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Meeting Planning Tips: Time Saving RFP Tips and Trends
Benjamin Franklin’s quote in Advice to Young Tradesmen “Time is money” never rings more truely than at the beginning of a new year. As a National Sales Office (NSO) working along with our property sales managers at Destination Hotels & Resorts, we have great respect for our client’s most valuable resource--time. Many of my planner clients have told me that securing quick and thorough property responses to group RFPs is one of the most important things I can do as an NSO. This ultimately helps the planner bring the best meeting choices to their internal stakeholders.
The more information provided at the outset in the RFP, the more expedient and professional the response will be from the property. Read on for the top questions asked by property sales managers when presented with group RFPs. Share this information at the beginning of the RFP process to save valuable time.
- What is the decision timeline and process? This is the number one question asked by sales managers of the NSO. Consider asking your stakeholder for a "first update" date and include it in your original RFP. Keep that promised date even if it is to give a "second update". Include as much information as you can with each update such as which cities have made the short list and which can release space. It will require you to add some deadline notes to your calendar and keep them, however this tip will save you the most time.
- Are your dates or meeting pattern flexible? If the dates are not flexible, be sure to state that on the RFP. If the dates or meeting date pattern are flexible, state those options.
- What is the company location, URL and type of industry? This enables the NSO or property to assign the RFP based upon the geographical and vertical deployments of sales managers. Location of contract signatory is also very helpful for lead assignment.
- What is the meeting type? Incentive, executive, strategic planning, customer ad boards, training, user conference, sales meeting, etc. This detail is critical for the sales manager to respond with relevant information.
- What are the potential locations and experiences? Share the cities that will receive the RFP and/or if it is limited to only a select number of properties. Are you open to different location options and experiences? The Destination Meetings Collection offers many unique options across the U.S. such as urban, conference, resort, mountain and coastal. We are happy to help you explore what is best for your meeting.
- Is there a meeting history? If you have contracted similar meeting in the past or if this is a recurring one, let us know the details of your past experience such as location and room block pick-up. This will help us find the best match and comparable pricing for your group.
- What don’t you want? If you prefer not to receive large photo files and full-on proposals, let us know. If you have a special template, we’re happy to use it to get you the information you do want.
- Are there hot buttons? In order, what are the most important things to your internal stakeholder? Is it meeting space set up, break out numbers, natural light in meeting rooms, high ceilings or staying within a specific F&B budget? Let us know what is vital to your meeting.
- Once you have a short list, will site inspections be needed? If so, when? Calendaring a site inspection date will help the property sales manager give your space needs priority over other bids who do not convey the same level of interest.
- Do you have an addendum? Include this with your RFP if this is the contract language you would ideally like to include.
Want more time saving tips and best practices? Your National Sales Office at Destination Hotels & Resorts is committed to excellence and will recommend our properties based on the distinctive and innovative experiences your group seeks and deserves!
