Meetings & Conventions: Planner's Portfolio May
1998
May 1998
PLANNER'S PORTFOLIO:
Four Must-Have Checklists
How to Write a Hotel Request for Proposal |
Hotel Security |
Site Inspection for Accessibility |
Site SelectionBY CHERYL-ANNE STURKEN
How to Write a Hotel Request for Proposal
This checklist was compiled with the assistance of Jeff De
Cagna, former education manager for the Greater Washington Society
of Association Executives, 1426 21 St., N.W., Washington D.C.
20036
COMPONENTS OF A REQUEST FOR PROPOSAL (RFP)
The cover letter
When sending an RFP to the hotel sales department, provide a
timetable for the RFP process. Include the exact date you need the
hotel's response and when you expect to make a decision.Describe your decision-making process and identify the
decision-makers. Also, let the hotel know what role you play in the
process.Discuss any important procedural points the hotel should know
up front, such as if the hotel is expected to participate in
promotional activities, or whether it is appropriate for the hotel
to contact anyone but yourself with regard to the RFP.Give clear guidelines for responses, specifyingthe format you
prefer.Group and meeting profile
Provide basic information about your organization and
participant profiles: Who are your attendees? How long has the
organization been having this type of meeting? What are the goals
of the meeting?Provide specific information on meeting room requirements, food
and beverage, sleeping rooms, VIP needs, ADA requirements and
audiovisual needs.Give particulars on sleeping rooms, such as day-to-day room
block; history of pick-ups; percentage of singles, multiples and
suites; and room revenue history, including dates and locales.Include a wish list of extras, such as airport pick-ups and
concierge service.Include any other special needs (language translation, dietary
restrictions, floral arrangements, health club facilities, parking,
additional security, signage, etc.)Hotel inquiry
Ask about the hotel's history:
How old is the hotel?Have there been any recent renovations?Are any renovations planned for the dates your group will be
meeting?How long has the current management company been running the
hotel?What is the experience of your sales or convention services
contact? How long has he or she worked at the hotel?Ask for names and phone numbers of three to five meeting
planners who have met at the hotel recently with a group size
similar to yours.Ask what other groups will be meeting in the hotel during your
intended dates.Additional questions
Describe the convention services function at the hotel. Is
there a separate director of convention services, and does that
person sit on the hotel's executive committee? What is the average
tenure of the convention services managers at the property? Do any
members of the convention services staff have the Certified Meeting
Professional (CMP) designation?What is the hotel's overall philosophy regarding meetings
business? Describe in one word your hotel's management
philosophy.What is the most creative approach you have ever used to meet a
client's needs?What single aspect of your hotel makes you most proud? If you
could change one thing about your hotel, what would it be?Who are your three biggest competitors? What separates you from
your competition?Evaluating responses
Was the proposal complete, addressing all your needs? Did the
hotel contact follow your instructions? Was the proposal submitted
on time?Did the hotel provide dimensional diagrams of the meeting space
available?Did the hotel offer acceptable alternatives for requests it
could not meet?Does the hotel offer any special facilities or services that
would benefit your group?Judge your comfort level. Do you feel like you could have a
successful business relationship with the hotel?Were references readily given? How did your peers evaluate
their experiences with the hotel?Notes:
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