| Sample RFP Checklist |
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What Every Good RFP Should Include: * Title of meeting * Name and address of organization sponsoring the meeting * Preferred city, area, or region * Meeting goals and objectives (briefly) * Possible meeting dates (by month or season, plus days of the week meeting is held) * Types of properties preferred (e.g., airport vs. downtown hotel) * Projected sleeping-room block (include any special suites; staff discounts; single, double, triple, or quad occupancies anticipated; and room-rate range) * Desired rate range/quotation from hotel * Daily review of meeting space requirements and usage (include any specific ceiling height or room dimension requirements, staff room, business center, registration area needs, and any 24-hour holds) * Day-by-day meeting schedule * Reduced or waived meeting room rentals * Exhibit information (number of exhibits, booth or tabletop, setup and tear-down times) * Food and beverage functions, including type of function, number of expected attendees, any special dietary requirements, and day of function. Also include food and beverage history, if possible. * Your meeting's history (preferably going back three years) * Preferred mode of response (phone, mail, fax, e-mail) * Name and contact information of contact person * Schedule and procedure of site inspections, final decision-making, and contracting * Deadline for submission What Every Great RFP Should Include: All of the above, plus: * Overview of attendee demographics * If you need space held at the time of the RFP request Attrition clause issues * Organization's willingness to explore alternative dates * Additional information necessary to meet your group's goals, such as ADA compliance, emergency services, satellite hookups, complimentary shuttle service, and on-site AV services. Also any special concessions needed * Additional information to enhance your meeting's attractiveness to the venue (e.g., affiliate groups that will be holding meetings in conjunction with your meeting; or the likelihood of your organization's providing repeat business) |
MeetingPlannersChecklist.xlsFuture Conventions Blog
7 Deadly Sins of Small Meetings
All too often, board and committee meetings and leadership retreats feel more like a yearly visit to the dentist: No one really wants to go, the experience can be painful, and participants are frequently relieved when it's over. All of which undermine the retreat's original goals: time in a relaxing setting, the development of plans without constant distractions, and the strengthening of team relationships.
The culprits are the Seven Deadly Sins of small meetings. If you recognize and counter these demons with solutions for facilitating productive and energizing meetings, you can make your meeting valuable.
8 Ways an automated system makes it easier for attendees, giving you MORE REGISTRATIONS:
1. Provide 24 hour, anywhere access.
Give prospective registrants anytime/anywhere access to your event information so that they can easily find, refer back to, and recommend your event to others. An automated system increases the ease of access, enhancing the chances of people making a decision to attend your event.
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