Guidelines
• Begin by providing basic information about your group to selected vendors.
• Always specify whether you want items to be priced in a certain way -- with or without gratuities, ála carte vs. package pricing, etc.
• Let the suppliers know what complimentary or discounted items you would like to receive based on your event's value.
• Ask suppliers for a list of references, and be sure to call them before making a decision.
The following checklist, adapted from Experient's Knowledge Center, was created by Wanda Kovacs, CMP, a Nixa, Mo.-based meeting and event manager with Experient. Following are key elements to include in requests for proposal for ground transportation, tour companies, audiovisual and exhibit services.
Ground Transportation • Primary arrival date
• Primary departure date
• Number of attendees
• Individual vs. group pickups on arrival and departure
• Type of vehicles requested (sedans, limousines, vans, buses)
• Preferred maximum wait time for each arriving attendee
• Preferred location of transportation staging
• Whether restroom-equipped buses are preferred or required
• Preferred policy regarding driver gratuities (included in quoted price vs. extra cost)
• Number/type of ADA-compliant vehicles required
• referred number of dispatchers (for both airport and staging area)
Tours/Entertainment• Dates and time frames available for tours (full-day, half-day, etc.)
• Attendee profiles (note if spouses, companions or children will be included)
• Preferences for tour types (note activity level, specific areas of interest)
• Types and themes used in recent years, so history isn't repeated
• Actual attendance figures from previous tours, to indicate which types are more popular with your group
• Minimum attendance required for each tour
• Maximum attendance permitted for each tour
• Lunch, dinner, snacks or beverages to be provided
• Type of transportation (with restrooms? ADA compliant?)
• Preference for whether taxes and gratuities are included in pricing
AudioVisual • Number and location of concurrent sessions
• Hours of use for meeting rooms (during show hours only? 24 hours?)
• General session times (including move-in and move-out)
• Equipment needs (use last year's list as an estimate if not yet determined)
• Estimated tear-down and set-up time required to move equipment among rooms
• Preferred number of projectionists, if required
• Estimate of exhibitor needs for A/V equipment rentals and service
• Projected revenue from exhibitor A/V
Trade Shows• Number of booths
• Size of booths/booth packages
• Extras, such as aisle size and lounge areas
• Number of registration counters
• Signage needs, including exhibit hall, meeting rooms and public areas
• Drayage requirements (what is the weight of everything that is shipped for setup?)
• Labor requirements
• Exhibitor revenue (note how much revenue exhibitors generated for the general-services contractor in previous years)