RFP Spaghetti - SMU Florida Aug 2014
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The RFP process used to be time-consuming and labor-intensive. Then along came technology to make things simpler and easier. Really? They might be simpler but are they streamlined and strategic or are planners now just sending out RFPs to see what will stick? We'll discuss how both sides of the table can work together to improve the process.
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RFP Spaghetti - SMU Florida Aug 2014
- 1. RFP Spaghetti Presented for SMU Florida, August 8, 2014 Carolyn Browning, CMP, CMM crb@carolynbrowning.com Twitter - @crbcmp
- 2. What is RFP Spaghetti?
- 3. Session Objectives @crbcmp • Review elements for targeted site searches & RFPs • Share best practices and key dos & don’ts from both the planner & supplier side • Name 3 ways that NSOs or CVBs can assist with your RFP process • Gain insight into how RFPs are evaluated – how can yours rise to the top?
- 4. Back in the Day….
- 5. So Many Options … How to Choose??? Individual CVBs www.carolynbrowning.com
- 8. 5 minutes – GO! 5 minutes End
- 9. What did you learn? www.carolynbrowning.com
- 10. RFP Components Basics • Proofread! • Provide goals & objectives • Dates & alternates (if applicable) • Space needs • F&B needs • Range of rates • Decision process/timing www.carolynbrowning.com
- 11. RFP Components Further refine • Budget • Prioritized Concessions • History • Competition • Group Demographics
- 12. NSOs & CVBs – Your Strategic Partners • Help narrow your focus • Understand products intimately • Can run ‘interference’ for you www.carolynbrowning.com
- 14. How are RFPs Evaluated? 1. Hotel availability over RFP requested dates? 2. If #1 = yes, does group meet minimum guest room to space ratio to book that date/pattern? 3. If #1 & #2 = yes, does group meet revenue guidelines? 4. If #1, #2, and #3 are not met, is it a good piece of business for the hotel? If so, meet with Director of Sales/Revenue Manager & team to review. 5. If Business Review (#4) concludes that program is good fit but not during those dates/pattern – propose alternates if possible. 6. And so on…. @crbcmp
- 15. Responses back – now what? Compare options – grid/table for easy review First pass Finalists Keep communicating Leverage relationships!
- 16. RFP “Dos” Planners • Strategic vs. shotgun approach • No radio silence • Complete information • Relationship vs. transaction Suppliers • Read & respond to what was requested • Websites & forms that are easily navigated • If possible – best rate so don’t need to come back again www.carolynbrowning.com
- 18. Connect with me! crb@carolynbrowning.com @crbcmp MEETing Needs, LLC
Editor's Notes
- Hello & welcome to RFP Spaghetti
- This session grew out of a discussion I had with a colleague about how the RFP process seems to have gotten out of hand. She mentioned a ‘shotgun’ approach where folks seem to send requests out to a broad audience in hopes that one will hit the target. I understood that image, but then I started thinking about making spaghetti. One way to test for doneness is to toss some against the wall to see if it will stick – if it does, it’s done. If it doesn’t, it needs more time. That was another way for me to envision the mess that’s become of the RFP process – planners just seem to throw them out there to see what ‘sticks’ – not very targeted & strategic.
- The objectives for this webinar are (read them). Find out more about who is in the audience – Planner/Supplier, Length of time in industry. NSO, CVB, 3rd party (HB/CD)?
- So, in the beginning… Show of hands, who remembers – using hotel directories? Typing RFPs, faxing, sending FedEx…. Planners got requests for meetings They did their research on cities or areas or vendors that might work – used a catalog, called their NSO or colleagues They typed up their requests and sent RFPs out via fax or mail Suppliers would complete the RFP and return Planners input responses and use this to make decision/show client Turnaround times were reasonable Searches were strategic Didn’t want to waste partners’ time/resources
- The Internet & mobile devices have made it easier than ever to find information anytime, anywhere There are tools like Google that can help with initial searches and more industry-specific tools (some of which are referenced on the slide) that help refine site searches and allow for electronic RFP submission But – does this help us be strategic in our searches or does it enable us to take the ‘easy’ way out? Does technology really save time? Maybe – if used effectively and not indiscriminately
- The current reality is that timelines have shrunk, we now have a 24 x 7 mentality and often a “I need it yesterday” attitude Staffs are lean on both planner & supplier sides – doing more with less Sometimes this results in site or vendor selection being assigned to individuals with less experience and turning to the computer to do the work ‘for you’ can be seen as an easy & fast option
- Need to move away from the throw it and see if it sticks, or the shoot and hope you hit a target to being more refined, defined – strategic Table activity – 5 minutes to come up with 8-10 items that are critical in an RFP to show good business value to a hotel. Then prioritize them and report out.
- Who uses? How to best use?
- Why do you/don’t you use online partners? Success stories? Challenges?
- To summarize We can: Be more strategic in our requests (decrease RFP spam/shotgun approach) Not go ‘radio silent’ when you send your proposals – let you know we got it, we are considering it, you did/didn’t get business Increase education for junior planners and administrators who are tasked with this role
- I love this quote and it is so true. Wouldn’t it be nice to move this process back to one that is relationship-based instead of a commodity