![\"Good-RFP\"](\"https://www.seebtm.com/wp-content/uploads/Good-RFP1.jpg\")
The above-mentioned fact was jointly accepted by all managers and sales directors of hotels, venues and agencies from the South East Europe that participated in the research, carried out by SEEbtm magazine, during the second half of the year 2012.
\nThe objective of our research is to emphasize the most important significances required for preparing and submitting of good requests for proposals for hotels and agencies, as well as the most important items which the organizers should include in their requests, in order to enable smooth, quick and clear communication without misunderstandings.
\nElements of a good RFP
\n95% of congress tourism suppliers receive requests for proposal via e-mail, while other 5% receive it via telephone conversations or verbally, on the meetings. Finally, each request should be received in written form, via e-mail.
\nEvent organizers who do their events in the region of the South East Europe (60% of them) send clear and accurately composed requests, judging by those who receive such requests.
\n40% of RFP s are not sufficiently clear and detailed.
\nPCO agencies receive incomplete requests more often than hotels, although there is a general impression that permanent and longstanding clients, as well as those more experienced in organization, send precisely formulated requests.
\nGenerally, the organizers send timely requests to hotels and agencies, sometimes even earlier than needed. However, in the process of organization of small events, we can notice the increased number of the \u201clast minute\u201d requests, which may result in refusals, due to occupancy of capacities. In the process of organization of large congresses, the requests always arrive on time.
\nIn case of providing translating services and technical equipment, the requests usually have very short deadlines, which may result in price increase or inability to provide the required services.
\nNot many clients require CSR (corporate social responsibility) nor do they ask for reports on corporate social responsibility of the hotel / congress centre. Cases which include the existence of such requests usually come from nongovernmental organizations and the companies operating on the global level.
\nWhat truly stood out in the research that we carried out, is the significant influence which clear and precise RFP, containing all details, have on the speed of the response, actually on sending back the proposal. Quality of proposal depends on the accuracy of the request (RFP) and the list of provided details. Without such \u201cinput\u201d information, it is practically impossible to make a high quality proposal.
\nIt is very important to send well formed and written request in order to get precise offer with precise expressed price. When it is not the case, a lot of time will be lost in the process of gathering these information and specifying necessary details.\u00a0
\n![\"Good](\"https://www.seebtm.com/wp-content/uploads/bigstock-Checklist-105690.jpg\")
Good and quality request for proposal (RFP) can speed up proposal feedback for even 80%.
\nSometimes, it may happen that the organizers send requests which are not in accordance with their actual needs, meaning that they initially send requests which are later modified during further discussions and communication. For example, they ask for the proposal to welcome 150 people in two conference halls, including 2 coffee breaks and lunch. In the end, they come to 80 people only, seated in one conference hall, including one coffee break and no lunch but with lunch packages and additional activities, which would, apart from other things, include the paragliding.
Amendments and changes made to RFP can cause problems, if they come in the last minute, and it turns out that the booked hotel does not provide the required facilities or that the location is inappropriate, or anything similar, which brings the process back to its beginning, while the time for preparation and organization of the event is running out.
\nAll above-mentioned is part of event management issue, and the role of hotels and agencies should include the consulting services as well, in order to help their clients through proposing of ideas and suggestions. However, it is much better to have RFPs which contain minimal number of misunderstandings and errors, which will certainly provide smooth and fast operation.
\nThe most frequent inaccuracies contained in RFPs:
\n– number of the participants listed in the request is usually higher than actual number finally participating at the event
\n– clients require larger meeting room than it is actually needed
\n– requirements and needs of the lecturers and speakers are not well known
\n– not sure about quantity of needed food and beverages
\n– there is no accurate objective of the event defined, which further leads to the inability to express the actual needs and requests
\n![\"Detailed](\"https://www.seebtm.com/wp-content/uploads/bigstock-Beautiful-young-woman-choosing-48833492.jpg\")
Precise and detailed request should include the following information (based on the information collected from this research):
\n\n
– place (town, hotel, etc.), if the translating will be dislocated, is there organized transport and accommodation
\n– language combination and terminology
\n– material for preparation of translations in form of presentation, etc.
\n– request for consecutive translating or simultaneous translating from the cabin
\n– agenda or the exact information on duration of translating, breaks included
\n– number of participants in the event
\n– special requests, if there are any (translators should arrive earlier, male or female translators, etc.)
\nBranch and structure of participants, is the event local, regional or international, what are the objectives, what is the focus of the event – such additional information is always good to have, because it can be of a great help in attempts to compose the top quality request, so that the realization of the event itself would be as complete as possible, providing all necessary finesses.
\nAfter all, details are those that make a difference between average and supreme events.
\nThe post Writing an Effective RFP: GOOD REQUEST FOR PROPOSAL LEADS TO SUCCESSFUL EVENT appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "The quality of proposals we receive is directly associated with the quality of requests we send. \nIf we don\u2019t say to our suppliers what exactly do we need and desire, they cannot meet our expectations.\nThe above-mentioned fact was jointly accepted by all managers and sales directors of hotels, venues and agencies from the South East Europe that participated in the research, carried out by SEEbtm magazine, during the second half of the year 2012.\nThe objective of our research is to emphasize the most important significances required for preparing and submitting of good requests for proposals for hotels and agencies, as well as the most important items which the organizers should include in their requests, in order to enable smooth, quick and clear communication without misunderstandings.\nElements of a good RFP \n\n\nList all your needs and requirements\nExplain the idea and the objectives of the event\nRank the requests according to their importance. What are the requirements that simply must be fulfilled? Which are those that would be nice to have?\nRequests must be measurable. \u201cWe require an adequate conference hall\u201d \u2013 does not say much about the characteristics of the hall you need\nRank your priorities. List all the factors according to their significance, such as price, location, facilities, available dates, etc.\nSend your requests to the qualified suppliers, after initial selection of bidders\n\n\n95% of congress tourism suppliers receive requests for proposal via e-mail, while other 5% receive it via telephone conversations or verbally, on the meetings. Finally, each request should be received in written form, via e-mail.\nEvent organizers who do their events in the region of the South East Europe (60% of them) send clear and accurately composed requests, judging by those who receive such requests.\n40% of RFP s are not sufficiently clear and detailed.\nPCO agencies receive incomplete requests more often than hotels, although there is a general impression that permanent and longstanding clients, as well as those more experienced in organization, send precisely formulated requests.\nGenerally, the organizers send timely requests to hotels and agencies, sometimes even earlier than needed. However, in the process of organization of small events, we can notice the increased number of the \u201clast minute\u201d requests, which may result in refusals, due to occupancy of capacities. In the process of organization of large congresses, the requests always arrive on time.\nIn case of providing translating services and technical equipment, the requests usually have very short deadlines, which may result in price increase or inability to provide the required services.\nNot many clients require CSR (corporate social responsibility) nor do they ask for reports on corporate social responsibility of the hotel / congress centre. Cases which include the existence of such requests usually come from nongovernmental organizations and the companies operating on the global level.\nWriting an effective RFP\nWhat truly stood out in the research that we carried out, is the significant influence which clear and precise RFP, containing all details, have on the speed of the response, actually on sending back the proposal. Quality of proposal depends on the accuracy of the request (RFP) and the list of provided details. Without such \u201cinput\u201d information, it is practically impossible to make a high quality proposal.\nIt is very important to send well formed and written request in order to get precise offer with precise expressed price. When it is not the case, a lot of time will be lost in the process of gathering these information and specifying necessary details.\u00a0\nGood RFP – plan on time\nGood and quality request for proposal (RFP) can speed up proposal feedback for even 80%. \nSometimes, it may happen that the organizers send requests which are not in accordance with their actual needs, meaning that they initially send requests which are later modified during further discussions and communication. For example, they ask for the proposal to welcome 150 people in two conference halls, including 2 coffee breaks and lunch. In the end, they come to 80 people only, seated in one conference hall, including one coffee break and no lunch but with lunch packages and additional activities, which would, apart from other things, include the paragliding.\nAmendments and changes made to RFP can cause problems, if they come in the last minute, and it turns out that the booked hotel does not provide the required facilities or that the location is inappropriate, or anything similar, which brings the process back to its beginning, while the time for preparation and organization of the event is running out.\nAll above-mentioned is part of event management issue, and the role of hotels and agencies should include the consulting services as well, in order to help their clients through proposing of ideas and suggestions. However, it is much better to have RFPs which contain minimal number of misunderstandings and errors, which will certainly provide smooth and fast operation.\nThe most frequent inaccuracies contained in RFPs:\n– number of the participants listed in the request is usually higher than actual number finally participating at the event\n– clients require larger meeting room than it is actually needed\n– requirements and needs of the lecturers and speakers are not well known\n– not sure about quantity of needed food and beverages\n– there is no accurate objective of the event defined, which further leads to the inability to express the actual needs and requests\nDetailed and precise RFP speeds up feedback with quality offer\nPrecise and detailed request should include the following information (based on the information collected from this research):\n\nName of the company/organization\nContact person\nDate and time of the event, and, if possible, an alternative date\nNumber of participants (minimum, optimum, maximum)\nHotel categorization\nNumber and type of rooms, as well as the type of services (BB, HB\u2026)\nNecessary F&B services (welcome drink, coffee break, gala dinner, type of servings\u2026)\nNumber of conference rooms, required capacities and the time of use\nConference room set up (U shape, T shape, classroom, conference, theatre, banquets, etc.)\nHall equipment (stage, platform, dancing floor, registration desk, desk for advertising material, names on desks, decoration, flowers…)\nRequired technical equipment (standard equipment + possible recording, presentation, simultaneous translation, video conference\u2026)\nRequest for additional hotel facilities (wellness, sport facilities, garage, parking, etc.)\nPreliminary program agenda day-by-day\nTransfer\nAdditional services and special requests (guide, excursions, animation, support animation staff, hostesses, etc.)\nThe budget available for the organization of the event\nDate of the final decision of the organizers\n\n \n\nRequest for verbal translations should include:\n\n– place (town, hotel, etc.), if the translating will be dislocated, is there organized transport and accommodation\n– language combination and terminology\n– material for preparation of translations in form of presentation, etc.\n– request for consecutive translating or simultaneous translating from the cabin\n– agenda or the exact information on duration of translating, breaks included\n– number of participants in the event\n– special requests, if there are any (translators should arrive earlier, male or female translators, etc.)\nBranch and structure of participants, is the event local, regional or international, what are the objectives, what is the focus of the event – such additional information is always good to have, because it can be of a great help in attempts to compose the top quality request, so that the realization of the event itself would be as complete as possible, providing all necessary finesses.\nAfter all, details are those that make a difference between average and supreme events.\nThe post Writing an Effective RFP: GOOD REQUEST FOR PROPOSAL LEADS TO SUCCESSFUL EVENT appeared first on SEE Business travel & meetings magazine.", "date_published": "2013-02-18T18:13:21+01:00", "date_modified": "2017-03-21T12:31:21+01:00", "author": { "name": "Miona Milic", "url": "https://www.seebtm.com/en/author/miona/", "avatar": "https://www.seebtm.com/wp-content/uploads/IMG-20240224-WA0003-e1728981138373.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/bigstock-Unanswered-Questions-Brainst-6072574.jpg", "tags": [ "editor pick", "proposal", "RFP", "successful event", "writing RFP", "Trends" ] } ] }