eRFPs-Discover How Tactical Tips To Sourcing Smarter Not Harder
•Download as PPTX, PDF•
0 likes•789 views
Online RFP engines have become a meetings industry game changer. Planners no longer have to search multiple sites to find meeting space online, but instead can rely on a variety of online aggregators to do the work for them. This new technology provides planners with more options and increases efficiency during every step of the site selection and sourcing process. However, there two sides to every coin. While planners relish the consolidated sourcing process, the increased demand has hotels searching for a resolution on how to identify the most qualified eRFPs in a sea of potential opportunities. Hotels do want your business, but few can accommodate every meeting or event that expresses an interest. BOTTOM LINE: You have to work smarter to get the results you need! As a planner, how can you get to the top of their list? Ensuring your RFP gets the speedy, thorough response it deserves is all about pre-selecting the best fit for your meeting or event, and providing the right details to help suppliers evaluate the potential value of your business. Discover tactical tips to smarter sourcing: • Better understand the hotel landscape with the advent of the eRFP • What to include in your RFP for better results • Using the right tools and industry resources to help you do research prior to hitting SEND
Recommended
Recommended
More Related Content
More from DMAI's empowerMINT.com
More from DMAI's empowerMINT.com (16)
Recently uploaded
Recently uploaded (20)
eRFPs-Discover How Tactical Tips To Sourcing Smarter Not Harder
- 2. Today’s Panelists Christine “Shimo” Shimasaki, CDME, CMP Managing Director, empowerMINT Eric Eden Vice President of Marketing, Cvent, Inc. 2
- 3. Today’s Panelists Frank Passanante Regional Vice President of Sales, Hilton Worldwide Darren Temple Senior Vice President of Sales and Services, Dallas Convention and Visitors Bureau 3
- 4. Agenda Introduction Understanding Considerations Hoteliers Face as a Result of the Advent of the eRFP The Value of Leaning on the Destination Experts How to Utilize Technology to Send More Qualified RFPs 5 Tips for Delivering Better RFP Results Questions and Discussions 4
- 5. Understanding Considerations Hoteliers Face as a Result of the Advent of the eRFP Frank Passanante Regional Vice President of Sales, Hilton Worldwide
- 6. Evolution of Planner Behavior Fax Private Label Websites TIME Phone Email Online Aggregators 6
- 7. The Growth of eRFPs Hilton’s Business Opportunities from eRFP Channels is Big and Growing 33% Increase in RFP Volume* More than 40% Of Hilton WW’s Total Leads come through 32% eRFP channels Increase in Unique Orgs Sourcing* *Based on RFPs sent through the Cvent Supplier Network 7
- 8. Hotelier Considerations Training & Allocation of Resources Time Management Increased Competition 8
- 9. Tips to Get Priority Attention from Hotels Refine Your Search Keeping Lines of Communication Open is Key Be Transparent with RFP Details & Outcomes 9
- 10. The Value of Leaning on the Destination Experts Darren Temple Senior Vice President of Sales and Services, Dallas Convention and Visitors Bureau
- 11. CVBs Are the Best First Point of Contact To Help Planners Find the Right Fit For Any Size Meeting Comprehensive View of the Destination Local Expertise Extensive In-Market Relationships 11
- 12. The Growth of eRFPs Dallas, Texas 2011 vs. 2012 RFP Growth 46% Increase in RFP Volume* 31% Of the Dallas CVB’s 2012 business came 42% from eRFP channels Increase in Unique Orgs Sourcing* *Based on RFPs sent through the Cvent Supplier Network 12
- 13. How CVBs Can Help Knowledge Provider Time Saver Connector Protector 13
- 14. How to Utilize Technology to Send More Qualified RFPs using empowerMINT Christine “Shimo” Shimasaki, CDME, CMP Managing Director, empowerMINT
- 15. Planners – Destinations – Experts How to Source to CVBs through DMAI’s empowerMINT.com 15
- 16. Search & Compare How to Source to CVBs through DMAI’s empowerMINT.com 16
- 17. Quickly Connect with An Expert 17
- 18. Quickly Connect with An Expert 18
- 19. How to Utilize Technology to Send More Qualified RFPs using Cvent Eric Eden Vice President of Marketing, Cvent, Inc.
- 20. Include the Destination Experts How to Source to CVBs through the Cvent Supplier Network 20
- 21. Include the Destination Experts 21
- 22. Rely on Industry Resources to do Your Research From the Supplier Network, planners can view “Meeting Destinations” 22
- 23. Include the Destination Experts CVB Copy Feature When sending an RFP to a particular metro area or destination, the planner will be asked if they would like to copy a local destination expert. If the planner selects the CVB, it will be added to the RFP and any future notifications. 23
- 24. 5 Tips for Delivering Better RFP Responses Use Industry Resources to do Your Research Include the Destination Experts Refine Your Search Keep Lines of Communication Open Be transparent with RFP Details & Outcomes 24
- 25. CMP Credit This session has been verified by CIC to qualify for continuing education credit towards the CMP certification. Participation has earned you .50 Clock Hours (30 min) for CMP-IS Domain: A. Strategic Planning We will send you an email one week after the webinar with a link to your certificate. Thank you for participating! 25
Editor's Notes
- Shimo:Holding slide
- Shimo, introduce self, then:Eric Eden, VP of Marketing, CventEric Eden has 17 years of experience in B2B marketing, digital media, online marketing, and marketing web-based products and solutions. Today Eric is responsible for Cvent's global marketing strategy, marketing campaigns, and marketing partnerships. Panelists:Frank Passanante, Regional Vice President, Hilton HotelsFrank is a hospitality sales and marketing executive with multiple market and multi-unit experience spanning over 25 years. Responsibilities have ranged from single unit sales/marketing oversight to regional support for multiple property portfolios. Frank is currently Regional Vice President Sales for Hilton Worldwide, based in the Washington DC area and oversees sales and marketing for a portfolio of hotels throughout the Mid-Atlantic from Charlotte to Philadelphia. Landmark hotels like the Washington Hilton, Capital Hilton, Hilton Baltimore and others are included within his portfolio.Prior to re-joining Hilton Worldwide in 2006, he was Division VP of Sales at Interstate Hotels and Resorts where he led sales and marketing efforts for a diverse portfolio of properties across the nation which included brands such as Starwood, Marriott, IHG, Hilton and many independents. Darren Temple, Senior Vice President, Sales and Services, Dallas Convention and Visitors BureauDarren Temple currently serves as Senior Vice President, Sales & Services, for the Dallas Convention & Visitors Bureau (DCVB). In this position, he’s responsible for the overall strategy and direction of DCVB convention sales and services efforts while also ensuring Dallas is positioned as one of the nation’s top meeting, convention and leisure destinations.
- Shimo, introduce self, then:Eric Eden, VP of Marketing, CventEric Eden has 17 years of experience in B2B marketing, digital media, online marketing, and marketing web-based products and solutions. Today Eric is responsible for Cvent's global marketing strategy, marketing campaigns, and marketing partnerships. Panelists:Frank Passanante, Regional Vice President, Hilton HotelsFrank is a hospitality sales and marketing executive with multiple market and multi-unit experience spanning over 25 years. Responsibilities have ranged from single unit sales/marketing oversight to regional support for multiple property portfolios. Frank is currently Regional Vice President Sales for Hilton Worldwide, based in the Washington DC area and oversees sales and marketing for a portfolio of hotels throughout the Mid-Atlantic from Charlotte to Philadelphia. Landmark hotels like the Washington Hilton, Capital Hilton, Hilton Baltimore and others are included within his portfolio.Prior to re-joining Hilton Worldwide in 2006, he was Division VP of Sales at Interstate Hotels and Resorts where he led sales and marketing efforts for a diverse portfolio of properties across the nation which included brands such as Starwood, Marriott, IHG, Hilton and many independents. Darren Temple, Senior Vice President, Sales and Services, Dallas Convention and Visitors BureauDarren Temple currently serves as Senior Vice President, Sales & Services, for the Dallas Convention & Visitors Bureau (DCVB). In this position, he’s responsible for the overall strategy and direction of DCVB convention sales and services efforts while also ensuring Dallas is positioned as one of the nation’s top meeting, convention and leisure destinations.
- Shimo review agenda/goals for today
- Turn over to Frank
- Frank:As shown above, planners have adapted how they are connecting with suppliers – overall, they continue to search for streamlined ways of doing business within a one-stop shop. The way customers want to buy has changedWe need to respond to this shift
- Frank:How has the percentage of RFPs from eRFP channels increased/decreased over time? Distribution has increased, but not business in tandem. Same pie. RFP’s from CVENT channel has increased 33% YOYE-RFPS volume from all channels increase by 25% YOY 2012 from 2011Putting things in context, for HWW, we are talking about well over a Billion room nights in lead opportunities represented in the e-RFP’s and billions of $$ in potential revenue. However, with these big numbers do come some considerations.
- Frank:Overall CommentsE-RFP and the electronic channels for business opportunity delivery is here to stay and Hoteliers and other supplier partners fully embraceIntent here is to simply share Hoteliers’ perspective & some of the key considerations that Hotel Sales Professionals are faced withT significant shift in buyer behavior to the E-RFP has had an impact on how we interact with our customers and in our effort to not let customers down and meet full expectations.Training & Reallocating Resources Dedicated Trainings on new technology Identifying ways to build planner relationships through an online avenue vs. direct interactionTeach Team to sell a new way – sell the way customers want to buyMastering the “Grid”Expectations of customers in RFP responsesRevise Admin Roles to accommodate growing volume Learning how to prioritize the most qualified eRFPsTime ManagementFirst and foremast, our focus is on delivering QUALITY responses that help our customers and will help us book businessAmount of time it takes to respond to one electronic RFP can be over 30 minutes if/when done correctlyPrioritization of RFPs – Not all RFP’s are created equally (depends on number of venues, cities, completeness, etc)Duplication of Efforts:RFPs for one event coming through multiple channels; responses required through all in different formats – teams need to be able to manage administratively High Volume Destinations/Cities can have staggering lead volume statisticsFocus on lead quality Increased CompetitionE-RFPS have made it easier for planners to widen search spectrumMultiple City Searches Multiple Hotel/Venue SearchesAlso competing with own family for RFPs because it is so easy to add multiple venues More venues & destinations are being included within one search
- Frank:Refine Your Search What is a reasonable number of RFPs to include on a RFP? How does this differ between a citywide RFP and a smaller meeting? What is a reasonable number of destinations to include on a RFP? Same question as above. Keep Lines of Communication OpenE-RFP helps streamline efficiency of the search process but should not replace dialogue Share if you are sourcing through multiple sources (National Sales, CVB, etc)…..awareness helps improve communication for allRemain open to follow up and clarification questions – they are aimed at delivering a better more tailored responseWillingness to take time to answer questions from sales contacts – planners who “don’t wish to be reached” may not benefit from the comprehensive response that would follow if additional discovery was permittedAward RFPs to keep communication fair and notify hotels who have won/lost Allow for a reasonable response time Be transparent with RFP Details & Outcomes Clearly outline flexibility in datesPattern flexibilityDate flexibilityFlexibility in set up’sDetail all viable options Provide meeting history & organization profileInclude the number of suppliers being considered Include the # of destinations being considered (ideally no more than 2-3) Share complete specs of the meeting; some planners are way too generic Disclose where you are in selection process – how many cities, venues, etcCity definite? Alternate Cities? Decision factors in selection
- Turn over to Darren:
- Darren:Speak to the value of using a CVB prior to distributing your RFP. Articulate our promise as an industry and our unique value proposition.
- Darren: Speak to the fact that destinations are also receiving the same increase in eRFPs and that qualifying conversation and preselection will also give greater return in the information garnered from your destination expers
- Darren:Speak to the roles that CVBs can specifically play in helping planners. Saves me time and duplicity of effort in going direct to multiple partiesOffers unique expert knowledge that helps me find the best match/deal for my meetingProvides me with connections I can trust and facilitates relationships within the destinationHelps protect me from sales pressure when I am still in the exploratory mode in a business model built to serve my interests
- Turn over to Shimo
- Shimo
- Shimo
- Shimo
- Shimo
- Turn over to Eric
- Eric:Main search screen – then show CVB filter already selected (pop up to enlarge – no animation)Include small Cvent Supplier Network logo on bottom left to fill dead space-speak to filters functionality to “narrow your search” – in this example, we’re drilling down to CVBs within the New Orleans MMA
- Eric:Enlarge Meeting Destinations tab to Highlight it- Arrows then direct the eye over to the DG page, where we then want to focus on the “Contact a Destination Expert” buttonNo animation- pop in a small Destination Guide logo on the bottom left for balanceOnce on the Destination Guide, they can easily “Contact a Destination Expert”
- Eric:As part of our January 2012 release, we wanted to go a step further than just giving CVBs the opportunity to increase their exposure on the front of our tool. We really wanted to help educate planners about the services that CVBs have to offer and to help planners see you as the destination experts that you are.
- Eric to review in summary
- Shimo:
- Shimo to lead q/a
- Shimo to close and thank all and to thank ePro for sponsorship