RFP s and Contract Negotiations

Transcription

1 RFP s and Contract Negotiations 2017 SGMP National Education Conference Fort Lauderdale, FL Beth Miller-Tipton, CMP, CGMP bmt@ufl.edu Web Site: conference.ifas.ufl.edu/ Work Telephone: Gainesville, Florida USA

2 It s just like building a house.

3 You Start with a BLUEPRINT

4 Where to Begin Define the Audience (WHO) Develop the Agenda (WHAT) Select a City & Host Hotel (WHERE) Schedule Dates/Timeframe (WHEN) and- Set Objectives (WHY) Ask for it in writing

5 Who Should Attend: Academicians / Scientists Government Employees Consultants Corporate Representatives Students List of Occupations

6 What is it? What is the Conference Name? What is the Conference Objective? What are Topics to be Presented? What are EXPECTED RESULTS?

7 Where Should it Be? Location (City, State, Country) Meeting Site: Resort, Downtown, Airport Conference Center, Campus Sell Destination / Attractions Air/Driving Access Affordability Walkability

8 When: Dates (month, year, daily pattern) Season (value dates, peak rates) Dates of Similar Conferences What is your Lead Time? Consider Special Events / Holidays Fiscal Years (state, federal, calendar)

9 Why are you having it? Educational / Scientific / Academic Multi-disciplinary / Share Info Issue Status Reports & Updates Certification (e.g., CEUs/CMEs) In-depth Training / Instruction Teambuilding/Competition Social / Networking Make MONEY! BENEFITS OF ATTENDING

10 Put it in Writing: The information you have compiled will not only guide your hotel selection process, it will be used for: Promotional Brochures Your Web Site Conference Announcements Sponsor Prospectus Grant Proposals Releases

11 Bricks and Mortar The Who, What, Where, When and Why help you begin preparing the BLUEPRINT for your event. Then you prepare the RFP.

12 Preparing the RFP SECTIONS: Cover Letter/Introduction Group Overview & HISTORY Guest Room Specifications Meeting / F&B Needs (Agenda-at-a-Glance) Requests for Special Pricing Know the DOLLAR VALUE of your Meeting!

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15 HISTORY Conference History & Overview Guest Room Pickup/Attendance F&B Revenue Number of Registrants Group Narrative (About Us)

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17 GROUP HISTORY

18 Guest Room Requirements List Date Options and NON-OPTIONS Room Block / Pattern (by day) Specify Room Types (kings vs doubles) Suites if a Must Have Special Instructions (per diem/rate range/commission)

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20 Meeting Space Requirements One-page Recap of Meeting Set-Ups Registration Exhibits/Displays General Session Breakouts (Concurrents) Networking Functions One-page Agenda-at-a-Glance Include all Meetings & F&B Functions

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28 F&B Requirements Refreshments or Continental Breakfast? GROUP MEALS Lunches / Receptions / Dinners / Breaks Include Special Instructions Served vs Buffet With or without speaker Head table? Set-up? AV / Lighting / Dress Rehearsals Special Linen or Centerpiece Requirements

29 Requests for Special Pricing Guest Rooms General Meeting Items / AV Food & Beverage Specify Deal Breakers Authorized Signature

30 Requests for Special Pricing Guest Rooms Comps Suite Upgrades Concierges Level Upgrades Amenities Internet Fitness Center Access Staff Rates Others?

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32 Requests for Special Pricing Meeting Room & AV Pricing Requests Meeting Room Rental (Sliding Scale) Internet (Wired vs wireless) MISC: Easels / Plants / Chairs General AV Package (Podium, Mic Screen, Projector Stand, Power & Cabling) Tables (draped & skirted) Power Connections in Exhibit Hall

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34 Requests for Special Pricing Food & Beverage Considerations Ala carte vs Per Person Coffee, Tea, Decaf, Lemonade & Iced Tea Juices Danish, Pastries, Breakfast Breads & Bagels Break Snacks (chips, ice cream, pretzels, healthy) Break Beverages Wine & Beer Sliced Fruit & Domestic Cheese Displays Action Stations Themed Events (Centerpieces / Lighting / Sound)

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37 Distributing the RFP CVBs Hotel Chain Global Representatives SGMP Member List Preferred Properties Bundle RFPs when possible Call or hotels ahead of time

38 Presenting RFP Results Create Comparison Grid Include Description of Hotel/Walkability Copy and Paste Section Responses Include Recommendation / Comments Rough Estimate of Major Variances Show Function Layout on Floorplan

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41 Final Contract Negotiations Review RFP Recap / SELECT TOP 2-3 Conduct Site Inspections Get ALL Offerings in Writing Obtain Formalized Contract Compare Contract to Original RFP Remember to consult your contract when developing your budget.

42 Final Contract Negotiations Pay attention to every word. Confirm times are accurate. Verify 24-hour holds. Verify space block to agenda. F&B minimums as inclusive. Don t be in a hurry - double check everything

43 Record Special Instructions EXAMPLES: Get client to sign off on AGENDA F&B Minimum must have dinner at hotel Reduced number of breakouts to fit in hotel. Exhibitors must move out one day early. Itemize concessions for client. Make sure documentation is accessible by colleagues.

44 Execute Agreement Include ADDENDA: - Menus - AV Pricing - Space block diagram Obtain dual signatures. Handwritten edits must be countersigned.

45 Questions? me at Call me at

46 Summary Use The Five W s & the RFP to Create A Blueprint for Your Meeting Plan your work and work your plan Execute and follow-up