RFPs: The Foundation for a Successful Meeting

There are many factors to consider when creating RFPs for hotels and venues. Before you can go to contract, here are a few questions to address:

1. What are the goals and objectives of your program?
Communicating the metrics that the success of the program will be based is key. It’s important the venue understands what needs to happen and how they can be a partner in achieving those goals.

2. What’s the history of your program?
Where was your program last year? (Destination and venue) How many attendees? Past budget? Biggest success? Biggest challenge? Communicating past history will help ensure future success.

3. Who are the stakeholders?
Who has a say in the budget? Goals? Destination? It’s highly recommended that all stakeholders have buy-in and agree.

4. What’s the time frame to make a decision?

Hotels and venues rarely hold rooms and meeting space until a contract is signed. The sweet room rate and first choice meeting space can disappear overnight. It’s important to move quickly when you find the right fit.

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