![\"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" ] }, { "id": "https://www.seebtm.com/en/tips-for-organizers-how-to-create-a-successful-event/", "url": "https://www.seebtm.com/en/tips-for-organizers-how-to-create-a-successful-event/", "title": "Tips for organizers: HOW TO CREATE A SUCCESSFUL EVENT?", "content_html": "![\"\"](\"https://www.seebtm.com/wp-content/uploads/Why-Are-We-Here-Questin.jpg\" "\\"Why")
The following tips always can and should be put into practice, and theirs implementation should vary depending on the type and complexity of each individual event. In that case, there are more points then mentioned below, that organizers should keep in mind and a number of things that need to be done.
1. Set objectives. Before starting to organize an event it is extremely important to define what it is you wish to accomplish by it. If your purpose is to educate employees, you will fall short of achieving it if the lecturers and the training program are inadequate. A press conference will hardly be successful if it does not result in the desired number of publications in the media. Your partners and associates will not be very impressed if you invite them to a fabulous venue where only the first drink is complimentary, while they have to pay for the rest. Events can be organized for all sorts of reasons: employee incentive, their education and training, promotion of a new product or service, informing the target public of the company\u2019s activities, strengthening relations with existing or potential partners, etc.
\n2. Date and number of participants. Each subsequent step, from reserving the venue and accommodation to providing refreshments, will require the setting of a date for the event and determining the anticipated number of participants. Never make this decision in haste. It can be vital to the success of an event. Be careful to check whether any other event will be taking place at the same time that could put your guests in the position of having to choose which one to attend. Also, try to avoid holiday seasons if you are organizing a business event. An event will not be particularly successful if it\u2019s set in a venue that can accommodate 300 people and only one hundred people show up.
\n![\"Tips](\"https://www.seebtm.com/wp-content/uploads/Checklist.jpg\" "\\"Tips")
3. Budget. It would be unrealistic to plan anything worth mentioning if you have not determined a budget or, worse still, if you do not have the funds. You must know how much you can spend for the entire event and how much its various segments will cost. The hotel, the venue, or the agency you hire, will be able to give you their best offer if you let them know what your budget is, ahead of time. Some organizers think this information could be used to their detriment but most hotels will actually try to fit your budget and provide the maximum of their services within that budget.
\n![\"Successful](\"https://www.seebtm.com/wp-content/uploads/Business-partners-toast.jpg\" "\\"Successful")
4. Plan on time. Begin preparations, contacts, and negotiations on time. That way you will be able to negotiate the best price and terms, avoid the unpleasant realization that the place or band you wanted for your event is already booked, and you will not find yourself generally running out of time. The bigger and more complex an event, the more planning it will require.
\n5. Plan the event in detail. In order to reduce the possibility of \u201cunforeseen\u201d situations to a minimum, plan and schedule the event down to the minutest details. This will be of great help when you are putting together a request for proposal for hotel. You must know exactly what you need in terms of accommodation, conference rooms and other facilities, what type of technical equipment, and the services of the venue or agency you have hire. The plan and schedule of the event, the number of participants, their specific needs (necessary protocol for diplomats, VIP treatment and accommodation for special guests or lecturers, special meals for vegetarians, special amenities for disabled participants, if any, etc.). The more detailed request you send to a hotel or agency, the better quality of service you may hope to receive, not to mention that you will immediately know whether they can or cannot meet your requirements. You don\u2019t want to realize that you need special amenities for disabled people only once the event has started and you realize that some guests can\u2019t enter, that the audio equipment is not functioning properly, or that you need 100 parking spaces only when you see your guests arriving late because they couldn\u2019t find a place to park their cars.
\n6. Choose the right ![\"\"](\"https://www.seebtm.com/wp-content/uploads/The-press-and-stamp-success.jpg\" "\\"The-press-and-stamp-success\\"")
venue. If you have planned an event properly, you will know precisely what kind of setting you need. If you are organizing a seminar or workshop, make sure conference rooms are available where chairs can be arranged classroom- style or in U or T shape. If, however, you are organizing a board meeting, perhaps the conference style would be more suitable, or so-called l shape. It would be good to have these rooms directly connected with units for coffee breaks and wardrobe storage. Natural lighting is a great advantage. In the event of corporate celebrations, make sure there is enough space for guests to circulate and dance. Is there a bar and enough room for serving refreshments? Is the room meant for a seating arrangement or will the guests be standing? For an authentic event, find a special venue such as a castle, a cave, or something similar.
7. Venue branding. You will certainly want the participants to have a clear idea of who the organizer and host of the event is, and who the sponsors are who made the event possible. So give careful thought to the way in which you will brand the venue, whether you will have the lighting or the table decorations in your company colors, whether roll-ups and banners will be positioned at the appropriate points, or whether you will be serving canap\u00e9s shaped in the sponsor\u2019s or the organizer\u2019s logo. There is plenty of choice and combinations depending on the type and theme of the gathering. Needless to say, the rule of the Golden Mean applies here, too. The venue should definitely be branded but with discrete, recognizable, and appropriate insignia. You don\u2019t want the participants to feel like they\u2019re at a kermis. Unless, of course, you are organizing a kermis itself.
\n8. Event promotion. In order to be able to plan their attendance, guests and participants must be informed on time about the date, time and place of an event, its purpose and theme, and whether participation is subject to the payment of a fee. If you are planning a corporate celebration, then the timely sending of invitations bearing the necessary information will suffice, while events such as congresses and conferences require more serious promotion which, depending on the type of meeting, may require an announcement in relevant publications, on Internet sites, billboards, radio and TV, at other similar events, etc.
\n9. Adjust the event to the participants. The participants are the ones who decide whether an event has been a success or not. Participants will be satisfied if the theme and purpose of an event, training program, venue, entertainment and communication was adjusted to their profession, interests, age group, and gender.
\n10. Try to make the event pleasant for all. Minor oversights or flaws will not be important if everyone present feels welcome. Be a good host. Make sure there is someone to meet and greet guests and par![\"\"](\"https://www.seebtm.com/wp-content/uploads/Checklist2.jpg\" "\\"Checklist\\"")
ticipants, tell them where everything is, who else is present, and introduce them to other participants. Let them know you appreciate their attendance and that the event is just the right place for them.
11. Don\u2019t be sparing with food and drinks. While it\u2019s true that the price of catering, depending on the quantity of goods served, will account for most of the budget, if you can, make sure the food and drinks served are of good quality and tasty. There is a reason why gastronomic and wine tourism are so popular. People simply love to eat, drink, and savor different tastes. Also, ensure a sufficient number of waiters and barmen. Nobody enjoys waiting in line at the bar or for food to be served.
\n12. Make a checklist. The organization of an event is a demanding task. It\u2019s next to impossible to keep in mind everything that needs to be done. It\u2019s best to make a list, write down all the items, and check them off one by one as they get done. That way you\u2019ll know every moment how far the organization of the event has come and you will be reducing the chances of forgetting to do things or doing them at the last minute.
\n\nThe post Tips for organizers: HOW TO CREATE A SUCCESSFUL EVENT? appeared first on SEE Business travel & meetings magazine.
\n", "content_text": "The following tips always can and should be put into practice, and theirs implementation should vary depending on the type and complexity of each individual event. In that case, there are more points then mentioned below, that organizers should keep in mind and a number of things that need to be done.\n1. Set objectives. Before starting to organize an event it is extremely important to define what it is you wish to accomplish by it. If your purpose is to educate employees, you will fall short of achieving it if the lecturers and the training program are inadequate. A press conference will hardly be successful if it does not result in the desired number of publications in the media. Your partners and associates will not be very impressed if you invite them to a fabulous venue where only the first drink is complimentary, while they have to pay for the rest. Events can be organized for all sorts of reasons: employee incentive, their education and training, promotion of a new product or service, informing the target public of the company\u2019s activities, strengthening relations with existing or potential partners, etc.\n2. Date and number of participants. Each subsequent step, from reserving the venue and accommodation to providing refreshments, will require the setting of a date for the event and determining the anticipated number of participants. Never make this decision in haste. It can be vital to the success of an event. Be careful to check whether any other event will be taking place at the same time that could put your guests in the position of having to choose which one to attend. Also, try to avoid holiday seasons if you are organizing a business event. An event will not be particularly successful if it\u2019s set in a venue that can accommodate 300 people and only one hundred people show up.\nTips for creating successful event\n3. Budget. It would be unrealistic to plan anything worth mentioning if you have not determined a budget or, worse still, if you do not have the funds. You must know how much you can spend for the entire event and how much its various segments will cost. The hotel, the venue, or the agency you hire, will be able to give you their best offer if you let them know what your budget is, ahead of time. Some organizers think this information could be used to their detriment but most hotels will actually try to fit your budget and provide the maximum of their services within that budget.\nSuccessful event\n4. Plan on time. Begin preparations, contacts, and negotiations on time. That way you will be able to negotiate the best price and terms, avoid the unpleasant realization that the place or band you wanted for your event is already booked, and you will not find yourself generally running out of time. The bigger and more complex an event, the more planning it will require.\n5. Plan the event in detail. In order to reduce the possibility of \u201cunforeseen\u201d situations to a minimum, plan and schedule the event down to the minutest details. This will be of great help when you are putting together a request for proposal for hotel. You must know exactly what you need in terms of accommodation, conference rooms and other facilities, what type of technical equipment, and the services of the venue or agency you have hire. The plan and schedule of the event, the number of participants, their specific needs (necessary protocol for diplomats, VIP treatment and accommodation for special guests or lecturers, special meals for vegetarians, special amenities for disabled participants, if any, etc.). The more detailed request you send to a hotel or agency, the better quality of service you may hope to receive, not to mention that you will immediately know whether they can or cannot meet your requirements. You don\u2019t want to realize that you need special amenities for disabled people only once the event has started and you realize that some guests can\u2019t enter, that the audio equipment is not functioning properly, or that you need 100 parking spaces only when you see your guests arriving late because they couldn\u2019t find a place to park their cars.\n6. Choose the right venue. If you have planned an event properly, you will know precisely what kind of setting you need. If you are organizing a seminar or workshop, make sure conference rooms are available where chairs can be arranged classroom- style or in U or T shape. If, however, you are organizing a board meeting, perhaps the conference style would be more suitable, or so-called l shape. It would be good to have these rooms directly connected with units for coffee breaks and wardrobe storage. Natural lighting is a great advantage. In the event of corporate celebrations, make sure there is enough space for guests to circulate and dance. Is there a bar and enough room for serving refreshments? Is the room meant for a seating arrangement or will the guests be standing? For an authentic event, find a special venue such as a castle, a cave, or something similar.\n7. Venue branding. You will certainly want the participants to have a clear idea of who the organizer and host of the event is, and who the sponsors are who made the event possible. So give careful thought to the way in which you will brand the venue, whether you will have the lighting or the table decorations in your company colors, whether roll-ups and banners will be positioned at the appropriate points, or whether you will be serving canap\u00e9s shaped in the sponsor\u2019s or the organizer\u2019s logo. There is plenty of choice and combinations depending on the type and theme of the gathering. Needless to say, the rule of the Golden Mean applies here, too. The venue should definitely be branded but with discrete, recognizable, and appropriate insignia. You don\u2019t want the participants to feel like they\u2019re at a kermis. Unless, of course, you are organizing a kermis itself.\n8. Event promotion. In order to be able to plan their attendance, guests and participants must be informed on time about the date, time and place of an event, its purpose and theme, and whether participation is subject to the payment of a fee. If you are planning a corporate celebration, then the timely sending of invitations bearing the necessary information will suffice, while events such as congresses and conferences require more serious promotion which, depending on the type of meeting, may require an announcement in relevant publications, on Internet sites, billboards, radio and TV, at other similar events, etc.\n9. Adjust the event to the participants. The participants are the ones who decide whether an event has been a success or not. Participants will be satisfied if the theme and purpose of an event, training program, venue, entertainment and communication was adjusted to their profession, interests, age group, and gender.\n10. Try to make the event pleasant for all. Minor oversights or flaws will not be important if everyone present feels welcome. Be a good host. Make sure there is someone to meet and greet guests and participants, tell them where everything is, who else is present, and introduce them to other participants. Let them know you appreciate their attendance and that the event is just the right place for them.\n11. Don\u2019t be sparing with food and drinks. While it\u2019s true that the price of catering, depending on the quantity of goods served, will account for most of the budget, if you can, make sure the food and drinks served are of good quality and tasty. There is a reason why gastronomic and wine tourism are so popular. People simply love to eat, drink, and savor different tastes. Also, ensure a sufficient number of waiters and barmen. Nobody enjoys waiting in line at the bar or for food to be served.\n12. Make a checklist. The organization of an event is a demanding task. It\u2019s next to impossible to keep in mind everything that needs to be done. It\u2019s best to make a list, write down all the items, and check them off one by one as they get done. That way you\u2019ll know every moment how far the organization of the event has come and you will be reducing the chances of forgetting to do things or doing them at the last minute.\nMiona Milic\nThe post Tips for organizers: HOW TO CREATE A SUCCESSFUL EVENT? appeared first on SEE Business travel & meetings magazine.", "date_published": "2013-02-18T17:01:53+01:00", "date_modified": "2015-04-03T09:49:32+02:00", "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/Unanswered-Questions.jpg", "tags": [ "events", "successful event", "tips for organizers", "Hot topics" ] } ] }