RFPs Dos and Don’ts for Meeting Planners and Suppliers

 

By Beth Buehler

 

Most people likely agree that the COVID-19 pandemic was a snow-globe moment that shook up the meetings and events industry and changed how business is conducted. Being part of industry associations, networking and embracing educational opportunities have been vital steps in embracing the new normal. Destination Colorado Meetings is one of the organizations that has been a guiding light and recently built an “RFP Dos and Don’ts for Meeting Planners and Suppliers” educational session into its annual meeting and Colorado Meetings Showcase in December.

 

Destination Colorado Meetings board members Brady Johnson and Jorge Sanchez delivered the RFPs dos and dont’s presentation based on many years of experience in the industry as suppliers and information gathered from the organization’s planner advisory panel. Johnson is director of sales and marketing for C Lazy U Ranch in Granby, and Sanchez serves as president and CEO of Hermes Worldwide, Inc., a Denver-based transportation company he started in 2007.

 

Not only do C Lazy U Ranch and Hermes Worldwide respond to requests for proposals (RFPs) received directly, but they also benefit from Destination Colorado Meetings’ easy online RFP process for planners, which links planners to the member suppliers who fit the specific parameters outlined.

 

“Destination Colorado Meetings serves as an aggregate, top-of-the-funnel resource and can really help narrow things down to the right location, service provider, venue, etc. Everyone wants an expert when navigating the vast world of hospitality … it’s free so take advantage of the opportunity,” advises Johnson, who shared more specific insights about RFP dos and don’ts for planners and suppliers for this blog.

 

Responding to RFPs

Johnson recommends researching potential clients and their events before responding. For example, know the industry (e.g., medical, association, etc.), where is the company or organization is located, and if the attendees are remote or on-site workers. Converse with planners to get answers to these and other questions, find out the purpose of gatherings (e.g., meetings, team building, bleisure, incentive/fun, etc.), and discuss with industry peers who may need to be involved in crafting an RFP. Go on a fact-finding mission to “provide customized, tailored information,” he suggests.

 

When responding to RFPs, respect submission and proposal decision dates and communication preferences. This helps avoid following up too soon. “Most planners told us email is their preferred communication but some like a phone call,” says Johnson, adding that it is always best to follow up the same way a planner made contact.

 

Another important part of RFP dos and dont’s is answering all questions listed, as RFPs with complete responses rise to the top. For example, if planners ask about meeting rooms fees make sure to include and consider attaching support documents about food and beverage menus, audiovisual, activities, amenities and more.

 

Site Visit Tips

We’ll break preparing RFPs dos and don’ts for site visits down into bite-size pieces. Dialing this in for both sides of the equation—planners and suppliers—is key for making in-person connections, showcasing a property or destination, and gathering information.

 

Have a fact-finding phone conversation prior to site visits.

Where is a planner traveling from, how long will travel take, and is transportation to your location needed?

 

Provide complete transparency.

Communicate in advance with planners regarding what site visit costs your organization and/or the destination are covering versus what costs they are responsible for. Don’t assume anything, but instead clarify before arrival and make sure your check-in staff knows the arrangements.

 

Know planners’ schedules and preferences.

Do they have all day or multiple days for a site visit, or do they only have a couple of hours? Don’t plan a jam-packed day of tours rather offer breaks to refresh and work.

 

Create a detailed schedule for the on-site experience.

Map out the entire site visit itinerary and provide it to the planner well before arrival so there is a chance to provide feedback. Make sure the planner knows who they are meeting with and that the spaces they want to see are available.

 

What to do if a venue isn’t available for viewing.

If a space can’t be set for showing or be visited for some reason, print out photos to show planners. A winter site visit makes it difficult to see an outdoor summer venue, especially in the mountains. “For example, we have a beautiful meeting room in our Hay Barn that also is our wedding venue. We only use it May through October, and most of our site visits fall outside this period and it’s used for storage,” Johnson says. “If a planner wants to see the barn set up or ready for showing, we recommend doing the site visit at a different time.”

 

Consider the special touches.

Provide an in-room amenity that is local, such as honey, and an activity that is unexpected for leisure time (e.g., a spa treatment or horseback ride). Think of ways to personalize for that specific potential client.

 

Know who is taking part in the site visit.

Will you be hosting an individual planner or a meeting and event planning team? Is the planner’s boss or client planning to be along for visit? If you can swing it, allow a guest to accompany the planner as “shared experiences are always better at winning the business,” Johnson says.

 

From the Supplier Side

As part of RFP dos and don’ts for meeting planners and suppliers, it’s important to understand just how many RFPs suppliers manage. C Lazy Ranch’s sales team receives 20 to 40 RFP inquiries per month, translating to 300 to 400 per year. Johnson’s goal is to let the sender know an inquiry has been received within 24 hours, and he likes to have at least 48 to 72 hours to respond in-depth.

 

He emphasizes the importance of receiving detailed information from a planner at the start “so we can respond to all their needs right off the bat.” It is especially hard when the dates under consideration and number of people are left empty on an RFP form. “I love to know when they have a connection, referral or real desire to be at the ranch. Being open and honest with budget needs is good too,” Johnson says.

 

Three RFPs dos and don’ts trends that Johnson has noticed is the increased volume of RFPs, the desire for custom-tailored experiences, and the demand for sustainable venues and practices that can be integrated into a gathering. Also, inflation is impacting audiovisual, food and beverage costs, he observes.

 

This is just a glimpse of RFP dos and don’ts for meeting planners and suppliers. It’s a partnership effort requiring all the parties involved to be transparent, flexible and respectful of the challenges and opportunities on both sides of the table.

 

Photo: Courtesy C Lazy U Ranch

 

Colorado native Beth Buehler has been editor of Colorado Meetings + Events magazine for 20 years, helped launch Mountain Meetings magazine, and was on the team that introduced Southwest Meetings + Events. She has planned numerous meetings and events and enjoys exploring Colorado.