Planner Praise

“I’ve worked with ConventionPlanit on a few occasions over the last year and I’m most impressed with their services. The best part is that their site is truly transparent with no hidden fees or mark-ups like other RFP portals.

I highly recommend this free time-saving resource to other planners.”

Cecilia Ferrara, Director, NCBFAA Educational Institute

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Other meeting planners agree – it’s time to give ConventionP’anit’s RFP services a try!

Five Essentials Often Missing from RFPs

Incomplete RFPs lead to delays and less than perfect bids, which can put a planner at a disadvantage in the current seller’s market.

Here are five fundamentals to include in your RFP. By including this information up front, suppliers can respond promptly and offer you the best possible quotes.

1. Date Flexibility: 

Meeting dates should be listed in order of preference, including alternate weeks, dates or patterns you will consider. This eliminates the need for back and forth date consideration, and suppliers can reply just once with availability.

2. Room Rate Threshold:

Pre-qualify the hotel according to the maximum rate your attendees can afford to pay.  Indicating your rate thresholds will allow suppliers to quickly submit a quote or decline to bid.

3. Incomplete History:

Include detailed history for your room consumption and rates paid in the last three years. Include your F&B and other charges. Suppliers will assess your business based on the ‘total spend.’ The more ammo you provide, the better!

4. Concessions:

If concessions are requested, prioritize them in order of importance.

5. Decision Process:

Explain the timetable for the decision, who else may be involved in the process and any criteria affecting the selection process.

Want more RFP tips? Contact the RFP Hotline 866-922-8988 for personalized assistance.

Planners Helping Planners: Your Questions Answered

Welcome to a new series on the blog where your meeting planning questions and dilemmas are answered by experts – other meeting planners! Comment below with your own questions. 

Q: What should I know about name badges?

A: The back of the name tag should be the same info as the front.

Why? Because most of the time, when you wear the badge, it somehow faces backwards, and all you see is a blank badge. Printing the same info on back and front avoids this problem!

Submitted by: Abe Korn, Meeting Planner, with Worldwide Meeting & Event Services

New Survey Finds Non-Dues Revenue a Hidden Topic in Many Associations

The Association Research Board has released the findings of a nationwide survey of association executives.

The data reveals most associations lack a sense of urgency and direction in seeking new sources of non-dues revenue.

Digging into the data provides interesting insights:

  • A quarter of the executives never discuss the need for additional revenue with their boards.
  • New non-dues Revenue generation is only a concern of about one-third of the respondents.
  • Among associations that attempt to increase revenue, only half call their programs a success.

A copy of the Association Research Board report can be found here.

Wynn Las Vegas and Encore – Where Business Feels Like Pleasure

Wynn Las Vegas

When is the last time your colleagues told you they couldn’t wait for an upcoming conference?

Get ready for that to be the popular sentiment when you plan meetings at Wynn Las Vegas and Encore.

Start with 260,000 square feet of sophisticated, versatile meeting spaces, each offering the latest in audio, video and Wi-Fi technology. And then, just steps away, a bounty of luxurious choices: award-winning restaurants; a pair of spas that combine lush treatments with a tranquil vibe; boutiques from the world’s most renowned designer labels; and an array of unforgettable entertainment experiences.

Wynn and Encore excel at combining work and play.

Learn more.

Jane Schuldt of World Marketing Group – Loss of an Industry Icon

The ConventionPlanit.com staff, along with the entire meeting and incentive travel community, is saddened by the passing of Jane Schuldt, Founder and President of World Marketing Group and icon of our industry.

The WMG portfolio of Destination Management Companies around the world was our first DMC supplier member and continues to provide contacts in far flung locations for our event planners.

Maureen Pickell, Director of Global Accounts for CP.com, had the privilege of calling Jane a dear friend as well as esteemed colleague.

In her words, “Being respected by Jane was a badge of honor in an industry held to high standards. She will be remembered for her elegance of spirit as well as her resolute work ethic and will be missed for the warmth and loyalty shown towards her friends and close associates.”

Planners Love RFP Organization!

What are your peers saying about RFP OrganizationSM?

“I learned about ConventionPlanit.com earlier this year and sourced RFPs for both our 2017 & 2018 Annual Meetings through their website. We typically obtain quotes from several destinations, and by using their RFP OrganizationSM tool, I was able to obtain quotes and concessions which were compiled on a streamlined chart.

Their tool made it easy for me to narrow down my search and saved me many hours researching hotels appropriate to host our programs. Best of all, there were no hidden fees or commissions.”

Cheryl L. Jamison, Executive Director
Association for Conflict Resolution
Columbus, GA 

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Have you used RFP OrganizationSM ? What did you think? Comment below and let us know!

Planners Helping Planners: Your Questions Answered

Welcome to a new series on the blog where your meeting planning questions and dilemmas are answered by experts – other meeting planners! Comment below with your own questions. 

Q: How can I make a sales award presentation more interesting?

A: Send a 10-question form to the sales reps being honored and ask them to provide 3-5 fun facts about themselves. Pick the most interesting and fun facts and share those as they come to stage.

You can put their sales data on the screen but don’t have to read it. It really gets the audience engaged as they find something they have in common with the award recipients.

Submitted by: Kathleen Zwart, CMP, Corporate Meetings and Events Manager with Florida Blue

Hilton Atlanta Gets a New Look

 

Located in the heart of Downtown Atlanta, Hilton Atlanta is within close proximity to renowned attractions and premier venues, and 15 minutes from Hartsfield-Jackson Atlanta International Airport.

In the summer of 2017, Hilton Atlanta will complete a multi-million dollar renovation consisting of enhancements to guestrooms and suites, meeting spaces, and public areas.

Learn more about the Hilton Atlanta.

What is RFP Organization?

An interview with ConventionPlanit.com Co-Founder David Markham on the creation of RFP Organization

david  markham

What is RFP OrganizationSM and what should meeting planners know about it?

RFP OrganizationSM is a sourcing tool planners use to send their RFP to pre-qualified suppliers and obtain online responses within 24 hours. Traditional sourcing takes several days. Planners must research suppliers, send their RFP and wait for generic proposals to glean specific criteria for comparison shopping. This is exactly what RFP OrganizationSM does, and it’s so simple to use!

Step 1 – Planners send their original RFP.

Step 2 – A courtesy call from our team establishes their preferences and criteria for comparison.

Step 3 – Within 24 hours, all comparative responses are posted on an organized chart.

How is RFP OrganizationSM different from other sourcing tools?

Saving time is important to meeting planners. There’s no training or retyping of the RFP to use RFP OrganizationSM. When it comes to digital options, RFP templates are burdensome. Planners prefer to use their own RFP, and suppliers appreciate the RFP details that enable them to better understand the needs of the group.

There’s a cost factor, too. RFP OrganizationSM  is offered as a free amenity to meeting and event planners, so there are no hidden fees or mark-ups to be concerned about.

How did RFP OrganizationSM evolve?

Everything on ConventionPlanit.com is planner driven. Our Advisory Council and industry feedback is what guided us. Given our national sales experience, we offered a similar service when we started ConventionPlanit.com called RFP Valet®, for personalized RFP sourcing. With the development of time saving, digital applications, we married the two. It’s hi-touch meets hi-tech!

Who uses RFP OrganizationSM?

It’s primarily used by meeting planners who conduct their own RFP sourcing and negotiate contracts. Many independent planners who may be commissionable use it because they prefer a commission-free tool. Executive Directors, meeting staff and non-traditional planners use it too because it’s so easy.

What RFP services does your team offer?

We offer meeting planners free consultation to help prepare their RFP and pre-qualify suppliers, which may include their NSO representatives. We merge their laundry list of criteria and concessions into our comparison platform. We send the RFP to selected suppliers who submit online quotes in minutes to the comparison chart. The planner is provided with log-in credentials to view their response chart which are easy to export to others involved in the decision making process.

Learn more about RFP OrganizationSM.