Written by Audrey Staples, a Systems Analyst for Cvent in McLean, VA; Audrey is a member of IACC's Emerging Trends Committee, a committee for industry professionals under the age of 30. Audrey brings her knowledge of the vendor side and shares these cool conference center tips to maximize your RFPs.
Planners: Be sure to include some high level information
about the organization looking to host their next event on RFPs sent to the
conference center. If your organization has held this event in the past,
be sure to add some information about the event history. These details
give the convention center a better picture of the organization’s priorities
and consistencies regarding the event. Providing these details may get
you more customized
or event specific details from your venue! Adding information about
pick-up might help when negotiating attrition. And sharing other
city locations you have visited in the past, may encourage conference centers
to include details about their city’s features.
Conference Centers: Use all the information
planners include on their RFPs to sell your property. If planners include
particulars about this event from years past, take them and relate them to the
service or product your center can offer. Did the Dairy Farmers of
America offer an ice cream reception last year? Play off the theme and
suggest a cheese tasting at your conference center! Use you city’s
resources; talk to local chefs for some food theme ideas or elicit your
coordinators advice to discuss décor and setup. Or use their agenda to
highlight your meeting rooms. Do you have the perfect space for their silent
auction? Give them the details, the flow, so they understand why your
venue is the right fit for their event. Including these ‘extras’
may help the planners understand the experience their attendees will get
at your conference center.
What do you also recommend including in your RFPs?
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