It seems like what you want is simple…a timely, complete and competitive response to your RFP. Yet we continue to hear loud and clear the frustration you experience with responses to your request for proposal (RFP). The triple digit increases in lead volume hotels are receiving are well documented, so how can you make sure the request for proposal (RFP) for your meeting or convention gets the attention and response it deserves? Not only do you need to know WHAT you should include, but also HOW to tailor it for the destination, facilities and hotels you’re considering. In this webinar, you will learn from industry experts how to reconstruct and improve RFP submission, reviewing real-life examples of the types of RFPs CVBs and hotels regularly receive and considering the components of the CIC APEX RFP Workbook. Key Takeaways: • Learn how to apply key principles and practices for improving your RFP • Identify the key resources and the most important questions to ask hotels and CVBs in reconstructing your RFP • Understand how CVBs and hotels evaluate internally the value of your event

1. Improve Your RFP
Timely, Complete and Competitive Responses
Jeanette M. Alvarez, CMP, PMP
Director of Account Operations
Experient
Nathan R. Tollett
Director of Sales
Greater Houston
Convention and Visitors Bureau

2. Webinar at a Glance
 Learn how to apply key principles and practices for
improving your RFP
 Identify the most important questions to ask hotels
and CVBs in reconstructing your RFP
 Understand how CVB and hotels size up the value
of your event

3. How do I improve my RFP?

4. Timely, Complete & Competitive
CVB/Hotel Response

5. Barriers to nirvana include both planner
frustrations & CVB/hotel concerns

6. Things You Can
Do
People Who
Can Help

7. • Event Profile
• Room Block
• Space
• History
• RFP Information
Areas of RFP Inspection

8. RFP Inspection
Checklist
Contact Info (host, third party, key
person)
Event Profile
Market segment
Total Attendance
Organization Overview
Event Overview
Event Goals
Attendee Demographic
Accessibility/Special Needs
RFP Information
RFP Decision Date
RFP Decision Process
RFP Special Requirements
RFP Submission Instructions
RFP Preferred Method of
Communication
Room Block
Desired Dates
 1st choice, 2nd choice, & 3rd
choice
Dates to Avoid
Locations Under Consideration
Locations (recent & upcoming)
Room Block (day by day, room type,
suites, staff)
Desired Room Rate Range
Rate Net or Commissionable
Room Rate History
Concessions
Headquarter Hotel (citywide)
Housing Method (citywide)
Event History (venue, city, start/end
date, attd, room nights, F&B spend and day-
by-day room pickup)
Event Space Requirements
(day, function type, setup, #attd, start & end
time, 24 hour hold)
Source: CIC APEX RFP Workbook

12. Total of 38
specific
questions

13. RFP: Inspection Checklist
Contact Info (host, third party, key person)
Event Profile
 Market segment
 Total Attendance
 Organization Overview
 Event Overview
 Event Goals
 Attendee Demographic
 Accessibility/Special Needs
RFP Information
 RFP Decision Date
 RFP Decision Process
 RFP Special Requirements
 RFP Submission Instructions
 RFP Preferred Method of
Communication
Room Block
 Desired Dates
 1st choice, 2nd choice, & 3rd choice
 Dates to Avoid
 Locations Under Consideration
 Locations (recent & upcoming)
 Room Block (day by day, room type, suites,
staff)
 Desired Room Rate Range
 Rate Net or Commissionable
 Room Rate History
 Concessions
 Headquarter Hotel (citywide)
 Housing Method (citywide)
Event History (venue, city, start/end date, attd,
room nights, F&B spend and day-by-day room pickup)
Event Space Requirements (day, function
type, setup, #attd, start & end time, 24 hour hold)
Source: CIC APEX RFP Workbook

14. How CVBs make the whole RFP process
better for the planner and hotels
1. They serve you by being an educator and facilitator
2. They advocate for the complete picture of the organization/planner
3. Set realistic planner expectations
4. Help you understand local demand
5. Give hotels the opportunity to put their best foot forward with all th
information they need to respond

15. www.empowerMINT.com
A free one-stop shop resource for planners.
• Search and compare
• Review at-a-glance destination profiles
• Find your Destination Expert
• Submit a Quick Request or RFP to multiple destinations

16. CVB Promise and Value To Planners
• Comprehensive View of the Destination
• Local Expertise
• Extensive In-Market Relationships
• FREE to YOU!
We are the best first point of contact
to help planners FIND the right fit
for any size meeting or event.

17. 4 Ways to Keep in Touch!
Email: Contactus@empowerMINT.com
Website: www.empowerMINT.com and search & connect with a
local expert for FREE
Blog: blog.empowerMINT.com FREE meeting planner resources
including previous webinar replays
LinkedIn: Join our group-- DMAI Network for CVBs and Meeting
Professionals