rfp redesigned: attract competitive hotel rfp responses in today's seller's market
TRANSCRIPT
RFP Redesigned: Attract Competitive RFP Responses
in the 2015 Seller's Market
John Huffman
Vice President of
Sales and Sourcing
Meeting Alliance
Our Panelist
Rick Blackburn
Vice President of
Convention Sales &
Destination Services
Greater Palm
Springs Convention
& Visitors Bureau
Timely, Complete & Competitive Hotel Response to Your RFP
Barriers to this goal include both planner frustrations & destination/hotel concerns
Historical Occupancy
Things you need to know
before you hit SEND
Realistic
Expectations
City Wide or
Special Events
Advocacy for you
and your meeting
Transient Demand
Dates Reven
ue Mgr.
Risk compression
rates
Rates
Dates
Compression Revenue Management
Risk
Meanwhile…Back in the Hotel Sales Office
What should be included in my RFP?
The Power of the Information You GIVE and How It Affects What You GET for Your Meeting
• Revealing your meeting’s value puts you in a stronger negotiation position
• Information shared upfront ultimately saves you time
• Resources/components for compelling RFPs • Added discoveries/opportunities when
stakeholders understand your goals and objectives
RFP: Inspection Checklist
Contact Info (host, third party, key person)
Event Profile Market segment
Total Attendance
Organization Overview
Event Overview
Event Goals
Attendee Demographic
Accessibility/Special Needs
RFP Information RFP Decision Date
RFP Decision Process
RFP Special Requirements
RFP Submission Instructions
RFP Preferred Method of Communication
Room Block Desired Dates
1st choice, 2nd choice, & 3rd choice
Dates to Avoid
Locations Under Consideration
Locations (recent & upcoming)
Room Block (day by day, room type, suites, staff)
Desired Room Rate Range
Rate Net or Commissionable
Room Rate History
Concessions
Headquarter Hotel (citywide)
Housing Method (citywide)
Event History (venue, city, start/end date, attd, room nights, F&B spend and day-by-day room pickup)
Event Space Requirements (day, function type, setup, #attd, start & end time, 24 hour hold)
Source: CIC APEX RFP Workbook
Total of 38 specific questions
How CVBs position planners as better destination negotiators
1. They serve you by being a destination educator and facilitator 2. They advocate for the complete picture of the organization/planner 3. They help you understand local demand factors 4. They give hotels the opportunity to put their best foot forward with all the
information they need to respond 5. They assist you in uncovering the unique opportunities to meet your objectives
www.empowerMINT.com
• Review at-a-glance destination
profiles
• Get destination news
• Find your Destination Expert
• Search and compare
• Submit a Quick Request or RFP
to multiple destinations
Destinations Showcase
March 25, 2015
• Walter E. Washington Convention
Center, Washington, DC
• One day exclusive trade show
connecting planners and
destination experts
• Packaged with compelling
education
• Earn CMP Credits
• Registration is FREE! www.destinationmarketing.org/destinations-showcase
How to Keep in Touch
Email [email protected]
Podcast Meeting Planning Madness
blog.empowermint.com/podcast
Blog blog.empowermint.com
Web www.empowermint.com
LinkedIn DMAI’s Network for CVBs
and Meeting Professionals