Tag Archives: rfp response organization

Maximize ROI from your RFPs

Meeting planners who have been told “those dates are unavailable” are often surprised to learn that some suppliers may instead simply not be interested in their business.  Suppliers are focused on maximizing revenue within their available timeframes, and if your meeting does not fit the bill, you may be on the receiving end of that dreaded phrase.

If you’re looking to receive competitive proposals from suppliers (and let’s face it, who isn’t?), it all starts with the RFP. Investing a little more time to market your meeting to suppliers is all it takes.

The following guidelines will help make your meeting more desirable to suppliers and help you maximize the return.

Pre-Qualify the Hotel

Narrow your search to a short list. If the hotel is right for your group, the group is likely right for the hotel. Narrow your search to the type of hotel that suits your meeting and can accommodate your space needs.

Avoid Duplication

While suppliers will not take your meeting seriously if the odds of booking your meeting are 30:1, the reaction tends to be similar if they receive your RFP from multiple sources. Be respectful of the suppliers’ time (and your own) and send your RFP to each supplier once.

Friendly Competition

Encourage hotels to compete for your business by letting them know who’s on the short list. No one likes to ‘lose’ the business to their biggest competitor across the street!

History

Present the facts to make your meeting appealing. Include information like the total spend, including previous rates x room nights + F&B and the room pick-up over the last 5 years. Name drop other hotels within a comp-set.

Attendee Profiles

Regardless of what you contract with a hotel, your attendees also have spending habits that may be of interest to the hotel. Will your attendees be doubling up in the rooms or ordering suites?

What are the spending habits of your attendees? Are they on expense accounts taking clients to dinner, or will they frequent the cocktail lounge?

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

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.

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.

Five Reasons to Use RFP Organization

rfp organizationCollecting RFP responses can be a hassle, but it does not have to be.

Here are five reasons you should give ConventionPlanit.com’s RFP Organization a try:

1. RFP responses are organized on a comparison chart for you
2. Receive quotes fast and by your deadline
3. No training or RFP templates – submit your RFP in your own format
4. Receive personalized consultation & expertise
5. Complimentary service and commitment free

To start using RFP Organization, email your RFP to info@conventionplanit.com.

Planner Reviews

If you have not given ConventionPlanit.com’s RFP Organization tool a try, you are missing out on the easiest way to compare hotel bids.

RFP responses are guaranteed within 24 hours, AND the responses are organized on an easy to read chart to allow for side by side offer comparisons.

Meeting planners are raving about it!

“I’ve worked with the ConventionPlanit RFP Valet® Team on a few occasions over the last year and I’m most impressed with their services. Our group typically obtains quotes from multiple destinations and their RFP OrganizationSM sourcing tool provides us with timely quotes in an online chart along with capacity charts and floor plans. 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 (NEI)
Washington, DC

“As an independent planner, my clients rely on my personal attention to the details of their programs. When I’m sourcing their meetings, I go right to ConventionPlanit. They are an extension of my staff and get me results quickly and expeditiously. The best part is there are no hidden commissions or mark-ups to worry about. Couldn’t do it without them!”

Annette M. Suriani, CMP, Chief Meeting Strategist
AMS Meetings Solutions
Fairfax, Virginia

“I recently had the opportunity of working with the ConventionPlanit RFP Valet® Team and utilized their RFP OrganizationSM sourcing tool. I was able to obtain RFP responses from various destinations which were compiled on a streamlined, online chart to easily compare quotes and concessions. The free service they were able to offer was a major help and best of all there were no hidden fees or commissions. I highly recommend their services to other meeting planners.”

Renee M. Amans, IT Technician, Americas
Danfoss Group IT
Loves Park, Illinois

Give it a try with your next RFP. The service is complimentary and is commitment-free.  You have nothing to lose! Get started here or by sending an RFP to info@conventionplanit.com.

Latest Webinar – Sign Up Today!

If you missed last month’s webinar about how to organize your RFP’s, you’re in luck. It was so popular we are running it again!

RFP OrganizationWhat: RFP Organization Webinar
When: Thursday July 23 | 11:30-12:00 pm est OR 3:30-4:00 pm est
RSVP:ashley@conventionplanit.com
Details: 
-Learn how to streamline RFP sourcing with this free online tool by ConventionPlanit.com
-Receive personalized consulting
-Customize and compare necessary criteria
-Send RFPs to pre-qualified suppliers
-View compiled responses within your deadline on a comparison chart

Register by emailing ashley@conventionplanit.com or comment below for more information!

Get Organized

It’s been a flurry of activity so far in 2015 as association meeting professionals everywhere have put on a multitude of conventions, seminars, workshops, webinars and other events to serve their members.

The busy season never seems to end, but the spring flurry of activity is now behind us, providing a window to regroup and find ways to work more efficiently.
ConventionPlanit.com has many tools to help meeting professionals do just that, and they are all free to meeting professionals!

Try some of these:

RFP Valet® – To support meeting planners with efficient RFP sourcing, ConventionPlanit.com offers a personal valet to consult with you and identify suitable suppliers. They help you send the RFPs to a targeted list and obtain bidding responses in 24 hours – guaranteed! You can use your own RFP document – no re-keying is required. Meeting professionals love this service – read what they have to say about it.

RFP OrganizationSM – Once the RFPs start rolling in, how can you easily process and compare them? ConventionPlanit.com offers a complimentary, easy to use sourcing tool to make this easy. Track incoming RFP responses on a streamlined, online chart with this free service. Say goodbye to disorganized email responses! Check out a sample chart.

Stellar Tips – Just when you think you’ve used up all your own ideas for future meetings, it’s time to tap into the collective knowledge of your peers for fresh new approaches. The ConventionPlanit.com Stellar Tips Archives offer just what you need! It’s a treasure trove of hundreds of ideas posted by other meeting professionals you can use for your upcoming events. Just type in a keyword and watch the targeted ideas appear in your screen. But don’t stop there – be sure to submit your own meeting-related tips and vote on the ideas from others that you like the most. Each month the Stellar Tip that receives the most votes wins a $100 gift certificate!

Green Meeting Tips – How green are your meetings? What are the latest best practices in this area? Virtually every association today is striving to make their meetings more environmentally sustainable. Meeting professionals need information and advice, and ConventionPlanit.com provides it in our Green Meetings Best Practices online guide. It includes a wealth of industry resources and articles on green meetings.

ConventionPlanit.com Blog – Join the conversation in the ConventionPlanit.com blog, where you can read the latest posts on a range of meetings topics and some of the most popular recent articles in the ConventionPlanit.com e-Alert newsletter.

Testimonials from your Colleagues – Want to know what your meeting planner colleagues are saying about ConventionPlanit.com? It’s easy to find out – check out the testimonials and learn what makes their lives easier and how you can tap into the same resources.

If you need more information or have questions, call the RFP Hotline at 866-922-8988 or info@conventionplanit.com.

Friday Webinar Series – Improve Productivity with RFP Organization

What: RFP Organization Webinar

When: Friday May 8 | 11:30-12:00 pm est OR3:30-4:00 pm est

RSVP:ashley@conventionplanit.com

Details: 
-Learn how to streamline RFP sourcing with this free online tool by ConventionPlanit.com
-Receive personalized consulting
-Customize and compare necessary criteria
-Send RFPs to pre-qualified suppliers
-View compiled responses within your deadline on a comparison chart

Register by emailing ashley@conventionplanit.com or comment below for more information!

New Year, New Look

As the New Year gets underway, ConventionPlanit.com is ready with a fresh update to the website. If you have visited the site recently, you will notice a clean, streamlined new homepage design and improved navigational tabs to help direct users. The new ‘my meetings’ link allows you direct access to your RFP OrganizationSM charts from any page on the site.

The refresh to the website comes from direct feedback from the CP Advisory Council of meeting planners. The website is now more accessible, with full functionality available on mobile devices and iPads. You can truly check your RFP quotes from anywhere now!

Over the next several months, we will be unveiling many added features and improvements to the overall website and in particular, the search capabilities, which will soon allow users even more customization and freedom to narrow down destinations, facilities and service providers.

If you have suggestions of new features for the website, be sure to let us know by commenting below!

Track Your RFP Responses Easily

RFP OrganizationMeeting planners can now track RFP responses more easily than ever before with ConventionPlanit.com’s new virtual RFP Organization platform.

RFP Organization is now completely accessible to meeting planners via the ConventionPlanit.com website.  The service, now a year old, saves meeting planners time by having all of their RFP responses compiled on a spreadsheet.

Now, these same RFP responses are displayed in real time on an easy to read chart.

The response charts display only the criteria the planner requests, and can be customized for each meeting. Planners can even view responses from past meetings with the new online component.

The RFP process has been streamlined for hoteliers, as well – they can now respond to RFPs virtually, saving them valuable time.  This means planners will receive responses more quickly!

Planners interested in using RFP Organization for their meetings can get started here, or by calling 866-922-8988.