This document summarizes a presentation by Betsy Bondurant on improving communication in the buying process through more effective use of electronic requests for proposals (eRFPs). Bondurant has over 30 years of experience in the meetings and events industry. She discusses challenges with the increasing volume of eRFPs, such as suppliers needing more information to complete them. The presentation provides best practices for both planners and hoteliers to enhance the eRFP process through improved communication, transparency, and relationship building.

1. Improved
Communication =
Better Buying Process
PRESENTED BY BETSY BONDURANT, CMM, CTE
PRESIDENT, BONDURANT CONSULTING
FUSE HOLLYWOOD, CA
MARCH 9, 2016

2. Betsy Bondurant, CMM, CTE
President, Bondurant Consulting
•30+ years in meeting and event industry
•360° perspective:
• Meetings, events, travel and trade shows
• Strategic Meetings Management (SMM)
• Procurement operations
• Hotel sales and marketing
•Bachelor of Science in Hotel Administration
from the University of Nevada, Las Vegas
•Volunteer Leader: MPI, GBTA, PCMA, CIC
2

3. Who is in the audience?
1. Planners
2. Hoteliers
3. 3rd Party Planners
4. DMC
5. Other
3

4. eRFP Tsunami
4

5. GBTA 2014 eRFP Research
# of eRFPs compared to 2013 to 2012, “increased” or “greatly
increased” from 2012 to 2013
Suppliers reported asking for additional information to
complete an eRFP 42% of the time.
The top 3 reasons declined in 2013 were:
◦ the space was unavailable (74%)
◦ rooms were unavailable (69%)
◦ arrival-departure pattern (54%)

6. 6

7. Record Demand in North
America

8. Hotel
• eRFP
• Hotel
Website
• Hotel Sales

9. Who touches your lead?
RFP Lead Control Sales Manager
Rev. MgmtDirector of SalesSales Manager
Proposal System Input Client

10. Planner’s ecosystem
Internal
Client
Legal
3rd Party
Planners
Procurement
Audit
Compliance
Finance
TMC
Travel

11. 11

12. Discussion Topic: How can
hoteliers enhance the process?

13. Hotelier Best Practices
✓"Just Respond"
✓Turn it down if you need to
✓Use the available technology
✓If specific information is requested
• respond to questions or details outlined
✓Meet deadlines
✓Be Transparent
✓Build relationships through communication

14. Discussion Topic: How can
planners enhance the process?

15. Planner Best Practices
✓Limit number of cities and properties
• 3 cities and 5 properties in each
✓Indicate # of properties sent the eRFP
✓Qualify venues for fit
✓Be transparent
✓Outline “Make or Break” concessions
✓Book it or close the loop
✓Educate your clients

16. Improving eRFP effectiveness
White Paper:
http://www.conventionindustry.org/
APEX/RequestsforProposals.aspx
Collaboration between GBTA and CIC Apex
Standards Working Group
16

17. Thank you!
Betsy Bondurant, CMM, CTE
betsy@bondurantconsulting.com
17