017 31
THE HOSPITALITY CLOUD – 3 PILLARS
CREATEBRAND AWARENESS & LEAD GENERATION
GROUP MARKETINGSOLUTIONS
GROUP DEMANDMANAGEMENT
GROUP BUSINESSINTELLIGENCE
MANAGERESPONSE TIME
MEASUREPERFORMANCE MANAGEMENT
CVENT – Optimizing Visibility to drive more RFP’s and more Awarded business
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Diamond ListingsCompetitive Market Ads
Blog Sponsorship
SocialWall
Cvent Meetings Magazine
RFP Score
Transient RFP Publisher
RFP Assignment
Supplier Certification
Enterprise DashboardsSuggested Ads
Suggested Ad Boost
Enhanced Marketing Package
Premier Marketing Package
Email Newsletter
Search Screen Sponsorship
Recommended Hotels
Transient Market Leads
Hotel Fit Score
Scorecards, Performance Reports
Promotions Hub
Hero Ads
Passkey
Routing & Escalation Rules
Basic Reporting
Group Comp Set Dashboards
Group Analytics Consulting
Deep Dive ReportsVideo Marketing
Standard Marketing Package
Transient Star Marketing Package
Basic & Advanced Custom Proposal Template
RFP Labels
Custom RFP Views
Proposal Defaults
Passkey Intelligence
Transient Marketplace Intelligence
Cvent Marketing Solutions
Alliance Partner – Hyperdisk Marketing
Michael MustafaVice President, Sales & Strategic Services
www.drivegroupbusiness.com
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Basic Photo Layout Slide: 3pt gold border and shadow
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Cvent & Preferred Hotels & Resorts
Partnership
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Questions?
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