by Brad Weaber

A. Preferred Dates. While this information is very important, the key to achieving the best deal is to be flexible. It is important to have flexibility not only in arrival/departure pattern, but also in the week or month the meeting occurs. While this may not always be possible, offering multiple dates is almost always guaranteed to improve your hotel package. Additionally, if you find that the dates before and after your preferred dates are available, you will have more negotiating room since the hotel clearly has several open dates to fill.

B. Geographic Location. Indicate if your board of directors or executive director has a preference (or mandate) to meet in a specific location – for example: West Coast city or resort. This information will indicate to the hotel that it has a serious chance at the piece of business.

C. Number of Attendees. Give accurate attendance projections and indicate if the group is predominately management, professional, student or whatever. Hotels know if certain profile groups will utilize hotel services and therefore generate additional revenue.

D. Number of Guest Rooms Required. Include early arrival and late departures. Provide anticipated day-by-day breakdown of singles/doubles/suites.

E. History. This is an important element of the RFP that is often forgotten. The hotel needs to know exactly what your block and actual pick up was at the (last three) previous meetings of this type. Include the dates of the meeting and the entire hotel package. It is also important to note any unusual fluctuations in attendance. If you do not provide this historical information, the hotel will have to do its own research. This could cause the bid process to slow down.

F. Meeting Agenda. This should closely adhere to your most recent meeting. If not, clearly outline any changes. Include all breakouts, offices, registration and exhibit move-in and move-out days. Clearly state your space requirements in terms of square footage and required ceiling height. Also be sure to include space-intensive or time sensitive sets (i.e. rear screen, displays, etc.). Indicate if the number of people anticipated in each meeting differs from past history.

G. Food and Beverage Expenditures. If possible, include the previous year's expenditures. Be certain to include all activities of your group... not just group-sponsored functions. If your group spends a great deal of money in the restaurant and bars, it is important that you let this information be known. While this figure does not commit you to spend the same amount, it represents the "potential" food and beverage dollars.

H. Identify the Competition. Indicate which other hotels are being considered. This is important because the presence of competition always yields a better price.

I. Separate "Musts" from "Wants." List what the hotel "must" pride in order to have a chance to be considered. The "must" information should include very important information including space commitments, specific price requirements: "wants" can be discussed as you get closer to a final decision.

J. Deadline for Bid. Indicate the date that you plan to narrow the field to two or three tentative sites. In providing all the required information up front, the hotel can evaluate and negotiate the best deal for both sides."We'll be back next year."

First published in: Convene Magazine, April 1996